Teams and Zoom
Microsoft Teams remains the most secure and appropriate method of videoconferencing, and should be used whenever possible.
NDCN has purchased a number of licences which allow users access to a wider range of functionality than the freely available Zoom accounts. We have configured the licences to adhere to University policy.
Zoom must not be used for any content categorised as confidential, as per the University data categorisation policy. This would include
- pastoral meetings with students and staff
- discussion of or sharing of intellectual property (both belonging to the University or external bodies)
- discussions involving personal data of a sensitive nature (such as subject/patient information)
- confidential committee meetings
Zoom may be used for:
- Lectures, talks or other presentations where there are many attendees
- Presentations where recording of content is required
Scheduled Zoom meeting URLs must not be publicly shared as this makes any meeting vulnerable to 'Zoombombing'. Make sure that you send the meeting link and password by email only to those people who you want to participate in the meeting.
The recording functionality of Zoom must not be used except in the following circumstances:
• presentations of research work
• teaching courses
Before the recording starts, the main presenter(s) should be made aware that the session is recorded and they should sign this consent form Lecture Capture Presenter Release Licence.pdf. The completed consent form should be sent to email@example.com before the recording is made available to others. Only the presentation part of the lecture/course may be retained, either stop recording before Q&A sections or trim these before sharing the content. If Q&A forms the main purpose for recording, and it would clearly benefit others watching later, then written consent should be obtained from all contributors before uploading. If a member of the audience asks a question during a conventional presentation, there is no need to seek explicit permission from that audience member provided that the announcement below was made before recording. To avoid that participant being inadvertently recorded the host should use the 'spotlight' functionality in Zoom.
At the start of the session, the following announcement should be made: "Please be aware that this session is being recorded. This recording may be used by the University of Oxford for educational purposes via WebLearn. The recordings are stored in the cloud in accordance with the Data Protection Act. Any question and answer session at the end of the presentation will not be recorded, but questions asked, or comments made, during the presentation may be recorded. If you have any questions or concerns, please email firstname.lastname@example.org."
All recordings are to be temporarily stored in the Zoom online service, not locally, and transferred to the Replay service for dissemination and deleted from the Zoom online service as soon as is practically possible. For help in doing this please contact email@example.com. Recordings must not be shared via the Zoom service. All recordings will be deleted from the Zoom online service automatically after 30 days.
How to access the licences
To obtain use of one of the licences for a particular meeting, email firstname.lastname@example.org with the word 'Zoom' in the subject. Please explain when and why you need the licence. Please try to send your email at least 24 hours before you wish the meeting to start.
To be able to use our Departmental licenses, you will need a Zoom account linked to an ndcn.ox.ac.uk email address. If you already have a personal Zoom account using an NDCN email address, the licence process will result in our approved settings being applied to your account and will remove any subscription. If you wish to retain your personal subscription you will need to change your account email address to a non-University address before requesting the Department licence.
Your University Zoom account will, as a default, have the same limitations as a free Zoom account (e.g. 40 minute maximum for meetings) and will be configured to comply with University recommendations with regard to security settings. You may then apply for temporary use of one of our full Zoom licenses (allowing to 300 attendees and longer sessions) on a meeting by meeting basis as above.
Questions about using the licences can be sent to email@example.com.