Using Desktop Voice Calling and Personal Video Conferencing Software - Guidelines

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1. Purpose and Objectives

This guideline details the specific actions and process that must be followed to implement the Acceptable Use of UQ ICT Resources Policy in relation to online video or voice conferencing. The guideline outlines the responsibilities of all users of UQ ICT Resources.

2. Definitions, Terms, Acronyms

Account/UQ Sign-In - access provided by UQ to any ICT resource or any non-UQ ICT resource utilised for UQ purposes

ICT - Information Communication Technology. ICT products and services are defined as all types of technology (data, voice, video etc) and associated resources which relate to the capture, storage, retrieval, transfer, communication or dissemination of information through the use of electronic media.

User - all staff, students, contractors, third parties, clinical and adjunct title holders, affiliates, alumni and all other people who legitimately access UQ’s systems and/or network

Other Entities - External organisations which may provide cloud solutions (e.g. Microsoft), host services such as Wimba and Turnitin, and UQ affiliated and wholly owned organisations

3. Guidelines Scope/Coverage

This is a University-wide guideline, which applies to all users of University ICT resources – including (but not limited to) staff, students, contractors, third parties, associates and honoraries, alumni, conjoint appointments and visitors to the University.

The guideline also applies to anyone connecting personally owned equipment (e.g. laptops) to the University network.

4. Guidelines Statement

This guideline provides detail on online video or voice conferencing in respect of definitions, important things to know about ITS’s supported client being Zoom as well as understanding the reduced support able to be provide for other generic applications such as Skype.

5. What is Online Video or Voice Conferencing?

ITS recommends the use of Zoom for Online Video Conferencing, details of this can be found on the ITS website here. There are many freely available software applications that enable “free” voice and multimedia communication across the network e.g. Skype, Vidyo, Google Talk, etc. These applications are generally self-configuring and work effectively on most computers or smart devices with a broadband or better connection.

6. Some Important Things to Know about Online Video and Voice Conferencing

Before you have online video or voice conferencing software installed and start using it on your computer you should be aware of a few things.

  • The popularity of these applications combined with the fact that some use a proprietary code base has led to concerns over possible malicious exploits. As with all software applications, it is critical to patch and update the client regularly.
  • These applications rely on the intervening network to reliably transfer data between the end points of your call. This can sometimes have a significant impact on the quality and usability of the call. There can be no guarantee of service or quality when you use applications of this type.

7. Using Online Video or Voice Conferencing at UQ

If you plan to install and use an Online Conferencing application other than Zoom on a computer connected to the University network please remember and abide by the following guidelines:

  • You should always use the latest version of the client software for the operating system installed on your computer and you should also make sure that it is patched to the most recent revision.
  • You should always have the University approved (and up to date) anti-virus software and system security software running when you are using these applications.
  • Support for these applications is offered on a on a "best efforts" basis only and issues of connectivity or call quality beyond the UQ-border may affect the ability of IT staff to resolve problems, particularly if the issues are related to network bandwidth or latency.
  • Remembering to shut the client down when you are finished your call will help reduce the chance that it could be compromised or exploited to gain unauthorised access to your computer, your data and your UQ credentials.
  • Whilst these applications can be configured to remember credentials and passwords it is very poor security practice to do so and you should avoid making the configuration change.

8. Further Information

Please remember that online video or voice conferencing software is not a replacement for a normal phone, and cannot be relied on for making emergency calls.

For clarification on any matter in relation to this Guideline please contact your local IT Support, email

Chief Information Officer Mr Rob Moffatt
Chief Information Officer Mr Rob Moffatt