Audience: Franklin University instructors or other members with a Zoom Pro License
Disclaimer: The results and functionality of the following article only apply to the audience listed above.
Topics
- Do I Have Access to Zoom AI?
- Which Zoom AI Tools Can I Use?
- Best Practices to Avoid Unintended Zoom AI Information Interaction
Starting May 20, 2024, Franklin University will be activating these settings for our Zoom Pro Licenses.
Do I Have Access to Zoom AI?
Zoom AI for Franklin University is reserved for those with Zoom Pro Licenses. Zoom Pro Licenses are given to the following groups.
1. Full-Time Faculty and Staff
2. Actively Teaching Adjunct Faculty
3. Doctoral Students
As a member of any other these groups, your access to a Zoom Pro License is activated upon signing into the website: https://franklin.zoom.us/
- For instructions to Sign into you Franklin Zoom Pro account using Zoom software, click here.
Which Zoom AI Tools Can I Use?
Zoom AI has a powerful set of built-in features available for our instructors or other members with a Zoom Pro License to use.
1. Meeting Summary with AI Companion.
When meeting summary enabled, an AI-generated summary of the meeting will be emailed to you after the meeting has ended. You can pause and resume the summary as needed to avoid including data that may not be relevant. By default, this setting is configured to only email the AI summary to the meeting Host.
- In your meeting, press AI Companion and then choose the Start Summary option. After pressing the button, the button label changes to Stop Summary, which can be used to stop or pause the Summary.
Start Summary:
Stop Summary:
2. Meeting Questions with AI Companion
Using Meeting Questions with AI Companion, a chat tool can be accessed to prompt meeting recaps and ask other relevant questions. By default, this setting is configured to only allow questions by a meeting Host. However, a meeting Host can turn this setting on for participants in their meetings if they choose.
Note: The ability of the AI tool to answer questions relies on the use of Zoom's AI Summary (AI Tool 1 above). Therefore, questions asked about conversations that takes place when the summary is not turned on (or while the summary was paused) will not be relevant to the AI companion.
- In your meeting, press the AI Companion to be presented with the option to Ask Meeting Questions. Next, you will be given the option to choose the audience that may ask questions of the AI tool within the meeting.
3. Smart Recording with AI Companion
When you turn on the Smart Recording with AI Companion setting, all participants will be able to view cloud recordings with highlights, a summary, and tasks. This setting is turned off by default as its results will be viewable to all participants (turned on by default for Doctoral Student accounts). However, you can turn on this setting for your account, which will apply to all future meetings.
- To turn on this feature for your future cloud recordings, please log into your Zoom settings here. After logging in, navigate to the tab at the top of the page entitled AI Companion. The setting can be altered using the option Smart Recording with AI Companion.
Best Practices to Avoid Unintended Zoom AI Information Interaction
1. Don't use Cohost privilege to grant screen-sharing access: There has been cases where instructors have allowed student screen-sharing by granting them temporary Cohost access. However, participants given cohost access have the ability to start/stop recordings and also start/pause AI summaries. The best practice for allowing student screen-sharing is to instead use the following settings in the Advanced Sharing Options Menu within your meeting. This will allow for screen-sharing rights to be used by others without granting them access to alter recordings and AI summaries.
2. Pause Recordings and AI Summaries Often: Pausing of recordings is separate from the pausing of Zoom summaries, as starting/stopping one does not start/stop the other.
- It is suggested to stop/pause recordings for all moments of a meeting in which you do not want viewers of the recording to see. Cloud recordings (required for Canvas-course interaction to function) allow a Host to edit their recordings afterwards.
- Likewise, pause the AI summary for any meeting moments in which you do not want AI summary data to be generated. Such recording and/or summary pausing reasons can include social conversation not relevant to meeting data, disruptive moments in a meeting, or one-on-one discussions of a private nature.
3. Use the Default Settings: Franklin University have turned on the account settings for Zoom AI in a manner that is deemed most advantageous for our instructors. However, each of our members with a Zoom Pro License (including instructors) can alter these settings for their account, and some setting can directly be adjusted within a meeting. However, change such settings at your own risk. For settings with the least opportunity of AI data being exposed to an unintended audience, the default settings can be used. A concise list and picture of the default settings are shown at the bottom of this article.
To adjust AI settings on your account:
- Log in here: https://franklin.zoom.us/profile/setting and navigate to the AI Companion tab.
[default AI Settings in Zoom for Franklin University]
1. Meeting Summary: Send an email to only the Host.
- Auto-deletion of meeting summaries: Off
2. Meeting Questions: On for only the Host.
3. Smart Recording: Default Off for Faculty and Staff accounts, default On for Doctoral Student accounts.