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
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
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.
Important: While Zoom AI is enabled for the account types listed above, many AI features are off by default and will need manually activated for use by a meeting host.
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.
1. Start the AI Companion [as shown above].
2. Then use the AI Companion menu to see the option to ask questions [outlined in red].
3. Use the gear icon to change who can ask questions of the AI companion [outlined in blue].
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 AI highlights, an AI summary, and any follow-up tasks from the meeting. This summary is turned off by default as its results will be viewable to all participants. However, you can turn on this setting for your account, which will apply to all future meeting recordings.
- 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 Zoom AI. The setting can be altered using the option side menu option of Recording and then locating the Smart Recording with AI Companion toggle.
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 the students temporary Co-host access. However, participants given co-host 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 Sharing Options > Host Tools for Share 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 Zoom AI tab.
[default AI Settings in Zoom for Franklin University Pro Licenses]
While there are more settings than listed below, here are a few highlights of the default settings:
[screenshot 1 below]
1. Allow users to ask meeting questions with AI: Only Meeting Host
2. Meeting Summary with AI: Send an email to only the Host.
[screenshot 2 below]
3. Use screen share content with OCR: Off by default, can be adjusted.
4. Use meeting chat messages: Off by default, can be adjusted.
[screenshot 3 below]
5. Smart Recording: Off by default but can be adjusted for Faculty and Staff accounts.