Zoom Overview

Zoom account licensing, sign-in instructions, provisioning information, webinar licenses, recording, co-hosts and alt hosts, HIPPA accounts, account deletion info, troubleshooting

All current students, staff, and instructors in the Minnesota State system are provided with an Educational Zoom license. This license allows users to:

• Host meetings up to 30 hours in length
• Have up to 300 participants
• Host or join 2 meetings simultaneously 
• Record to the cloud
• Provide automatic live captioning and leverage other AI companion tools  

Signing in

Minnesota State Zoom users must sign in to Zoom using SSO:

1. Visit minnstate.zoom.us
2. Select "Sign in"
3. Authenticate with your current credentials associated with your StarID

For security reasons, users must re-authenticate at least once every 30 days.

Account provisioning

Zoom accounts are created upon first sign in. Users who have never signed in will not be able to be added as co-hosts or alt hosts. If you are attempting to add someone to your meeting but are not finding them as an option, please contact the individual and ask them to sign in to Zoom using SSO. Once they have signed in successfully, their account will be created and you will be able to add them to your meetings.

Webinar licenses

We have a limited number of webinar licenses available for full-time faculty and staff upon request. These licenses allow users to host webinars that have a 500 participant capacity. Please submit a service request to request a license.

Recordings

Educational Zoom accounts have the ability to record locally and to the cloud. Cloud recordings and the associated resources are automatically deleted after one year in Zoom. Any cloud recording from Zoom will automatically be copied to Kaltura MediaSpace for extended retention needs. Content created more than 5 years ago without any recent plays will be flagged in Kaltura for removal. Content that needs to be retained longer should be stored in an alternative archival solution.

Co-Hosts, Alternative Hosts, and Scheduling Privileges 

Adding a co-host allows meeting hosts to share hosting privileges with additional users during a meeting. Co-hosts can manage the administrative side of the meeting, such as managing participants or starting/stopping the recording.

When scheduling a meeting, the host can designate another licensed user on the same account to be the alternative host. The alternative host can start the meeting on the host's behalf. This is a great option for departments and other groups who may have multiple people responsible for a specific event by ensuring that there are redundancies in place to support the event's facilitation. 

Scheduling privilege is designed for a user or an executive admin to:

• Assign or delegate a user or multiple users to schedule meetings on your behalf.
• Schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege. If both users have a webinar license, they can also schedule webinars for you.
• Access cloud recordings and meeting reports for those you are a delegate for.
• Act as an alternative host for any meetings you have scheduling privilege for.

HIPAA accounts

Zoom provides encryption for all accounts, but offers a more restricted sub account that can be used to further protect confidentiality. Generally, only health centers that treat students after graduation, treat employees, or treat students of non-Minnesota State colleges or universities and bill those patients’ insurance electronically require HIPAA accountability for their Zoom users. Most Student Health Centers do not fall under this classification, Minnesota State Colleges and Universities Statement on Its Designation as a Hybrid Entity Under HIPAA states only 5 covered entities for the entire system. For more details or clarification on who may need a more restricted Zoom account, please contact the Office of General Counsel.

If you believe that your work in Zoom requires the additional restrictions, please submit a service request. Include the StarID and email address of the users you would like added to our Zoom HIPAA sub-account. 

Please note that our HIPAA accounts in Zoom have the following restrictions:

• Cannot be provisioned to use Zoom phone services
• No cloud recording options (local recordings only)
• No cloud connections to the automatic captioning service
• No cloud transcription service
• Limited reporting options available
• Unable to be added as alternative hosts in educational Zoom meetings
• Access restrictions if external accounts are prevented from joining sessions

Account deletion

• Accounts that have not been logged into for over one year will be deleted
• Deleted accounts will lose any recordings and customized settings
• Returning users will have their accounts recreated when they log back in to Zoom however they will have a new randomly generated personal meeting ID
• If you are leaving the Minnesota State system or are off-boarding an employee who regularly hosts meetings, please be proactive and assign alternative hosts or transfer future meetings and any supplemental materials before the last day

Troubleshooting

Remember that Zoom licenses are only for active students, staff, and instructors, based on the identity and access management team's established provisioning rules. If you are not a current student or employee, licensing restrictions will not allow you to sign into Zoom using your Minnesota State account.

Access issues from Zoom will provide error codes starting with WEB_.  Please copy the entire error code and paste it into a service request to request assistance. Please include any additional details you think may be helpful.