The Zoom video conferencing service is provided by UNC and is available to all School of Medicine users. UNC Onyen owners can access their UNC Zoom account by logging in with their Onyen and password.
UNC Health employees should follow UNC Health guidelines. All clinical care activities should only use UNC Health tools that are subject to the guidance of UNC Health. Please contact UNC Health Information Services Division (ISD) at MySupport@UNC for technical assistance.
HIPAA-Enabled Accounts
SOM affiliates are automatically placed in a HIPAA-enabled Zoom account which is approved by UNC for use with Protected Health Information (PHI). Please refer to Safe Computing at UNC for more information.
If you are unsure if your use is authorized, please visit the UNC Data Governance Oversight Group (DGOG) website and click the Need more information? button for assistance and guidance.
The differences between the HIPAA-enabled and main campus Zoom accounts include:
- Zoom HIPAA-enabled cloud recordings do not copy into Panopto. Those recordings can be downloaded from Zoom cloud and uploaded into Panopto. Please note Panopto cannot store or stream recordings with PHI, even with patient authorization. Please also see Downloading Zoom Recordings below.
- Zoom scheduling-delegates and meeting alternate hosts must be in the same Zoom account group.
If you have a valid business reason for switching to the main campus account and your job does not involve handling PHI, you can submit a request to the main campus ITS Zoom team for review at help.unc.edu.
If you are not sure which account type you have, you can check your UNC Zoom Account Profile page. If the Account Name is HIPAA, you are in the HIPAA-enabled account. If the Account Name is University of North Carolina Chapel Hill, you are in the main campus group.
Downloading Zoom Recordings
Zoom cloud recordings are automatically deleted after 30 days, regardless of which type of account you have. Zoom recordings can be downloaded by logging into your UNC Zoom account with your Onyen and password, clicking Recordings on the left-side menu, clicking the three dots to the right of your recording, and clicking Download. If multiple files download, the .mp4 file is your recording.
Please note the following when downloading Zoom recordings:
- Recordings with PHI must be downloaded to a School of Medicine managed computer that meets the Information Security Controls Standard.
- It is recommended that downloaded recordings with PHI be uploaded to a vetted and approved storage platform (e.g., OneDrive, Teams) and then deleted from your local computer.
- For users who need to share recordings with PHI, please see Platforms Approved for Sharing PHI on our Video Conferencing Guidelines page. Please also refer to Safe Computing at UNC for more information.
- Downloaded recordings with no PHI can be uploaded to Panopto for streaming. Panopto cannot store or stream recordings with PHI, even with patient authorization.
If you have questions or need support with this process, please visit our Video Conferencing homepage and click the Request Help button.
Download the Zoom App
You can download the Zoom app onto a UNC-managed device from Software Center on your PC. You can also download the app from the UNC Zoom homepage by clicking Download Client at the bottom of the page.
Once the app is installed, sign into your UNC Zoom account using SSO (do not sign in with an email address). Please refer to our UNC Zoom Sign In guide for more information.
Zoom Plugin for Outlook
The Zoom plugin for Microsoft Outlook allows you to schedule meetings in Outlook. You can also start Zoom meetings from Outlook. Please see the Zoom Support Microsoft Outlook Plugin and Scheduling Meetings with the Outlook Add-in pages for more information.
Recommended Zoom Security Settings
Please review your UNC Zoom settings on your UNC Zoom Settings page by clicking Settings on the left-side menu and clicking the Meeting tab at the top.
We recommend updating the default Zoom account settings to the following:
- Security
- Toggle OFF “Waiting Room”
- Toggle ON “Require a passcode when scheduling new meetings”
- Toggle ON “Require passcode for instant meetings”
- Toggle ON “Require passcode for Personal Meeting ID (PMI)” (optional)
- Schedule Meeting
- Toggle ON “Allow participants to join before host”
- Specific time setting is optional
- Toggle ON “Allow participants to join before host”
- In-meeting (Basic)
- Toggle ON “Co-Hosts”
- Toggle ON “Meeting Polls/Quizzes”
- Screen sharing – Who can share? > All Participants
- Toggle ON “Non-verbal feedback” (optional)
Limiting Access to Your Meeting
- Require a Password When Scheduling New Meetings: This setting is enabled by default for most School of Medicine accounts. Previously scheduled meetings may not have this setting enabled. Users should manually add passwords to those.
- Only Authenticated Users Can Join Meetings: When this setting is enabled, only attendees with a UNC Zoom account will be able to join your scheduled. Please note, if your meetings require attendees who are outside UNC and do not have a Onyen, do not enable this setting.
- Waiting Room: This setting can be enabled when scheduling meetings or during meetings. The host needs to monitor the waiting room at the start and during the meeting to let attendees join.
- Join Before Host: Disabling this setting prevents attendees from joining until the host has started the meeting. This can be enabled in your account settings or when scheduling meetings.
- Lock Meetings: This setting prevents anyone joining an active meeting you are hosting. This can also be enabled during a meeting from the security menu.
- Remove Participants: When enabled, the host can remove participants from meetings through the Security or Participants menus.
Limiting Attendee Features
After enabling your access-limiting settings above, you can also limit the features and controls attendees have access to. This is especially useful for public or high-attendance meetings.
- Only Host Share: You can disable content sharing for participants in your account settings or when scheduling a meeting. During the meeting you can make participants a co-host if they need to share.
- Mute All: You can mute all participants without having to mute each individually. This is useful for large meetings.
- Do Not Allow Participants to Unmute: During a meeting you can disable participants’ ability to unmute themselves.
- Participant Video: You can disable host and participant cameras when scheduling meetings so participants and cohosts do not show in the meeting.
- Disable Chat: You can disable the chat feature during meetings if you do not want your participants to chat.
Questions and Support
For questions or support, please go to the Video Conferencing homepage and click the Request Help button. You can also find helpful how-to information on the Zoom Meetings Support page.
UNC Health employees should follow UNC Health guidelines. All clinical care activities should only use UNC Health tools that are subject to the guidance of UNC Health. Please contact UNC Health Information Services Division (ISD) at MySupport@UNC for technical assistance.
