In today's digital era, artificial intelligence (AI) models are extensively utilized in various fields, including education. However, it's crucial to be aware of the potential privacy risks involved.

As a reminder, when employing AI within tools, there is an enhanced risk of collecting sensitive information. It is of utmost importance to ensure that the use of AI within tools such as Zoom follows privacy regulations, guidelines, and best practices.

When utilizing AI, always abide by privacy regulations such as:

• FERPA
• US Privacy Act
• GDPR (and other international data protection laws)
  
  

The privacy and security of university data is maintained through a Business Associate Agreement (BAA) with Zoom, which imposes strict requirements as long as the university remains a customer. This includes ensuring that all university data is stored in US-based data centers, prohibiting Zoom employees or affiliates from accessing university data without consent, and more.

In terms of the Zoom AI Companion, the BAA ensures:

• AI Companion features available to campus users only utilize Zoom-hosted models, with no data being sent to third-party vendor models.
• Zoom does not use any university data to train their Large Language Model (LLM), and any AI-generated content remains the intellectual property of the university.

Additionally, granular, user-based controls are in place for all AI Companion features, allowing users to choose whether or not to enable AI features in meetings they schedule and host.

For more information, please visit: How Zoom's terms of service & practices apply to AI features

Zoom's AI Companion is a powerful tool that can automatically generate meeting summaries, next steps, and key takeaways. 

By default, this tool is disabled, the steps below describe how to enable the tool, as well as the recommended settings to utilize.

_______________

Instructions

1. Start by opening your preferred web browser and visit arizona.zoom.us
2. Select Sign in to log in with your NetID and password.
   
   
3. On the left-side navigation column, select Settings and then select AI Companion from the middle navigation bar.
   
   
4. Scroll down to the Meeting section and locate the Meeting Summary with AI Companion feature. Click the switch to the ON position. It will turn blue when active.
   
   
   
   

Once the settings are switched ON, additional options will appear.

• Automatically start Meeting Summary for all meetings I host (It is recommended to NOT enable this option)
• Include the full summary text in the email sent to users
  • Only me (recommended option).
  • Only myself and the meeting invitees in our organization (This option can be selected).
  • All meeting invitees, including those outside of our organization (Not recommended).

By default, the Meeting questions with AI Companion feature is switched OFF. To enable in-meeting questions, switch this setting ON and additional configuration settings will appear:

• Automatically start meeting questions for all meetings I host (It is recommended to NOT enable this option)
• Who can ask meeting questions
  • All participants – Any participant can ask questions about any portion of the meeting.
  • All participants from when they join (recommended option) - Any participant can ask questions about the meeting from the time at which they joined.
  • Only hosts – Only the host can utilize the in-meeting questions.

By default, the Smart Recording with AI Companion feature is switched OFF. To enable this feature, switch this setting to ON and additional settings will appear:

• Recording Highlights – The audio transcript will be used to highlight meeting details and provide a video summary. This summary is for informational purposes and may be incomplete.
• Smart Chapters – AI Companion will generate chapters based on meeting topics.
• Next steps – AI Companion will generate a summary of actions to take following the meeting.
• Meeting coach – Provides metrics regarding talk/listen ratio, talk speed, filler words, and shortest/longest spiel. Hosts and participants can only view their own metrics.

After you have started a meeting as the host, the host or co-hosts can enable AI Companion and/or the AI Summary for the meeting.

Participants can make a request for AI Companion to be activated.

The host can then enable the tool and has multiple options for the AI Companion:

Once the AI Companion is enabled, a notice of its use is displayed to users, similar to the Transcription and Closed Caption notification. 

Note: If users do not consent to the AI being utilized in the meeting, they will need to leave the meeting.

After AI Companion and/or Summary are enabled, both buttons become active along the bottom row of Zoom tools.

The Summary button will display an AI generated summary of topics discussed during the meeting.

The AI Companion presents three generic options, but the AI can answer many questions when prompted.

• Catch me up - Provides a summary of what has been discussed in the meeting so far, even if the user joins the meeting late.
• Was my name mentioned? - Provides feedback on whether specific projects or discussion topics where your name was mentioned would be presented.
• What are the action items? - Provides a list of any topics discussed that would require follow-up.
  
  

Note: AI-generated content may be inaccurate or misleading. Always check for accuracy.

• Questions can only be answered if the content was discussed while AI Companion is active in the current meeting.
• Meeting hosts in Zoom Rooms can only start or stop AI Companion. 
• This feature is not supported in Breakout Rooms. 

The web portal allows you to manage summaries of meetings you host. These meeting summaries can also be distributed via email based on your account settings. 

• Only the meeting host and co-host can start or stop the meeting summary through the in-meeting controls.
  Note: Starting and stopping the summary will still result in a meeting summary of the discussion while the feature was enabled.
  
• Meeting summarization only begins when the host clicks Start Summary, unless the host has enabled the web setting to automatically start the summary.
• Use of Meeting Summary with AI Companion is not available in all countries.
• If you have set your pronouns in your Zoom profile, the AI Companion feature will use those pronouns when referring to you. If no pronouns are set, the pronouns chosen by the Large Language Model (LLM) will be used instead. 

Smart Recordings will automatically organize cloud recordings into sections called Smart Chapters.

Each chapter contains:

• key takeaways with recording highlights.
• any AI identified action steps that were mentioned by participants.
• analytics such as talking speed and other metrics.
  
  

To generate recording highlights, smart chapters, and next steps, you must have a cloud recording and audio transcript processed and available to view.

You will receive email notifications once the recording and transcript are finished processing. This email includes links to view your recordings and transcript.

Recording highlights, smart chapters, and next steps can be edited by the owner of the cloud recording (the host) or a user with permission to manage cloud recordings.

Accuracy of smart summaries is highly dependent upon the audio quality of participants and their clarity when speaking. Reviewing the video directly is recommended to ensure the accuracy of the AI summary.

AI-generated content can be shared directly via the Zoom Web Portal.

To share a Zoom AI Meeting Summary:

1. Open a browser and go to https://arizona.zoom.us
2. Sign In.
3. Select the AI Companion option from the left.
   
   

This will show your available generated AI summaries.

1. Select the summary you wish to share.
2. Select the Share option at the bottom of the page.
   
   
3. Enter the email address(es) in the window that appears, then select the Share button to share the content.

Sharing Smart Recordings

1. Navigate to the Recordings area using the left option.
2. Select the Share option to the right of the recording you wish to share with others.
3. The window that appears will allow you to set a passcode for the recording, copy the link and passcode, and edit the share settings for the recording.

It is critical to consider privacy and meeting topics when deciding whether to enable the Zoom AI Companion.

As a general best practice, Zoom AI Companion should only be used when all meeting attendees consent to the tool being enabled.

Additionally, Zoom’s AI tools are completely disabled within the Zoom for Health account used for health-related meetings.

Example use cases include but are not limited to:

• Small or large meetings.
  • there are instances where the use of the tool may not be appropriate so consider all relevant factors before deciding.
• 1:1 Meetings
  • these are typically considered more of a private affair, and utilizing the AI wouldn’t be recommended. The same goes for recording these types of meetings.