Zoom Room Implementation

Zoom Rooms is a software-based room system that provides an integrated experience for audio conferencing, wireless screen sharing, and video conferencing. Zoom Rooms can be used for room-only attendees, or remote attendees joining from another room, from their desktop, or from their mobile device.

Each room requires, at minimum, a Zoom Rooms Appliance, iPad, macOS, or Windows computer that runs the Zoom Rooms software. Unless you are using a touch device, the room will also need a Zoom Rooms controller, which could be a purpose built controller, iPad, Android tablet, or windows attached usb controller running the Zoom Rooms Controller software. Additional equipment can include TV displays, speakers, cameras, microphones, and an additional controller device that operates as a Zoom Rooms Scheduling Display. Devices can be enrolled in Zoom Device Management to provide additional remote management from the Zoom web portal.

Zoom Room AV Consultation and Zoom Room purchase

1. Set up a consultation with the IT Learning Spaces AV Design team at link.ou.edu/classroomhelp for guidance on what AV equipment is recommended for designated Zoom Room.
2. Order Zoom Room at link.ou.edu/Zoom. Select Request Service.
   1. Select New Purchase Add-On under "What action would you like to take?".
   2. Select Zoom Room under "License Type".
   3. Provide the appropriate CFS (Chartfield Spread) for the purchase.

Room Resource / Scheduling Account (Request a New or Modify Existing) (if needed) - These accounts primarily function as a calendar account that users can set as locations in Outlook calendar events. The calendar can be configured to accept/decline meeting invites automatically (if the date/time is available, the calendar will accept the booking request) or have invites be moderated by one or more designated users who will accept/decline manually.

1. Go to Shared/Organization Accounts in the Service Catalog. Select Request Service
   1. ​​Select Room Resource / Scheduling Account under "Type of Account".
   2. Select Request a New Room Resource / Scheduling Account or Modify an Existing Room Resource / Scheduling Account under "What Action Would you Like to Take?".
   3. Type the initials of the building and room number (i.e. MH101@ou.edu for Monnett Hall 101) under "Account Name".
   4. Select Department under "Type of Organization".
   5. Fill in all other fields provided accordingly.
   6. Make sure the associated security group contains "it_roomview365@ou.edu" as a "Member" and "it_roomview365@ou.edu" is a direct delegate of the group.
   7. Put Zoom Room under "Please describe any additional details."
2. Select the Submit button.

Coordinate with University Zoom Room Administrator in order to Activate Zoom Room

1. Request Zoom Room "Activation" at link.ou.edu/Zoom. Select Request Service.
   1. Select Zoom Meeting Support Request under "What action would you like to take?".
   2. Input Meeting Date and Time (takes approximately 30 minutes) under "Meeting Date".
   3. Input Zoom Room Name and technicians' name who will need to be in the room to provide visual assistance and provide confirmation of activation.

• In-room support and training services to assist with the technical aspects of technology use in classrooms, meeting rooms, and collaborative settings.
• Services include system troubleshooting and resolution, on-site faculty assistance/training, system monitoring, and system maintenance/planning.

• Any issues specifically associated with the Zoom Room software installed and used in classrooms, meeting rooms, and collaborative settings which is managed through the Zoom web portal under at https://oklahoma.zoom.us/ under Room Management | Zoom Rooms. (Not to be confused with provided employee Zoom license using Zoom Meetings and the Zoom Workplace client.)