University of Wisconsin–Madison
Zoom logo superimposed over roadmap

UW–Madison Zoom Implementation Roadmap Update

The UW–Madison Zoom implementation team at DoIT, with support of the Zoom advisory group, is working as quickly as possible to deploy Zoom for the University. We are focused on delivering essential features first and then rolling out additional features in an orderly and efficient manner. We enabled Zoom for everyone before the start of the Fall semester with a full feature set and basic support. The early release of Zoom is best for early adopters and those with prior Zoom experience.

Instead of publishing a fixed release schedule, we are relying 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 weekly. Please visit the Zoom Implementation Project website for additional information.

Previous updates: Nov 12Nov 5Oct 29Oct 22 | Oct 15 | Oct 8 | Oct 1 | Sep 24


Nov 19 update

Note: We will not 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.

Chart showing UW-Madison Zoom adoption over time

  • 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:

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.

Chart showing adoption of UW-Madison Zoom over time

  • 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:

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.

Chart showing growth of UW-Madison Zoom migration over time.

  • 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.

Chart showing adoption of UW-Madison Zoom over time.

  • 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.

Graph of eligible UW-Madison accounts adopting the UW-Madison Zoom service over time.

  • 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:

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:

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.

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
  • 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:

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.

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
  • 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.