Zoom FAQ

Zoom has really taken our Notre Dame community into a Connected Online world, with collaboration and communication at full speed. Find answers to questions about set-up, use and support for Zoom.

Zoom Account


Personal meeting ID and personal link are two ways to access your personal meeting room. Your personal meeting room is a virtual room that is permanently reserved for you. You can schedule or start an instant meeting with your PMI. Learn more about PMI and personal links.


Not all features are available in the free version of Zoom. We encourage all Notre Dame users to use the Single Sign-On option for Zoom to get all security and meeting features.


Single sign-on allows you to login using your company credentials. We encourage all Notre Dame users to use the Single Sign-On option for Zoom to get all security and meeting features. Please contact your IT Service Desk if your account does not log in with your Notre Dame email and password.


ITO updates all University-owned computers through weekly updates. Connect your University computer to Sophos when working off-campus to receive the latest updates.

To update Zoom on your personal computer or mobile device, select Check for Updates from the main menu. Install any pending updates to keep your Zoom client up to date with the latest user and security features.

Check your license shows as ON-PREM to know you are using the current install of Zoom.

General


Staff and students can use Zoom for personal use at home. Use of Zoom follows the same guidelines and policies for Email and Mobile Phones. Zoom can be used for personal messaging and video calls only. Staff and students are unable to use their University Zoom account for personal business use.

Please note, the University's standards, policies and procedures still apply when using Zoom.
Please refer to the following Guidelines: Zoom Etiquette for specific standards to be observed when using Zoom on and off-campus.


Apps in Zoom market place is not available to staff and students for use with Notre Dame SSO. The use of marketplace apps can be purchased and installed for use on personal devices, not using a University Login.

If you require access to a marketplace app for use on a University device for research, teaching or work purposes. Please complete a business case and submit to your IT Service Desk.


Students and staff are not charged for using Zoom meetings and webinar services. All University users should access Zoom through Single Sign-on to ensure they are not charged for services and features when using Zoom.


Review our set up guides to get you started with Zoom. Check out how-to videos from Zoom Support. Find information on the following topics:
  • Getting Started
  • Audio, Video Sharing
  • Meetings and Webinars
  • Account and Admin
  • Zoom Rooms
  • Messaging

  • An internet connection – broadband wired or wireless
  • Speakers and a microphone – built-in or USB plug-in or wireless Bluetooth
  • Camera device: webcam, phone, tablet, laptop - built-in or USB plug-in
  • Or, a HD cam or HD camcorder with a video capture card

Review requirements for Operating System, resources and bandwidth from Zoom. Find out what peripherals are recommended to use to give you the best experience with Zoom.

Security


Sharing meeting links, IDs and passwords online may cause a security breach and open your meeting up to cyber-attacks.

Commonly known as Zoom bombing, unknown users access meetings and cause disruption, try to steal information or display inappropriate behaviour or images.  Keep your meeting secure by registering attendees and only sending a meeting link directly to an attendee if they are known.


Our Notre Dame version of Zoom is fully hosted on the AARNet network; AARNet provides a secure dedicated internet service to the Australian education and research community.  All Zoom connections (including chat, video, recordings and voicemail) are run through AARNets secure service


We encourage all Notre Dame users to use the Single Sign-On option for Zoom to get all security and meeting features. Follow the below secure online practices while hosting and/or attending Zoom meetings:
  • Do not share Zoom meeting links/details on social media or public forums
  • Register and approve non-University users for meetings or webinars
  • Do not share Zoom meeting passwords or your University login details
  • Only use Zoom links sent from a University email address (firstname.lastname@nd.edu.au)
  • Be aware of your surroundings in public areas when on Zoom
  • Use the Manage Participants button on the Zoom call to see who is in the meeting
  • Contact the host to confirm if you are suspicious of a meeting invite or link


Yes, your account can be compromised similarly to email. These chances are significantly minimised by following secure practices online when accessing Zoom and other University systems and accounts. Find more information on secure practices for Zoom with secure meetings.


Phishing: bulk emails sent to multiple people (untargeted) asking for personal or sensitive information. They encourage you to open an attachment or visit a fake website.

Avoid a phishing attack by clicking on meeting IDs from Notre Dame or known contacts only. If you are unsure that a link can be trusted, copy and paste the ID into your Zoom client to test. If a Zoom link redirects you to a web page or unknown meeting, please reset your password and contact IT.
Learn more


If you are unsure, a link is legitimate, copy the link and paste it directly into Join Meeting. Find this under Home on your Zoom client. If the link is legitimate, the meeting should start. Avoid clicking onto direct links from unknown senders or email addresses.


Security is our number one priority for all online services. Zoom offers the following security features for all Notre Dame users:
  • Secure meetings with end to end encryption
  • Waiting rooms for attendees
  • Option to expel participants
  • Enable/disable recordings
  • Password protected meetings
  • Encryption of stored audio and video files

Find out more about protecting your meetings, data and privacy at zoom.us/security

Meetings


The virtual background feature allows you to display an image or video as your background during a Zoom Meeting. Find how to use the following background features with Zoom. More information can be found under Virtual Backgrounds.


Not sure how to set up a meeting? Check out our training videos and our secure meeting page for more information. Don't hesitate to call your IT Service Desk for assistance over the phone or face to face.


It is not recommended to share Zoom meeting recordings on public platforms such as Youtube, Facebook or Instagram. Sharing University data must follow the University's standards, policies and procedures.


Hosts or their delegates who have back to back meetings, need to remember to END Meeting for All at the end of each meeting to enable the next scheduled meeting to start. Failure to do this means the next meeting is delayed because other attendees may still be connected, thereby causing delays to start the next meetings.


Zoom does not support a Host scheduling consecutive meetings. Only one meeting can be joined at any one time. Remember to select END Meeting for All at the end of each meeting to enable the next scheduled meeting to start.


Find out everything you need to know about Zoom, including installs for your device, add-ins, training videos and system requirements at notredame.edu.au/zoom.

Zoom Update - September 27th


The good news is that you don't have to do anything different. All new meetings scheduled on or after September 27th will automatically include a passcode in the meeting invitation. The passcode is found under Meeting ID on the invite. Remember to uncheck "include invite in location field" before sending your invitation for security reasons.


Meetings already scheduled where the start date is on or after September 27th will require a password to be applied by the meeting host. Follow our helpful guide to edit your meeting using the Zoom Client or your Calendar in Outlook. A new invitation will replace the original request on all the attendee calendars


A new request will show in your Outlook calendar and Zoom client. The password will show under the Meeting ID. Please contact the host if the password cannot be found on the invitation when trying to access the meeting.


Improve your knowledge on what security settings to apply, so you and your attendees stay secure during a Zoom meeting. You can learn all about scheduling, hosting and recording a meeting with Zoom for Students.

Need help?

If you have any questions about Zoom or how to set up a secure meeting, please contact your IT Service Desk.

Fremantle

08 9433 0999
8am – 5pm AWST

Sydney

02 8204 4444
8am – 5pm AEST

Broome

08 9192 0632
8am – 4:30pm AWST
Send a request to IT@ND for technical, audio visual and project support at
itservicedesk@nd.edu.au