Changes for summer Zoom meetings

On June 23, Zoom will make meeting passwords mandatory for new meetings and add passwords to previously scheduled meetings if they didn’t already have them. Also on this day, Stanford will remove toll-free dial-in numbers from the list of available audio options for Zoom participants. The following steps will help you avoid disruption of your summer course meetings.

Learn about alternatives to toll-free numbers

Starting June 23, Stanford will remove toll-free dial-in numbers  from the list of available audio options for Zoom participants. This decision is based on the high cost of international toll-free service and the widespread availability of alternative audio options including:

  • Use your device or computer audio over your network connection. Persistent quality issues can often be resolved with a wired connection or adjustment of your home router’s WiFi settings.
  • Use the “Call Me” feature to have Zoom conveniently call your telephone number without requiring password entry.
  • Use the local dial-in number or one of the numbers on the linked list of International Numbers included in the invitation.

These are described in the student guide, How to attend classes online using Zoom in Canvas.

Add passwords to your summer course meetings

Because they will become mandatory the day after summer classes begin, you should add passwords to meetings now and make sure to share them with students. The advice below takes into account whether you are scheduling them from the Canvas Zoom tool, or the Zoom webportal.

First, set up your course meeting

If you haven’t scheduled Zoom meetings yet, read about whether you should use Canvas Zoom tool or the Zoom web portal to schedule your meetings, follow the Zoom setting instructions, and schedule your recurring course meeting. 

If you’ve already scheduled summer course meetings, visit stanford.zoom.us/meeting to find meetings marked with a red alert that indicates they lack a password, click the name of the meeting, then click “Edit this Meeting” and check “Require meeting password” as well as “Only authenticated user can join” before saving (Note that this alert doesn’t appear in the Canvas Zoom tool).

Second, decide how to share the password

Although following Zoom setting instructions (including requiring authentication to join your meeting) should prevent Zoombombing by those unaffiliated with the university, Zoom meeting passwords should be shared with those who are, or may become, members of your class. If you are inviting the public at large, please set up a Zoom webinar instead to maintain your students’ privacy.

If you are using the Canvas Zoom tool to schedule your meetings, students can visit the Canvas Zoom tool to find the passwords you included above embedded in the meeting URLs.

If you are scheduling Zoom meetings from the Zoom web portal, you’ll need to share your meeting number and password to enrolled or potential students. Methods for sharing include Canvas Pages, Modules, or Syllabus, which can be seen by shoppers if you make your Canvas course open to the campus for shopping, and shoppers visit your Canvas course or syllabus from syllabus.stanford.edu. If you only want to share meeting details with registered students, add it to Canvas Announcements or add it to Canvas Syllabus and restrict your syllabus to be viewable to registered students only.

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