Account Set Up

All SJSU students and faculty members have Zoom Pro accounts. Your account offers you the ability to host – and record -meetings with no time limit. You have a personal meeting “room” with a link and meeting ID that you can customize for ad-hoc/instant meetings. Meetings are also fully accessible with the Live Transcript feature enabled during your session (see step 6).

How do you access all of this? Get started by setting up your profile and basic meeting preferences.

1. Login at https://sjsu.zoom.us and click “Sign in.” (Do not go directly to zoom.us. Always use the SJSU-branded portal page for Zoom.)

• Username: SJSU 9 digit ID
• Password: SJSUOne Password (the same one you use to access Canvas)

2. In the left menu, select Profile [1]. From here you can add your profile picture and customize Personal Meeting Room ID. Your Personal Meeting Room [2] is a virtual meeting room permanently reserved for you to can access with your Personal Meeting ID (PMI) [3] or personal link. It’s ideal for use with people you meet with regularly.

3. Scroll down the page and edit the Date and Time zone if it is not correctly listed.

Note: Because the personal room is always accessible with the same meeting ID and personal link, it should not be used for back-to-back meetings or people you do not meet with regularly. Once a participant has the link to your PMI, they can join it any time the meeting is in use, unless you lock the meeting or use the Waiting Roomfeature to admit participants individually.

Meeting Settings

1. In the left menu, select Settings. The settings you select on this page will apply to all of the meetings you set up.
2. Under the Meetings tab, select Security settings

Recommended settings:

• Waiting room: enable
  A waiting room puts each of your meeting attendees into an individual space where you can verify they are who they say they are. You then have the option to release all people from the waiting rooms, or individually allow them in.
• Require a passcode when scheduling new meetings: enable
  Zoom automatically generates a 6 digit passcode for each new meeting created, and these passcodes are embedded in the invitation URLs.
• Require a passcode for instant meetings: enable
• Require a passcode for Personal Meeting ID (PMI): enable
• Embed passcode in invite link for one-click join: disable
• Only authenticated users can join meetings: personal preference
  All SJSU Zoom meetings by default have passcodes, but anyone with the meeting link details can join your Zoom meeting.  With authentication, your attendees also need to sign in to Zoom and be verified as valid Zoom users. Every CSU student and employee is a valid Zoom user, so this is a great feature to enable when everyone in your meeting or class is a CSU person. Learn more at SJSU Authentication website. 

3. Scroll down the page and locate the Schedule Meeting settings.

Recommended settings:

• Host Video: disable
  You can still turn on your video in the meeting but this setting ensures your camera doesn’t come on automatically when you enter your meeting.
• Participants Video: disable
  Participants can still turn on their cameras in your meetings, but this setting ensures their cameras do not come on automatically when they enter your meeting.
• Audio Type: Telephone and Computer Audio
  This gives participants the option to use a telephone for audio if their computer audio doesn’t work.
• Allow participants to join before host: personal preference
  If you enable this, participants will be able to enter the meeting room before you (or another host) enter. If you do not enable this, participants who try to connect before the host will see a notification that they will be joined to the room when the host has entered.
• Mute all participants upon entry: enable
  Automatically mutes all participants when they join the meeting. The host controls whether participants can unmute themselves

4. Scroll down the page and locate the In Meeting (Basic) settings.

Recommended settings:

• Chat: enable
• Private Chat: personal preference 
• Sound notification when someone joins or leaves: personal preference
  You can decide whether or not you want an audible alert each time someone joins or leaves the session. Regardless of your selection, you will always hear an alert when the first person joins the room.
• Send files via meeting chat: disable
• Co-Host: enable
  Co-hosts have the same in-meeting controls as the host. 
• Meeting Polls: enable
  Allow host to use ‘Polls’ in meetings. Hosts can add polls before or during a meeting.
• Screen sharing: enable (Host only)
• Annotation: enable
• Whiteboard: enable
• Non-verbal feedback: enable
• Meeting reactions: enable

5. Continue down the page and locate the In Meeting (Advanced) settings.

Recommended settings:

• Report participants to Zoom: enabled
• Breakout Room: enable
• Closed Caption: enable
• Save Captions: enabled
• Virtual Background: enable

6. When you start your meeting, click on the Live Transcript button in the tool bar, then click the button to enable Auto-Transcription. Participants can then click on the CC button to hide or display captions, and a transcript of the meeting will be saved.

Recording Settings

Recommended settings:

• Local Recording: Only option for Students.  Personal preference for Faculty and Staff. 
• Cloud Recoding: enable
  Note: The Cloud Recording feature is only available to Faculty and Staff.
• Record active speaker with shared screen: enable
• Record active speaker, gallery view and shared screen separately: personal preference
  Note: When you choose this file type for cloud recordings, the shared screen recording will appear alongside the active speaker/gallery view.
• Record an audio only file: enable
  You’ll receive an M4A file with a recording of the audio.
• Save chat messages from the meeting / webinar: enable
  Receive a TXT file with the transcript of in-meeting chat messages.
  
  Advanced cloud recording settings
• Add a timestamp to the recording: disable
• Audio transcript: enable
  Automatically transcribe your cloud recordings.
• Save closed caption as a VTT file: enable
   
• Require passcode to access shared cloud recordings: personal preference
• Allow cloud recording sharing: enable
• Viewers can see the transcript: enable

This concludes the process of setting up your profile and preferences for the meetings you hold in Zoom.