Zoom

Information Technology Services (ITS) has established a licensing program with the video conferencing provider called Zoom. Zoom may be used for hosting online classes, meetings, webinars, advising, tutorials, online office hours, connecting with subject-matter experts, group work, and more. A Zoom user account is needed to schedule, host, or moderate a Zoom meeting. However, an account is not needed to attend a meeting.

A limited number of Licensed (or "Pro") accounts are available to active UH faculty and staff. Accounts will be monitored periodically to verify usage. Any unused accounts will reduced to a Basic (free) account to provide the higher level of Zoom services to another user.

How to Request a Zoom Account

• Do you need to host 1 to 1 meetings and/or group meetings/classes with less than 100 participants and under 40 minutes? If YES, please sign up for a free, Zoom Basic Account at https://zoom.us/signup.
• Do you need to host 1 to 1 meetings and/or group meetings/classes with more than 100 participants and/or over 40 minutes? If YES, please sign up for a UH Zoom License by clicking on the Request Account button and list this as your reason. Please note that the maximum number of participants for this account is 300 participants.
  NOTE: If you need to host a one-time meeting, and do not need a full account, please request for this by visiting the ITS Desktop Videoconferencing website in the "Scheduling" section.
• Do you need specific features for meetings and/or group meetings/classes that are not included in the Zoom Basic Account? If YES, please sign up for a UH Zoom License by clicking on the Request Account button and list the specific feature(s) that you require.
• Please read through the Zoom Terms and Conditions.
• Click on the Request Account button to request for a new UH Zoom account. You will be required to log in with the UH Username and password of the account you are requesting a license for (UH departmental accounts are accepted). A valid reason for your request will also be needed. Once submitted, you will receive a response within 2-3 business days. Please email sladmin@hawaii.edu if you do not receive a response within that time frame.

For more information please visit https://www.hawaii.edu/sitelic/zoom/.

Desktop Videoconferencing

Desktop video conferencing does not require meeting rooms with monitors and video cameras. It allows users to host or join a meeting from their desktop or mobile device. Simple click-to-connect convenience quickly brings participants into a meeting on a computer, tablet or smartphone. A reliable network bandwidth, a computer equipped with a webcam, microphone, headphones (if in a public area), and a videoconference plug-in/software is all that is needed.

Our office schedules videoconferences for users who do not have their own Zoom license and would like to use the service to conduct meetings. We are able to schedule one time or short-term recurring conferences and/or classes. However using our service means that you will not have a license assigned to you and instead will be connecting to a session scheduled on your behalf.

Instructions for Using Zoom in a Classroom

List of Conferencing Enabled Classrooms on the University of Hawaii at Manoa campus

Scheduling

Service is free for UH faculty and staff for University of Hawaii business.

Requestor must submit a Desktop Videoconferencing (Zoom) Request Form at least three business days prior to conference date.

1. Scheduling assistance, please contact the Scheduling Hotline at (808) 956-2724 or itvscheduler-l@lists.hawaii.edu
2. Requestor will receive a confirmation, via electronic mail, with User Instructions.
   • Instructions will include:
     • 1) how to connect to conference
     • 2) trouble call number in case an individual is having problems before or during conference
3. Requestor is responsible for sending participant(s) the User Instructions prior to the videoconference.

Conditions of Use

1. Desktop Videoconference Service may be used for the following purpose:
   • Ad hoc UH business such as administrative meetings, interviews, research collaborations, tutoring, advising, and connecting with subject-matter experts.
   • Instructional/Distance learning enhancement such as virtual office hours, small group work, tutoring, connecting with subject-matter experts.
2. Must be an active University of Hawaii faculty or staff to submit a request.
3. Student requests must be facilitated through student's UH advisor, UH instructor, or UH program department.
4. Maximum number of participants in a single conference is three hundred (300).
5. Requests for guest lecturing for an outside institution must be sponsored through your UH department, otherwise charges will be incurred.
6. Requests for non-UH business will incur charges.
7. Do not use Wi-Fi connection to computer. Please use physical network cable to Internet.
8. If sessions are to be recorded, Requestor must:
   • Notify each participant that they will be recorded
   • Obtain clearance for use of any copyrighted material

Cancellation

1. To cancel a request, a minimum notice of 24 business hours is required.