Tools for online meetings

Aarhus University provides access to a number of tools for online meetings. Here you can read more about the uses of Teams, Skype for Business and Zoom, and what you need to be aware of in regard to IT security. 


STEP 1 – THINK ABOUT THE FOLLOWING BEFORE YOU CALL AN ONLINE MEETING

Before you call an online meeting, you should take the following things into consideration:

  • What types of data will you be sharing at the meeting, e.g. screen sharing, chat or sharing features? 
    Read about AU’s four data classifications: public data, internal data, confidential data and sensitive personal data.
  • Which people are allowed to participate in the meeting (depends on the types of data that will be shared at the meeting)? 
    • Is the meeting an open meeting, where all participants can use an anonymous link? Use the waiting room feature to better control of who participates in the meeting. 
    • Is the meeting a closed meeting which requires a personal invitation – with/without a password?
  • Will the entire meeting or parts of the meeting be recorded (depends on the types of data that will be shared at the meeting)? 

STEP 2 – CHOOSE A TOOL FOR THE ONLINE MEETING

TEAMS

ZOOM

SKYPE FOR BUSINESS


What to use it for

  • Online meetings with internal and external participants
  • Chat  – currently only with internals (saved automatically)
  • A collaboration platform for a unit, project or group, where, in addition to meetings and chats, you can:
    • Share files, assignments and memos
    • Co-edit files
    • Share your screens during meetings and chats
  • Up to 250 participants in video meetings
  • Up to 10,000 participants in Teams Live Events 
  • Up to nine videos on a single screen
  • The option to ‘raise hand’
  • The option to create a ‘waiting room/lobby’
  • The option to record meetings
  • Teams must not be used for communication with students. 
  • Online meetings with internal and external participants
  • Digital events and webinars with internal and external participants
  • Screen sharing
  • Up to 1000 participants in video meetings
  • Up to 49 videos on a single screen
  • Up to 10,000 participants in ‘view only’ meetings
  • The option to create ‘break out rooms’
  • The option to ‘raise hand’
  • The option to create a ‘waiting room/lobby’
  • The option to record meetings
  • May be used for communication with students and to support communication between students.    
  • Zoom is also used for digital teaching and digital exams
  • Online meetings with internal and external participants
  • Chat with internals and externals (not saved)
  • Screen sharing
  • Up to 250 participants
  • Up to 50 videos on a single screen
  • The option to create a ‘waiting room/lobby’
  • May be used for communication with students.

Suitable for sharing these types of data


Security

  • AU has a data processing agreement with Microsoft. 
  • Teams has many possible applications, and you should therefore be aware of what kinds of data you share with whom. 
  • The level of security depends on how you as meeting leader prepares, plans and carries out the meeting based on which types of data will be shared at the meeting.
  • The chat feature should be used with care as all participants can generally see the entire meeting chat, even if they have only participated in part of the meeting.
  • AU has access to Zoom through an agreement with the Danish infrastructure Cooperation (DeiC). The agreement includes all of the standard data protection clauses normally found in European contracts.      
  • Never use the free version of Zoom, and do not buy a licence for the standard version from Zoom’s own website. 
  • Remember to update your Zoom client to the latest version whenever an update is released.
  • Always use the ‘waiting room’ feature in Zoom, because this gives you greater control over who participates in your meetings.
  • If you are dealing with sensitive personal data or confidential data in a Zoom meeting, the meeting must have a password. This means that participants must enter a password to participate in the meeting. The meeting leader must send the password to the participants through a different channel, e.g. AU email. 
  • Read more about IT security in the Zoom version used by AU (DEiC)
  • Additional guidelines for digital exams
  • AU has a data processing agreement with Microsoft.  
  • You must be aware of what kinds of data you share with whom via Skype.
  • The level of security depends on how you as meeting leader prepares, plans and carries out the meeting based on which types of data will be shared at the meeting.