[Campus Notice] Important Update on UCR’s Zoom Meeting & Webinar Terms of Use

[UCR Information Technology Solutions]

[image: image]
Effective October 10, 2025:

   -
   Third-party AI notetaking tools will be blocked from joining meetings
   hosted by UCR-based Zoom accounts to ensure data security in virtual
   meetings. You are encouraged to use Zoom AI Companion.
   -
   Zoom AI Meeting Summary emails, when enabled, will only be automatically
   shared with hosts, co-hosts, and alternative hosts.

Dear Colleague,

We are writing to inform you about an update on UCR’s Zoom Terms of Use
<https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012334>,
which may affect your Zoom Meeting use. Effective October 10, 2025,
third-party AI notetaking and transcription tools such as Fireflies AI,
Spinach AI, and Read AI will be blocked from joining meetings hosted by
UCR-based Zoom accounts to ensure data security in virtual meetings.
Highlanders are encouraged to use Zoom AI Companion, Zoom's built-in AI
tool, as it is UC-approved and adheres to the university's robust data
security protocols.
Read the Full Update
<https://its.ucr.edu/blog/2025/09/29/updates-ucrs-zoom-meeting-webinar-terms-use>

How can I use Zoom to replicate the functionality of my third-party AI
notetaking tool?

As an alternative to using third-party AI tools to take notes, transcribe,
or attend meetings on your behalf, we encourage you to use Smart Recording
for Zoom Meetings
<https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0061101>
or enable Meeting Summary
<https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0058013>
in Zoom. These features are available through Zoom AI Companion, to which
all UCR Zoom accounts have access.

Please note that starting October 10, 2025, Zoom AI Meeting Summary emails,
when enabled, will only be automatically shared with hosts, co-hosts, and
alternative hosts. If you are unable to attend a meeting, we recommend
asking the meeting host to manually share the recording and/or notes with
you after the meeting. As is important practice with all AI-generated
content, it is the host’s responsibility to review the AI-generated meeting
summary for accuracy and to remove sensitive information prior to sharing
with others.

Note: For School of Medicine and UCR Health, please see the special
guidelines available at somit.ucr.edu/guidance-use-zoom-ai-companion.
As Highlanders, it’s our responsibility to consider UCR’s data protection
policies when using AI and similar tools

The University of California has data protection levels
<https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012112>
(P1 to P4) to which all employees must adhere, particularly when using AI
tools <https://its.ucr.edu/ai>. Highlanders are prohibited from using AI
tools that have not undergone and passed UCR’s security risk assessment
because they pose a risk to data security. To view a list of available AI
tools that meet UCR’s security requirements, visit its.ucr.edu/ai.

To learn more about the Zoom Terms of Use update, read the ITS Blog
<https://its.ucr.edu/blog/2025/09/29/updates-ucrs-zoom-meeting-webinar-terms-use>.
If you have technical questions or need support regarding Zoom, please
contact the ITS Multimedia Team through the IT Support portal
<https://ucrsupport.service-now.com/ucr_portal?id=sc_cat_item&sys_id=627215581bbe7090e4b40dc2cd4bcb2a>
.

Sincerely,

Dewight F. Kramer

Chief Information Security Officer

Muhammad Siddiqui-Ali

Manager, Multimedia and Classroom Technologies

Information Technology Solutions

University of California, Riverside



Information Technology Solutions

Computing & Communications Building

900 University Ave.

Riverside, CA 92521

951-827-4848 | its.ucr.edu
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