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McMaster currently has an institutional license for Webex. Licenses are available to all faculty, staff and students. Licenses must be requested from the MacPherson Institute.

Key Functionality

As with many collaboration platforms, Webex offers HD Video and Audio, easy sharing of content, accessibility functions and the ability to record meetings. Meetings can include up to 200 participants, and can last up to 8 hours.

Key advantages of using the Webex platform are the comprehensive use of encryption for data both in transit and at rest, and the ability for people external to McMaster to join meetings easily.

Key Concerns

It is not possible to join a McMaster Webex meeting by telephone at the time of writing.

Recordings of meetings are automatically stored to the Cisco cloud.

Configuring a Webex meeting

Meetings should be set to require a meeting password when scheduled. The McMaster license for Webex does not allow meetings to be joined by telephone.

Publicizing a Webex meeting

When publicizing a Webex meeting, to prevent unwanted guests, meeting hosts should not publicize meeting details more broadly than is necessary. Where it is possible to simply email meeting details to participants, this is the recommended method.

Recording a Webex meeting

Meeting hosts should be aware that with enough technical awareness, any participant in a video conferencing meeting (using any platform) has the ability to record the meeting without the hosts knowledge. Consenting processes should make this clear to all participants.

Webex meeting recordings are all stored on the Cisco Cloud and must be manually downloaded and deleted from the cloud.  All participants should be aware that they are being recorded, and should have given their consent for this.