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Zoom - Web Conference System

Zoom

Zoom is a web-based conferencing service provided by Zoom Video Communications.
Keio University has concluded an organizational contract with Zoom, and it is now known as the Keio Tenant.
A predetermined number of licenses and options have been allocated to the Keio Tenant, and operations are carried out in association with Keio IDs.

Prerequisite for Usage

In addition to conditions within the university, various other environmental conditions, such as the operational status of Zoom, the status of the PCs and other equipment used by both hosting and receiving parties, and the status of the organizational networks involved between these parties, may affect the operability of meetings and webinars on the day of use. Familiarize yourself with the methods of handling problems and consider using alternative applications in advance to prepare for this.
Zoom Service Status (https://status.zoom.us/)

License Eligibility

Faculty Members

The main reason for adopting the system is to provide support for distance learning.
The operation has been changed since September 1, 2022. For more information, please click here.
If you have any questions, please contact us by using the Inquiry Form for IT-Related Topics.

Students

The operation has been changed since September 1, 2022. For more information, please click here.
Student use is on an annual application basis.

Supplement

  • Licenses are required to host meetings on Zoom, although licenses are not needed when participating in meetings hosted by other people.
  • As a special support for COVID-19, Zoom has lifted the 40-minute meeting time limit for the free Zoom Basic account since March 2020, but will stop accepting new applications for the special support in November 2021, and gradually end the special support itself in January 2022. However, we will stop accepting new applications for the special service in November 2021, and gradually terminate the special service itself in January 2022. As a result, it seems that this special support will be terminated gradually for free Zoom basic accounts obtained with @keio.jp and @****.keio.ac.jp email addresses (paid accounts for faculty members are not affected by this).

Access

Procedures

For more information, please click here.
In order to use a license contracted by Gijuku, you may need to apply in advance or operate a transfer from a free account.

For usage, please use the sites listed in the "Reference Information" section at the bottom of this page.

If the above procedure fails

If the screen does not move across to the official profile screen and a message stating [Something went wrong while you tried signing in with SSO] is displayed, any of the following may be the cause.

  • The Zoom Keio Tenant has been activated for at least the following business day or later with keio.jp activation. It is not activated at the same time you obtain a Keio ID.
  • As mentioned earlier, not all faculty and staff members are eligible for the use of the system. There is a possibility that you are not eligible.
  • Students have not yet been provided with this method of sign in.

If sign-in from the Zoom application fails

  1. Start up the Zoom application and select [Sign-in].
  2. Select [SSO] at the bottom left-hand side of the screen.
  3. Enter [keio-univ] in the company domain, and then select [Continue].
    [keio-univ.zoom.us] will be displayed in the box.If [.zoomgov.com] or another domain is displayed, change this to [.zoom.us].
  4. When the Keio.jp authentication screen is displayed in your browser, log-in with your own keio.jp ID.

If the sign-in method explained above fails, reinstall the application and try once again.

General Conditions for Use

Standard terms of use for registered Keio tenants are as follows

  • Available for meetings only. The number of participants is limited to 300 and the time is unlimited.
  • Do not change your sign-in email address from your Keio ID.
  • The data retention period for the cloud recording function is as follows
    • Faculty and staff: Available (deleted after 120 days)
    • Students: Available (automatically deleted after 7 days)
  • Deleted data will be placed in the recycle bin for 30 days, but after 30 days, the data will be deleted from the recycle bin as well and cannot be recovered.

About Breakout Rooms

For more information about breakout rooms and their limitations, please refer to the page ''Managing breakout rooms''.

Zoom Keio tenants can use amaximum of 100 breakout rooms and a maximum of 1000 participants. (Effective from September 22, 2022)

  • If you have more than 300 participants, you need to apply for the Large-scale option.
  • All participants must be using Zoom Desktop Client version 5.2 or later.
  • If someone who does not have Zoom Desktop Client version 5.2 or later joins a meeting on their account, they will need to update their version to join the meeting or join via the web client.

Applying for Options

The Keio Tenant is in possession of large 500-capacity meeting, large 1,000-capacity meeting (small amount) and 1,000-capacity webinar (small amount) options.
The Keio ID’s of applicants who submit applications will be allotted the options.
Only faculty and staff may apply for the option.

  • The reason for usage will be confirmed. Note that requests may be refused depending on the reason for usage.
  • The number of licenses available for the 1,000 large meetings and 1,000 webinars is very much limited, and they are shared out by the Keio Tenant. Note that requests for long-term possession will not be possible in principle.
  • Option applications must be submitted at least three business days prior to the commencement of usage.
  • Applicants will be notified by e-mail when all procedures for setting the option have been completed.
  • The options will be cancelled without notification after the scheduled day of use. Note that options that remain active may be cancelled unexpectedly, so you are requested to submit an application for each meeting if necessary.
  • The options will be cancelled without notification after the scheduled day of use.

How to check the options set for your account

You can check the status of your options here.
Select "Profile" from the menu on the left side of the screen, then go to "License Type" to check your options.

Zoom Option

Large Meeting Options

  • Large meeting options allow us to increase the number of participants beyond the limit.
  • The limit for normal meeting participants is 300, but we have options that allow this to be increased to 500 and 1,000 participants.
  • These will become valid when meetings are held (not scheduled times) to alleviate the limit on participant numbers.
  • If meetings with a capacity limit of 500 participants are required in the long-term due to reasons such as class admission quotas, for example, we will accept applications for 500-capacity options in half-term units.
  • The Keio Tenant is only in possession of a limited number of large 1,000-capacity options. You are requested to make use of these on a give-and-take basis.
  • Only faculty and staff may apply for the option.
  • Apply for large 500-capacity options from here: Large 500-Capacity Option Application Form (2022 Academic Year) (Faculty and staff only)
  • Apply for large 1,000-capacity options from here: Large 1,000-Capacity Option Application Form (2022 Academic Year) (Faculty and staff only)

Webinar options

  • Webinar options can be used for holding lecture-type webinars, not meetings. 1,000-capacity webinar options enable webinars with a maximum of 1,000 participants to be hosted.
  • The Keio Tenant is only in possession of a limited number of 1,000-capacity webinar options. You are requested to make use of these on a give-and-take basis.
  • URLs for webinars need to be posted as early as possible, so it is necessary to set up schedules in alignment with this. Also, prior preparations and operations during webinar hosting differ greatly with meetings, so advance testing will be required (especially if holding webinars for the first time). Because of this, options will be allocated no earlier than six weeks prior to the scheduled date of hosting, as a general rule.
  • As it will not be possible to access the Management Screen once the webinar option has been cancelled, you are advised to make all necessary adjustments, such as acquiring all required information on the day concerned and making sure you allow leeway on the final day, when applying and during events.
  • Only faculty and staff may apply for the option.
  • Apply for 1,000-Webinar options from here: 1,000-Webinar Options Application Form (2022 Academic Year) (Faculty and staff only)

Reference Information

Access the sites listed below for details on operations.

Last-Modified: October 13, 2022

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