Ordering process for employees in the TU.it Shop

The Zoom license can be ordered via the TU.it Shop, opens an external URL in a new window. The TU.it Shop, opens an external URL in a new window can be accessed either directly from the TU Wien network or from outside via a VPN connection. The following information is required for registration

•     Username: intern\shortname or shortname@intern
•     Password: upTUdate password

The order is only possible for employees of TU Wien (not for students).

Note: Please note that this software is subject to a charge. This must be approved by your superiors and authorized financial representatives when ordering.

Licenses for students

This product is issued AUTOMATICALLY to all students who are entitled to a license for the purchase of student software (validly registered). Ordering or canceling is not necessary or possible.

Zoom uses the Single Sign-On service of TU Wien, therefore the upTUdate account is used to log in to Zoom.

For employees: Zoom must be ordered before the first login. See section “Ordering process”. As soon as your access to Zoom has been activated, you can log in via Single Sign-On.

For students: As Zoom is automatically assigned to all students, no order is necessary. You can find more information about logging into Zoom at https://www.it.tuwien.ac.at/en/rights-and-roles/accounts-at-the-tuw/accounts-for-students, opens in new window

 

Web

Go to https://tuwien.zoom.us/, opens an external URL in a new window. To log in, please click on the “Sign in” button. You will be redirected to the login page. Use your generic e-mail address and your upTUdate password to log in.

Via web browser or Zoom client

Participation is possible both via a specific Zoom client to be installed locally (see section “Login with SSO”) and without this via a web browser.

 

By telephone

It is possible to participate in meetings by dialing in via telephone. Dial-in numbers for telephone participation are available for more than 90 countries:

 

Zoom dial-in numbers for selected countries
Austria	+43 72 011 5988 +43 120 609 3072 +43 12 535 501 +43 12 535 502 +43 670 309 0165
Germany	+49 69 7104 9922 +49 30 5679 5800 +49 69 3807 9883 +49 695 050 2596
USA	+1 669 900 6833 (San Jose) +1 253 215 8782 (Tacoma) +1 301 715 8592 (Washington DC) +1 312 626 6799 (Chicago) +1 346 248 7799 (Houston) +1 646 876 9923 (New York)

 

By default, the dial-in numbers of the following countries are displayed in the Zoom meeting invitations:

•     Austria
•     Germany
•     USA
•     Great Britain

If the list of countries with dial-in numbers is not to be adjusted permanently, but only for a meeting, this can also be done directly when creating or editing a meeting. The corresponding link can be found in the “Audio” section on the editing page of a Zoom meeting on the web or in the desktop application or mobile app. Further details can be found in the official Zoom documentation, opens an external URL in a new window.

Basically, only the meeting organizer needs an account with registration at ZOOM. Audience members or conference participants can participate via a link.

Education license of the TU Vienna

•     Maximum 300 participants per meeting
•     Maximum 24h per meeting
•     Unlimited number of meetings
•     Recording of meetings locally on your own computer or in the Zoom cloud possible

 

Do you need Zoom meeting rooms with a capacity of more than 300 participants for your course or for another teaching purpose at TU Wien?

If so, please contact the Zoom support team at TU Wien at support@zoom.tuwien.ac.at or come to the Office Hour (Tuesday 4-5 pm and Thursday 10-11 am  in Zoom, opens an external URL in a new window). We have a limited number of large licenses that we can assign to TU employees in justified cases for a certain period of time depending on availability.

Zoom can be used to implement several application scenarios at TU Wien, such as

•     Holding an interactive online lecture
•     Conducting individual exams
•     Invite guest lecturers
•     Conduct debriefings on exercises
•     Hold collaborative meetings with whiteboards to discuss artifacts such as sketches, drafts, etc.
•     Hold coordination meetings

Zoom offers comprehensive functions, such as:

•     Questions & Answers
•     Surveys, quiz questions
•     reactions
•     Various forms of approval
•     Breakout rooms
•     Attention mode
•     Screen sharing by several meeting participants

Online web conferences in teaching should be well planned didactically, as the attention threshold is usually lower in an online setting. In the article Conducting interactive online teaching, opens an external URL in a new window with Zoom in the E-Didaktisches Nachschlagewerk (EDIN), you will find further information on how to plan Zoom meetings and how to activate and motivate students in online meetings.

Zoom can be added directly as an activity to your TUWEL course. This allows Zoom meeting rooms to be created directly in TUWEL. You don't have to create them outside and then import them into the course. It's easy - directly in Zoom.

This offers several advantages:

•     Teachers can plan and start Zoom meetings directly in the TUWEL course and optionally provide cloud recordings.
•     Students can join the meeting directly in the TUWEL course via the Zoom link displayed.

There is also a solution for online consultation hours: Bookable slots for consultation hours can be set up within the Zoom activity (appointments).

 

Guide

Create the “Zoom” activity in your TUWEL course as described in the guide "Create an activity or resource, opens an external URL in a new window".

The “Barrier-free Studying” team at TU Wien has tested Zoom as a web conferencing tool and recommends its use.

Zoom offers various functions to support accessibility, such as subtitle function, keyboard operability, interface for screen readers and Braille display. Further information on accessibility and Zoom can be found at https://explore.zoom.us/de/accessibility/, opens an external URL in a new window.

The data protection team at TU Wien has checked the data protection aspects and released the Zoom conference tool for teaching.

The commercial license (see section “Order process”), which was purchased by TU Wien for this purpose, should be used to conduct courses. The free version of Zoom is not GDPR-compliant in its current version and may not be used at TU Wien.

If you are invited to a video conference, you do not have to disclose any personal data as a participant and you can anonymize your IP address by connecting via a VPN beforehand. Further precautions for data security must be taken by the organizers. The most necessary security settings are set by the administrator of the ZOOM client of TU Wien, recognizable by a greyed-out button; these cannot be changed by a meeting organizer. Other settings are preset to be data protection-friendly, but these can be changed.

In general, the following applies to this application:

•     Do not create public events without a password lock, but use the option to protect your meeting with a password.
•     In some applications, it is also possible to set up a waiting room and control the access of participants.
•     Do not share the link to a meeting in publicly accessible places (e.g. in social media accounts), but share the link directly with invited persons. You can use TUWEL, for example, to distribute the link.
•     If possible, only make documents for meetings or teaching material available via TU platforms such as TUWEL, TISS, ownCloud and coLab. If you make the data available on the institute's own web servers, the access data must be transmitted via TISS/TUWEL.
•     Make sure that only you as the organizer can share the screen.
•     Make sure that all participants are using the latest version of the application.

Getting started with Zoom meetings - https://support.zoom.com/hc/de/getting-started-with-meetings?id=zoom_meetings_guide, opens an external URL in a new window

Additional information to Zoom virtual backgrounds and TU Wien logo - https://colab.tuwien.ac.at/display/DLGP/ZOOM+Hintergrund+mit+Logo, opens an external URL in a new window