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Introduction

The School of Clinical Medicine is consolidating Zoom licences in order to save costs and improve administration.  Currently, many licences are paid for using department and personal credit cards and cost nearly £150 per year.  Under consolidated licensing, annual costs for a standard Zoom licence will be £45 per licence per year.

The School will pay for a specific quantity of Zoom licences through the end of June 2023. After that time it is hoped that a central UoC Zoom account will be established and if not, CSCS will invoice each department monthly for Zoom licences.  Licences will be allocated on a first come first served basis. If we exceed the initial allocation we will queue up requests and request additional funding for the additional licences.

The School license Education plan allows each licensed user to host unlimited minutes with up to 300 participants. The Education plan has the same features as Business with 0.5GB of cloud storage per license.  In order to help manage the space allocation for the cloud storage recordings will be deleted after 90 days.  To manage your recordings please see this link - Zoom Recordings

Requirements

You must work for a department within the School of Clinical Medicine and have a Zoom account set up.

You must be using a *.cam.ac.uk email account to sign up to Zoom

Shared accounts may not be used for Zoom accounts as this is not in accordance with their terms of service.  Recently Zoom implemented a one time password (OTP) feature for verification in the case of suspicious activity.  If you don't have access to the mailbox a Zoom account is using, you won't be able to get the OTP code to verify your login.  If you need to schedule meetings on behalf another person, see this page for infomration on how to use this without shared accounts: https://confluence.medschl.cam.ac.uk/x/TgFSC

Instructions

Review your Zoom recordings and archive any that you need to retain or delete them if no longer necessary.  Each account has 500MB of space for recordings allocated to it. If you have more than that in your account please ensure that you get it down to less than 500MB before proceeding.  See Zoom Recordings for guidance.

Fill out the form https://forms.office.com/r/kec1jVbANG. you will need to log in with your Raven (@cam) account.

We will enrol you in the School's Zoom account and will email you to advise that this is done

You will then receive a Zoom email like below with a link in it inviting you to join William Mair's Clinical School account.  Please click the link in the email and log in to Zoom and when prompted, click Review Account Balance

The next screen says that you are accepting the invitation to join the account of William Mair like the screenshot below.  Choose to Send the refund to William Mair's account and NOT refund to me. It is important that refunds not go back to personal or departmental credit cards due to the amount of work that will cause the finance and accounts staff.  Refunds will be applied to the School's Zoom account and will effectively pay for the July 2022-2023 subscriptions.




Please note that all your meetings, recordings, history and information will transfer with you. Please see this page for more information https://support.zoom.us/hc/en-us/articles/360035969131-Combining-Your-Zoom-Accounts-Using-Account-Consolidation

New Zoom Account Requests

If you don't have a Zoom account currently and wish for one please fill out this form - https://forms.office.com/Pages/ResponsePage.aspx?id=RQSlSfq9eUut41R7TzmG6eI5ps7YxvhOpLs9ngrUbvRUNVhUTkpHNDQwVkM3S1g1Q1VEUTA0TkI2Vy4u and we will be in touch if there are spare licences.  This may take a few weeks.

Cancelling your Zoom account

If you haven't been using Zoom and don't want to roll it into the Clinical School account you can cancel it by doing the following:

  1. Sign in to the Zoom web portal.
  2. Click Account Management, then click Billing.
  3. Under the Current Plans tab, find the plan you want to cancel and click Cancel Subscription to stop your subscription's automatic renewal.
  4. If your account is eligible for a refund, click Need Help. In the next window, you will be notified of the amount you will be refunded. 
  5. To agree to the terms of the refund and cancel your subscription, click Cancel and Refund.


If your subscription is rolled into the Clinical School's account and you wish to cancel, please fill out the following form on our self-service portal: https://itsupport.medschl.cam.ac.uk/HEAT/?Scope=SelfService&CommandId=NewServiceRequestByOfferingId&Tab=ServiceCatalog&Template=D7B27670744449A0A77FDF29381C6948 and tell us that you wish to cancel your Zoom subscription.