Fuze Meeting Policies & GuidelinesTopics Covered:
Fuze Meeting Account Types
- Individual User Account - Faculty or Staff
- Individual User Account - Sponsor a Student
Fuze Meeting accounts are available by request for Faculty and Staff. However there are situations when a Student may need to host online collaboration sessions as part of his/her academic degree requirements, graduate assistant activities, etc. Faculty and Staff can Sponsor a Student and request a Fuze Meeting account on the student's behalf.
- Share a Fuze Meeting Account with a Group
Requests for a Group/Shared Fuze Meeting Account are reviewed on a case-by-case basis. While the University's Fuze License Agreement allows for multiple users to share one Fuze Meeting account, the system is not designed with this in mind. There are some best practices for group account management that you need to understand when requesting a Fuze Meeting account where multiple people will have the account login information.
Best Practices for Group Account Management:
- A Fuze Meeting account can only have one ‘live' meeting going on at once. Think of the Fuze Meeting account like a physical conference room or meeting space: If multiple people log into the same Fuze account at the same time, they can inadvertently interrupt or stop an ongoing meeting started by another person in the group. Establish a scheduling method and use agreement with all the members of your group.
- Set the account password and securely share it with the group members. Change the Fuze Meeting password for the shared account at regular intervals. Also consider a policy to change the password anytime a person leaves the group.
- An existing, active @slu.edu group e-mail address is required, that is the login for the Fuze Meeting account. Your group e-mail address may receive notification e-mails about activity in Fuze, such as scheduling a meeting. Talk with your group members about how to manage these e-mails. If you do not have an existing @slu.edu e-mail address for your group, please submit a group e-mail address request to your IT Service Desk before requesting a Fuze account.
COSTS ASSOCIATED WITH A FUZE MEETING ACCOUNT
There is no charge to the account holder for a Fuze Meeting license; the University covers the costs for the Fuze Meeting Account license and the unlimited storage of meeting content and recordings. However the account holder's department may be responsible for audio connection charges when specific audio features are used.
Possible Charges for Audio Connection options:
- Toll-Free Number and Call Me Feature
Each Fuze Meeting account comes with 240 free minutes per month to share between attendees that join the audio conference call from a phone within the United States using the toll-free number or the Call Me feature. Each attendee to a meeting that connects via one of these methods will accrue minutes against your account. For example: a 60-minute Fuze Meeting with 10 attendees using the toll-free or Call Me audio feature would accrue 600 minutes. Of the 600 minutes, 240 would be covered by included minutes and 360 minutes would be subject to charges of $0.08 cents per minute for a total of $28.80 in overage charges.
The University is able to pool the free minutes across all of SLU's Fuze accounts. If the total free minutes allocated to the University are exceeded in a month, the University will be billed for the overage charges. If an account holder accrues overage charges in that month, the account holder's department head and/or business manager may receive notification of the audio charges from the ITS Product Manager and/or the ITS Business Manager.
- International Dial-In Numbers
International dial-in numbers are billed per usage for the toll, toll-free, and Call Me methods. International minutes are not included in free University aggregate minutes. Usage rates for International numbers range from $0.12 cents to over $2.00 per minute / per International attendee depending upon the country and call method being used. Visit the FuzeBox website for a list of the international dial-in numbers and associated rates: https://www.fuzebox.com/extras/premium-rates
If an account holder accrues international calling charges, the account holder's department head and/or business manager will receive notification of the audio charges from the ITS Product Manager and/or the ITS Business Manager.
To Avoid Audio Charges:
- Encourage attendees to use the free Internet Audio (Voice over IP) audio connection option.
- Only provide your meeting attendees with the toll number for your meeting, for example, +1 (646) 555-1234. By having attendees call into the meeting using the toll number, standard phone rates will apply for the attendees only. Your account accrues no charges.
- Set your audio preferences to disable the toll-free/Call Me features so that your attendees will not see the option on the meeting invitation. Log into your Fuze Meeting account and go to Preferences >> Phone Conferencing Options. Here you can view your account's dial-in numbers and check which audio connection options to show attendees in meetings that you schedule.
Fuze Meeting Account Access
Once a Fuze Meeting account has been assigned to a user, the account is available to that user for as long as the user remains with the University. That said, the University has a limited number of Fuze Meeting accounts available. If a user is not actively using his/her Fuze Meeting account, the University may need to reclaim the associated license in order to provide the service to another user.
Account Suspension Due to Extended Lack of Use
The ITS product support team will bi-annually check the usage level of all Fuze Meeting accounts. If a Fuze Meeting account has not been used (i.e. had no meeting activity) for the previous 16-weeks, the account may be suspended so the Fuze license can be allocated to another user.
- The account e-mail address will be notified prior to suspension of the account to determine if the account is still needed.
- The meeting content and recordings associated with a suspended Fuze Meeting account will remain securely stored on the Fuze server until the user leaves the University (see the Data Retention policy below).
- The account holder can request that his/her suspended Fuze Meeting account be reactivated at any time. Please submit a request from the original account holder's e-mail address to the IT Service Desk.
Account Termination Due to User Leaving the University
- An individual Fuze account holder's access to his/her Fuze Meeting content is terminated when the user's University account is terminated.
- It is the account holder's responsibility to make arrangements for retrieval of Fuze Meeting content files and/or recordings before the account holder leaves the University.
- The Office of the Registrar determines University user account lifespan for students; the division of Human Resources determines University user account lifespan for faculty and staff.
Fuze Meeting Data Retention Policy
Fuze Meeting content and recordings are stored securely on the Fuze servers, associated with the individual Fuze Meeting account. Account holders have an unlimited amount of storage space on the Fuze servers for meeting content and recordings for as long as they have an active University account (see the Account Access policy above).
- The ITS product support team will bi-annually audit all Fuze Meeting accounts to delete content on the Fuze server that is associated with a University user account that was terminated at least one year prior to the audit date. This is in accordance with data security best practices to ensure any sensitive meeting content is appropriately purged once a user leaves the University.
- See the Third Party Access section below for information on accessing content from a terminated SLU user's Fuze Meeting account; this request must be submitted within 30 days of the SLU user's account termination.
University Policy Agreement
The Fuze Meeting application can be used to share and record information. As the Fuze Meeting account holder, you are responsible for adhering to all relevant data security and privacy regulations, such as HIPAA, FERPA, and copyright, in addition to the Fuze Meeting Account Management policies included above. Please review the following policies as relevant to your practice or intended use of Fuze Meeting:
- University Copyright Policy
- University HIPAA Information
- University FERPA Information
- Faculty Manual - Intellectual Property / Faculty Ownership of Course Materials
- University Student Handbook
- Information Technology Policies
- University Appropriate Use Policy
- FuzeBox Appropriate Use Policy
- Lecture Capture Policies & Guidelines
Some of the relevant policy information has been summarized for you below:
- Faculty, staff, and students are responsible for observing copyright law including educational fair use guidelines, obtaining appropriate permission from the copyright holder, and following University policies when incorporating third party content into a Fuze meeting or recording. Recordings that contain short excerpts from a third party may be eligible for dissemination without permission subject to educational fair use guidelines. For more detail, please see the University's Copyright Policy.
- The Fuze Meeting account holder, not the University, controls who has access to Fuze Meeting live sessions and recordings. The University will not distribute your content or recordings to anyone else, though it will eventually remove them from the Fuze Meeting server once the account holder has left the University, according to the data retention policy described above.
- Fuze Meeting content created by a faculty member for a specific course follows the policy for intellectual property as specified in the Faculty Manual.
- Fuze Meeting content created for research purposes follows the policy for intellectual property as specified on the Division of Research Administration website.
- Any content created by an employee for specific business purposes of the University (i.e., not related to faculty course work or research) is the sole and exclusive property of the University per the University Appropriate Use policy.
- Third Party Access to a Fuze Meeting Account/Content - As consistent with the University's Appropriate Use policy, the CIO, General Counsel, and Human Resources may request or approve access by a third party to a Fuze Meeting account. ITS will follow guidelines outlined in this policy for providing a third party access to an account. If applicable, ITS will also notify the Assistant Vice President of Student Development (Dean of Students) or Associate Vice President of Academic Affairs. In turn, those bodies will notify the affected parties as they deem appropriate.
The same privacy considerations that would apply in a brick and mortar classroom, particularly to student work, apply to a Fuze Meeting real-time session or recording.
- If Fuze Meeting is used to disseminate student presentations, small group discussions, and other activity where student participation is captured, beyond the defined set of students enrolled in the course, faculty members will be responsible for obtaining student consent prior to distribution. Click here for a consent form. Faculty members are not required to obtain student consent when broadcasting their own image and content; when no student participation is recorded; or when incidental student participation is recorded and the broadcast is directed to a defined course.
- Review the Lecture Capture Policies & Guidelines page for answers to common questions, strategies for best practices, and considerations about privacy and property issues that can arise with lecture capture, including recording and sharing content via Fuze Meeting.