SOM Webex Service Ending Spring 2024
Table of Contents
Benefits of this Change
This change will provide multiple benefits for the school, including:
- Streamlined use of similar technologies within the school
- Reduced need to learn multiple platforms
- Less confusion with UNC Health tools and lowered risk of clinical data in School of Medicine tools
- Improved support for existing platforms
- Software and support cost savings
Actions Required
SOM Webex users with meetings scheduled May 17 or beyond should reschedule those in Zoom or Microsoft Teams. Users should also download any SOM Webex cloud recordings they want to keep prior to May 17. Please see below for more information regarding these important steps.
For users who need to store or share downloaded recordings with Protected Health Information (PHI), please see Platforms Approved for Sharing PHI on our Video Conferencing Policies & Guidelines page. Please also refer to Safe Computing at UNC for more information.
UNC Health employees should follow UNC Health guidelines. All clinical care activities should only use UNC Health tools that are subject to the guidance of UNC Health. Please contact UNC Health Information Services Division (ISD) at MySupport@UNC for technical assistance.
Rescheduling SOM Webex Meetings
SOM Webex users with meetings scheduled May 17 or beyond should reschedule those meetings in Zoom or Microsoft Teams.
Information for scheduling meetings in Zoom and Microsoft Teams can be found at the following:
If you have questions or need support with this process, please visit our Video Conferencing website and click the Request Help button.
Downloading SOM Webex Recordings
SOM Webex users should download any cloud recordings they want to keep prior to May 17.
To download recordings, login to SOM Webex with your Onyen email (Onyen@ad.unc.edu) and password, click Recordings in the left-side menu, then click the download icon to the right of your recording title.
You can download multiple or all recordings, by clicking the checkbox to the left of each title, then selecting the Download button that appears at the top of the page.
Important! Please note the following for downloading SOM Webex recordings:
- Recordings with PHI must be downloaded to a School of Medicine managed computer that meets the Information Security Controls Standard.
- It is recommended that downloaded recordings with PHI be uploaded to a vetted and approved storage platform (e.g., OneDrive, Teams) and then deleted from your local computer.
- Downloaded recordings with no PHI can be uploaded to Panopto for streaming. Panopto cannot store or stream recordings with PHI, even with patient authorization.
If you have questions or need support with this process, please visit our Video Conferencing website and click the Request Help button.
UNC Health Webex Information
UNC Health affiliates have access to UNC Health Webex. Please note this change does not affect users of UNC Health Webex or SOM users who regularly join UNC Health Webex meetings.
- SOM affiliates do not need a UNC Health Webex account to join meetings created by UNC Health Webex owners. You can join those meetings by clicking the meeting link they provide.
- UNC Health affiliates can request a UNC Health Webex account through MySupport@UNC, or by calling the UNC Health Service Desk at 984-974-4357.
- Please contact UNC Health Information Services Division (ISD) at MySupport@UNC for technical assistance.
- UNC Health employees should follow UNC Health guidelines. All clinical care activities should only use UNC Health tools that are subject to the guidance of UNC Health.
SOM Video Conferencing Options
Zoom and Microsoft 365 Teams video conferencing services are available to all School of Medicine users. SOM affiliates requesting a Zoom account are automatically placed into a HIPAA-enabled account. Teams and Zoom HIPAA-enabled accounts are approved by UNC for use with Protected Health Information (PHI). Please refer to Safe Computing at UNC for more information.
If you are unsure if your use is authorized, please visit the UNC Data Governance Oversight Group (DGOG) website and click the Need more information? button for assistance and guidance.
Zoom
UNC Onyen owners can access their UNC Zoom account by logging in with their Onyen and password.
Please note that SOM affiliates will be placed in a HIPAA-enabled Zoom account by default. If you have a valid business reason for switching to the main campus account and your job does not involve handling PHI, you can submit a request to the main campus Zoom team for review at help.unc.edu.
If you are not sure which account type you have, you can check your UNC Zoom Account Profile page. If the Account Name is HIPAA, you are in the HIPAA-enabled account. If the Account Name is University of North Carolina Chapel Hill, you are in the main campus group.
Download the Zoom App
You can download the Zoom app onto a UNC-managed device from Software Center on your PC. You can also download the app from the UNC Zoom homepage by clicking Download Client at the bottom of the page.
Once the app is installed, sign into your UNC Zoom account using the SSO sign in method. Do not sign in with an email address. Please refer to our UNC Zoom Sign In guide for more information.
Zoom Plugin for Outlook
The Zoom plugin for Microsoft Outlook allows you to schedule meetings in Microsoft Outlook. You can also start Zoom meetings from Outlook. Please see the Zoom Support Microsoft Outlook Plugin and Scheduling Meetings with the Outlook Add-in pages for more information.
Recommended Zoom Settings
Please review the Security Recommendations section on our SOM Zoom Support page for recommended security settings.
Please also review your UNC Zoom settings on your UNC Zoom Settings page. We recommend that you update the default Zoom account settings to the following:
- Security
- Toggle OFF “Waiting Room”
- Toggle ON “Require a passcode when scheduling new meetings”
- Toggle ON “Require passcode for instant meetings”
- Toggle ON “Require passcode for Personal Meeting ID (PMI)” (optional)
- Schedule Meeting
- Toggle ON “Allow participants to join before host”
- Specific time setting is optional
- Toggle ON “Allow participants to join before host”
- In-meeting (Basic)
- Toggle ON “Co-Hosts”
- Toggle ON “Meeting Polls/Quizzes”
- Screen sharing – Who can share? > All Participants
- Toggle ON “Non-verbal feedback” (optional)
Microsoft Teams
Microsoft Teams is part of the Microsoft Office 365 shared files and collaboration tools offered by UNC. Information about Teams can be found on UNC’s Microsoft Teams – Getting Started page. Please refer to Safe Computing at UNC for more information.
Which Platform is Best for Me?
The following is intended as a starting guide for helping determine which system may be best for your use case. Please refer to Safe Computing at UNC for detailed information on each system.
Please also be aware:
- Individuals are responsible for ensuring they are in compliance with all University and other regulatory guidelines when handling Protected Health Information (PHI).
- Use of Tier 3 elements (e.g., SSN, PHI, PCI) require additional reviews beyond a risk assessment of the system used.
- If you are unsure if your use is authorized, please visit the UNC Data Governance Oversight Group (DGOG) website and click the Need more information? button for assistance and guidance.
- UNC Health employees should follow UNC Health guidelines. All clinical care activities should only use UNC Health tools that are subject to the guidance of UNC Health. Please contact UNC Health Information Services Division (ISD) at MySupport@UNC for technical assistance.
| Zoom (HIPAA-Enabled) | Zoom (Main) | Microsoft Teams | Notes | |
|---|---|---|---|---|
| Education | Yes | If Tier 3 data is not in scope | Yes | You must have authorization or de-identify data when using PHI or SI in an educational setting |
| Major Events | Yes | If Tier 3 data is not in scope | Yes | You must have authorization or de-identify data when using PHI or SI in a major event and should work with the communications team to ensure policy alignment |
| Business Collaboration | Yes | If Tier 3 data is not in scope | Yes | Special consideration should be made for meetings involving disciplinary actions and other sensitive topics |
| Professional Development / Grand Rounds | Yes | If Tier 3 data is not in scope | Yes | You must have authorization or de-identify data when using PHI or SI in a professional development setting |
| M&Ms | Yes | No | Yes | |
| Research | If clinical care is not in scope | If clinical care and Tier 3 data are not in scope | If clinical care is not in scope | |
| Clinical Care | No | No | No | All clinical care should be under the guidance of UNC Health |
Questions and Support
For questions or support, please go to the Video Conferencing homepage and click the Request Help button. You can also find helpful how-to information on the Zoom Meetings Support and Teams Meeting Topics pages.