Cheney School District

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ZOOM

  • Learn how to use ZOOM video conferencing for your meetings.
  • Click on ZOOM Help Center for all your training needs.
  • Download your ZOOM client HERE
 
Important Tips For Maintaining a Safe ZOOM Experience.

Settings for Securing Zoom

 

Keep Zoom Up-to-Date

Zoom is continuously releasing new and improved features for their application. Therefore it is important that you have the latest version installed.

To update through the desktop-client:

  • Open the Zoom application on your system and select “Check for Updates...” from the zoom.us drop-down menu

To download and install new versions through the Zoom site:

 
Prevent Zoom-bombing

Zoom-bombing is the term for when individuals "gate-crash" Zoom meetings. These uninvited guests share their screens to bombard real attendees with disturbing pornographic and/or violent imagery.

 

Avoid Hosting Public Meetings

If you share your meeting link on social media or another public locations anyone with the link can join your meeting. Here are some tips you can use to help when needing a public meeting space:

  • Do not use your Personal Meeting ID(link is external) (PMI) to host public events. Your PMI is essentially one continuous meeting and people can pop in and out all the time. Learn about meeting IDs(link is external) and how to generate a random meeting ID (at the 0:27 mark(link is external)) in this video tutorial(link is external).
  • Familiarize yourself with Zoom’s settings and features. Understand how to protect your virtual space. e.g., use a Waiting Room(link is external) (additional details on that below). The waiting room is a helpful feature for controlling attendees.
  • Password Protect your Zoom Meetings. You can require not just the Meeting ID but also a password to join your Zoom Meeting. You can require a password(link is external) for new meetings, instant meetings, PMI meetings or even phone participants. You can also choose not to include the password in the meeting link.
  • Avoid ‘Join Before Host.’ The Join Before Host(link is external) option allows meeting participants to join your meeting before you, as host, start the meeting. It is best that you join first so that you can see who is attending. If you must use the ‘Join Before Host’ option, you should assign a password to protect the meeting.

 Manage Security Settings 

Security icon(link is external)Zoom’s security features, which had previously been accessed throughout the meeting menus, are now grouped together and found by clicking the Security icon in the meeting menu bar on the host's interface.

Zoom security button

You can also lock the Screen Share by default for all your meetings in your web settings.

Screen Sharing

Manage your participants

Allow only signed-in users to join

If someone tries to join your event and isn’t logged into Zoom with the email they were invited through, they will receive this message:

Denied Screen

Cheney School District Zoom instance has been configured to allow *.cheneysd.org users who are authenticated in when this setting is selected. 

Lock the meeting: 

When you lock a Zoom Meeting after it has started, no new participants can join, even if they have the meeting ID and password (if you have required one). This setting can be found via the security icon in the settings bar.

Set a password: 

Meetings and webinars can require passwords for an added layer of security. Passwords can be set(link is external) at the individual meeting level or enabled at the user, group, or account level for all meetings and webinars. Instructions on setting passwords 

Remove unwanted or disruptive participants:

From the Participants menu, hover over a participant’s name, and several options will appear, including Remove. 

  • When you do remove someone, they can’t rejoin the meeting. But you can toggle your settings to allow removed participants to rejoin, in case you remove the wrong person.
  • Alternatively, you can put each participant on a temporary hold, including the attendees’ video and audio connections. Click on someone’s video thumbnail and select Start Attendee On Hold to activate this feature. Click Take Off Hold in the Participants list if/when you’re ready to have them back.
  • Hosts can turn participant's video off. This will allow hosts to block unwanted, distracting, or inappropriate gestures on video.
  • Hosts can mute/unmute individual participants or all of them at once. Hosts can block unwanted, distracting, or inappropriate noise from other participants. You can also enable Mute Upon Entry in your settings to keep the noise down in large meetings.

Turn off file transfer: 

In-meeting file transfer allows people to share files through the in-meeting chat. Turn this off(link is external) to keep the chat from getting unwanted content.

Turn off annotation: 

You and your attendees can doodle and mark up content together using annotations during screen share. You can disable the annotation feature(link is external) in your Zoom settings to prevent people from using it.

Disable private chat: 

Zoom has in-meeting chat for everyone or participants can message each other privately. Restrict participants’ ability(link is external) to chat with each another during your meeting. This prevents anyone from getting messages during the meeting.

Use a Waiting Room:

When attendees join a meeting, place them in a waiting room and require the host to admit them individually. Enabling the waiting room automatically disables the setting for allowing attendees to join before host

Meeting hosts can customize Waiting Room settings for additional control, and you can even personalize the message(link is external) people see when they hit the Waiting Room so they know they’re in the right spot.