{"id":12999,"date":"2024-01-26T10:03:07","date_gmt":"2024-01-26T15:03:07","guid":{"rendered":"https:\/\/www.med.unc.edu\/it\/?page_id=12999"},"modified":"2024-07-19T14:37:43","modified_gmt":"2024-07-19T18:37:43","slug":"som-webex-service-ending-spring-2024","status":"publish","type":"page","link":"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/som-webex-service-ending-spring-2024\/","title":{"rendered":"SOM Webex Service Ending Spring 2024"},"content":{"rendered":"<div class = \"alert alert-warning  oscitas-bootstrap-container\">School of Medicine IT is ending the School of Medicine Webex (SOM Webex) video conferencing service<strong> Friday, May 17, 2024<\/strong>. After this date, SOM Webex account owners will not have access to the service. <strong>This change does not affect users of 大象传媒 Health Webex, and SOM users will still be able to join Webex meetings created by others<\/strong>. Zoom and Microsoft Teams will still be supported for SOM video conferencing needs.<\/div><div id=\"toc_container\" class=\"toc_wrap_right toc_white no_bullets\"><p class=\"toc_title\">Table of Contents<\/p><ul class=\"toc_list\"><li><a href=\"#Benefits_of_this_Change\"><span class=\"toc_number toc_depth_1\">1<\/span> Benefits of this Change<\/a><\/li><li><a href=\"#Actions_Required\"><span class=\"toc_number toc_depth_1\">2<\/span> Actions Required<\/a><ul><li><a href=\"#Rescheduling_SOM_Webex_Meetings\"><span class=\"toc_number toc_depth_2\">2.1<\/span> Rescheduling SOM Webex Meetings<\/a><\/li><li><a href=\"#Downloading_SOM_Webex_Recordings\"><span class=\"toc_number toc_depth_2\">2.2<\/span> Downloading SOM Webex Recordings<\/a><\/li><\/ul><\/li><li><a href=\"#大象传媒_Health_Webex_Information\"><span class=\"toc_number toc_depth_1\">3<\/span> 大象传媒 Health Webex Information<\/a><\/li><li><a href=\"#SOM_Video_Conferencing_Options\"><span class=\"toc_number toc_depth_1\">4<\/span> SOM Video Conferencing Options<\/a><ul><li><a href=\"#Zoom\"><span class=\"toc_number toc_depth_2\">4.1<\/span> Zoom<\/a><ul><li><a href=\"#Download_the_Zoom_App\"><span class=\"toc_number toc_depth_3\">4.1.1<\/span> Download the Zoom App<\/a><\/li><li><a href=\"#Zoom_Plugin_for_Outlook\"><span class=\"toc_number toc_depth_3\">4.1.2<\/span> Zoom Plugin for Outlook<\/a><\/li><li><a href=\"#Recommended_Zoom_Settings\"><span class=\"toc_number toc_depth_3\">4.1.3<\/span> Recommended Zoom Settings<\/a><\/li><\/ul><\/li><li><a href=\"#Microsoft_Teams\"><span class=\"toc_number toc_depth_2\">4.2<\/span> Microsoft Teams<\/a><\/li><\/ul><\/li><li><a href=\"#Which_Platform_is_Best_for_Me\"><span class=\"toc_number toc_depth_1\">5<\/span> Which Platform is Best for Me?<\/a><\/li><li><a href=\"#Questions_and_Support\"><span class=\"toc_number toc_depth_1\">6<\/span> Questions and Support<\/a><\/li><\/ul><\/div>\n\n<h2><span id=\"Benefits_of_this_Change\">Benefits of this Change<\/span><\/h2>\n<p>This change will provide multiple benefits for the school, including:<\/p>\n<ul>\n<li>Streamlined use of similar technologies within the school<\/li>\n<li>Reduced need to learn multiple platforms<\/li>\n<li>Less confusion with 大象传媒 Health tools and lowered risk of clinical data in School of Medicine tools<\/li>\n<li>Improved support for existing platforms<\/li>\n<li>Software and support cost savings<\/li>\n<\/ul>\n<h2><span id=\"Actions_Required\">Actions Required<\/span><\/h2>\n<p>SOM Webex users with <strong>meetings scheduled May 17\u202for beyond<\/strong> should <a href=\"#reschedulewebex\">reschedule those in Zoom or Microsoft Teams<\/a>. Users should also <a href=\"#downloadwebex\">download any SOM Webex cloud recordings<\/a> they want to keep <strong>prior to May 17<\/strong>. Please see below for more information regarding these important steps.<\/p>\n<p>For users who need to store or share downloaded recordings with Protected Health Information (PHI), please see <em>Platforms Approved for Sharing PHI<\/em> on our <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/guidelines\/\">Video Conferencing Guidelines<\/a> page. Please also refer to <a href=\"https:\/\/safecomputing.unc.edu\/data\/data-guide\/\">Safe Computing at 大象传媒<\/a> for more information.<\/p>\n<p>大象传媒 Health employees should follow <a href=\"#unchealthwebex\">大象传媒 Health guidelines<\/a>. <strong>All clinical care activities should only use 大象传媒 Health tools that are subject to the guidance of 大象传媒 Health.<\/strong> Please contact 大象传媒 Health Information Services Division (ISD) at <a href=\"https:\/\/mysupport.unch.unc.edu\/\">MySupport@大象传媒<\/a> for technical assistance.<\/p>\n<h3><span id=\"Rescheduling_SOM_Webex_Meetings\"><a id=\"reschedulewebex\"><\/a>Rescheduling SOM Webex Meetings<\/span><\/h3>\n<p>SOM Webex users with meetings <strong>scheduled\u202fMay 17\u202for beyond<\/strong> should reschedule those meetings in Zoom or Microsoft Teams.<\/p>\n<p>Information for scheduling meetings in Zoom and Microsoft Teams can be found at the following:<\/p>\n<ul>\n<li><a href=\"https:\/\/support.zoom.com\/hc\/en\/category?id=kb_category&amp;kb_category=44a2ba128720391089a37408dabb359f\">Creating and Scheduling Zoom Meetings<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/schedule-a-meeting-in-microsoft-teams-943507a9-8583-4c58-b5d2-8ec8265e04e5\">Schedule a Meeting in Microsoft Teams<\/a><\/li>\n<\/ul>\n<p>If you have questions or need support with this process, please visit our <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/\">Video Conferencing<\/a> website and click the Request Help button.<\/p>\n<h3><span id=\"Downloading_SOM_Webex_Recordings\"><a id=\"downloadwebex\"><\/a>Downloading SOM Webex Recordings<\/span><\/h3>\n<p>SOM Webex users should download any cloud recordings they want to keep <strong>prior to May 17<\/strong>.<\/p>\n<p>To download recordings, <a href=\"https:\/\/uncsom.webex.com\/\">login to SOM Webex<\/a> with your Onyen email (<a href=\"mailto:Onyen@ad.unc.edu\">Onyen@ad.unc.edu<\/a>) and password, click Recordings in the left-side menu, then click the download icon to the right of your recording title.<\/p>\n<p>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.<\/p>\n<p><strong>Important! Please note the following for downloading SOM Webex recordings:<\/strong><\/p>\n<ul>\n<li><strong>Recordings with PHI<\/strong> must be downloaded to a School of Medicine managed computer that meets the <a href=\"https:\/\/policies.unc.edu\/TDClient\/2833\/Portal\/KB\/ArticleDet?ID=131245\">Information Security Controls Standard<\/a>.<\/li>\n<li>It is recommended that downloaded <strong>recordings with PHI<\/strong> be uploaded to a vetted and approved storage platform (e.g., OneDrive, Teams) and then deleted from your local computer.<\/li>\n<li>Downloaded <strong>recordings with no PHI <\/strong>can be uploaded to\u202f<a href=\"https:\/\/www.med.unc.edu\/it\/services\/lecture-capture\">Panopto<\/a> for streaming. <strong>Panopto cannot store or stream recordings with PHI, even with patient authorization<\/strong>.<\/li>\n<\/ul>\n<p>If you have questions or need support with this process, please visit our <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/\">Video Conferencing<\/a> website and click the Request Help button.<\/p>\n<h2><span id=\"大象传媒_Health_Webex_Information\"><a id=\"unchealthwebex\"><\/a>大象传媒 Health Webex Information<\/span><\/h2>\n<p><strong>大象传媒 Health affiliates have access to 大象传媒 Health Webex.<\/strong> Please note this change does not affect users of 大象传媒 Health Webex or SOM users who regularly join 大象传媒 Health Webex meetings.<\/p>\n<ul>\n<li><strong>SOM affiliates<\/strong> do not need a 大象传媒 Health Webex account to join meetings created by 大象传媒 Health Webex owners. You can join those meetings by clicking the meeting link they provide.<\/li>\n<li><strong>大象传媒 Health affiliates<\/strong> can request a 大象传媒 Health Webex account through <a href=\"https:\/\/mysupport.unch.unc.edu\/\">MySupport@大象传媒<\/a>, or by calling the 大象传媒 Health Service Desk at 984-974-4357.<\/li>\n<li>Please contact 大象传媒 Health Information Services Division (ISD) at <a href=\"https:\/\/mysupport.unch.unc.edu\/\">MySupport@大象传媒<\/a> for technical assistance.<\/li>\n<li>大象传媒 Health employees should follow 大象传媒 Health guidelines. <strong>All clinical care activities should only use 大象传媒 Health tools that are subject to the guidance of 大象传媒 Health.<\/strong><\/li>\n<\/ul>\n<h2><span id=\"SOM_Video_Conferencing_Options\"><a id=\"alternateoptions\"><\/a>SOM Video Conferencing Options<\/span><\/h2>\n<p><strong>Zoom and Microsoft 365 Teams video conferencing services are available to all School of Medicine users.<\/strong>\u00a0SOM affiliates requesting a Zoom account are automatically placed into a HIPAA-enabled account. Teams and Zoom HIPAA-enabled accounts are approved by 大象传媒 for use with Protected Health Information (PHI). Please refer to <a href=\"https:\/\/safecomputing.unc.edu\/data\/data-guide\/\">Safe Computing at 大象传媒<\/a> for more information.<\/p>\n<p><strong>If you are unsure if your use is authorized, please visit the <a href=\"https:\/\/datagov.unc.edu\/about\/datagov-overview\/\">大象传媒 Data Governance Oversight Group (DGOG)<\/a> website and click the <em>Need more information?<\/em> button for assistance and guidance. <\/strong><\/p>\n<h3><span id=\"Zoom\">Zoom<\/span><\/h3>\n<p>大象传媒 Onyen owners can access their <a href=\"https:\/\/unc.zoom.us\/\">大象传媒 Zoom<\/a> account by logging in with their Onyen and password.<\/p>\n<p>Please note that SOM affiliates will be placed in a HIPAA-enabled Zoom account by default.\u00a0If 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 <a href=\"https:\/\/help.unc.edu\">help.unc.edu<\/a>.<\/p>\n<p>If you are not sure which account type you have, you can check your <a href=\"https:\/\/unc.zoom.us\/account\">大象传媒 Zoom Account Profile<\/a> page. If the Account Name is HIPAA, you are in the HIPAA-enabled account. If the Account Name is <em>University of North Carolina Chapel Hill<\/em>, you are in the main campus group.<\/p>\n<h4><span id=\"Download_the_Zoom_App\">Download the Zoom App<\/span><\/h4>\n<p>You can download the Zoom app onto a 大象传媒-managed device from Software Center on your PC. You can also download the app from the <a href=\"https:\/\/unc.zoom.us\/\">大象传媒 Zoom<\/a> homepage by clicking <em>Download Client<\/em> at the bottom of the page.<\/p>\n<p>Once the app is installed, sign into your 大象传媒 Zoom account using the SSO sign in method. Do not sign in with an email address. Please refer to our <a href=\"https:\/\/www.med.unc.edu\/it\/wp-content\/uploads\/sites\/477\/2020\/04\/Zoom-Sign-Out-and-Sign-In-Instructions.pdf\">大象传媒 Zoom Sign In<\/a> guide for more information.<\/p>\n<h4><span id=\"Zoom_Plugin_for_Outlook\">Zoom Plugin for Outlook<\/span><\/h4>\n<p>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 <a href=\"https:\/\/support.zoom.com\/hc\/en\/article?id=zm_kb&amp;sysparm_article=KB0065100\">Microsoft Outlook Plugin<\/a> and <a href=\"https:\/\/support.zoom.com\/hc\/en\/article?id=zm_kb&amp;sysparm_article=KB0062925\">Scheduling Meetings with the Outlook Add-in<\/a> pages for more information.<\/p>\n<h4><span id=\"Recommended_Zoom_Settings\">Recommended Zoom Settings<\/span><\/h4>\n<p>Please review the Security Recommendations section on our <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/zoom-support\">SOM Zoom Support<\/a> page for recommended security settings.<\/p>\n<p>Please also review your 大象传媒 Zoom settings on your <a href=\"https:\/\/unc.zoom.us\/profile\/setting\">大象传媒 Zoom Settings<\/a> page. We recommend that you update the default Zoom account settings to the following:<\/p>\n<ul>\n<li>Security\n<ul>\n<li>Toggle OFF \u201cWaiting Room\u201d<\/li>\n<li>Toggle ON \u201cRequire a passcode when scheduling new meetings\u201d<\/li>\n<li>Toggle ON \u201cRequire passcode for instant meetings\u201d<\/li>\n<li>Toggle ON \u201cRequire passcode for Personal Meeting ID (PMI)\u201d (<em>optional<\/em>)<\/li>\n<\/ul>\n<\/li>\n<li>Schedule Meeting\n<ul>\n<li>Toggle ON \u201cAllow participants to join before host\u201d\n<ul>\n<li>Specific time setting is optional<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>In-meeting (Basic)\n<ul>\n<li>Toggle ON \u201cCo-Hosts\u201d<\/li>\n<li>Toggle ON \u201cMeeting Polls\/Quizzes\u201d<\/li>\n<li>Screen sharing \u2013 Who can share? &gt; All Participants<\/li>\n<li>Toggle ON \u201cNon-verbal feedback\u201d (<em>optional<\/em>)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><span id=\"Microsoft_Teams\">Microsoft Teams<\/span><\/h3>\n<p>Microsoft Teams is part of the Microsoft Office 365 shared files and collaboration tools offered by 大象传媒. Information about Teams can be found on 大象传媒\u2019s <a href=\"https:\/\/help.unc.edu\/sp?id=kb_article_view&amp;sysparm_article=KB0010285&amp;sys_kb_id=6d6e5109db9d6c10227afe213996190c\">Microsoft Teams \u2013 Getting Started<\/a> page. Please refer to <a href=\"https:\/\/safecomputing.unc.edu\/data\/data-guide\/\">Safe Computing at 大象传媒<\/a> for more information.<\/p>\n<h2><span id=\"Which_Platform_is_Best_for_Me\">Which Platform is Best for Me?<\/span><\/h2>\n<p>The following is intended as a starting guide for helping determine which system may be best for your use case. Please refer to <a href=\"https:\/\/safecomputing.unc.edu\/data\/data-guide\/\">Safe Computing at 大象传媒<\/a> for detailed information on each system.<\/p>\n<p>Please also be aware:<\/p>\n<ul>\n<li>Individuals are responsible for ensuring they are in compliance with all University and other regulatory guidelines when handling Protected Health Information (PHI).<\/li>\n<li>Use of <a href=\"https:\/\/safecomputing.unc.edu\/data\/sensitive-information\/\">Tier 3<\/a> elements (e.g., SSN, PHI, PCI) require additional reviews beyond a risk assessment of the system used.<\/li>\n<li><strong>If you are unsure if your use is authorized, please visit the <a href=\"https:\/\/datagov.unc.edu\/about\/datagov-overview\/\">大象传媒 Data Governance Oversight Group (DGOG)<\/a> website and click the <em>Need more information?<\/em> button for assistance and guidance.<\/strong><\/li>\n<li>大象传媒 Health employees should follow 大象传媒 Health guidelines. <strong>All clinical care activities should only use 大象传媒 Health tools that are subject to the guidance of 大象传媒 Health.<\/strong> Please contact 大象传媒 Health Information Services Division (ISD) at <a href=\"https:\/\/mysupport.unch.unc.edu\/\">MySupport@大象传媒<\/a> for technical assistance.<\/li>\n<\/ul>\n\n<table id=\"tablepress-1\" class=\"tablepress tablepress-id-1\">\n<thead>\n<tr class=\"row-1 odd\">\n\t<th class=\"column-1\"><\/th><th class=\"column-2\">Zoom <br \/>\n(HIPAA-Enabled)<\/th><th class=\"column-3\">Zoom <br \/>\n(Main)<\/th><th class=\"column-4\">Microsoft <br \/>\nTeams<\/th><th class=\"column-5\">Notes<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr class=\"row-2 even\">\n\t<td class=\"column-1\"><strong>Education<\/strong><\/td><td class=\"column-2\">Yes<\/td><td class=\"column-3\">If Tier 3 data is not in scope<\/td><td class=\"column-4\">Yes<\/td><td class=\"column-5\">You must have authorization or de-identify data when using PHI or SI in an educational setting<\/td>\n<\/tr>\n<tr class=\"row-3 odd\">\n\t<td class=\"column-1\"><strong>Major Events<\/strong><\/td><td class=\"column-2\">Yes<\/td><td class=\"column-3\">If Tier 3 data is not in scope<\/td><td class=\"column-4\">Yes<\/td><td class=\"column-5\">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<\/td>\n<\/tr>\n<tr class=\"row-4 even\">\n\t<td class=\"column-1\"><strong>Business Collaboration<\/strong><\/td><td class=\"column-2\">Yes<\/td><td class=\"column-3\">If Tier 3 data is not in scope<\/td><td class=\"column-4\">Yes<\/td><td class=\"column-5\">Special consideration should be made for meetings involving disciplinary actions and other sensitive topics<\/td>\n<\/tr>\n<tr class=\"row-5 odd\">\n\t<td class=\"column-1\"><strong>Professional Development \/ Grand Rounds<\/strong><\/td><td class=\"column-2\">Yes<\/td><td class=\"column-3\">If Tier 3 data is not in scope<\/td><td class=\"column-4\">Yes<\/td><td class=\"column-5\">You must have authorization or de-identify data when using PHI or SI in a professional development setting<\/td>\n<\/tr>\n<tr class=\"row-6 even\">\n\t<td class=\"column-1\"><strong>M&amp;Ms<\/strong><\/td><td class=\"column-2\">Yes<\/td><td class=\"column-3\">No<\/td><td class=\"column-4\">Yes<\/td><td class=\"column-5\"><\/td>\n<\/tr>\n<tr class=\"row-7 odd\">\n\t<td class=\"column-1\"><strong>Research<\/strong><\/td><td class=\"column-2\">If clinical care is not in scope<\/td><td class=\"column-3\">If clinical care and Tier 3 data are not in scope<\/td><td class=\"column-4\">If clinical care is not in scope<\/td><td class=\"column-5\"><\/td>\n<\/tr>\n<tr class=\"row-8 even\">\n\t<td class=\"column-1\"><strong>Clinical Care<\/strong><\/td><td class=\"column-2\">No<\/td><td class=\"column-3\">No<\/td><td class=\"column-4\">No<\/td><td class=\"column-5\">All clinical care should be under the guidance of 大象传媒 Health<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n\n<h2><span id=\"Questions_and_Support\">Questions and Support<\/span><\/h2>\n<p>For questions or support, please go to the <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/\">Video Conferencing<\/a> homepage and click the Request Help button. You can also find helpful how-to information on the <a href=\"https:\/\/support.zoom.com\/hc\/en\/category?id=kb_category&amp;kb_category=0044652787af211089a37408dabb35b8\">Zoom Meetings Support<\/a> and <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/schedule-a-meeting-in-microsoft-teams-943507a9-8583-4c58-b5d2-8ec8265e04e5\">Teams Meeting Topics<\/a> pages.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 大象传媒 Health tools and lowered risk of clinical data in School of Medicine tools Improved support for existing platforms Software and support cost savings &hellip; <a href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/som-webex-service-ending-spring-2024\/\" aria-label=\"Read more about SOM Webex Service Ending Spring 2024\">Read more<\/a><\/p>\n","protected":false},"author":112631,"featured_media":0,"parent":13001,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"layout":"","cellInformation":"","apiCallInformation":"","footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-12999","page","type-page","status-publish","hentry","odd"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>SOM Webex Service Ending Spring 2024 | School of Medicine IT<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.med.unc.edu\/it\/services\/video-conferencing\/som-webex-service-ending-spring-2024\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"SOM Webex Service Ending Spring 2024 | School of Medicine IT\" \/>\n<meta property=\"og:description\" content=\"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 大象传媒 Health tools and lowered risk of clinical data in School of Medicine tools Improved support for existing platforms Software and support cost savings &hellip; 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