Zoom is the preferred platform for CalArts Faculty, Students, and Staff conferencing and distance learning.
Faculty @calarts.edu accounts are automatically licensed.
Students do not need a Zoom license to join a meeting/class.
Signing Up for Zoom
Zoom Licenses for TA's
While Students do not need Zoom licenses to join a class, TA's may need additional capabilities and require a Zoom license to fulfill their duties.
If you are a TA and require a Zoom license, or are an Instructor requesting access on their behalf, please follow the steps below:
- TA - Email your Instructor or Mentor requesting a Zoom Pro license.
- Faculty - Send an email to your appropriate School Admin informing them of the TA's who require access.
- In the subject line, please include Zoom license for TA.
- In the body of the email include the first / last name of the TA's as well as their email address's and the class number.
- This information will be added into a secure document and will be processed one week prior to each semester.
Zoom Licenses for Faculty
- Faculty should automatically be assigned Zoom Pro licenses upon the Provost office notifying CAIT of the new hire.
- If you do not have a Pro license assigned please contact the Provost office to confirm.
Do You Need a Zoom License?
The following is a brief list of the difference between a Basic (free) Zoom account and a Licensed Zoom account:
Basic Zoom accounts can:
- Host a 1:1 meeting (for up to 24 hours)
- Host a 40-minute meeting with up to 100 participants
- Create scheduled meetings
- Join a meeting of any size
- Share a screen
- Record to your computer
Licensed Zoom accounts can:
- Everything included in the above list for Basic accounts
- Host a meeting, up to 24 hours long, with up to 100 participants
- Facilitate manual Closed Captioning
- Designate a co-host (also called alternative host)
- Schedule meetings on behalf of another licensed account
- Record to the cloud
- Auto-transcribe meetings
Securing Your Zoom Meetings
If you are looking to add an additional layer of security to your meetings, we would encourage you to require a meeting password and enable a waiting room when setting up your events.
Specifically if you are hosting public events or are required to openly share your Zoom links then this may be for you.
Requiring a meeting password and enabling a waiting room will help prevent unauthorized guests from joining your meetings otherwise known as "Zoom-bombing".
Here are some helpful resources:
- UC Berkeley: Settings for Preventing Zoom-Bombing
- Zoom: Configuring meeting passwords
- Zoom: Configuring waiting rooms
Managing Cloud Recordings
Zoom cloud recordings is an excellent feature included with Zoom Pro and has seen a significant increase in use over the last few months. With its high demand and use, we are quickly reaching our cloud storage space limitation.
To help manage these cloud recordings, we have enabled a setting that will automatically delete recordings that are older than 14 days.
We encourage anyone currently utilizing Zoom cloud storage to double check their recordings and either save those files locally or transfer them to Google Drive for archival as soon as possible.
A guide for managing these cloud recordings can be found here.
Once the files have been backed up or downloaded, please delete them from the Zoom cloud storage to free up space for future recordings
Guides and Resources
Zoom has a ton of available features which are covered in very thorough and easy to read guides from Zoom's own support center.
Here are some resources and guides that we have found:
March 27, 2:20 PM: Added additional section for securing your Zoom meetings.
March 22, 8:00 AM: Updated blue Zoom information, added TA section, added differences between licenses
March 17, 2:15 PM: Updated top section, no longer need to contact CAIT for a license.
March 16, 2:12 PM: Updated information on whether a licensed Zoom account is needed.
March 14, 8:27 AM: Added direct links to browser plugins.
March 14, 6:25 AM: Reformatted article, added Guides and Resources.
March 13, 4:32 PM: Added info about current institute license availability.
March 13, 11:30 AM: Initial post.