Zoom Session Recordings

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1. Record Meeting in Zoom

The host must be the one to record the meeting or grant a participant the ability to record. ---> If you find that you have entered a Zoom room as a participant instead of a host, exit the Zoom session, login to, and then re-enter the Zoom session, this time as its host.

  • Select the Record button at the bottom
  • Select Record to the Cloud (recommended)
    • FERPA-protected video - record to Zoom's Cloud and then move to OneDrive or MS Stream.
    • Non-FERPA-protected video may remain in Zoom's Cloud for nine months and be hosted from there. more >>
    • Student accounts cannot store recordings to the Zoom Cloud. Select Record to this Computer to save to your \Documents\zoom\ folder.

Zoom Auto-Record

It is highly recommended to not turn on Automatic recording.

  • (optional) Assign a participant recording privileges:
    • Click on Manage Participants from within a Zoom Meeting
    • Click More next to the user
    • Select Allow Record
  • Once the recording is stopped, there will be a short conversion process and then the recording will be saved.

(1:35 min video)

2. Store Zoom Recording in OneDrive or MS Stream

Don't Store Video in BbLearn! BbLearn does not perform well as a video host, making it difficult for students to successfully watch videos stored there. BbLearn cannot stream videos, thus requiring the files to download completely before viewing. Unfortunately, videos stored in BbLearn download very slowly and may even fail to download.

Store your Zoom recordings in OneDrive (Option A below) or MS Stream (Option B below).

  • Instructors use custom Course Groups created by ITS to protect videos stored in OneDrive and MS Stream. Course Groups are recreated nightly throughout the term and allow access to only those individuals enrolled in a course section.
  • You may assign multiple Course Groups and/or multiple individuals to a folder or file as long as all FERPA requirements are met.

OPTION A: OneDrive

Microsoft OneDrive is a "UI approved storage location" for videos needing FERPA protection--videos that include recordings of students. Download Zoom Recordings to OneDrive to Share.

  • PRO: Apply group permissions once to a folder in OneDrive. Over the semester, drop all zoom recordings into the folder. Every file stored in the folder will be available to anyone with permissions to the folder.
  • CON: Recordings cannot be embedded in BbLearn.


Microsoft Stream is a "UI approved storage location" for videos needing FERPA protection--videos that include recordings of students. Download Zoom Recordings to MS Stream to Share.

  • PRO: Recordings can be embedded in BbLearn.
  • PRO: Recordings can be trimmed.
  • CON: Group permissions must be applied to each video individually.

3. Assign Recording Viewing Permissions

Course Group Details

Prior to a semester start, ITS creates Course Groups for each course section (e.g. Fall 2021 - MUSH201-01). Course Groups are automatically deleted and re-populated by ITS once a day throughout the term.

Course Group memberships are populated from Banner enrollments. Instructors, Builder-Graders, and Graders are added as Course Group Owners. Students, Participants, and CDAR Notetakers are added as Members.

If you encounter issues with this process, contact your ITS Technology Solutions Partners (TSP)/Local Support for assistance (email

  1. Open Permissions (Click on the arrow to the left of Permissions to toggle it open/closed.)
  2. Uncheck Allow everyone in your company to view this video.
  3. Add Course Groups.
    (e.g. Fall 2021 - MUSH201-01)
    • Select My groups from the left pulldown menu (under Share with)
    • Enter your search into the search box on the right (under Share with). Note: You must be an Owner to find and apply the Course Group to a video.
      • Search for the Course Group by entering "Term - SubjNo" into the search field. There is no space between 'Sub' and 'No'. The search is a "begins with" search so it MUST START with Term (e.g. "Fall 2020 - MUSH201-01").
      • If a video meets all FERPA requirements across multiple sections, assign multiple Course Groups to a Zoom recording.
      • When finished, all class sections and cross-listed sections should be listed with “Display” checks next to them.
  4. Press Publish to Submit.

If you need to return to a video to adjust its permissions, select the pencil icon to edit.

If you make any changes while in edit mode, you MUST click Apply (located at the top center of the window) to save these changes BEFORE moving on. After pressing Apply, it is safe to click Share (located in the lower right section of the window).

3. Link to the Recording

Link to or Embed your video in your BbLearn course once it is successfully hosted elsewhere. Note: You may also Link to or Embed existing videos in BbLearn such as TED Talks or demonstration videos.

  • Locate the video in OneDrive or MS Stream
  • Click the three dots to the far right associated with the video
  • Select Share
  • Click Copy
  • Follow these instructions to Link to your video from BbLearn

Embed into BbLearn

  • Locate the video in MS Stream (Embed is not available for OneDrive)
  • Click the three dots to the far right associated with the video
  • Click Share
  • Click Embed at the top of the window (see below)
  • Click Copy
  • Follow these instructions to Embed your video into BbLearn

Not Approved for FERPA-Protected Video Store Non-Protected Recordings

Videos not containing FERPA-protected information may be hosted in a variety of locations (see below).

Not finding what you need? Try BbLearn's User Manual.
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