ypes of Zoom Education accounts

Cultivating Accessibility

Fostering a culture of care is our shared responsibility at Queen’s. Please see the Accessibility Hub for ways to make virtual (e.g., Zoom) meetings inclusive.

Tips to get you started:
– Update your name/profile to share your pronoun(s) if you are comfortable.
– Turn on your webcam when speaking, so that hard of hearing or D/deaf folx can lipread. Feel free to use a virtual background for privacy.
– Use real-time automatic captioning

Introduction

Zoom is a cloud-based solution for video and audio conferencing, collaboration, and online meetings. A Queen’s Zoom account allows you to host meetings of up to 300 participants, complete with screen sharing, video recording and a host of other collaboration features, at no charge to the user. Participants do not require an account to join meetings.

Eligibility

Queen’s University students, staff, teaching assistants, and faculty using their active NetID@queensu.ca email address are eligible for licensed Zoom Education accounts. All other Queen’s users receive a Zoom Education basic account. Alumni, applicants, and shared mailbox accounts are not eligible to join the Queen’s Zoom account.

Types of Zoom Education accounts provided by Queen’s University

	Licensed	Basic
Eligibility	Faculty, Staff, Graduate and Undergraduate students, Teaching Assistants and/or other Student Employees¹ with an active Queen’s NetID	Casual employees, contractors, departmental/generic accounts, non-credit students with an active Queen’s NetID²
Number of meeting participants (max)	300	300
Meeting length (max)	24h	40 minutes
Recording	Local recording & cloud recording (Undergraduates – local recording only)	Local recording
Breakout Rooms	Yes	Yes
Polling	Yes	No
Co-host	Yes	Yes
Alternative host	Yes	No
Scheduling privilege	Yes	No
Fee	No charge	No charge
Assign Zoom add-on service plan(s)	Yes³	No
Zoom Dial-In – Toll (fee-based)	Yes (faculty, staff, and student employees only)⁴	No
Zoom Dial-In – Toll-free	Can be enabled for faculty use only upon request. Usage fees will be charged to faculty/department⁵	No
Zoom Call Out	No	No

Note:
¹A Student employee account is an account that has been issued to a student that is employed by the university, it is separate from a student account issued to an active student. To learn more about student employee accounts, visit: Students Employed by Queen’s: How to Manage Email and Other Records
² Users with Zoom Basic accounts are encouraged to consider alternative web conferencing solutions, such as Microsoft Teams Meetings and Microsoft 365 Live Events. Licensed Zoom Education accounts can be requested for casual employees, contractors, and departmental/generic accounts by submitting the Zoom License Request for Basic Users form (subject to license availability, intended use, and need).
³ Zoom Add-on service plans can be added to Zoom Education licensed users (or a sub-account) at a fee by contacting your IT Admin Representative who will submit a request form to IT Services using the Zoom Add-on Service Plans form. Fee schedule and terms and conditions are available on the Zoom Add-on Services form.
⁴ Usage will be monitored and charges may be applied based on the Zoom Meetings Dial In / Out Coverage and Rates table.
⁵ Request for Zoom Dial-in Toll-free can be made by contacting the IT Support Centre. A chartfield will be required.

Getting Started

If you are a new user and accessing the Queen’s Zoom Education account for the first time or have not yet signed in using Queen’s Single Sign-On, please refer to Signing into Zoom at Queen’s Using Single Sign On (SSO) for instructions on how to activate your Zoom user account.

Existing users can sign in to Zoom at https://queensu.zoom.us using Queen’s Single Sign-On (SSO) with an active Queen’s NetID@queensu.ca email address and NetID password. Refer to Signing into Zoom at Queen’s Using Single Sign On (SSO) for step-by-step instructions for signing into Zoom at Queen’s through the desktop client and on the web.

Please refer to the Zoom FAQs page for frequently asked questions and further information on migrating to the Queen’s Zoom account from a personal (paid) Zoom account.

Zoom Add-on services available for a fee

Zoom Add-on service plans can be added to Zoom Education licensed users at a fee by contacting your IT Admin Representative who will submit a request form to IT Services using the Zoom Add-on Service Plans form.
Subscriptions are available and priced from order date to the annual renewal date of August 25th; monthly subscriptions are not currently available. Fee schedule and terms and conditions are available on the Zoom Add-on Services Plans form.
Zoom Add-ons renew automatically once purchased. To review add-ons and change renewal status, use this app.
Zoom Add-on Services available for request include:
- Large Meeting: With Large Meeting add-on, you can increase the participant capacity for your meetings beyond 300 participants. Two plans offered allow for either 500 or 1000 interactive attendees.
- Webinar: With Zoom Video Webinars, you can deliver online events with up to 100 video panellists (49 per screen) with plans based on the number of attendees, from 500 to 3000 attendees.

Tutorials & Assistance

For Zoom system requirements and setup testing tools

Zoom has videos and documents to help students and instructors get started using Zoom. Please note that some of the features, functionality, and/or settings described in Zoom’s support articles and resources may not be available to Queen’s Zoom users.

For Zoom-related inquiries related to Teaching and Learning, you can request assistance, including one-on-one support, from the Centre for Teaching and Learning by completing the Educational Technology Assistance Intake Form. For all other Zoom service- and support-related inquiries, please contact the IT Support Centre.

Accessibility

Closed captioning and transcription

Zoom supports closed captioning for its live meetings through several different methods.
- Meeting hosts may type the captions themselves or assign another participant to type closed captioning.
- Meeting hosts may also use a CART provider for onsite or remote captioning. For remote captioning, Zoom provides a Closed Captioning REST API that allows caption providers to stream their captions directly into the Zoom interface. Zoom’s Cloud Room Connector also provides support for displaying closed captioning on H.323 devices.
Zoom live transcription service (English only) for Zoom meetings and webinars is now available to members of the Queen’s Zoom account. Refer to the Zoom Live Transcription Guide (PDF, 715 KB) attached to this article for information on how to enable, start or use Zoom Live Transcription during a meeting or webinar.
Audio transcription feature automatically transcribes the audio of a meeting or webinar recorded to the cloud. Learn more about using audio transcription for cloud recordings.

To learn about Zoom’s commitment to accessibility, please review Zoom’s Accessibility page.

Privacy and Security

Zoom is a third-party, cloud-based service. Zoom has undergone a security and privacy risk assessment. This continuous review ensures privacy and security practices of the application provider are appropriate to the information, and the necessary contractual responsibilities are present in the service agreement. If you have any questions related to privacy and security, please contact the Information Security Office.
For details on security considerations for Zoom at Queen’s, please visit the Security Considerations for Zoom at Queen’s page.
The Records Management and Privacy Office has provided a Privacy and Remote Teaching and Learning Fact Sheet to provide guidance to instructors on how to manage privacy concerns while teaching remotely and a fact sheet on Working Remotely: Access to Information, Protection of Privacy, and Records Management.
For more information on how Zoom secures your data and protects your privacy, along with recommendations on how to security your meetings and virtual classroom, refer to:

Terminating the Service

Please refer to the Service Termination Timelines page for details on when service will be discontinued following departure from Queen’s.

Service Level Agreement

Please visit the Service Level Objective page for information about the Service Level Agreement for this service.

Governing IT Policies

Users of this service are governed by the Digital Information Security Policy. Failure to comply may result, at a minimum, in the suspension of service.

Zoom