Changes to external Zoom accounts on July 13, 2022

Source: https://bconnected.berkeley.edu/news/changes-external-zoom-accounts-july-13-2022 Parent: https://bconnected.berkeley.edu/news-archive

June 22, 2022

Sarah Bailey

Beginning July 13, 2022, all @berkeley.edu Zoom accounts must be managed by UC Berkeley and will be required to use CalNet authentication. 

Throughout June and early July the bConnected Zoom Team will be sending communications to customers who have Zoom accounts associated with @berkeley.edu email addresses outside of the Berkeley enterprise account. We have targeted the communications based on the following groupings:

• Customer has an account that is not eligible for an enterprise Berkeley Zoom account, and will need to move their account to a non-Berkeley email address if they want to keep the account’s content. For step-by-step instructions on changing the email address associated with a Zoom account, see Changing the email associated with your account – Zoom Support

• Customer has an account that is eligible for an enterprise Berkeley Zoom account and will be moved into the enterprise environment. The customer will receive an email from us with instructions along with an invitation email from Zoom. The email from Zoom includes instructions and a link to approve the request. The email will come from no-reply@zoom.us with the subject line “UC Berkeley Zoom account activation.”

Important: If the customer is currently paying for a Zoom Pro license and the invitation to move to the UCB account is ignored, the customer will continue to be billed for the external account, but will not be able to access it and will need to work with Zoom support to cancel the billing. If the customer accepts the invitation, they will automatically receive a final statement from Zoom and the account will be closed.

If you have any questions about this change, please feel free to contact the Zoom Support team via the bIT Contact Us page

Frequently Asked Questions:

Q. Why did I get this email?

• I thought you did this at the beginning of the year?

• At the beginning of 2022, we required all members of the UCB Zoom enterprise account to use Single Sign-on (SSO) to log in to their Zoom accounts. But that process did not move ineligible accounts on to their own personal accounts, or bring in @berkeley.edu Zoom accounts that were created outside of our enterprise account (either before we expanded the enterprise offering in 2020, or for other reasons). We are now focusing on these “loose ends” in order to improve the security and usability of our main UCB Zoom tenant.

• I graduated/retired and kept my Berkeley email address; why can’t I also keep the Zoom account that was associated with the address since it’s a basic account anyway?

• Even though you may be on a basic account, as long as you are using an @berkeley.edu email address and not logging in via CalNet, we can’t completely implement CalNet authentication. That in turn prevents us from making much-needed security and usability changes

• I already log in to my Zoom account with my @berkeley.edu account (duplicate accounts) so why do I need to accept an invitation to join?

• Some people may have created second Zoom accounts with an email address using a departmental subdomain, such as [oskibear]@department.berkeley.edu. These second accounts need to be brought in and then consolidated with the primary account in UCB’s Zoom tenant, e.g., [oskibear]@berkeley.edu, in order to complete security and usability improvements.

Q. Who is considered ineligible?

• Alumni outside of their grace period, staff retirees, non-UCPath Affiliates

Q. I’m eligible for a Berkeley-managed account but I never received the activation email-what do I do?

1. Check your spam folder, any filters you might have set up, and/or any accounts where you are forwarding mail. Search on the subject (UC Berkeley Zoom account activation) or sender address (no-reply@zoom.us).
2. If you can’t find the activation email anywhere, contact us.

Q. I have been paying for my own Pro Zoom license using my Berkeley email. If I accept the invitation to join the UCB account, will I still have access to my Pro features and past meetings/recordings?

• Yes — your pro account will now be paid for by UC Berkeley as part of the university’s enterprise Zoom account. When you activate your email and license with the UCB Zoom enterprise account, your meetings and recordings will be brought with you, as well as any reports. Please note however, if you have a separate account already in the UCB Zoom tenant, your accounts will be merged, and any reports you have saved in your standalone Pro license will be lost (so be sure to download any reports you need to save before accepting the invitation to join the UCB Zoom tenant)