Zoom Licensing at Bowdoin

Questions

  • What Zoom license do I have at Bowdoin?
  • Why does my Zoom meeting end after 40 minutes?
  • How do I request a Zoom license that lets me host longer meetings?
  • As a student, can I get a Zoom license to host a meeting over 40 minutes?
  • As a staff member, how do I get a full Zoom Pro account?
  • How many people can join a Zoom meeting at Bowdoin?
  • Can I host a Zoom webinar or a large meeting? How do I request that license?
  • Where are my Zoom cloud recordings stored?
  • Can students record Zoom meetings?
  • Should I use Zoom or Microsoft Teams for my meeting?
  • Will my department be charged if someone uses Zoom dial-in audio?

Environment

This article applies to all Bowdoin faculty, staff, and students who sign in to Zoom with their Bowdoin account at bowdoin.zoom.us. Zoom is one of two web-conferencing platforms Bowdoin supports; Microsoft Teams is the other and is often the better choice (see below).

Resolution

Zoom License Types at Bowdoin

Bowdoin provides different Zoom access depending on your role:

  • Faculty are licensed automatically with a full Zoom Pro account — no request needed.
  • Staff receive a Basic account, which limits meetings you host to 40 minutes. Staff who need to host longer meetings can request a Pro license (see below). We encourage staff to use Microsoft Teams where possible.
  • Students receive a Basic account limited to 40-minute hosted meetings, and cannot record to the cloud — students may record locally instead. Students can request a temporary Pro license for a specific need (see below).
Note: The 40-minute limit only applies to meetings you host. You can join a meeting hosted by a licensed user for any length of time, and there is no limit on one-to-one meetings.

What a Zoom Pro License Includes

  • Hosting meetings of unlimited length
  • Meetings with up to 300 participants
  • Cloud recording (processed and stored in Panopto — see below)
  • Screen sharing, breakout rooms, polling, and live captions

Requesting a Zoom License

To host meetings longer than 40 minutes, host larger interactive meetings, or run a webinar, submit a request through the Service Catalog. The right request depends on what you need:

  • A Pro license — to host meetings longer than 40 minutes (up to 300 participants). Staff requests are granted automatically if a license is available. Student requests are reviewed and, if approved, granted for a limited time.
  • A Large Meeting license — to host an interactive meeting of up to 500 participants, where everyone can speak, share video, and use meeting tools.
  • A Webinar license — to host a large, presentation-style event with a view-only audience. Bowdoin has a limited pool of these.

See the Request a Zoom Pro license, Request a Zoom Large Meeting license, and Request a Zoom Webinar license options in the Related Services section.

Students: If a Pro or Large Meeting license is approved, access is normally granted for two weeks and then removed automatically. Longer access can be arranged when the request is tied to research or coursework with a faculty member — note this in your request and include an end date.

Should You Use Zoom or Microsoft Teams?

Microsoft Teams is available to everyone at Bowdoin with no meeting-length limit, and it is often the simpler choice — especially for staff and students who would otherwise hit the 40-minute Zoom cap. Teams can record audio and/or video, store recordings in your OneDrive, include both internal and external attendees, and let people join without a Teams license or the desktop app. For a full comparison, see Choosing Between Zoom and Microsoft Teams at Bowdoin in the Related Articles section.

Webinar Licenses

Zoom webinar licenses are not included in Bowdoin's standard licensing. A limited number are available to borrow for short periods, and events under 100 or under 500 attendees are typically covered at no cost from a shared pool. To request one, use Request a Zoom Webinar license in the Related Services section. Because the pool is limited, request as far ahead of your event as possible.

Cloud Recordings and Panopto

When a licensed host records a Zoom meeting to the cloud, the recording is processed by Zoom and then automatically transferred to Panopto, Bowdoin's video storage platform. Zoom does not store cloud recordings long-term. After a meeting ends, wait for processing to complete and then retrieve your recording from Panopto.

Students: Cloud recording is not available on a Basic account. You can record a meeting locally to your own device instead. See Record Locally in Zoom in the Related Articles section.

Dial-In Audio

Important — Do Not Use Dial-In Audio: Bowdoin has not subscribed to a Zoom dial-in phone plan. If you or any meeting participant chooses the dial-in audio option, the call costs will be charged directly to your department. Always select Computer Audio (or Join with Computer Audio) when starting or joining a Zoom meeting.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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Related Articles (11)

About Zoom at Bowdoin
An overview of Zoom at Bowdoin — what it is, who can use it, how licensing works for faculty, staff, and students, when to consider Microsoft Teams instead, and what IT support is available.
Choosing Zoom vs. Microsoft Teams
Helps faculty, staff, and students decide whether to use Microsoft Teams or Zoom for a meeting or event at Bowdoin. Covers meeting length limits, recording and storage, internal vs. external attendees, large events and webinars, and a side-by-side comparison.
Delete Zoom Cloud Recordings
How to delete one or more Zoom cloud recordings from the Bowdoin Zoom web portal, including details on the 30-day trash period and the 180-day automatic deletion policy.
Download Zoom Recordings
How to download a Zoom cloud recording to your computer from the Bowdoin Zoom web portal — for recordings that have not yet been transferred to Panopto.
Host a Zoom Webinar
How to request a Zoom webinar license at Bowdoin and use it to schedule, set up roles, run, and end a webinar — including managing panelists, Q&A, and the practice session.
Log In to Zoom with Your Bowdoin Account
Step-by-step instructions for signing in to Zoom using Bowdoin Single Sign-On (SSO) credentials — on the Zoom website, the desktop app on Windows or Mac, and the mobile app on iPhone or iPad.
Recommended Zoom Meeting Settings
Recommended Zoom meeting settings for faculty and staff hosting synchronous meetings or classes, covering meeting ID, security, audio, video, and participant options.
Record a Zoom meeting locally
Explains how to record a Zoom meeting locally to your own device when cloud recording is not available (for example, on a student Basic account). Covers starting a local recording, where the file is saved, and what to do with it afterward.
Record a Zoom Meeting to Cloud Storage
How to record a Zoom meeting to the cloud at Bowdoin, where cloud recordings are stored (Panopto), and how to record from the desktop app, a mobile device, or the web app. Notes that cloud recording requires a Pro license; students on a Basic account should record locally or use Microsoft Teams.
Tour the Zoom Desktop App
A guided tour of the Zoom desktop app for Windows and macOS, covering how to sign in, navigate the Home tab, and use in-meeting controls. Includes a short overview video.
Use AI Companion Features in Zoom
Overview of Zoom's AI Companion features available at Bowdoin — Meeting Summary and Smart Recording — including how to enable them, what they produce, and how they handle data and retention.

Related Services / Offerings (5)

Report a Zoom problem
Report a problem with Zoom — audio, video, screen sharing, recording, sign-in, or unexpected meeting behavior — that you can't resolve with the troubleshooting articles.
Request a Zoom Large Meeting license
Request a Zoom Large Meeting license to host an interactive meeting of up to 500 participants, where everyone can speak, share video, and use meeting tools. Drawn from a limited shared pool — request early.
Request a Zoom Pro license
Request a Zoom Pro license to host meetings longer than 40 minutes, with up to 300 participants and cloud recording. Staff are granted automatically when a license is available; students receive temporary access after review.
Request a Zoom Webinar license
Request a Zoom Webinar license for a large, presentation-style event with a view-only audience. Bowdoin has a limited shared pool; events under 500 attendees are typically covered at no cost. Request well ahead of your event.
Zoom
Zoom is one of Bowdoin's supported web-conferencing platforms. Faculty are licensed automatically; staff and students have a 40-minute account and can request a Pro, Large Meeting, or Webinar license here. Also report Zoom problems or get help using Zoom in a classroom.