Distance education is greatly facilitated by the Zoom application, which enables online consultations and meetings. The following guide introduces the authorization levels, login and the different ways of use. Important: you do not need VPN connection to use Zoom (neither for logging in to SeKA or using Moodle).
- Free: anyone can sign up on the website of Zoom, but the free version allows only 40-minute video calls
- Employees and students of Semmelweis University can access Zoom with their SeKA ID, which can be launched from the following page by clicking on the Sign In button: https://semmelweis.zoom.us
- Lecturers and other employees of the university are eligible for a higher level license (Licenced) that allows unlimited calls and the possibility to save recorded consultations in the cloud.
Log in to semmelweis.zoom.us with your SeKA ID. Then, go to the profile page (https://semmelweis.zoom.us/profile) and check what the “User type” line says. In case of lecturers “Licensed” should be written, in which case you do not have to do anything. If “Basic” is written instead, you have to provide your data (name and SeKA ID) on the following link:
Upgrades should be made no later than 24 hours after providing the necessary information. If your authorization level does not change even after this time, please contact us at firstname.lastname@example.org, as sometimes it is necessary to delete a previous user profile in order to activate the new settings.
You can accept invitations and join meetings even without registration, so the lack of university access is not a problem in this case.
Initiating meetings, however do need registration. If you do not have SeKA ID, you can create a free account on the website of Zoom, which will enable you to launch 40-minute video calls. After 40 minutes you can send a new link to students/colleagues and the consultation/meeting can resume after a short break.
CREATING UNIVERSITY ACCESS
- The system is accessible via the page https://semmelweis.zoom.us by clicking on the “Sign In” icon.
- SeKA ID is required to access the benefits of the university license (Semmelweis Central Identification). More information on the SeKA ID is available here. (hyperlink to English page)
- University access is provided after the first login (after answering questions regarding authorization levels of the programme and policies). It is very important to log in here, because if you fail to do so, you will not be able to use the Zoom function from Moodle.
THE USE OF ZOOM
It is worth downloading the Zoom software on your computer, because it is easier to use than the browser version. After installation it is important that you sign in to your account with the Sign In with SSO button and not by using the e-mail/password window on the left. Enter semmelweis(.zoom.us) into the Company Domain and then you can sign in with your SeKA ID.
You can also log in at semmelweis.zoom.us and you can accept invitations and set up meetings. When you start a consultation, your browser will offer the option to use your desktop software. If you have previously installed it on your computer, you can switch to the programme with one click.
ZOOM IN THE MOODLE
If you have access to a Moodle course as an editor lecturer, you can insert a Zoom activity: Include activity and study materials -> Activities -> External tool (green puzzle). Here you can also start meetings and students assigned to the course only have to click the Zoom activity and select the upcoming consultation. Upon launching the meeting the browser will offer the option to use your desktop software.
If you received an invitation for a Zoom meeting, you can join by following the steps shown in the video below and you do not need any kind of registration.
Short summary of the steps of joining a meeting:
- An e-mail from the host of the meeting will be sent containing the link of the Zoom meeting and the meeting ID (it is needed in special cases, such as in certain operating systems or for use via smart phone).
- Clicking on the link will automatically start the connection, but in the first case you may have to download and install a utility, which is very easily done (as shown in the video).
- Then, you have to give permissions to the Zoom system (camera, microphone) and the invited person can join the meeting.
REQUIREMENTS FOR THE STABILITY OF THE SYSTEM:
- Every colleague should take advantage of the free options offered by the service providers (Vodafone, Telenor, T-mobile) and unlimited data traffic with excellent bandwidth (4G) is available from a university phone with the use of mobile hotspot
- Do not use the university bandwidth if there are other options.
- If you do not have wifi, use a LAN cable (when possible).
- Do not use bandwidth without justification (eg. video streams are not necessary in most of the cases).
- Spare the university’s e-learning capacities; do not save files in Moodle, but rather include links to alternative storage platforms in your courses.
Further information on the system is available here (in English)