Zoom for Remote Teaching

The health and safety of our students and staff during remote learning continues to be our highest priority. It took time to implement key upgrades to ensure we could create a safe DOE Zoom platform that meets the educational and safety needs of our students, parents, families, and staff. The result of this work is:

  • As of May 6, 2020 our school communities may now use a central DOE Zoom platform as another DOE-approved video conferencing platform, along with Google Meet and Microsoft Teams.
  • All other Zoom accounts--both personal and school-based--are not safe for DOE work. 

Find out more by attending a Zoom User Training session! There's at least one offered every week—or you can watch videos from the trainings offered on Chanvello’s Connference Day:

What does the DOE Zoom platform let us do?

Zoom, as provided by the DOE, is safe to use for remote learning, teletherapy, and meetings. The following security features are pre-set and will help keep your remote classrooms, meetings and events safe:

Supported:

The following functionality is supported:

  • Anyone with the following types of NYC DOE credentials:
    • @Schools.nyc.gov (administrative and school staff)
      • All staff IDs now automatically bypass waiting rooms—even for already-created meetings
    • @nycstudents.net (students)
      • You'll have to admit them one-by-one or all at once from the waiting room
    • @doeexternal.nyc (external service providers)
      • External service providers will automatically go into waiting rooms
      • You'll have to admit them one-by-one or all at once from the waiting room
  • Non-DOE guests can now be invited to your meetings:
    • They'll be put into a waiting room
    • You'll have to admit them one-by-one or all at once from the waiting room
  • Meetings can support up to 300 people
  • Audio/video calls through either phone or computer
  • Breakout rooms
  • Chat and Q&A
  • Closed Captioning for meetings
  • File Sharing
  • Muting participants
    • If a participant is muted by the host, the participant cannot unmute themselves.
  • NYC DOE-specific Portal
  • Non-Verbal Feedback (like Raise Hand and Applause)
  • Personalizing your account by:
    • Adding/changing your photo
    • Uploading personalized backdrops (if your computer can support backdrops)
  • Polling
  • Recording a meeting (non-HIPAA only):
    • Only the host can record a meeting
    • If a meeting is recorded, participants will be notified, either when it starts or as they join (if it's already started).
    • Recordings are automatically stored for 60 days in the cloud--after that they are deleted
    • While you can't record to our computer, the host can download a recording and post it elsewhere (like Youtube, Vimeo, etc)
  • Zoom Live Streaming of meetings:
    • You can live stream a zoom meeting via a platform like Facebook or Youtube.
      • Please be sure to moderate--or disable--comments on the platform you are live streaming to.
      • Neither Zoom--nor the DOE--have control over that functionality on those platforms.
      • Only the person hosting it does.
    • Live Streaming a Zoom meeting means that:
      • People without a DOE log-in can watch a meeting that is being live streamed
      • The number of viewers is limited only by the platform you are streaming to (i.e.Youtube)

Not Supported

The following functionality are NOT supported in the NYC DOE Zoom platform:

  • Locally recording a meeting
  • Private chats

In addition, students cannot do the following things in a meeting:

  • Host their own meetings
  • Join a meeting before the host
  • Rejoin after being removed by the host
  • Rename themselves
  • Share their screen 
    • By default, only the host can share their screen
    • However, the host can promote people to "Presenters," and enable screen sharing at that time .

Find out more by attending a Zoom User Training session! There's at least one offered every week! There's even two on June 4, 2020--Chancellor's Conference Day!

How do I sign into Zoom?

Log into the DOE Zoom Account via the internet

  1. Open your web browser (Chrome, Safari, etc.)
  2. Go to nycdoe.zoom.us
  3. Click "Sign In"
  4. You will be brought to the DOE sign in page (the same one we use for the InfoHub and other DOE applications)
  5. Sign in with your DOE credentials
  6. You will land on your account's profile page, where you can change your profile picture, and schedule, join, or host meetings.

Need more directions? Check out this step-by-step guide--complete with screenshots!

Sign in With the Mobile App

  1. Download the mobile app at your provider's store
  2. Launch the app
  3. Click "Sign In"
  4. Under "Or, Sign in With" - Select "SSO"
  5. Type NYCDOE in the field to the left of the pre-populated ".zoom.us"
  6. Then sign in with your DOE credentials

Need more directions? Check out this step-by-step guide--complete with screenshots!

What if I already have a Zoom account?

Only the NYC DOE Zoom Platform is allowed for student, family and staff use. Earlier this school year some teachers, schools, and related service providers may have been using a non-DOE licensed version of Zoom--either for free or through a paid subscription.

  • This is no longer permitted for security reasons
  • All DOE staff who want to use Zoom in a professional capacity must sign onto theNYC DOE Zoom account.

What do I do about my own free account?

If you've used your NYC DOE email address, stop using the account. Instead, sign into the NYC DOE platform with your DOE credentials.

If your personal account is tied to a personal email address, you can continue to use it-at your own risk-- for personal use only.

What do I do with my own paid account?

Only the NYC DOE Zoom platform is approved for NYC DOE staff, students, and families. Once you sign into the NYC DOE platform with your DOE account, if you have another Zoom account tied to those credentials, you'll be asked about migrating your account and refunds.

What do I do if my school is paying for it?

If your school has an existing account with Zoom, when the school administrator signs into the NYC DOE's Zoom platform with those same credentials, they’ll be asked about migrating the school account and refunds.

What is Zoom Live Streaming?

Zoom Live Streaming lets you stream a live meeting through another platform like Facebook or Youtube. It's a great way to partner with experts outside of the DOE or manage live events like graduations and other all-school experiences.

Because people access your live streamed meeting from your school's Facebook page or Youtube channel, the capacity--and the security--are not the same as in a standard DOE Zoom meeting:

  • People without a DOE log-in can watch a meeting that is being live streamed
  • The number of viewers is only limited by the platform you are streaming to (i.e.Youtube)

Keep in mind that you have to moderate--or disable--the comments within the platform you are streaming to. Neither Zoom--nor the DOE--have control over that functionality on those platforms. Only the person hosting it does.

Find out more about:

Making Zoom Safe for the DOE

DIIT has worked with Zoom to make the aforementioned key upgrades to their platform, as well as:

  • Making their system less vulnerable to hacking, with increased protection of meeting data in transit. They upgraded from the 128-bit AES encryption to 256-bit encryption standard.
  • Limiting hosting data and transit within the U.S. for customers upon request. This feature gives the DOE more control over data and a safer interaction with the Zoom global network.
  • Making Zoom meetings more private and secure. the NYC DOE Zoom platform can give hosts easier access to security meeting controls, such as the ability to lock a meeting and remove participants.

Confidentiality and Data Security Agreement

On Monday, May 4, 2020, Zoom entered into a confidentiality and data security agreement with the DOE, and has agreed to terms that meet (and in certain respects exceed) the requirements of N.Y. Education Law 2-d and FERPA. Zoom had not included this for individual schools or individuals who signed up for Zoom on their own. These back-end security upgrades are new, were not previously available, and will not be available without using the DOE’s central Zoom account.

Teletherapy and Related Services

Zoom, as provided by the DOE under teletherapy-designated (HIPAA-compliant) accounts, is safe for teletherapy and related services. Please confirm with your administrator that the account you are using is designated for provision of teletherapy services.

  • Participant personally identifiable information is omitted from Zoom reporting and logging (e.g., IP address, email address, display name) and is not collected by Zoom.
  • The ability to record meetings to the Zoom cloud is disabled, so hosts can record meetings on their own device, but they cannot store the recording in the Zoom cloud.
  • Live streaming video to third-party streaming services is disabled (so no one can “broadcast” the session to Facebook or Twitter).
  • The ability to copy or save chats during a meeting is disabled.
  • In-meeting chat logs and file transfer are both disabled.
  • Zoom forces data encryption for all third-party teleconferencing systems.
  • Zoom forces advanced encryption on out-of-meeting chat communications (including files) which results in the chat communications being fully encrypted with only the users (not Zoom) having access to the encryption keys on their local devices. 

Zoom Getting Started Guide

Use the Zoom Getting Started Guide to help you get your new account set up in the DOE account of Zoom.

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