Zoom licensing is now available to teaching Faculty

Dear Faculty and Staff:

The organization license for Zoom has now been set up. You can single-sign-on [SSO] to Zoom by going to https://userid.malone.edu and clicking the link for Zoom. You can alternatively bookmark and/or visit: https://malone-edu.zoom.us/

Teaching faculty versus staff versus students

While any student, faculty, or staff member can sign into Zoom using SSO, only instructors for a current or future course will be granted a license to use advanced features of Zoom. All others who sign into the system will be granted a free/unlicensed account. This means that only teaching faculty will have access to features such as recording in the cloud, breakout rooms, etc. 

Zoom for non-teaching purposes

There is likely some margin in our org license to allow non-teaching community members to use a licensed copy of Zoom. We have set up a mechanism where we can add additional non-teaching accounts. Teaching faculty have first right of access. If we exceed our current site license, non-teaching users' departments will be asked to pay for their own licenses. It will still be much less expensive for the University if you are added to our organization account, about 30% the cost of a personal account

We will monitor our license count carefully and notify non-teaching users if we need to pay for additional licenses. A reminder that Google meet is licensed for ALL students, faculty, and staff in the organization.

Please have your department manager/chair contact the Information Technologies Help Desk if you are interested in using Zoom for non-teaching purposes. We will need a list of malone.edu email addresses who you would like to add to the license as well as an account number to charge if we ever surpass our current license count.

Converting from a personal account

Several faculty may already have a personal account (free or paid) set up tied to their malone.edu email addresses. If this is the case, you will need to convert from a personal account to a member of our organization account. Follow the prompts on the screen to confirm that you want to switch. It will send you an email to confirm which you must click through to complete the process. More guidance on this process is available in IT Help Desk FAQ 392

Cloud recording of meetings

It is recommended that you record your class meetings for consumption by your asynchronous students as well as for review for your synchronous and in-person students. We do NOT recommend recording locally to classroom machines; record to the Zoom cloud. 

Cloud storage for Zoom meetings is a shared resource and should be managed carefully by each individual licensed user. We recommend that you download and delete recordings from the Zoom cloud on a daily basis. Those files can then be uploaded to Moodle or to other cloud storage for sharing with your students. Please limit the amount of storage you consume in the Zoom cloud to one day's worth or less than five hours of recordings, whichever is more.

Similar to licensing, we will monitor cloud storage to make sure that it is being managed well.

Please contact the IT Help Desk if you have any questions or issues. We can be reached via the web at http://www.malone.edu/helpdesk or by phone at 330.471.8428.