Zoom Discounts for Students: Eligibility and Access

Zoom has become an indispensable tool for communication and collaboration, especially in educational settings. This article provides a comprehensive overview of Zoom discounts available for students, eligibility requirements, and how to access these benefits. It also covers general information about using Zoom effectively and securely in academic environments.

Zoom in Education

Zoom facilitates robust communication, allowing faculty, students, and staff to host and attend video conferences. During the COVID-19 pandemic, educators and students worldwide underwent a rapid shift to online distance learning, with Zoom being widely adopted by schools for enhancing live online teaching and encouraging student engagement. Zoom for Education helps schools and universities address educator concerns and improve student outcomes with secure video communication services for hybrid classrooms, office hours, administrative meetings, and more.

The platform's simplicity is a key advantage; meetings and classes can start with just one click. Combining Zoom with the right equipment and proper training ensures better student outcomes, preparing institutions for the evolving landscape of education.

Discount Eligibility for Educational Institutions

Zoom offers discounted rates to eligible educational institutions. However, standard student discounts are not universally available. The most common way for students to access Zoom's features is through their educational institution's licensing agreements.

Nonprofit Discount

Zoom does offer a nonprofit discount that educational institutions may be eligible for under certain circumstances. This discount applies to Zoom Workplace Pro, Zoom Workplace Business, Zoom Webinars, or Large Meetings at a discounted rate. Interested organizations can apply through Zoom's website. However, it's important to note that K-12 schools and colleges may not be eligible for the nonprofit discount in some cases. Customers who have purchased Zoom through a direct sales quote are also typically ineligible.

Read also: Comprehensive Zoom Webinar Guide

University-Wide Licenses

Many universities have signed university-wide license agreements for Zoom. For example, the University of Pennsylvania (Penn) has a license agreement where all active University faculty, students, and staff are eligible for centrally paid, full-function licenses. These licenses allow unlimited meetings with up to 300 participants, lasting up to 24 hours.

How to Check Eligibility

Contact Your Institution's IT Department: The most direct way to determine eligibility is to contact the IT support or technology services department at your school.
Check University Website: Look for information about available software and tools provided by your institution.
Inquire with Zoom Directly: Contact Zoom's customer service to inquire about potential educational discounts or programs available in your region.

Accessing Zoom Through Your Institution

If your educational institution has a Zoom enterprise license, accessing Zoom is usually straightforward.

PennZoom Example

Penn has established a central Zoom service known as PennZoom. With PennZoom, it's simpler for users to participate in meetings across groups, to collaborate in other ways, and to create and sign in to their accounts. Integration with learning technologies and other enhancements are also facilitated.

Steps to Access

Account Activation: Follow the instructions provided by your institution to activate your Zoom account. This often involves using your university email address and logging in through a specific portal.
Software Download: Download and install the Zoom desktop client from the Zoom website or your institution's software repository.
Login: Sign in to the Zoom client using your institutional credentials.

Features and Capabilities

Zoom offers a variety of features tailored to different needs.

Meeting vs. Webinar

Zoom Meetings: Best used for full interaction and collaboration between all participants, allowing all attendees to share their screens and use video and audio. Ideal for "face-to-face" meetings, document sharing, and interactive meetings.
Zoom Webinars: Best used for "one-to-many" communication, where attendees join in "listen and view only" mode. Suitable for town halls, "all-hands" department meetings, product training, and customer onboarding.

Standard Features

With a standard Zoom license provided by an educational institution, users can typically:

Read also: How to Host a Zoom Webinar

Host meetings with up to 300 participants.
Conduct meetings lasting up to 24 hours.
Share screens and documents.
Use interactive features like chat, polls, and breakout rooms.

Add-On Features

Some advanced features may require additional fees or be part of a premium institutional license:

Webinar Hosting: For large-scale presentations and events.
Extra Storage: For recording meetings and storing files.
SIP Calling: For integrating with traditional phone systems.

Security and Privacy Considerations

When using Zoom, it's essential to prioritize security and privacy, especially when handling sensitive information.

Data Protection

Users must exercise caution and not share Protected Health Information (PHI) or Personally Identifiable Information (PII) about patients through Zoom. It's important to understand Harvard’s data classifications and adhere to guidelines for handling confidential data.

Recording Sessions

Recordings are approved for up to Medium Risk Confidential (L3) data.
Always ask for participant consent before starting a recording.
If L3 data is discussed, move the recording and transcript files from Zoom to a secure storage method like OneDrive, SharePoint, or Dropbox. Then, delete the recording and associated files from Zoom cloud or computer folder.
Non-recorded sessions are approved for up to High Risk Confidential (L4) data.
If L4 data is discussed, ensure no AI companions are present in the conversation.

Security Settings

To ensure a secure meeting, follow recommended steps to host a secure online event using Zoom, such as:

Using waiting rooms to control who enters the meeting.
Requiring passcodes for meetings.
Locking the meeting once all participants have joined.
Controlling screen sharing permissions.

Using Zoom AI Companion

Zoom AI Companion offers features that can enhance meeting productivity and collaboration.

Read also: Audience Limits in Zoom Webinars

How to Enable AI Companion

Log into Zoom in a web browser.
Go to Settings.
Click the AI Companion tab.
Enable the desired features by clicking the switch next to each one.

Considerations

AI Companion features follow the host’s settings. When discussing sensitive information, ensure no AI companions are present in the conversation.

Tips for Effective Virtual Learning

Beyond the technical aspects of using Zoom, consider these tips for effective virtual learning:

Hardware: While a standard integrated laptop webcam may suffice for individual students, educators should invest in better equipment for projecting to many students.
Training: Ensure both educators and students receive proper training on how to use Zoom effectively and troubleshoot common issues.
Engagement: Use Zoom's interactive features, such as polls, chat, and breakout rooms, to keep students engaged and encourage participation.
Adapt Teaching Practices: Modify teaching practices and curriculum to suit a live video chat classroom. Resources like Outschool offer free remote teacher training webinars for this purpose.

Troubleshooting Common Issues

Updating Zoom Client

Zoom may prompt users to update their client to ensure they are using the latest version with the newest features and security updates. As of November 1, 2021, users will be asked to update their Zoom client if they are more than 9 months behind the current version. In some schools and centers, the Zoom client version is managed centrally, so contact your local IT support provider for assistance.

Missing Recordings

PennZoom stores recordings for 120 days, after which they are deleted. Ensure you download and save any important recordings before this period expires.

Meeting Link Issues

Existing meeting links created prior to joining PennZoom will continue to work. However, if you need to make any changes to one of those meetings, you must create a new meeting to replace it, as saving the change will break the old link. If you have designated alternative hosts or delegated access privileges for meetings created in another Zoom account, those individuals will need to be re-invited.

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