Staff
ZOOM BEST PRACTICES AND SECURITY
OVERVIEW
Zoom is a powerful, easy-to-use web conferencing tool that enables real-time communication and collaboration between distributed participants on web-enabled devices through audio and video, screen sharing, and chat. Meetings can be recorded for playback and archiving.
Meeting hosts can invite up to 300 participants, including those from outside The New School community.
UPDATE: New School IT has established a Zoom support hotline 646-909-9666 (ZOOM) or immediate troubleshooting support to assist faculty, students and staff navigate to a specific zoom meeting, assist with Zoom meeting controls and escalate specific issues to additional teams, ready to assist getting online classes moving. Hours: 8:00 a.m. – 9:00 p.m. (Mon-Fri) 10:00 a.m. - 6:00 p.m. (Sat) Closed (Sunday)
All New School Zoom accounts now require a password along with a meeting link. New meetings will generate a single URL that will include the meeting link and password.
Please do not share this meeting link on social media or any other public channel.
Please ensure any recorded meetings are not shared with anyone outside the class group.
For more information, please refer to the "Using Zoom" guide on the Remote Teaching and Learning website. For further guidance and additional privacy settings, please visit IT's Zoom Security website.
GETTING STARTED
Go to newschool.zoom.us, click the Sign In button, and log in with your NetID and password. If you don’t already have an account, an account will automatically be created for you. The first time you use Zoom on any given computer, you must install the Zoom software. Click Download Client in the footer and follow the instructions for downloading Zoom Client Meetings. For mobile devices, the ZOOM Cloud Meetings app can be downloaded for iOS and Android from the iTunes and Google Play Store.
Check all of your equipment
Time is precious, check all equipment beforehand, to ensure that you don’t waste valuable meeting time messing around with cables or settings.
Establish clear audio communication
Often one of the most overlooked elements of video conferencing is audio quality. Laptop microphones can have poor audio fidelity, so it is best to use an external microphone, a headset with a mic, or a phone to make sure all communication comes in loud and clear.
Center yourself
With regard to video, you should aim to be in the center of the frame, and don’t forget about adequate lighting. Enabling video in Zoom and clearly showing your face demonstrate attentiveness. Only enabling audio may give the impression you are multitasking and poor video setup could suggest you’re not invested in the meeting.
Ensure the best location
Make sure you’re located somewhere with good and consistent internet coverage. Having a stable connection is especially important if you intend on starting more bandwidth-intensive activities such as sharing videos and screens.
Check your surroundings and background
As essential as it is to be aware of internet coverage, it’s also important to pick a spot that’s calm, quiet, and lacks distraction. Your coworkers or fellow students don’t want to look at an unmade bed or other aspects of your personal life when you’re conducting schoolwork or business via Zoom. And be mindful of any noises that could interfere; barking dogs, construction and loud appliances could make it difficult for others in the meeting to hear you. To minimize the chances of this happening, you should always mute your microphone when not speaking. This way all participants can be heard clearly.
Ensure your privacy
Zoombombings, a trolling method where people use Zoom's screen sharing, virtual background, and chat features to spread graphic or threatening messages is unfortunately becoming more common across the platform. Please be sure to follow IT's instructions, as well as Distributed Education's information on how to conduct safe, private Zoom sessions.
How to record and share Zoom meetings
As a host, you can record the meeting. Once you begin the meeting, click the “Record” icon in the meeting toolbar, located towards the bottom of the window.
Once you’ve selected record, a menu with two options will display. At this time, you must select to either save the recording to the Zoom Cloud or directly to your computer. Please select Record to the Cloud. (Refer to screenshot below).
Using the buttons in the meeting toolbar, you can choose to pause, resume, or stop the recording if needed.
Once your workshop is over, click "End Meeting." Note - this will automatically stop the recording.
At this time, the video will automatically process and upload to the Zoom web portal. You will receive an email once the video is ready. The email will include two links: the first is only accessible to the host, while the second link may be shared with others (this link should be sent to ParsonsDean@newschool.edu for upload to the Parsons Faculty Remote Teaching website).
Note that you can access and manage all of your video recordings on your Zoom account here: newschool.zoom.us/recording. You can also download the video as a file to your computer.
Thank you for your participation in these workshops and we look forward to sharing them with our community.
CHEAT SHEET
COVID-19 FAQs
SYMPTOM SCREENING
Q: How does the daily symptom screening process work?
A: Employees and students regularly scheduled to come onto campus will receive a welcome email from MHealth Coach sent to their New School account. You will need to click the link in the email to start the screening process. If you pass the screen you will receive a daily pass allowing you to be on campus for the day. Please show this pass to Campus Safety upon entry to a New School building. You will not be permitted to enter the building without a daily pass. Employees who do not pass the daily screen should contact their supervisor immediately. Students who do not pass the daily screen should contact Student Health Services at shs@newschool.edu.
Q: How do I access campus buildings if I do not receive an email from MHealth Coach?
A: Employees or students who do not receive the email, or who are not regularly scheduled to be on campus but wish to access campus buildings, must complete the following screening process:
Go to MHealth Coach and follow these steps:
Select “Employee Screening” (for faculty, staff and students)
Enter “The New School” for company name
Answer the screening questions, then click for results
A daily pass will be generated which must be shown to Campus Safety upon entry to a building. If you do not pass the screening, you will not be permitted on campus.
Q: How can employees and students complete the symptom screening process if they do not have a smartphone or computer?
A: Employees who are unable to complete the symptom screening process should contact their immediate supervisor. Students should contact Student Health Services at shs@newschool.edu.
DIAGNOSTIC TESTING
Q: What is the COVID-19 diagnostic testing process for employees and students who will regularly be on campus?
A: Mount Sinai Hospital will begin calling and scheduling testing appointments starting August 17, 2020. Employees and students may continue to access campus while waiting for their test results so long as they have completed and "passed" the daily symptom screening process noted above, have received a “pass” for the day, and follow all safety protocols (ex. PPE, social distancing, etc.).
Q: Where will COVID-19 diagnostic testing take place?
A: All diagnostic testing will take place at Mount Sinai’s facility at 226 West 14th Street, NY, NY 10011.
Q: How quickly will I receive my COVID-19 diagnostic testing results?
A: Result times may vary but Mount Sinai can provide a more precise estimate at the time of your test.
Q: Am I permitted to come onto campus while waiting for my COVID-19 diagnostic test results?
A: Employees and students waiting for their test results are permitted on campus so long as they have completed and "passed" the symptom screening process noted in Q1 and Q2 above, and follow all safety protocols (ex. PPE, social distancing, etc.).
Q: Are COVID-19 diagnostic tests required for employees or students who will only be on campus intermittently?
A: No. Employees and students coming on campus intermittently will only need to complete the symptom screening process described in Q2 above, and follow all safety protocols (ex. PPE, social distancing, etc.) while on campus.
Q: Can I obtain a diagnostic test at another medical facility or location?
A: All diagnostic testing will be conducted at Mount Sinai’s facility on 226 West 14th Street, NY, NY 10011.
Q: Will diagnostic testing also be conducted during the semester?
A: Yes. Individuals who do not pass the symptom screening, or who have had close contact with someone who tested positive for COVID-19, will need to be tested. The university may also conduct random testing throughout the semester. Employees required to undergo testing will be contacted by the university’s Benefits Office. Students will receive notification from Student Health Services.
Q: How will notifications be provided about positive test cases on campus?
A: The university will notify the New York City Trace and Track Corps (NYCTTC) about positive tests. NYCTTC will then conduct contact tracing and provide notice to anyone requiring notification. For more information, please visit NYCTTC.
CLEANING AND AIR QUALITY
Q: What steps will be taken to provide extra cleaning in university buildings?
A: The following cleaning protocols will be taken:
Hand sanitizer dispensers will be installed in every building lobby and elevator lobbies on all floors, as well as in offices, classrooms, research and making facilities, and computer labs;
EPA and CDC approved disinfectants, ultraviolet light, and / or SteraMist™ technology will be used to clean and sanitize surfaces;
High touch surfaces will be cleaned throughout the day, and heightened sanitization will occur during overnight cleaning;
Educational spaces that will be made available to employees and students will be cleaned and disinfected twice a day;
Where feasible, touchless equipment will be installed.
Q: What has been done to enhance air quality in university buildings?
A: The filtration for all HVAC units has been increased to the highest level MERV rating, based on system design specifications
OTHER QUESTIONS
Q: Who should be contacted to report non-compliance with safety protocols (ex. social distancing; PPE requirements)?
A: Anyone wishing to report non-compliance may contact their supervisor, a staff person, Campus Safety, or one of the COVID-19 Coordinators listed below.
COVID-19 COORDINATORS
Academic Affairs (including individual colleges): Leslie Galman, galmanl@newschool.edu
Business & Operations: Thomas Whalen, whalent@newschool.edu
Development & Alumni Engagement: Alex Trestik, trestika@newschool.edu
Human Resources & General Counsel: Andrea Yenco Cabatotan, yencoa@newschool.edu
Marketing & Communications, Open Campus: Maria-Elena Grant, grantmy@newschool.edu
Student Success: Kevin Williams, Dean of Students, williak@newschool.edu
Q: Will the university secure parking discounts for employees who wish to drive to campus?
A: The university offers a Transportation Expense Plan for eligible employees. Please see the link below for more information. Notice will be provided if additional discounts are secured.
Q: Will I be allowed on campus if I have a medical condition that precludes me from wearing a mask?
A: Employees who are unable to wear a mask due to a medical condition must contact the university Benefits office. Students should contact Student Disability Services.
For more detailed information about our campus reopening, please refer to the university’s Return to Campus Plan.