Zoom

Using Zoom as a Conference Call Service

Zoom can also be used as a conference call service. This is helpful for users who do not have smart phones or in situations where Internet access is weak but there is phone coverage.

Each Zoom meeting can be dialed into by calling 312-626-6799 and then entering the Meeting ID (which can be provided by the meeting host). Users who call in via phone can hear everyone else and can speak and everyone will hear them.  The only limitations is that they will not see screens that are being shared, video, or the chat.

Alternative Hosts & Co-Hosts

Alternative Hosts

• Alternative Hosts can be listed when scheduling a Zoom meeting.
• Set back up participants as Alternative Hosts just in case the scheduling Host is unable to attend. This allows others to start meetings if necessary, or if the meeting doesn’t depend on the original Host.
• IMPORTANT: If the meeting is not dependent on the scheduling Host, it is best practice to designate Alternative Hosts during the scheduling of a meeting or have Join Before Host enabled. Meetings will not begin if the scheduled Host is unable to attend, there are no Alternative Hosts listed, and Join Before Host is disabled.
• In the case of the scheduling Host being absent, the first Alternative Host to join the meeting will assume the role of Host.
• The scheduling Host can reclaim host controls by going to the Participants list and select ‘Reclaim Host’. Or, the person with the Host role can assign the Host role back to the intended Host, and revert to a participant. In either scenario, the Host can always assign a Co-Host role to any participant.
• In a Webinar, if the Host is reclaimed (or reassigned), the person leaving the Host role will become a Panelist. The new Host can assign any Panelist a Co-Host role to facilitate managing the participants and starting the recording.
• Visit Zoom Support for Alternative Hosts for more information.

Promote Co-hosts to help manage large meeting logistics

• Meetings can have only one Host, but many Co-hosts.
• Co-host is a role the meeting host can assign to any participant during the meeting.
• An attendee can be promoted to a Co-host role after the meeting has started.
  • For more information about how to promote meeting participants to Co-host role please visit Using Co-host in a Meetingfrom Zoom Support.
• Co-hosts are a good idea for large meetings as they can watch for raised hands, respond to chat messages, and manage breakout rooms.
  • If you’re curious how to add Co-hosts to your meeting, please check out Enabling and Adding a Co-host on Zooms support page.
  • Visit Zoom Support for Host and Co-host controls for more information.

Zoom Resources

• Best Practices for Meetings
• Zoom Support Center
• Zoom  Breakout Rooms for Participants
• Zoom Calendar and Contact Integration
• Account Consolidation
  • For users who have previously signed up for a Zoom account with their UIS email and now would like to use the UIS License.

Zoom Security

As UIS classes and much of business operations are being conducted virtually, Zoom has become an important collaboration tool. On occasion, you may encounter uninvited guests attempting to harass other attendees and cause disruption. To better manage your meetings and protect your sessions from these uninvited guests, Zoom has shared some helpful tips: How to Keep the Party Crashers from Crashing Your Zoom Event.

If you need further assistance with Zoom, please contact the ITS Help Desk at (217) 206-6000 or techsupport@uis.edu

Zoom System Status

• Updated Japan Toll Numbers
• New York Data Center Maintenance: 12AM-12PM EDT 5/8/2022
• Announcing IP Address Changes (No Operational Impact)
• Intermittent Live Transcription Issues for Zoom Meetings and Zoom Webinars

Zoom Use Case Disclaimer

Using Zoom has a wide variety of purposes, but using it to share or discuss certain information with legal compliance issues can put the university at risk of fines, penalties, legal, other large costs, and national reputational damage.

Please remain aware of the types of information being shared when using Zoom. The university wants to make this tool as useful as possible and is working through processes to meet the requirements of its legal obligations.

Below is the current status of some of these data type obligations based on the Data Classification Page: