All SRJC employees are entitled to an Education Licensed Zoom Pro account that allows for up to 300 attendees in a single meeting, no time restrictions on meetings, and cloud recording capabilities for short-term use.
Media Services is unable to provide Pro accounts or Zoom support for students. Contact the IT Student Help Desk for general tech support at (707) 521-6062
Earlier this academic year The Chancellor’s Office announced a Zoom Recordings Retention Policy to be implemented systemwide in Fall 2025:
Policy Implementation: “Effective October 1, 2025, all Zoom recordings created before July 31, 2024, will be deleted from user accounts. Deleted recordings will be stored in the Zoom “trash” folder for 30 days, during which they can be retrieved. However, after this grace period, recordings will be permanently removed and inaccessible.”
Rationale:To ensure equitable access to short-term cloud storage provided with your free Zoom Pro account, it is imperative to manage our storage resources judiciously. Exceeding storage limits poses challenges not only in terms of budget but also in compliance with our institutional license terms. Therefore, it is necessary to delete older Zoom cloud recordings from user accounts.
To review your current Zoom Cloud Recordings, visit your account recordings page. Login is required.
Several free District resources offer long-term storage for employees:
Meeting Summary with AI Companion allows meeting hosts to initiate an AI-generated summary of their meeting. When enabled, participants may automatically receive a summary after the meeting ends, if the host chooses to share it with them.
Smart Recording with AI Companion organizes meeting recordings into Smart Chapters, identifying places of particular importance and grouping like discussions together. It can also provide meeting metrics, including summarizing action items and engagement.
Data Privacy: As artificial intelligence becomes more ubiquitous, so too does the concern about data privacy. Please read Zoom's official release regarding the subject, and their commitment to ensuring no sharing of customer content.
New fully-integrated AI Companion when enabled in your account settings.
It is highly recommended that all SRJC Zoom users keep their Zoom client software updated (currently v. 6.4.0) to apply important bug fixes and gain access to new features.
For assistance with updating your Zoom Client, or if access to device administration is password-protected, please create a TopDesk ticket (login required).
Not necessarily. That means you upgraded your license to allow for full feature access and streamlined internal support, but does not guarantee you’ve installed the latest software client version. To be sure, check which version you are using and verify it is up to date.
If you have a basic account but have not yet upgraded to Zoom Pro, please contact Nate Musser in Media Services at nmusser@santarosa.edu or 707-524-1614 to have your license upgraded to Zoom Pro (free to all district employees). This will allow you to host up to 300 attendees per meeting, with unlimited minutes.
Passcodes add an extra layer of security to your Zoom meeting, and by the end of September, all users will either have to enable Waiting Rooms or have passcodes on all meetings. This change will not affect participants who join by clicking the meeting or webinar link with a passcode embedded. Only those who enter the meeting ID manually to join will need to enter the password manually as well. Click here for more detail.
You may continue to use current and previously scheduled meetings after upgrading; while you may wish to edit the settings to apply a password or set an alternative host, e.g., the meeting IDs should remain valid. All recordings will remain intact as well.
For scheduled meetings, the passcode will be in the invitation. For instant meetings, the passcode will be displayed in the Zoom Client. The passcode is also included in the meeting join URL.
The Zoom LTI Pro on Canvas will enable easier meeting scheduling in a familiar Zoom interface, as well as direct access to personal settings and cloud recording. For a full technical comparison, view this chart.
Enable the new Zoom LTI Pro on your Canvas account settings for the latest integration features. Contact Distance Education for assistance at de.support@santarosa.edu.
