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Video Conferencing Tools

Important

  • Always speak to your local IT support team before deciding which tool to use.
  • The services mentioned are regularly updated by the vendors and this information is subject to change at any point. For the most recent updates see the Latest Updates &Release Notes pages linked on the right-hand sidebar.

Penn provides a variety of video conferencing tools that are available to various audiences at Penn. On this page, ISC has compiled a list of common use-case scenarios, along with recommendations for which tools are best able to facilitate the tasks referenced in each scenario. Additionally, you will find specifications for each tool referenced on this page.

The information found below is meant to act as a basic outline to assist in informing your decision when deciding which video conferencing tool(s) you may want to use. It is important to note that you should consult with your local IT support team (LSP) for guidance as well as to inquire about gaining access to these tools. Not all tools are supported by every school or center's IT staff.

The services mentioned on this page are being updated regularly and that this information is subject to change at any point. While our team will do its best to keep this page updated, it's possible that changes and new features will become available before we are able to update this page. For the most up-to-date information, you should look to the services' release notes, linked on the righthand side of this page.

Zoom information is based on the University's central enterprise agreement. Speak to your local IT support team to learn more about your School or Center's participation.

What Tool Should I Use?
Scenario Recommended Tools
I want to host a spontaneous one-on-one video conference.

Microsoft Teams

Zoom

I want to host a scheduled one-on-one video conference.

BlueJeans

Microsoft Teams

Zoom

I want to host a spontaneous video conference with multiple people.

Microsoft Teams

Zoom

I want to host a scheduled video conference with multiple people.

BlueJeans

Microsoft Teams

Zoom

I want to host a spontaneous audio-only call.

Microsoft Teams

Zoom

I want to host a scheduled webinar.

BlueJeans

Microsoft Teams

Zoom

I want to host a meeting with colleagues at Penn who do not have access to the service I am using.

BlueJeans

Microsoft Teams

Zoom

I want to host a meeting with guests outside of Penn.

BlueJeans

Microsoft Teams

Zoom

I want to share sensitive data such as FERPA, HIPAA, Social Security Numbers, or other High or Medium Risk data. See the Sharing Sensitive Data tab on this page.
I want to run a meeting via my web browser, without a native application.

BlueJeans

Microsoft Teams

I want to host a meeting with text chat capabilities.

BlueJeans

Microsoft Teams

Zoom

I want to create formal group chats for continued discussion (channels).

BlueJeans

Microsoft Teams

Zoom

I want to use whiteboard features during my meeting.

BlueJeans

Microsoft Teams

Zoom

I want multiple people in my meeting to edit a document in real-time. Microsoft Teams
I want to host a large event or webinar with a singular host.

BlueJeans

Microsoft Teams

Zoom

I want to host a very large event without a host.

BlueJeans

Microsoft Teams

  • Note regarding Zoom: The details below are based on the University's main Zoom account. Some schools and organizations operate under their own, separate agreements, and may not provide the same features, integrations, or means of access. Speak to your local IT support team if you are unsure whether or not this is applicable to you.

 

  BlueJeans Microsoft Teams Zoom

Access

*Speak to your local IT support for more information.

PennKey Login PennO365 Login PennKey Login or Local Zoom Login
Eligibility

Licensing is available for users whose organization has opted in. Speak to your local IT support to find out if BlueJeans is available to you.

 

Users with a PennO365 account automatically have a Teams license as part of this service.

 

Eligible faculty, staff, and students affiliated with Schools or Centers who have consolidated into the main University account.

Some Schools and Centers manage Zoom accounts independently. Please speak to your local IT support for more information on your eligibility.

Meeting Capacity

200

300

300

Large Event Capacity BlueJeans Events: 1,500 (more at additional cost, up to 50,000) Live Events: 20,000 Zoom Webinar: 3,000 
Share Screen Yes, controlled by host Yes (not available on Linux) Yes, one or multiple users simultaneously
Dial-in/Audio Conference Yes Yes Yes
Time Limit

Meetings: No Limit

BlueJeans Events: 2 hours

Meetings: No Limit

Live Events: 4 hours

Meetings: 24 hours

Zoom Webinars: 24 hours

Canvas Integration Yes Yes Yes
Meeting Transcription Yes Yes, via Sonix post-recording Yes
Live Captioning Yes, enabled by individual, does not affect others Yes (only English) Yes, enabled by host
Recording Yes Yes Yes
Waiting Room No Yes Yes
Breakout Rooms Yes No (coming soon) Yes
Raise Hand Yes Yes Yes, in webinar
Grid View Yes Yes Yes
Built-in Polling Yes, in BlueJeans Events Yes Yes
Background Hiding No Yes Yes, via virtual background (no blurring option)
Additional Accessibility Features Annotation during Screen Share Immersive Reader  
Additional Features Upload & Share Video Over 250 integrated apps and services Dual-screen mode
  • If you intend to share any form of sensitive information or are uncertain if the information you will be sharing is considered sensitive, you should speak to your local IT support team before making any decisions.
  • Video or audio recording (including taping, recording, photographing, screen capture, and other methods of capture) for purposes other than instruction is prohibited without a strong rationale, and only if the host provides advance notice and opportunity to opt-out of video/audio participation. Students in a class and/or meeting participants are prohibited from recording, of any kind, without written permission from Penn and the instructor. See Privacy Using Zoom for full recording requirements.
  • For official direction on what constitutes different degrees of data sensitivity, please see the Data Risk Classification page.

High Risk Data (except HIPAA/PHI, Credit Card, or SSN data)

  • I would like to share data that is regulated by law or could potentially have a significant adverse impact to Penn or an individual. This includes things such as personal financial information, HR records, information from personal IDs, donor information and non-public gifts, etc.
  • Please note:  If you are looking to share HIPAA/ PHI, Credit Card or Social Security Numbers do not use this table, see their individual tables for those data types below.
  BlueJeans Microsoft Teams Zoom
During a call or video conference Yes Yes Yes
During a recorded video conference Yes Yes Yes
Via files shared and/or stored within the tool Yes Yes Yes

Moderate to Low Risk Data

  • I would like to share data that may not generally be available to the public. This includes things such as student education records that are not High Risk, University directory information, non-public internal policies and memos, etc.
  BlueJeans Microsoft Teams Zoom
During a call or video conference Yes Yes Yes
During a recorded video conference Yes Yes Yes
Via files shared and/or stored within the tool Yes Yes Yes

HIPAA/PHI

  • I would like to share HIPAA protected data or other Protected Health Information (PHI).
  • Zoom accounts sharing HIPAA data must be licensed under the University's Enterprise Agreement, and not to an agreement specific to a school or center.
  • Where HIPAA data or PII will be part of video conferences it is important to consider whether the other locations where this data will be stored, including storage of meeting recordings, are sufficiently secure and meet regulatory requirements. Consult your local IT support to ensure appropriate controls and security measures are in place.
  BlueJeans Microsoft Teams

Zoom

During a call or video conference Yes No

Conditional, must consult with local IT support

During a recorded video conference Conditional, must consult with local IT support No Conditional, must consult with local IT support
Via files shared and/or stored within the tool No No No

FERPA

  • I would like to share student education records.
  BlueJeans Microsoft Teams Zoom
During a call or video conference Yes Yes Yes
During a recorded video conference Yes Yes Yes
Via files shared and/or stored within the tool Yes Yes Yes

SSN

  • SSNs generally should not be shared unless communication of the SSN is necessary to comply with legal requirements or other business or IT processes.
  • Note: Any use of these tools to share SSNs must comply with the Penn Social Security Number Policy.
  BlueJeans Microsoft Teams Zoom
During a call or video conference Yes Yes Yes
During a recorded video conference No No No
Via files shared and/or stored within the tool No No No

Credit Cards

  • You may not share credit card data using any of these tools.
  • The Treasurer’s office is responsible for issuing credit card merchant accounts and for overseeing policies and procedures regarding payment processing. All credit card processing arrangements require the approval of the Treasurer's Office.
  BlueJeans Microsoft Teams Zoom
During a call or video conference No No No
During a recorded video conference No No No
Via files shared and/or stored within the tool No No No