Zoom AI Companion

Best Practices using Zoom AI Companion Meeting Summaries

Accessing and Editing Meeting Summaries

Meeting hosts can access and edit their meeting summaries on the Chemeketa Zoom website at: https://chemeketa.zoom.us/user/meeting/summary

TIP: For improved accessibility and formatting, users can copy and paste their summaries into external documents.

Obtaining Consent from Meeting Participants

Before activating the AI Companion in meetings, hosts should always inform their participants and request their consent. Transparency builds trust and ensures compliance with ethical AI use standards.

When a meeting host enables this feature during their meeting, participants will see a prompt letting them know. If this feature is not enabled, participants can request that it be started.

Please be considerate of others and avoid using this feature in Zoom if anyone objects.

Remote Teaching

Faculty using Zoom AI Companion in remote classes can support student privacy by:

• Consider allowing students to rename themselves in the meeting for anonymity.
• Informing students about AI-generated summaries before enabling the feature.

Reviewing summaries to ensure they accurately reflect class discussions.

Tips for Improving Accuracy

To enhance the quality and clarity of meeting summaries:

• 🗣️ Speak clearly and at a moderate pace.
• 🔇 Minimize background noise to improve transcription accuracy.
• 📚 Explain acronyms and jargon to ensure proper interpretation.

Reviewing and Correcting AI-Generated Summaries

While the AI Companion aims for accuracy, it may misinterpret discussions or omit key details. To ensure reliability:

• Review summaries for accuracy before sharing.
• Correct errors or missing context to prevent misinformation.
• Be mindful that AI-generated content may lack nuance or misinterpret jargon.

Data Use, Privacy, and College Policies

Chemeketa Community College emphasizes responsible AI use in accordance with its Generative AI Policies:

• Generative Artificial Intelligence Instructional Policy (Policy #4330)
• Generative Artificial Intelligence Administrative Policy (Policy #2215)

To align with privacy and security best practices, users should:

• 🚫 Always avoid sharing any sensitive or personal information with the AI Companion.
• ⏸️ Pause or stop the AI Companion if confidential topics arise.
• ✏️ Edit summaries to remove unintended data before sharing meeting summaries with others.

For more information on how AI features handle data, visit: Zoom Support – AI Companion Data Handling.

Information Security Requirements

The Zoom AI Companion is designed with strong security measures, including:

• 🔒 End-to-end encryption for data protection.
• ❌ No use of customer data to train AI models.
• 🗂️ 30-day retention of AI-generated summaries for service and debugging purposes only.

For further details, visit: Getting Started with Zoom AI Companion.

Learn More

By following these best practices, faculty and staff can responsibly leverage AI to enhance meeting efficiency while upholding our college privacy and data security standards.

For more information visit the Zoom AI Companion Features on the Zoom Support site.

For assistance, please request a consultation.

Use of Generative AI: This article was drafted with the assistance of ChatGPT, a generative AI tool by OpenAI, to ensure clarity and comprehensiveness. The content reflects a collaborative effort, incorporating user guidance and institutional context. All content was reviewed and edited by the author to ensure accuracy and appropriateness.