UW–Madison Zoom Implementation Roadmap Update - UW–⁠Madison Information Technology

The UW-Madison Zoom service relies on real time feedback from the user community and our Zoom Advisory Board to focus on what is most important. We will update and publish this roadmap monthly. Please visit the Zoom service page for additional information.

Previous updates: Oct 27 | Sep 29 | Aug 27 | July 29 | June 28 | May 20 | May 6 | Apr 22 | Apr 8 | Mar 25 | Mar 11 | Feb 25 | Feb 11 | Jan 21 | Jan 14 | Dec 17 | Dec 10 | Dec 3 | Nov 19 | Nov 12 | Nov 5 | Oct 29 | Oct 22 | Oct 15 | Oct 8 | Oct 1 | Sep 24

October 27

Done – These activities and features were completed since the last roadmap was published:

Zoom released version 5.8.3. Below are highlights of the new features:
– Seasonal scenes for Immersive View.
– Two-way chat with Waiting Room participants.
– Control slides shared by another participant.
– Security enhancements.
– View additional features here: https://support.zoom.us/hc/en-us/articles/201361953
– Learn how to upgrade your Zoom desktop client: https://support.zoom.us/hc/en-us/articles/201362233-Upgrading-Zoom-to-the-latest-version
The proposal to enforce the minimum client version 5.6.3 for UW-Madison Standard, UHS, and Extension Zoom users was approved.
– Go-live: January 11, 2022.
– Communication campaign will roll out mid-November 2021.
Effective October 26, 2021, a new criteria for Zoom service accounts will be enforced due to limited availability of Zoom licenses. View the new criteria for Zoom service accounts.

Now – These are the activities and features we are working on now:

Create a policy for assigning Zoom Room licenses to UW-Madison Zoom accounts.
Automate self-assigning Zoom add-ons for UW-Madison Zoom accounts.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, individuals no longer eligible for UW Madison Zoom are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Custom reports for group administrators.
Enhanced auditing.
Explore the impact of sub-domains in UW–Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

September 29

Done – These activities and features were completed since the last roadmap was published:

Zoom released version 5.8.0. Below are highlights of the new features:
– Poll access for alternative hosts
– Stop incoming video
– Participant attendance status
– Security enhancements
– View additional features here. Learn how to upgrade your Zoom desktop client.
Zoom is now displaying a software update notification when you open the Zoom desktop application if you are using an older version. Note: If your IT department is managing your computer, you may need to request their assistance to update your desktop application.
Individuals can view their UW-Madison Zoom account’s add-ons, affiliation, eligibility status, and more in the Wisc Account Administration site. Learn more about this feature here: https://kb.wisc.edu/112923.
The Health Care Component (HCC) and related groups received a final reminder about their automatic transition from Standard Zoom to Secure Zoom on Tuesday, October 5th.
Questions/concerns/feedback about this transition can be submitted to secure-zoom-project@office365.wisc.edu.
New Secure Zoom KnowledgeBase document.
Individuals can now delete messages when using the in-meeting chat during meetings/webinars.
Individuals can now assign schedule privileges or alternative hosts between UW-Madison and UHS.

Now – These are the activities and features we are working on now:

Create a policy for assigning Zoom Room licenses to UW-Madison Zoom accounts.
Create a policy for approving service accounts in Standard Zoom and Secure Zoom.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, individuals no longer eligible for UW Madison Zoom are not notified when their account will be deactivated.
Determine if individuals can self assign webinar or large meeting add-ons to their UW-Madison Zoom account.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

August 27 update

Done – These activities and features were completed since the last roadmap was published:

Academic Technology hosted a Zoom in Canvas training session for instructors. Forty-five individuals attended the training session that was conducted in partnership with Academic Technology.
The following resources were shared during this training:
– Zoom (Canvas Integration) – Overview
– Zoom – How to set up a Course Room with Zoom in Canvas
– Zoom – FAQ For Instructors
– Zoom Tech Module
– View all Zoom/Canvas integration KBs
30 Zoom Room licenses are now available for UW-Madison Zoom accounts. Individuals interested in a Zoom Room license can contact the DoIT Help Desk with their use case and the duration needed for the license. Learn more about Zoom Rooms.
Distributed IT received a reminder about the October 5, 2021 rollout and enforcement of Secure Zoom for the UW Health Care Component (HCC). For more information about Secure Zoom, attend a Lunch and Learn event:
– September 1 at 12:00 pm – Join
– September 15 at 12:00 pm – Join
Individuals required to move to Secure Zoom were identified and will start receiving targeted communication beginning September.
Secure Zoom was approved for PHI by the Office of Compliance.
Secure Zoom will be added to the list of approved tools for PHI.

Now – These are the activities and features we are working on now:

Create a procedure and policy for assigning Zoom Room licenses to UW-Madison Zoom accounts.
Continue to meet with campus stakeholders to discuss the impact of requiring a minimum client/app version for Secure Zoom accounts.
Develop the technical implementation process for individuals who use Zoom and need to comply with HIPAA and PHI.
Develop the migration process and support for Secure Zoom.
Create Secure Zoom documentation.
Test the Zoom account setting, “Schedule privilege and alternative host between sub-accounts,” before enabling in production.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, individuals no longer eligible for UW Madison Zoom are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

July 29 update

Done – These activities and features were completed since the last roadmap was published:

Secure Zoom Lunch & Learn

Distributed IT received communication regarding the rollout of Secure Zoom that is scheduled to be enforced for the UW Health Care Component (HCC) on Oct 5, 2021. For more information, attend a Secure Zoom Lunch & Learn:

Zoom In Canvas Training Session

Academic Technology scheduled a Zoom in Canvas training session for instructors.

Date: Thu, Aug 26, 2-2:30pm
Capacity: 50
Register
Learn more about Zoom in Canvas

Now – These are the activities and features we are working on now:

Continue to meet with campus stakeholders to discuss the impact of requiring a minimum client/app version for Secure Zoom accounts.
Identify departments required to use Secure Zoom.
Develop the technical implementation process for individuals who use Zoom and need to comply with HIPAA and PHI.
Develop the migration process and support for Secure Zoom.
Create Secure Zoom documentation.
Test the Zoom account setting, “Schedule privilege and alternative host between sub-accounts,” before enabling in production.
Identify features that are available in Blackboard Collaborate Ultra (BBCU) and are not available in Zoom.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, individuals no longer eligible for UW Madison Zoom are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

June 28 update

Done – These activities and features were completed since the last roadmap was published:

Hosts and co-hosts can now share their screen to all Breakout Rooms. Learn more about this account setting.
The Zoom Frequently Asked Questions (FAQ) KnowledgeBase document was updated to help instructors transition from Blackboard Collaborate Ultra to Zoom. View Zoom FAQ for Instructors.
A Secure Zoom working group was formed to help guide the implementation of Secure Zoom and rollout of the minimum client version account setting for the Health Care Component (HCC). This group consists of individuals from the Office of Compliance, Cybersecurity, SMPH, HCC departments, and DoIT.
Decommissioned the Zoom Implementation Project Page. News updates are available via the Zoom service page.

Now – These are the activities and features we are working on now:

Test the Zoom account setting, “Schedule privilege and alternative host between sub-accounts,” before enabling in production.
Continue to meet with campus stakeholders to discuss the impact of requiring a minimum client/app version for Secure Zoom accounts.
Identify departments required to use a Secure Zoom account.
Identify features that are available in Blackboard Collaborate Ultra (BBCU) and are not available in Zoom.
Developing the technical implementation process for Zoom users who need to comply with HIPAA and PHI.
Developing the migration process and support for Secure Zoom.
Creating Secure Zoom documentation.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, individuals no longer eligible for UW Madison Zoom are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

May 20 update

Done – These activities and features were completed since the last roadmap was published:

Effective May 13, Single Sign On (SSO) using a UW-Madison NetID was enabled and enforced for individuals using their @wisc.edu Zoom account on the zoom.us website. Individuals who log in to their
– eligible @wisc.edu account on zoom.us will be redirected to uwmadison.zoom.us
– ineligible @wisc.edu account on zoom.us will be locked out and need to contact Zoom Support for assistance.
Published a UW-Madison Knowledgebase document comparing personal, Standard, and Secure Zoom account default settings for meetings.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 25,057 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom.
– 4,359 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom.
– 7,530 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Meet with governance groups to discuss the impact of requiring a minimum client/app version for Secure Zoom accounts.
Identify departments that are required to use a Secure Zoom account.
Identify features that are available in BBCU and are not available in Zoom.
Decommission the Zoom Implementation Project Page. News updates will be posted on it.wisc.edu and have a link from the Zoom service page.
Developing the technical implementation process for Zoom users who need to comply with HIPAA and PHI.
Developing the migration process and support for Secure Zoom.
Creating Secure Zoom documentation.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding KB documentation for campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

May 6 update

Done – These activities and features were completed since the last roadmap was published:

A final email reminder was sent to individuals with an @wisc.edu consumer Zoom account to take action on their account by May 13, when Single Sign On (SSO) is enforced. On May 13, individuals with an
– ineligible @wisc.edu consumer Zoom account will be locked out of their account if no action is taken, and
– eligible @wisc.edu consumer Zoom accounts will be redirected to UW-Madison Zoom.
Immersive View is now available for UW-Madison Zoom accounts. Immersive View provides the option to recreate the feel of a class or conference room by placing up to 25 video participants onto a single virtual background. This feature must be enabled in account settings before scheduling a meeting. Learn more about Immersive View.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 26,963 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom
– 4,832 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom
– 7,150 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Developing the technical implementation process for Zoom users who need to comply with HIPAA and PHI.
Developing the migration process and support for Secure Zoom.
Creating Secure Zoom KB documentation.
Updating the Zoom Implementation Project website to include information about Secure Zoom.
Creating comparison KB documentation for the following three types of Zoom accounts 1. Consumer Zoom account, 2. UW-Madison Zoom Standard account, and 3. UW-Madison Secure Zoom account.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding KB documentation for campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

April 22 update

Done – These activities and features were completed since the last roadmap was published:

Effective May 13, Single Sign On (SSO) will be enforced on zoom.us for individuals who sign in to their Zoom account using an @wisc.edu email address. Targeted communication was sent to the following groups who will be affected by this change:
– Eligible @wisc.edu consumer Zoom accounts – These individuals will be required to consolidate their consumer @wisc.edu Zoom account to UW-Madison Zoom or change their account’s email address to a non-@wisc.edu address by May 13.
– Ineligible @wisc.edu consumer Zoom accounts – These individuals will be required to change their consumer account’s email address to a non @wisc.edu address by May 13 or risk being locked out of their consumer Zoom account.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 19,620 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom
– 4,800 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom
– 7,560 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Creating Secure Zoom KB documentation.
Creating comparison KB documentation for the following three types of Zoom accounts 1. Consumer Zoom account, 2. UW-Madison Zoom Standard account, and 3. UW-Madison Secure Zoom account.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding KB documentation for campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

April 8 update

Done – These activities and features were completed since the last roadmap was published:

The Zoom Advisory Group and select healthcare representatives received invitations to join the Secure Zoom pilot group. We will engage with the pilot group for feedback about their experience throughout April and May. We are targeting the release of Secure Zoom for departmental adoption by the end of May 2021.
Group HD (1080p) is now available for all UW-Madison Zoom accounts. Learn how to enable this feature for your meeting or webinar.
5,254 eligible @wisc.edu consumer Zoom accounts still need to move to the UW-Madison Zoom service. We are finalizing a date to stop offering consolidation after Spring semester.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 19,368 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom
– 5,254 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom
– 7,303 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Identify a date to stop offering eligible @wisc.edu consumer Zoom accounts the option to consolidate their account to UW-Madison Zoom.
Approximately 12,500 eligible individuals are signing in to their UW-Madison Zoom account at zoom.us using the Google login method. We are finalizing a date to disable Google as a login method and require individuals to log in to uwmadison.zoom.us using Single Sign-on after Spring semester.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

March 25 update

Done – These activities and features were completed since the last roadmap was published:

A new Business Associate Agreement (BAA) was signed for the UW-Madison Zoom service. The UW-Madison Zoom team is now developing the technical implementation for Secure Zoom. Secure Zoom is an environment for individuals who need to comply with HIPAA. Bi-weekly status updates on the availability of Secure Zoom will begin on April 5th.
The UW-Madison Zoom team partnered with UW Extension to offer the last Zoom training session for Spring 2021:
70 individuals attended the March 25th training session and shared very positive feedback about their experience. The training sessions were recorded and are available here.
Reminder: On March 30th, individuals who disabled the auto-deletion setting for their UW-Madison Zoom account or deleted the 150 day retention period will lose the option to keep their cloud recordings indefinitely. They will continue to have the option to keep their recordings for a maximum of 150 days. 1.25% of UW-Madison Zoom accounts will be impacted. Individuals impacted by this change received a reminder on March 25th.
5,441 eligible @wisc.edu consumer Zoom accounts still need to move to the UW-Madison Zoom service. A targeted communication plan will be created to notify these individuals in April to take action on their account.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 26,204 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom
– 5,441 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom
– 7,282 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.
Identify a date to stop offering eligible @wisc.edu consumer Zoom accounts the option to consolidate their account to UW-Madison Zoom.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

March 11 update

Done – These activities and features were completed since the last roadmap was published:

Partnered with UW Extension to offer campus four Zoom training sessions for the Spring 2021 semester. 102 individuals attended the March 5 training session and shared very positive feedback about their experience. If you were not able to attend the February 24 or March 5 training session, we have two training dates remaining this semester:
– Zoom Meetings Training – Mar 15, 2021 01:00 PM (Register today)
– Zoom Prep Training – Mar 25, 2021 01:00 PM (Register today)
Purchased 50 Concurrent Meeting Plus add-on licenses. This license type will allow an individual to concurrently host up to 20 meetings. We’re working on the operational and support processes to make the licenses available to campus in April.
The preliminary assessment for the Kaltura/Zoom integration is complete. The integration allows Zoom cloud recordings to be automatically uploaded to Kaltura. Currently, this integration cannot be offered but will be explored again at a later date. Individuals can still manually upload content to Kaltura.
Effective March 30th, individuals who disabled the auto-deletion setting for their UW-Madison Zoom account or deleted the 150 day retention period will lose the option to keep their cloud recordings indefinitely. They will continue to have the option to keep their recordings for a maximum of 150 days. 1.25% of UW-Madison Zoom accounts will be impacted. Individuals impacted by this change will be notified during the week of March 15th.
5,701 eligible @wisc.edu consumer Zoom accounts still need to be moved to the UW-Madison Zoom service. A targeted communication plan will be created to notify these individuals to take action on their account.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 25,508 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom.
– 5,701 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom.
– 7,299 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Working with UW Legal to finalize a newly offered BAA for the UW Zoom main account, which will improve the experiences for groups that require HIPAA compliant access.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.
Identify a date to stop offering eligible @wisc.edu consumer Zoom accounts the option to consolidate their account to UW-Madison Zoom.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

Feb 25 update

Done – These activities and features were completed since the last roadmap was published:

Partnered with UW Extension to offer campus four Zoom training sessions for the Spring 2021 semester. 123 individuals registered for the February 24 Zoom training session. If you were not able to attend the February 24 training session, you can still attend another session. View additional dates below:
– Zoom Prep Training – Mar 5, 2021 10:30 AM (Register today)
– Zoom Meetings Training – Mar 15, 2021 01:00 PM (Register today)
– Zoom Prep Training – Mar 25, 2021 01:00 PM (Register today)
The proposal to purchase Zoom Concurrent Meeting Licenses was approved. A concurrent meeting license will enable individuals to host up to 20 simultaneous events. 50 licenses will be purchased. Campus will be notified once the licenses are available for use.
6,694 eligible @wisc.edu consumer Zoom accounts were notified to either move their personal account to the UW-Madison Zoom service or change their email address to a non @wisc.edu address (e.g., @gmail.com). View the consolidation steps here.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 24, 969 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom.
– 6,694 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom.
– 7,088 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.
Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Working with UW Legal to finalize a newly offered BAA for the UW Zoom main account, which will improve the experiences for groups that require HIPAA compliant access.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.
Develop a plan and proposal to lock the feature that turns off the “auto-delete” setting for cloud recordings to prevent individuals from keeping their cloud recordings indefinitely. The retention policy for cloud recordings is set to 150 days, but individuals have the ability to turn off the auto-delete setting. This can become problematic and expensive should we approach our 33 TB quota.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.
Identify a date to stop offering consumer Zoom users the option to consolidate their account UW-Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

Feb 11 update

Done – These activities and features were completed since the last roadmap was published:

Partnered with UW Extension to offer campus four Zoom training sessions for the Spring 2021 semester:
– Zoom Meetings Training – Feb 24, 2021 10:30 AM (Register today)
– Zoom Prep Training – Mar 5, 2021 10:30 AM (Register today)
– Zoom Meetings Training – Mar 15, 2021 01:00 PM (Register today)
– Zoom Prep Training – Mar 25, 2021 01:00 PM (Register today)
8,477 eligible @wisc.edu consumer Zoom accounts were notified to either move their personal account to the UW-Madison Zoom service or change their email address to a non @wisc.edu address (e.g., @gmail.com).
Live transcription documentation is now available – https://kb.wisc.edu/zoom/108917. This document includes recommendations for individuals who require usability and accessibility accommodations.

Now – These are the activities and features we are working on now:

Assisting individuals in migrating their @wisc.edu consumer accounts into UW-Madison Zoom now that the @wisc.edu domain is managed.
– 23,657 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom
– 8,477 eligible @wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom
– 7,343 personal accounts using ineligible @wisc.edu email accounts still exist in consumer Zoom.

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Working with UW Legal to finalize a newly offered BAA for the UW Zoom main account, which will improve the experiences for groups that require HIPAA compliant access.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.
Develop a plan and proposal to lock the feature that turns off the “auto-delete” setting for cloud recordings to prevent individuals from keeping their cloud recordings indefinitely. The retention policy for cloud recordings is set to 150 days, but individuals have the ability to turn off the auto-delete setting. This can become problematic should we approach our 33 TB quota.
Develop a proposal to purchase Zoom Concurrent Meeting Plus licenses to enable individuals to host up to 20 concurrent meetings.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.
Identify a date to stop offering consumer Zoom users the option to consolidate their account UW-Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

Jan 28 update

NOTE: As we move into the operational phase of the Zoom video conferencing service, we will shift from publishing the Zoom Roadmap weekly to a bi-weekly cadence. Thank you for your continued interest in UW Zoom.

Done – These activities and features were completed since the last roadmap was published:

Enabled live transcription on by default for all UW-Madison Zoom users on January 27, 2021.
Enabled non-verbal feedback and meeting reactions features on by default for all UW-Madison Zoom users.
1,200 new Zoom users joined the UW-Madison Zoom service on the first day of class resulting in a huge spike in new users for this week.
Ineligible users were notified to update their email address from netid@wisc.edu to a non @wisc.edu email address.

Now – These are the activities and features we are working on now:

Assisting people who are migrating their consumer accounts into UW-Madison Zoom after managing the @wisc.edu domain.
21,409 eligible consumer accounts with an @wisc.edu email address have migrated to UW-Madison Zoom.
10,788 accounts using eligible netid@wisc.edu email accounts still exist in consumer Zoom and need to migrate into UW-Madison Zoom.
7,365 personal accounts using ineligible netid@wisc.edu email accounts still exist in consumer Zoom.

Vendor documentation for the live transcription feature will be available to the general public on February 1, 2021.
Live transcription KnowledgeBase documentation will be created shortly after Zoom publishes their documentation. Consulted the McBurney Center and the Center for User Experience to provide information for individuals who require accommodations. Their recommendations will be added to the KnowledgeBase documentation.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.
Coordinating the delivery of the next round of Zoom training offerings with UW Extension. We expect this training to be delivered to campus early in the Spring semester.

Next – These are the activities and features we plan to work on next:

Technical implementation process for Zoom users who need to comply with HIPAA including developing a support workflow for Secure Zoom.
Working with UW Legal to finalize a newly offered BAA for the UW Zoom main account, which will improve the experiences for groups that require HIPAA compliant access.
Develop, create, and implement automatic deactivation notifications for individuals who had access to a UW-Madison Zoom account, are no longer eligible for the service, enter the deactivation process, and lose access to their account. Currently, ineligible users are not notified when their account will be deactivated.
Develop a plan and proposal to lock the feature that turns off the “auto-delete” setting for cloud recordings to prevent users from keeping their cloud recordings indefinitely. The retention policy for cloud recordings is set to 150 days, but users have the ability to turn off the auto-delete setting. This can become problematic should we get close to our 33 TB quota.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.
Identify a date to stop offering consumer Zoom users the option to consolidate their account UW-Madison Zoom.
Determine if a Zoom/Canvas integration can be offered in the UHS Zoom sub-account.

January 14, 2021 Zoom Advisory Group meeting – Received approval to proceed with the Zoom enabled Live Captioning deployment on 1/24/21 and evaluate the request for non-verbal and meeting reactions as default settings. Conduct lessons learned discussion with the advisory group as we transition from the project to operational service phase.

Jan 21 update

Done – These activities and features were completed since the last roadmap was published:

Conducted a second meeting with representatives from the McBurney Center and the Center for User Experience to validate the requirements for using Zoom’s production implementation of the closed caption and live transcription features.

Now – These are the activities and features we are working on now:

Zoom is rolling out “the closed caption and live transcription feature” to the general audience on January 24, 2021. We are working on documentation with the McBurney Center and the Center for User Experience to provide information for individuals who require accommodations.
Assisting people who are migrating their accounts into UW-Madison Zoom as a result of managing the @wisc.edu domain. To date 19,713 eligible consumer accounts with an @wisc.edu email address have migrated to UW Madison Zoom, 12,466 accounts using eligible netid@wisc.edu email accounts still exist in consumer Zoom.
7,420 personal accounts using ineligible netid@wisc.edu email accounts still exist in consumer Zoom.

Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Expand Zoom training offerings to campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

Jan 14 update

Done – These activities and features were completed since the last roadmap was published:

Conducted an initial meeting with representatives from the McBurney Center to validate the requirements for using Zoom’s production implementation of the closed caption and live transcription features.
As per Advisory Group approval in December 2020, the default length of storage for cloud recordings was extended from 30 days to 150 days for the Spring semester. We also enabled local and cloud recordings by default.
In collaboration with Academic Technologies, we finalized Zoom/Canvas integration design, user documentation and testing. Implemented the Canvas/Zoom integration with a limited support model on January 4.
Implemented @wisc.edu as a managed domain to UW–Madison Zoom on January 4. With this change, all Zoom accounts with an @wisc.edu email address are now allowed to consolidate into UW–Madison Zoom.

Now – These are the activities and features we are working on now:

Zoom is rolling out “the closed caption and live transcription feature” to the general audience on January 24, 2021. We are working on documentation with the McBurney Center and the Center for User Experience to provide information for individuals who require accommodations.
Assisting people who are migrating their accounts into UW-Madison Zoom as a result of the managed domain. To date 19,257 eligible consumer accounts with an @wisc.edu email address have migrated to UW Madison Zoom, 12,932 accounts using eligible netid@wisc.edu email accounts still exist in consumer Zoom. 7,461 personal accounts using ineligible netid@wisc.edu email accounts still exist in consumer Zoom.

Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for Secure Zoom.
Expand Zoom training offerings to campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

Dec 17 update

Note: We will not publish a Zoom Roadmap update over the Winter break. Our next Zoom Roadmap update will be delivered on January 14, 2020. Happy Holidays to all!

Done – These activities and features were completed since the last roadmap was published:

Conducted live closed caption and transcription testing; assessed security and compliance.
Developed and presented a proposal for Advisory Group approval for the production implementation of the closed caption and live transcription features. The Advisory Group has provisionally approved moving this feature into production, with the request that we touch base with the McBurney Center first.
Received approval from the Advisory Group to extend the default length of storage for cloud recordings from 30 days to 120 days for the Spring semester. We anticipate that we will need to increase our storage quotas with Zoom and have requested a quote for the additional cost.
Received approval from the Advisory Group to change the default settings to enable recordings.
Received approval from the Advisory Group to move to a managed domain model in early January. Communications will continue throughout December for @wisc.edu accounts in the consumer Zoom space.
Received approval from the Advisory Group to proceed with the launch of the Canvas/Zoom integration with a limited support model in early January. Communications will include this information and encourage people to use the tool that they know best as we roll this out.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Approximately 18,000 eligible consumer accounts with an @wisc.edu email address have migrated to UW Madison Zoom. Approximately 14,000 accounts using eligible netid@wisc.edu email accounts still exist in consumer Zoom. Email communications with these individuals, encouraging them to migrate or update their email addresses to a personal address, will continue throughout December.
6,800 personal accounts using ineligible netid@wisc.edu email accounts still exist in consumer Zoom. Email communications with these individuals, encouraging them to update their email addresses to a personal address will continue throughout December.
Notification and instructions on how to update email addresses on Zoom accounts has been included in the December UW-Madison Retirees newsletter.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be required to consolidate into UW–Madison Zoom. Test the process for end users once this is in place. Prepare documentation and train support staff.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.
Conducting Canvas integration technical design and testing activities with Academic Technology
In preparation for a production launch in early January, we are implementing support processes and documentation for the Zoom/Canvas integration, including Help Desk internal and end user documentation, escalation processes and definition of roles and responsibilities.

Next – These are the activities and features we plan to work on next:

Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for the Secure Zoom sub-account.
Expand Zoom training offerings to campus.
Integration with third party captioning and transcription services.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

December 15, 2020 Zoom Advisory Group meeting – Received approval to implement Zoom/Canvas in January 2021 to allow instructors prep time prior to the beginning of the spring semester. Received approval to update meeting recording default setting to on and extend recording storage time from 30 days to 150 days.

Dec 10 update

Done – These activities and features were completed since the last roadmap was published:

As of this date over 18,000 consumer Zoom users have migrated their accounts into UW-Madison Zoom.
Develop roles for DoIT support staff in Zoom.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Approximately 18,000 eligible consumer accounts with an @wisc.edu email address have migrated to UW Madison Zoom. Approximately 14,000 accounts using eligible netid@wisc.edu email accounts still exist in consumer Zoom. Email communications with these individuals, encouraging them to migrate or update their email addresses to a personal address, will continue throughout December.
6,800 personal accounts using ineligible netid@wisc.edu email accounts still exist in consumer Zoom Email communications with these individuals, encouraging them to update their email addresses to a personal address will continue throughout December.
Notification and instructions on how to update email addresses on Zoom accounts has been included in the December UW-Madison Retirees newsletter.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.
Conducting Canvas integration technical design and testing activities with Academic Technology.
Conducting live closed caption and transcription testing and assessing security and compliance considerations.
Developing a proposal for Advisory Group approval for the production implementation of the closed caption and live transcription features.
Implementing support processes and documentation for the Zoom/Canvas integration, including HD internal and end user documentation, escalation processes and definition of roles and responsibilities.

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be required to consolidate into UW–Madison Zoom.
Technical implementation process for Zoom users who need to comply with HIPAA including the migration process and support for the Secure Zoom sub-account.
Canvas/Zoom Integration testing and implementation to production.
Expand Zoom training offerings to campus.
Integration with third party captioning and transcription services.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and authorize individuals to log in.
Explore the impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

Dec 3 update

Done – These activities and features were completed since the last roadmap was published:

Resolved Canvas test environment access issue enabling Canvas testing to continue.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Over 20,000 personal accounts use netid@wisc.edu email accounts.
Continued communications with individual Zoom account users who are not eligible for UW-Madison Zoom account licenses. Former students, faculty, and staff were notified on Monday 11/2 to change the email address on their consumer accounts to a non @wisc.edu email address. Miscellaneous ineligible users were emailed on Monday 11/9 with the same message. This will continue over the next week after campus adjusts to all remote classes.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.
Conducting Canvas integration technical design and testing activities with Academic Technology.
Conducting live transcription testing and assessing security and compliance considerations.

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA and begin to migrate groups into the Zoom sub-account.
Canvas/Zoom Integration testing and implementation to production.
Deploy live transcription service to display transcript on the side panel in-meeting.
Expand Zoom training offerings to campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Integration with third party captioning and transcription services.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in.
Develop roles for support staff in Zoom.
Explore impact of sub-domains in UW–Madison Zoom.
Provide pilot use of Canvas/Zoom integration functionality during Spring Semester.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings

Nov 19 update

Note: We didn’t publish an update Thanksgiving week. Our next update will be on December 3, 2020.

Done – These activities and features were completed since the last roadmap was published:

Added Live Transcription to the Zoom test environment.
Analyzed Zoom HIPAA requirements gathered from campus colleagues.
Reviewed preliminary feedback from HCC users on the default settings for the HIPAA tenant with Cybersecurity.
Developed a proposal for these default settings and reviewed with the advisory group at the 11/18 meeting.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Over 20,000 personal accounts use netid@wisc.edu email accounts.
Beginning communications with individual Zoom account users who are not eligible for UW-Madison Zoom account licenses.
Former students, faculty, and staff were notified on Monday 11/2 to change the email address on their consumer accounts to a non @wisc.edu email address.
Miscellaneous ineligible users were emailed on Monday 11/9 with the same message.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.
Conducting Canvas integration technical design activities with Academic Technology.
Conduct live transcription testing.

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA.
Canvas/Zoom Integration testing and implementation to production.
Deploy live transcription service to display transcript on the side panel in-meeting.
Expand Zoom training offerings to campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Integration with third party captioning and transcription services.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in.
Develop roles for support staff in Zoom.
Explore impact of sub-domains in UW–Madison Zoom.
Provide pilot use of Canvas/Zoom integration functionality during Spring Semester.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

Zoom Advisory Group – Decisions by the Zoom Advisory Group impacting the Zoom service

November 18, 2020 Zoom Advisory Group meeting – Provided and reviewed the initial draft of the proposed Secure Zoom sub-account usage and discussed support options for a Zoom/Canvas integration that could be provided over time.

Nov 12 update

Done – These activities and features were completed since the last roadmap was published:

Conducted initial technical overview with Academic Technology for potential Canvas/Zoom integration functionality.
New KB document: Allow participants to change/modify their display name within an event
On 11/6, we successfully increased capacity for meeting breakout rooms from 200 participants and 50 rooms to 1,000 participants and 100 rooms.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Over 20,000 personal accounts use netid@wisc.edu email accounts.
Beginning communications with individual Zoom account users who are not eligible for UW-Madison Zoom account licenses. Former students, faculty, and staff were notified on Monday 11/2 to change the email address on their consumer accounts to a non @wisc.edu email address. Miscellaneous ineligible users were emailed on Monday 11/9 with the same message.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Analyzing Zoom HIPAA requirements gathered from campus colleagues
Reviewed preliminary feedback from HCC users on the default settings for the HIPAA tenant with Cybersecurity. We are developing a proposal for these default settings to be reviewed by the advisory council at the 11/18 meeting
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests
Expanding the KB documentation available to campus
Conducting Canvas integration technical design activities with Academic Technology

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom
Address requirements for Zoom users who need to comply with HIPAA
Canvas/Zoom Integration testing and implementation to production.
Expand Zoom training offerings to campus

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only
Live transcription service to display transcript on the side panel in-meeting
Integration with third party captioning and transcription services
Custom reports for group administrators
Enhanced auditing
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in
Develop roles for support staff in Zoom
Explore impact of sub-domains in UW–Madison Zoom
Provide pilot use of Canvas/Zoom integration functionality during Spring Semester
Facilitate a UW–Madison Zoom User Group for campus
Explore Kaltura integration capability for Zoom recordings

Zoom Advisory Group – Decisions by the Zoom Advisory Group impacting the Zoom service.

November 5, 2020 Zoom Advisory Group meeting – Re-evaluated the ability for users to change their names based on Host settings in Zoom. Received Advisory Group approval to base Zoom license eligibility on direct linkage to HRS/SIS categories only.

Nov 5 update

Done – These activities and features were completed since the last roadmap was published:

New KB documents
– Secure Meetings and Webinars
– Getting Started with Marketplace
– Meeting and Webinar Add-On Overview
– Getting Started with Service Accounts
– Setting up Calendar and Contacts Integration with the Desktop Client
Scheduled Zoom technical staff to perform a service wide update to increase capacity for meeting breakout rooms from 200 participants and 50 rooms to 1,000 participants and 100 rooms on 11/6 at 1:00am.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Over 20,000 personal accounts use netid@wisc.edu email accounts.
Beginning communications with individual Zoom account users who are not eligible for UW-Madison Zoom account licenses. Former students and former faculty and staff were notified on Monday 11/2 to change the email address on their consumer accounts to a non @wisc.edu email address. Miscellaneous ineligible users will be emailed on Monday 11/9 with the same message.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Analyze Zoom HIPAA requirements gathered from campus colleagues
Reviewed preliminary feedback from HCC users on the default settings for the HIPAA tenant with Cybersecurity. We are putting together a proposal for these default settings to be reviewed by the advisory council at the 11/18 meeting.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests
Expanding the KB documentation available to campus

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA
Integration with Canvas. Initial technical integration exploration happening Nov 4th.
Expand Zoom training offerings to campus

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only
Live transcription service to display transcript on the side panel in-meeting
Integration with third party captioning and transcription services
Custom reports for group administrators
Enhanced auditing
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in
Develop roles for support staff in Zoom
Explore impact of sub-domains in UW–Madison Zoom
Facilitate a UW–Madison Zoom User Group for campus
Explore Kaltura integration capability for Zoom recordings

Oct 29 update

Done – These activities and features were completed since the last roadmap was published:

The initial rounds of communications asking individuals using a personal netid@wisc.edu Zoom account to migrate to UW-Madison Zoom or change the email address on their personal account are complete.

Communication Date	# of individuals contacted	# of accounts migrated	% of accounts migrated
9/2 – Paid single accounts	639	423	66.2%
10/12 – Basic netid@wisc.edu	2851	529	18.6%
10/15 – Basic netid@wisc.edu	8857	1505	17.0%
10/19 – Basic netid@wisc.edu	4050	649	16.0%

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom are progressing. Over 20,000 personal accounts use netid@wisc.edu email accounts.
Beginning communications with individual Zoom account users who are not eligible for UW-Madison Zoom account licenses.
Continuing outreach to Zoom paid consumer account owners with more than one member to initiate migrations.

Analyze Zoom HIPAA requirements gathered from campus colleagues.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA.
Integration with Canvas.
Expand Zoom training offerings to campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Live transcription service to display transcript on the side panel in-meeting.
Integration with third party captioning and transcription services.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in.
Develop roles for support staff in Zoom.
Explore impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

Oct 22 update

Done – These activities and features were completed since the last roadmap was published:

Optimized single sign-on process to better align with Zoom eligibility.
Kicked off the communication campaign to netid@wisc.edu account holders using a personal Zoom account.
Finished the initial round of requirements gathering for Zoom units who need to comply with HIPAA.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom.
Individuals using a personal account with a netid@wisc.edu email address are being asked to migrate to UW–Madison Zoom or change the email address on their personal account. Over 20,000 personal accounts use netid@wisc.edu email accounts.

Outreach to Zoom paid consumer account owners with more than one member to initiate migrations.
Analyze Zoom HIPAA requirements gathered from campus colleagues.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA.
Integration with Canvas.
Expand Zoom training offerings to campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Live transcription service to display transcript on the side panel in-meeting.
Integration with third party captioning and transcription services.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in.
Develop roles for support staff in Zoom.
Explore impact of sub-domains in UW–Madison Zoom.
Facilitate a UW–Madison Zoom User Group for campus.
Explore Kaltura integration capability for Zoom recordings.

Oct 15 update

Done – These activities and features were completed since the last roadmap was published:

Conducted the final of four Zoom training sessions provided by UW Extension. These interactive sessions were provided to over 1,000 attendees across campus.
Shared updated information on the Zoom service page including recordings of UW Extension provided training sessions.
Improved license assignment with manifest-based provisioning of large meeting (1000 participants) and webinar licenses.
Completed improvements to the request process for webinar and large meetings add-ons.
Documented scheduling privileges and how they work.

Now – These are the activities and features we are working on now:

Personal account and service account migrations to the UW–Madison instance of Zoom.
Started the communication campaign to individual netid@wisc.edu account holders using a personal Zoom account. Individuals using a personal account with a netid@wisc.edu email address will be asked to migrate to UW–Madison Zoom or change the email address on their personal account. Over 20,000 personal accounts use netid@wisc.edu email accounts.
Outreach to Zoom paid consumer account owners with more than one member to initiate migrations.
Requirements gathering for Zoom users who need to comply with HIPAA.
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests.
Expanding the KB documentation available to campus.
Optimizing single sign-on process to better align with Zoom eligibility.

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA.
Expand Zoom training offerings to campus.
Facilitate a UW–Madison Zoom User Group for campus.

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only.
Live transcription service to display transcript on the side panel in-meeting.
Integration with third party captioning and transcription services.
Custom reports for group administrators.
Enhanced auditing.
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in.
Develop roles for support staff in Zoom.
Explore impact of sub-domains in UW–Madison Zoom.
Integration with Canvas.
Explore Kaltura integration capability for Zoom recordings.

Oct 8 update

Done

These activities and features were completed since the last roadmap was published:

September/October Zoom training sessions scheduled for campus. On September 30, 230 people attended the initial Zoom Meeting training conducted in partnership with UW–Madison Division of Extension. The session received excellent feedback from attendees.
A new option is available within UW–Madison Zoom, which enables users to attend multiple Zoom meetings simultaneously.
The host can now create breakout rooms with the option for participants to self-select which breakout room they would like to join.
KB documents created: Getting Started with Service Accounts & Scheduling a Zoom Meeting on behalf of another account

Now

These are the activities and features we are working on now:

Automating the deactivation of UW–Madison Zoom accounts: As an individual’s status with the university changes they will automatically lose access to UW-Madison’s instance of Zoom. We’re working on the documentation for this functionality.
Personal account and service account migrations to the UW–Madison instance of Zoom
Outreach to Zoom paid consumer account owners with more than one member to initiate migrations
Requirements gathering for Zoom users who need to comply with HIPAA
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests
Expanding the KB documentation available to campus
Streamlining add-on feature requests for webinar and large meeting add-ons.
Optimizing single sign-on process to better align with Zoom eligibility.

These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA
Expand Zoom training offerings to campus
Facilitate a UW–Madison Zoom User Group for campus

Later

These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only
Live transcription service to display transcript on the side panel in-meeting
Document scheduling privileges and how they work
Integration with third party captioning and transcription services
Custom reports for group administrators
Enhanced auditing
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in
Manifest-based provisioning of large meeting (1000 participants) and webinar licenses
Develop roles for support staff in Zoom
Explore impact of sub-domains in UW–Madison Zoom
Integration with Canvas
Explore Kaltura integration capability for Zoom recordings

Oct 1 update

Done

These activities and features were completed since the last roadmap was published:

September/October Zoom training sessions scheduled for campus. On September 30, 230 people attended the initial Zoom Meeting training conducted in partnership with UW–Madison Division of Extension. The session received excellent feedback from attendees.
A new option is available within UW–Madison Zoom, which enables users to attend multiple Zoom meetings simultaneously.
The host can now create breakout rooms with the option for participants to self-select which breakout room they would like to join.
KB documents created: Getting Started with Service Accounts & Scheduling a Zoom Meeting on behalf of another account

Now

These are the activities and features we are working on now:

Automating the deactivation of UW–Madison Zoom accounts: As an individual’s status with the university changes they will automatically lose access to UW-Madison’s instance of Zoom. We’re working on the documentation for this functionality.
Personal account and service account migrations to the UW–Madison instance of Zoom
Outreach to Zoom paid consumer account owners with more than one member to initiate migrations
Requirements gathering for Zoom users who need to comply with HIPAA
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests
Expanding the KB documentation available to campus
Streamlining add-on feature requests for webinar and large meeting add-ons.
Optimizing single sign-on process to better align with Zoom eligibility.

These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW–Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be allowed to consolidate into UW–Madison Zoom.
Address requirements for Zoom users who need to comply with HIPAA
Expand Zoom training offerings to campus
Facilitate a UW–Madison Zoom User Group for campus

Later

These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only
Live transcription service to display transcript on the side panel in-meeting
Document scheduling privileges and how they work
Integration with third party captioning and transcription services
Custom reports for group administrators
Enhanced auditing
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in
Manifest-based provisioning of large meeting (1000 participants) and webinar licenses
Develop roles for support staff in Zoom
Explore impact of sub-domains in UW–Madison Zoom
Integration with Canvas
Explore Kaltura integration capability for Zoom recordings

Sep 24 update

Done – These activities and features were completed since the last roadmap was published:

General UW-Madison Zoom offering instantiated and configured
Security settings vetted and in place to prevent Zoombombing and to align with FERPA and ECPA
Zoom training resources published and Zoom support knowledgebase (KB) created
All instructional staff assigned licenses for meetings up to 500 participants
Service accounts available in Zoom
Large meeting and webinar add-on licenses available via request
Virtual UW backgrounds available for UW-Madison Zoom use
UHS migrated into HIPAA-compliant account (Smart Restart)
UW Extension migrated into Zoom as proof of concept for large group migration
Zoom Advisory Group formed for campus community representation, input, and decision-making. Visit the Zoom Implementation Project website for a list of Zoom Advisory Group members.

Now – These are the activities and features we are working on now:

Personal account and service account migrations from the consumer version of Zoom
Outreach to Zoom paid consumer account owners with more than one member to initiate migrations
Requirements gathering for Zoom users who need to comply with HIPAA
Training offerings to campus – UW Extension staff are providing four sessions starting late September
Documentation updates to support the DoIT Help Desk and to facilitate faster response times to customer requests
Expanding the KB documentation available to campus

Next – These are the activities and features we plan to work on next:

Add @wisc.edu as a managed domain to UW-Madison Zoom. With this change, all Zoom accounts with an @wisc.edu email address will be moved into UW-Madison Zoom.
Update the current HIPAA compliant sub-account, based upon the requirements found during the use case analysis, to meet the needs of most use cases.
Move accounts and organizations that require HIPAA security controls into the HIPAA compliant sub-account.
Expand Zoom training offerings to campus
Facilitate a UW-Madison Zoom User Group for campus

Later – These are activities, features, and requests that are being explored and are potential candidates for working on next. These are in no particular order.

Authentication profile to restrict meeting access to users within our domain only
Live transcription service to display transcript on the side panel in-meeting
Document scheduling privileges and how they work
Integration with third party captioning services
Custom reports for group administrators
Enhanced auditing
Provide the ability for domain administrators to enable Zoom for a service account and then authorize individuals to log in
Manifest-based provisioning of large meeting (1000 participants) and webinar licenses
Develop roles for support staff in Zoom
Explore impact of sub-domains in UW-Madison Zoom
Integration with Canvas
Explore Kaltura integration capability for Zoom recordings

Zoom Advisory Group

August 27, 2020 Zoom Advisory Group meeting – Implement Zoom before the start of Fall semester – The Zoom Advisory Group supports moving forward with the Zoom implementation to provide the service to campus before the Fall semester, if possible. Service support, training, and additional enhancements can occur throughout the semester.

September 23, 2020 Zoom Advisory Group meeting – Ability to set personal pronouns and change display name – Zoom has experienced many Zoom-bombing incidents in which the attacker will rename themselves to include profanity or hate speech in the display name. In the interest of maintaining a safe Zoom environment for UW-Madison, the decision was made not to allow individuals to set personal pronouns or change display names. Preferred name is available to the UW Madison community to set a preferred name, which is then used by multiple services. DoIT is working toward an enterprise-wide, secure solution that will allow individuals to add preferred pronouns in multiple cloud-based tools, including Zoom.