Zoom AI Companion

What AI Companion Does in Meetings

At SUNY Oswego, AI Companion can:

• Generate meeting summaries after meetings end

• Answer questions about the meeting (based on transcript, chat, and shared content)

• Create meeting agendas before meetings

• Capture next steps and action items

• Use screen share text (OCR) to better understand slides or shared documents

• Join eligible Google Meet or Microsoft Teams meetings (if you connect your calendar)

SUNY Oswego Default Meeting Settings

• Meeting summaries are enabled

• Summaries may start automatically when meetings begin

• By default, summaries are shared with:

  • Only the meeting host

• Meeting transcripts are retained according to university policy

• AI Companion may be restricted if external participants join a meeting

What Hosts Can Change

Meeting hosts can:

• Turn AI Companion on or off for a specific meeting

• Choose whether summaries are generated

• Select a meeting summary template

• Decide who receives the summary (within allowed options)

• Download or delete their meeting transcript

Meeting hosts cannot:

• Change retention periods

• Override institution-level privacy controls

What Participants Can Do

Meeting participants can:

• Request that the host enable AI Companion

• Ask AI Companion questions during the meeting (if access is allowed)

Participants cannot:

• Change sharing settings

• Access summaries unless the host shares them

For webinars, AI Companion can:

• Answer questions about the webinar content

• Generate post-webinar summaries

• Use screen share OCR to understand the presented material

Webinar hosts control whether AI Companion is enabled and who receives summaries.

Smart Recording

When meetings are recorded to the cloud, AI Companion can automatically generate:

• Recording highlights

• Summaries and smart chapters

• Next steps

• Meeting coach insights

Voice Recorder

Users can use the Voice Recorder feature to:

• Transcribe conversations

• Generate summaries for later reference

Hosts control access to recordings and transcripts.

SUNY Oswego Default

AI Companion is enabled in Team Chat to help faculty and staff:

• Summarize chats, channels, and shared documents

• Draft or rewrite chat messages

• Receive quick reply suggestions

• Use predictive sentence completion

• Detect scheduling intent and suggest meetings

What Users Can Change

Users can:

• Choose whether to use AI suggestions

• Edit or discard AI-generated text before sending

Users cannot:

• Change how long chat-based AI data is retained

• Enable AI features that are restricted at the institutional level

Zoom Docs

AI Companion can:

• Generate new content

• Revise or refine existing content

• Suggest sentence completions

• Use meeting summaries as source material

Tasks

AI Companion helps users:

• Create tasks from meetings or conversations

• Manage and complete tasks

• Receive intelligent recommendations

Hub

Users can create files in Hub using AI Companion.

AI Companion can:

• Generate whiteboard content

• Expand or refine ideas

• Help with brainstorming and workshops

AI Companion supports Clips by:

• Generating titles, descriptions, tags, and chapters

• Allowing avatar-based clips

• Supporting custom avatar creation

Users control clip content, scripts, and sharing.

Within Zoom Mail, AI Companion can:

• Help draft emails

• Rewrite messages for clarity or tone

AI Companion can also reference connected calendars to support scheduling and meeting preparation.

AI Companion can recommend:

• Desks

• Rooms

• Optimal days to work on site

Users may accept or ignore recommendations.

SUNY Oswego Data Use Principles

Zoom AI Companion follows Zoom’s Responsible AI framework and SUNY Oswego’s data governance expectations:

• AI Companion only accesses content you already have permission to view

• AI Companion does not use your content to train public AI models

• AI output is generated in response to your direct actions

Optional Connected Services (User-Controlled)

Faculty and staff may optionally connect:

• Microsoft 365 (Outlook calendar, email, documents)

• Google (Calendar, Gmail, Drive)

These connections are off by default and must be enabled by the user from their Zoom profile.

Other Allowed Data Sources

• Public web content

• Files you upload manually

Retention (Institution-Controlled)

• AI Companion conversations: 30-day retention

• Meeting transcripts and summaries: retained per SUNY Oswego policy

Retention settings cannot be modified by individual users.