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Digital meetings

Support for teaching staff regarding remote work

Here, we have gathered information and support that may be useful during the coronavirus outbreak, with regard to online work and changes to rules:
Read more on the page Support for teaching staff regarding remote work 

Digital meetings on a computer

Digital meetings are part of Lund University’s conditions to reduce its climate impact. The University offers cost-free tools such as Zoom, Skype for business and Teams.
You can find more information and a comparison of Zoom, Skype for Business and Teams here

Teams

Teams is going to replace Skype for Business. Lund University offers all staff and students access to Office365, in which Teams is included. Teams is also available for staff via the Software Centre. Teams is a collaboration tool with document management and the same communication functions as Skype for Business. If you need help to get started, please contact support

You will find Office365 here, including the Teams app to download (Log in with your Lucat-ID and the suffix "@lu.se")

Read more about Teams at LU Support (New tab, in Swedish)

Zoom

Lund University offers staff and students the opportunity to use Zoom, that is provided via SUNET.  Zoom is used at many other universities in Sweden and has proven to be reliable and easy to use.

As an employee of the University, you can hold meetings with up to 300 participants for an unlimited period of time.

It is possible to connect to a Zoom meeting via your computer browser, tablet or smartphone. The first time you connect, you will be asked to download a meeting client, a tiny program that will run the meetings in your computer. You download it from Software Center if you have a PC or Selfservice for Mac. You can also ask the IT Division for help.

Zoom has functions particularly appreciated by teachers, for example, the possibility of dividing the participants into smaller groups.

Read more about Zoom on education.lu.se and join a workshop (found in the Calendar). In Canvas you find guides about Zoom.

Background images

When using Zoom or Teams, you can select one of the existing background images available in the applications, or add your own image.

Go to the Image and Media Bank to download selected background images with LU profile

Zoom at LU and security

Lund university like other higher education institutions in the Nordic countries, uses Zoom service from Sunet/NordUnet, with servers in Denmark. NordUnet's Zoom service observes GDPR and other European data legislation and all data is stored and processed within the EU. LU-Zoom differs from the widely available free version of Zoom. The Swedish Civil Contingencies Agency (MSB) has issued a warning about the security risks associated with Zoom, but please note that this does not apply to LU-Zoom via NordUnet.

Bear in mind:

  • Data is encrypted in LU-Zoom, but discussion of sensitive information is to be avoided nonetheless.
  • Keep the Zoom app updated.
  • Only include participants who are logged in.
  • You can use passwords for external participants.

Zoom at LU and Security. (New window)
Creating Safe Meeting Spaces for You and Your Students. (New window)
Creating Secure Meeting Spaces with External Participants. (New window)
Read more about LU Zoom and Security on the Canvas pages (log in with Lucat ID). (New window) 

Skype for Business

Skype for Business will be replaced by Teams at Lund university.

Personal Skype

Many people believe the easiest thing to do is to download personal Skype from the internet. Lund University advises against the use of personal Skype since the application does not fulfil the University’s information security requirements and support cannot help in the recovery of contents or recreating logins.

Videoconference rooms at Lund University

It is possible to book videoconference facilities at Lund University. This often requires the other party to have videoconferencing facilities as well. Some of these facilities can be booked via TimeEdit. (Filter by Fixed equipment, Videoconference equipment.) 

Link to TimeEdit (new window)

Telephone meetings

The telephone’s speaker function is not recommended since the sound is not of particularly high quality. Use a headset or speakerphone instead.

Read more about telephone meetings here (in Swedish)

Things to remember before and during meetings

Audio

Without good sound, the meeting will not be successful. The best sound is achieved by using a headset as it provides clearer sound and minimises audio feedback. If you need a headset, please contact the IT Division. If you do not have access to a headset you should sit in a calm environment and have the computer microphone as close to you as possible.

Video

Place the camera at eye level. If you are using a laptop, you can place some large books underneath it. It is good to have a calm background behind you that will not distract the participants from the meeting.

Connection

Digital meetings including video require significant bandwidth and therefore you need to be connected to the internet via a network cable. If you hold the meeting via Wi-Fi there is a risk of the conversation being cut off, the image disappearing and the sound breaking up. Turn off your camera if you are using a poor connection in order for it to work better.