» Zoom

Zoom is Chapman University's centrally supported, easy-to-use desktop and mobile video conferencing platform for online instruction and remote learning. Zoom works with both macOS and Windows platforms and has free apps for Apple and Android devices.

All meetings hosted using a free Zoom license are subject to a 40-minute time limit per meeting; however, Chapman University faculty members automatically receive a Zoom Pro license (unlimited meeting time).

Staff members are recommended to use Microsoft Teams or Zoom (up to 40 minutes).
Students who need web conferencing tools to collaborate can use Microsoft Teams, Google Meet, or Zoom (up to 40 minutes).
If you are a staff member or a student (department director, admin, GTA, etc.) who may need a Zoom Pro license, please contact the Service Desk.

Accessing Zoom

You can access Zoom in two ways:

You can access Zoom by going to chapman.zoom.us (sign in with Chapman SSO).
Download the Zoom client on your device.

Important Note - Turning On Automatic Updates

Zoom constantly evolves with new features and security enhancements. To make the most of this evolving technology and ensure your digital interactions are both secure and efficient, turning on automatic updates and selecting the “Fast Update” is a strategy everyone should adopt.

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Launch the Zoom Desktop Client
Click the SSO button
Enter “chapman” for Company domain and click Continue
You will be taken to the Chapman University sign in screen. Enter your CU credentials and click Sign In
A Zoom web page will open, and a box will appear with an option to open Zoom. Click either Open Zoom Meetings or Launch Zoom

Enabling automatic updates and selecting the Fast Update (Please note if you do not see the option to enable automatic Zoom updates, this means your device is managed by IS&T, and updates get pushed to your device automatically.).

Open the Zoom desktop client and sign in.
Click on your profile picture, then click 'Settings'.
Navigate to the 'General' tab and find the 'Zoom updates' section.
1. Check the box for 'Automatically keep Zoom up to date.’
2. Select 'Fast' from the update options.

Click the invite link provided by the host, for example in a calendar or email invitation, and follow the on-screen instructions.
Alternatively, open the Zoom desktop client.
Click the Home tab (shown by a house icon).
Click the Join icon (shown by a plus sin in a blue box).
Enter the meeting ID provided by the meeting host.
If prompted, enter the meeting passcode.
Click Join. You will then join the meeting or waiting room, if enabled by the host.

In the meeting controls toolbar, click the Share Screen icon.
Select an entire desktop or screen, one or more specific opened programs, or the classic Whiteboard. You can also switch to the Advanced tab for other sharing options, such as slides as a Virtual Background, computer audio only, a local video file, or content from a 2nd camera.
(Optional) Select the check boxes next to Share sound and/or Optimize for video clip to enable either immediately at the start of your sharing.
These options can also be enabled/disabled during the share.
Click Share to begin sharing your screen or content.
To stop sharing, click Stop Share.

Participants can view the captions in a meeting by following the steps below. More info can be found on the Getting Started with Zoom Meetings zoom support page.

In the meeting controls toolbar, click the Show Captions icon.
If prompted, select the speaking language, then click Save.
(Optional) Click-and-drag the captions to move their position in the meeting window.

Recordings for Current Semester Class Use Only

Faculty may record class sessions on Zoom to make an archived recording available to enrolled students who need them for the class.  However, please do not record class sessions for access or viewing by a broader audience, as such use will require specific written consent from students who are recorded.

If you intend to make a Class Recording (for current semester class use only), the following recording notice must be provided in the syllabus to students:

Class Syllabus Statement - Recording 

In this class, software will be used to record live class discussions. As a student in this class, your participation in live class discussions will be recorded to assist those who cannot attend the live session, or to serve as a resource for those who would like to review content that was presented.  These recordings will be made available only to students who are enrolled in the class, and only during the period in which the course is offered.  Students who prefer to participate via audio only will be allowed to disable their video camera so only audio will be captured. Please discuss this option with your instructor prior to class.

Recordings for Future Classes

Please do not use images of students in previously recorded class sessions for use in future classes (or with broader audiences) without the written consent of the students appearing in the recordings. The written consent must consist of a description of the disclosures you will make outside of the current class, including to whom, by what means, and for what purpose.  Written consents under FERPA must be signed and dated by the student, and are only effective for one (1) year unless you obtain a renewed written consent.

On January 1st, 2021, Chapman University implemented a new Zoom Cloud Recording Retention Schedule, which is that all Zoom Cloud recordings will expire 120 days after recording, meaning that they will be moved to your Trash folder on the Zoom Cloud.

Recordings moved to the Zoom Trash will be permanently deleted after 30 days. More info can be found on the Recovering a deleted local or loud recording Zoom support page.

Note: You must download the recording to your computer immediately after restoring deleted items, or they will get purged again.

How to Add a Co-Host

Sign into the Zoom web portal.
In the navigation panel, click Settings.
Click the Meeting tab.
Under In Meeting (Basic), verify that the Co-host setting is enabled.
If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Turn On to verify the change.
Note: If the option is grayed out, it has been locked at either the group or account level, and you will need to contact your Zoom administrator.

Co-Host Limitations

Co-hosts do not have access to the following controls, as they are only available to the host in a meeting:

Start closed captioning and assign someone or a third-party to provide closed captioning
Start live streaming
End meeting for all participants
Make another participant a co-host
Start waiting room (co-hosts can place participants in waiting room or admit/remove participants from the waiting room)

*Co-hosts also cannot start a meeting. If a host needs someone else to be able to start the meeting, they can assign an alternative host.

How to Designate an Alternative Host

Sign in to the Zoom desktop client.
On the Home tab, click Schedule. The scheduler window will open.
Click Advanced Options.
In the Alternative hosts field, enter the alternative name to search through users. You can also enter the alternative host's email address if their name doesn't come up.

Alternative Host Limitations

If you're not sure that alternative host is right role for you, learn about roles in a meeting.

Both users need to be Licensed and on the same account.

Most Chapman classrooms have Zoom available inside the classroom. To search your classroom and determine the type of Zoom-enabled classroom you have, visit the Online Classroom Inventory.

For step-by-step instructions for instructors on how to use Zoom in the classroom:

» Zoom

Accessing Zoom

Important Note - Turning On Automatic Updates

Signing Into the Desktop Client

Enabling Automatic Updates

How to Join a Meeting

How to Share Your Screen

Live Transcripts

Zoom Cloud and Class Recording Information

Recordings for Current Semester Class Use Only

Class Syllabus Statement - Recording

Recordings for Future Classes

Zoom Cloud Recording Retention Schedule

Adding a Co-Host or Alternative Host

How to Add a Co-Host

Co-Host Limitations

How to Designate an Alternative Host

Alternative Host Limitations

Zoom-Enabled Classrooms

Zoom Support FAQ

Contact the Service Desk for Help

Additional Zoom Resources for Faculty and Instructors