On September 1, 2023, the Division of Information Technology implemented a policy of auto-deleting Zoom recordings that are more than 180 days old from Zoom cloud recording storage. Users will continue to maintain access to all of their recordings in Panopto, Stevens’ campus-wide video content management system, because all Zoom recordings are automatically saved to Panopto. Why was this new policy implemented? Usage of Zoom recording storage has increased dramatically in the last several years. We implemented this policy in order to accommodate the increase and optimize the allotted Zoom cloud storage space for users. Zoom’s cloud recording storage is not intended to be a long-term solution for storing meeting recordings. This new policy ensures that our Zoom recording storage remains optimized, while also guaranteeing seamless access to your recordings through a more dependable and long-term solution in Panopto, with features such as easy editing, managing and sharing, and robust integration with Canvas. What actions are required? Students and staff Students and staff who include links to Zoom cloud recordings on web sites, in documents and elsewhere should replace these Zoom links with Panopto links. Faculty Faculty who plan to copy a previous semester’s Canvas course should replace any links to Zoom cloud recordings in that course with Panopto links to the same recording when they copy the course. Faculty may begin this process as early as 45 days before the start of the semester, when Canvas shells become available. Faculty who include links to Zoom cloud recordings on web sites, in documents and elsewhere should replace these Zoom links with Panopto links as soon as possible. Long-term actions required Beginning as soon as possible, we recommend that you use Panopto links to share your recordings in courses, web sites, documents, and elsewhere instead of Zoom links, as Zoom links will expire 180 days after the recording was created. Important dates On August 24, 2025, Zoom recordings that are more than 180 days old will be auto-deleted from Zoom cloud recording storage as per the next round of implementation of the Zoom Cloud Recording Retention Policy. This applies to both Zoom meeting and Zoom webinar recordings. Please note: Once a Zoom recording is recovered from Zoom trash, it will go back to Zoom trash after 24 hours. Current Enforcement Next Enforcement Following Enforcement August 24, 2025 February 20, 2026 August 19, 2026 How do I access recordings in Panopto? Activate your account by logging in to Panopto using your Stevens credentials. A copy of your Zoom recording is available in Panopto as per the Panopto Retention Policy, even after these recordings are deleted from Zoom cloud recording storage. How do I find out more? Where do I see all my Zoom cloud recordings? Learn how to manage and share cloud recordings by visiting this Zoom Support article How to recover a deleted cloud recording from Zoom? Learn how to recover a deleted local or cloud recording from the Zoom trash by reviewing this Zoom support article When should I use Panopto vs. when should I use Zoom? Review the Zoom vs. Panopto knowledge base article How to use Panopto as an Instructor? Review the Panopto Instructor Guide knowledge base article How to use Panopto as a Student? Review the Panopto Student Guide knowledge base article How to use Panopto as Staff? Review the Panopto Staff Guide knowledge base article Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

   This article provides best practices and FAQ’s regarding student privacy using Zoom in courses and was completed in collaboration with the Division of IT and WebCampus. When recording class sessions or meetings in Zoom we recommend you follow these best practices listed below to protect student privacy.  Best Practices: If you plan to use your lecture material across several class sections, consider recording your lecture without an audience  by setting your recording options to disable recording of video during screen share.  If you plan to share a recording for educational use beyond your course, ensure student video is not visible on screen, students' mics are muted, and the chat is hidden to protect student privacy.  Include language in your syllabus about the purpose of Zoom recordings and the protection of student information. An example that can be used:  "Our class sessions will all be recorded for use by enrolled students, including those who are unable to attend live. Students who participate with their camera enabled or utilize a profile image are consenting to have their video or image recorded. If a student is unwilling to consent to have their profile or video image recorded, they should keep their camera off and not use a profile image. Likewise, students who un-mute during class and participate orally are consenting to have their voices recorded. If a student is not willing to consent to having their voice recorded during class, they will need to keep their mute button activated and communicate exclusively using the "chat" feature, which allows students to type questions and comments live.  If a student decides to record any course content on their own, they may not disseminate it to any third party.  If they do provide the content to a third party, they may be subject to academic discipline that could include expulsion.”  Don't share recordings that include personally identifiable student information with anyone that is not enrolled in your course.  Zoom Recording FAQ’s Can I record my class meetings conducted on Zoom? Yes, you can record your class meetings conducted on Zoom; we recommend you follow the best practices listed above when recording. How do I provide notice and secure consent when recording my class meeting? Tell students that you will be recording. By default, Zoom notifies meeting participants that a meeting is being recorded, but it is best to have an acknowledgment from you. Here is an example that can be used at the start of the session:  “This class session is being recorded. By joining today’s class session, you consent to being recorded.”  Are my recordings subject to privacy laws and policies? If you are concerned about student privacy related to FERPA, please consult the Stevens Official FERPA Policy.  Can I require students to participate by keeping their camera on? While we encourage all students to participate via audio/video to support best pedagogical practices, if a student has privacy concerns allow them to turn off their camera and microphone using Stop Video and Mute in Zoom and participate via Chat if they prefer.  If you have any questions regarding best practices with recording your lectures via Zoom, please reach out to support@stevens.edu for help.  Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

What are Zoom Third-Party Apps? Zoom third-party apps are add-ons that provide extra features for and enhancements to Zoom. These tools are usually built by third-party developers.  What concerns are there about Zoom Third-Party Apps? While add-ons are convenient, they pose privacy and security concerns because they are not supported or covered by the core services agreement between Stevens and Zoom. Each add-on has its own terms of service that the user is responsible for agreeing to and may unintentionally expose data to the third-party developer.    How are these concerns addressed? Users cannot install Zoom add-ons without approval from the Division of Information Technology. The Division of IT will review third-party app requests from users. We will approve apps that we have deemed to have minimal risk associated with the aforementioned concerns; are not duplicative services already offered or supported; and are used for teaching, learning or productivity.  The end-user should ensure that they comply with the university's policies for managing sensitive information, as found on the Governance, Policy & Standards page.    Which Third-Party Apps are approved and available in Stevens' Zoom? You can find available apps in the Zoom App Marketplace and Zoom Desktop Client. Zoom App Marketplace Step 1: Go to my.stevens.edu and select Zoom or go to stevens.zoom.us/profile and sign in.  Step 2: Select Solutions on the menu bar at the top of the page.    Step 3: Under Developer Platform, select Marketplace. This should bring you to the marketplace.zoom.us website.    Step 4: On the menu on the left-hand side of the page, scroll to the bottom and select the Approved apps filter under the App Permissions tab.     Step 5: Now you should see the filtered results of approved and available Zoom Apps and Zoom integrations for Stevens’ Zoom. You can learn more about the approved Apps by clicking on their name or icon and adding them to your Zoom by selecting the blue Add button.    Zoom Desktop Client Step 1: Open the Zoom desktop client and make sure that you are logged in to your Stevens account.  Step 2: On the Menu bar along the top, select the Apps icon.    Step 3: Click on Add Apps.    Step 4: On the menu list on the left-hand side, select Approved Apps.     Step 5: Here you should see the list of approved apps for Stevens Zoom. You can learn more about the approved Apps by clicking on their name or icon and adding them to your Zoom by clicking on the blue Add button.    Where can I get support for Zoom Third-Party Apps? Third-party add-ons in Zoom are not supported by the Division of Information Technology. If you encounter issues, you must contact the applicable vendor for support.  How do I request that a Zoom Third-Party App be approved? You can request an app directly from the Zoom App Marketplace and Zoom Desktop Client. Zoom App Marketplace Step 1: Go to my.stevens.edu and select Zoom or go to stevens.zoom.us/profile and sign in.  Step 2: Select Solutions on the menu bar at the top of the page.    Step 3: Under Developer Platform, select Marketplace. This should bring you to the marketplace.zoom.us website.    Step 4: Here you can browse the Zoom App Marketplace through the categories and filters on the left-hand side menu, or search for specific applications using the Search a published app search bar.    Step 5: Once you have found the app that you would like to request, click on it from the list to open the app information page. From here, click on the blue Request to Add button.  Note: If the app is already approved, the blue button will be labeled Add, or if it has already been added to your account, it will be greyed out and labeled Added.        Zoom Desktop Client Step 1: Open the Zoom desktop client and make sure that you are logged in to your Stevens account. Step 2: On the Menu bar along the top, select the Apps icon.    Step 3: Click on Add Apps.    Step 4: Here you can browse the Zoom App Marketplace through the categories on the left-hand side menu, or search for specific applications using the Search Apps search bar.    Step 5: Once you have found the app that you would like to request, click on it from the list to open the app information page. From here, click on the blue Request or Request to Add button.  Note: If the app is already approved, the blue button will be labeled Open. Certain applications may be blocked by Zoom administration, in which case the button will be greyed out and labeled Disabled.    What is the difference between Third-Party Apps and Zoom integrations? Zoom Apps allow the use of third-party applications within Zoom Meetings, while third-party integrations allow you to integrate Zoom into other third-party applications.  Separate guidelines for Zoom integrations are in progress and will be added shortly.  Note: The Zoom desktop client will only display in-product/in-meeting Zoom Apps, not Zoom integrations.  What do I do if my request for a Third-Party App is denied? If you have any questions about the third-party app you requested, please create a support ticket.    Experiencing an issue or need additional support? Contact our OneIT Team by   Opening a support ticket or   Calling us at 201-380-6599   

The Division of IT has provided some recommendations and guidance on when to use Zoom versus Microsoft Teams platform.  Feature/Function Zoom Microsoft Teams Notes & Resources Synchronous Online Meetings  Yes Yes Meet with individuals or groups of users inside or outside of Stevens Stevens License & SSO  Yes Yes All students, faculty and staff have a Zoom and Microsoft Teams license Outlook Calendar Integration  Yes Yes Scheduling Zoom meetings with the Outlook add-in   Schedule a Microsoft Teams meeting from Outlook  Video & Audio Yes Yes Screenshare Yes Yes Using Zoom Screen Sharing and Annotations  Share Content in Microsoft Teams meetings  Waiting Room Yes Yes Adding a Waiting Room or Passcode to Your Zoom Meeting  Use a Lobby or Waiting Room in Microsoft Teams  Breakout Rooms Yes Yes Only Zoom offers the ability to preassign Breakout Rooms Use Breakout Rooms in Microsoft Teams by manually assigning individuals  Session Recording Yes Yes Only Zoom session recordings are automatically saved to Panopto for long-term storage and advanced recording management When the Canvas-Zoom integration is used to schedule a Zoom session, the recording is also automatically available to students in Canvas Record a Meeting in Microsoft Teams  File Sharing Yes Yes File Sharing in Zoom  Share a file in Microsoft Teams chat  Whiteboard Yes Yes Zoom Whiteboard   Use Whiteboard in a Microsoft Teams meeting  Annotation Yes Yes Zoom Annotation Tool  Use Annotation when sharing in a Teams Meeting  Poll Yes Yes In Zoom, polling results can be synced with Canvas  Poll Attendees during a Microsoft Teams meeting, note this is not synced with Canvas In-Meeting Chat Yes Yes Using Zoom Chat, Nonverbal Feedback and Meeting Reactions Use Chat in Microsoft Teams meetings  Close Captions Yes Yes Viewing Captions in a Zoom Meeting or Webinar  Use live captions in a live event Microsoft Teams meeting  Live Transcription Yes Yes Zoom’s Automated Captions (also Known as Live Transcription) Use live captions in Microsoft Teams meetings Canvas Integration Yes ** Only Zoom offers the ability to schedule meetings from within a Canvas course.   **We are currently piloting Canvas-Microsoft Teams integration. If you would like to participate in the pilot, please contact support@stevens.edu. aPlus Attendance Integration  Yes No How to take attendance in your Canvas course  Panopto Integration Yes No Only Zoom session recordings are automatically saved to Panopto for long-term storage and advanced recording management.  Microsoft Integration No Yes Microsoft Teams integrates with other Microsoft services such as Word, Excel and PowerPoint.  Out-of-Meeting Chat ** Yes **Microsoft Teams is recommended and support by IT for out-of-meeting chat Start a chat in Microsoft Teams Please Note:  Students are advised to follow their instructors' guidance on whether to use Microsoft Teams or Zoom for their specific courses. Experiencing an issue or need additional support? Contact our OneIT Team by  Opening a support ticket or  Calling us at 201-380-6599 

Effective May 1, 2025, the Division of IT will disable the ability for Fireflies.ai and Otter.ai to join Zoom meetings hosted by Stevens users. This decision was made to enhance the security of our Zoom environment and streamline the tools used by the Stevens community. Artificial Intelligence (AI) bots such as Otter.ai are increasingly present in Zoom meetings. While these tools may enhance convenience and efficiency, they also pose considerable privacy and security risks. It is crucial to exercise caution and consider the potential security risks associated with third-party solutions. Third-party bots may have the ability to scrape your calendar for information, unknowingly transcribe or record meetings, save meetings in unknown places, and join meetings even when you’re not present. It is strongly recommended that third-party AI bots not be used in Zoom meetings. Use Stevens-supported apps and tools — such as Zoom AI Companion and Zoom Live Transcription — for a more secure and reliable meeting experience. Please note that not all Zoom AI Companion features listed in this video are available in Stevens' Zoom license Using Zoom Built-in Tools for Help with Meetings Zoom offers built-in AI and transcription features (Zoom AI Companion and Zoom Live Transcription) while prioritizing security and privacy. Zoom does not use any of your audio, video, chat, screen-sharing, attachments, or other communications like customer content (such as poll results, whiteboard, and reactions) to train Zoom’s or third-party artificial intelligence models. For more information, please refer to How Zoom’s terms of service and practices apply to AI features. Zoom AI Companion Zoom has recently introduced Zoom AI Companion, a generative AI-powered assistant that helps users improve their productivity and collaboration during meetings. Zoom AI Companion is now available in all Stevens user accounts. While this feature is not turned on by default, users can easily enable it in their Zoom settings through the Zoom web portal. Zoom AI Companion offers a range of features that can enhance your meeting experience, such as: AI Meeting Summary: Allows hosts to generate a summary of the meeting, highlighting the key points, action items, and decisions made.  AI Companion Questions: Allows hosts and participants to ask questions to the AI Companion during a meeting, based on the meeting transcript.  Smart Recording: Allows hosts to record meetings with smart features, such as highlights, summaries, smart chapters, and next steps. Zoom Live Transcription Zoom Live Transcription provides the ability to turn the spoken word into text in real-time as subtitles (captions), a transcript, or both. The transcription appears during the Zoom session and is visible to all participants. Prevent Unwanted AI Bot Presence in Zoom Meetings Use these checklists to set up maximum security to prevent unwanted intruders and disruptions in your Zoom meetings: Require attendees to authenticate to join Zoom meetings. Use the Zoom Waiting Room feature to allow the host to remove any unwanted attendees before joining the meeting. Should a bot manage to join a meeting despite security settings, promptly remove it from a Zoom meeting. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599