Issue

WSU's Zoom now has AI-related features (AI Companion), and I would like more information for myself or to communicate with individuals in my area requesting information.

Solution

What is Zoom AI Companion?

AI Companion is a set of Zoom features, or tools, to increase productivity. Here is the WSU announcement regarding AI Companion's availability, posted on September 16th, 2024.

AI Companion features include Meeting Summaries, Meeting Questions, Phone Call Summaries, Voicemail Tasks, and more. Full feature set is detailed in the sections below.


Your Responsibility as a Zoom Meeting, Webinar or Event Host:

At our institution, AI Companion features are off by default. To use them, you must intentionally enable them in your Zoom settings.

As a host, you are in control. We ask that you please:

  • Be Intentional: Before your meeting, decide if you need a full recording or just a text summary. Choose the correct tool for the job.
  • Be Transparent: At the start of any meeting where you use either feature, please make a verbal announcement. (e.g., "Just so everyone is aware, I have turned on the AI Companion to generate a meeting summary for us," or "I am now starting the cloud recording for those who can't attend.")
  • Be Accurate: If you share an AI-generated summary, please review it first for accuracy. AI is a helpful tool, but it is not perfect.

Note: AI Companion and Zoom Meeting Cloud/Local Recording are independent features and can be used independently of one another.

Creation of a record through AI Companion or Zoom recording implicates state and University records retention requirements and creates a public record that may be subject to disclosure in the event of a public records request.

  • Hosts who use AI Companion or Zoom recording are responsible for compliance with UPPM 90.01, WAC 504-45,  and UPPM 90.05
  • AI Companion generated Meeting Summaries are stored in Zoom for 1 year before being automatically deleted. If your records retention policy requires you to save them for longer you will need to download them and save them in an approved storage location.
  • You can find your AI Companion generated Meeting summaries via: https://wsu.zoom.us/user/meeting/summary#/list 
  • No one has access to view your Meeting Summaries or Cloud recordings aside from you and the WSU Zoom System Administrators, unless you have deliberately shared access with someone else. However, as noted above, you may be required to disclose these records in the event of a public records request. Also, the University reserves the right to access records when needed for University business, including for investigations, litigation, and public records and other compliance-related purposes. 

Some AI Companion features might fall under RCW  9.73.030 so make sure to notify your meeting participants if you are using AI Companion features in a Zoom meeting.


How can I get access or start using AI Companion?

You have access with a licensed WSU Zoom account. Most of the settings are disabled by default and you will need to manually enable them in your profile settings.

  1. Sign in to wsu.zoom.us with your WSU credentials.
  2. Select Settings on the left navigation menu.
  3. Select the AI Companion tab.
  4. Select the toggle button next to the AI Companion feature you want to enable.

Inquiries about AI features, settings, or status updates can be sent to the Zoom Service Desk ( zoom.support@wsu.edu ).

Learn how to Identify if AI Companion Features are running in a Zoom Meeting and how to disable them in the following guide:

FAQs

Which LLM's does Zoom's AI Companion use or leverage?

  • Zoom developed a proprietary LLM and also leverages Open AI GPT 3.5, 4, 4.5 Turbo, and Anthropic Claude 2.

What content is used to provide Zoom AI Companion features?

Who can use AI Companion?

  • Anyone who has access to a WSU Zoom account
  • NOTE: Please consult your privacy officer or zoom.support@wsu.edu if you are leveraging WSU Zoom for Regulated Data workflows, meetings, or communication, please consult your area IT, privacy officer, and zoom.support@wsu.edu (Example: Health care providers conducting Zoom meetings with patients, which would contain HIPAA data)

Who can access my AI Companion Data (Summaries, Notes, etc - generated from meetings or through your interaction)

  • Data User (you) and the Data Custodian (review if we are owner or custodian) which is ITS's Zoom Team. (Executive Policy 08)
  • The only way other individuals would be able to access your AI Companion data is if you intentionally or inadvertently share
  • NOTE: the data stored is the resulting content from Zoom's generative AI Companion tools, not the content (meeting video, audio, chat, etc) used to generate summaries, next steps, etc

Do I have to use AI Companion features?

  • No - the feature will be available to everyone with a WSU account but can be turned on/off either by the user, or by sending a request to zoom.support@wsu.edu 


Current AI Settings Status and Links to Resources

Panel (disabled by default, but can be manually enabled by users in their settings)

Meeting (disabled by default, but can be manually enabled by users in their settings)

Note: It is recommended to not enable automatically emailing the summary to all participants. Please review the meeting summary first before emailing it out.

Recording (disabled by default, but can be manually enabled by users in their settings)

Team Chat (disabled by default, but can be manually enabled by users in their settings)

Zoom Events (disabled by default, but can be manually enabled by users in their settings)

Zoom Docs (disabled by default, but can be manually enabled by users in their settings)

Zoom Phone (disabled by default, but can be manually enabled by users in their settings)

Mail & Calendar (disabled and locked by default)

Whiteboard (disabled by default, but can be manually enabled by users in their settings)


Need Help? You can submit a ticket from our Jira service desk: WSU Zoom Service Desk