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Zoom Security Features: Reduce the Odds of Zoombombing | [email protected]

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You can mute all participants that are already in the meeting as well as new participants joining the meeting, and restrict them from unmuting their audio.

By default, participants can send Chat messages privately with anyone and with everyone in the meeting. There are two ways to prevent participants from using the Chat feature in the meeting. You can remove unwanted participants from your Zoom meeting. Note: it is possible for unwanted people to return unless you lock the meeting. These names are displayed in the participant panel and on the video thumbnails. A Zoom host can block unwanted, distracting, or inappropriate noise from other participants using the “Manage Participant” controls.

Hosts can also choose to enable “Mute Participants on Entry” in the settings. You can disable the annotation feature in your Zoom settings to prevent participants from writing on the screen. Note: During a Zoom meeting, you will only see the “More” options on your screenshare control bar while you are sharing your screen or a whiteboard. These are a few of the safeguards you can take to help better secure your virtual space.

For more information, please refer to Zoom. Course options with flexible start dates, available year round. A full-time public school following the traditional school year.

Enrollment is open for the school year. FLVS courses available through your school district. The Join Before Host option can be convenient for allowing others to continue with a meeting if you are not available to start it, but with this option enabled, the first person who joins the meeting will automatically be made the host and will have full control over the meeting.

Another option is to assign an Alternative Host. It’s still possible for a meeting to start without you the host even if Join Before Host is disabled. If you have given someone Scheduling Privilege , which allows them to schedule meetings on your behalf, then when that person joins a meeting before you, the meeting will begin and they will be made the host. After you join, the role of Host can be reassigned to you.

Meeting passcodes previously called passwords are now required. Passcodes are encrypted within the join meeting link and participants can join without entering it.

Attendees who only have the meeting number and not the full link that includes the passcode will need to enter this passcode to enter the meeting. You’ll need to communicate your passcode to those attendees or use a passcode known by them already. By default, screen sharing in Zoom meetings is limited to the host. You can change this if necessary to allow other attendees to share their screens.

If you do make this change and decide to return to having screen sharing be limited to the host, while in your meeting:. This won’t be appropriate when multiple participants will need to share and collaborate, but this restriction prevents unwanted attendees from interrupting the meeting with intrusive sharing.

If you add a Zoom meeting to your calendar using the Outlook Zoom add-in, the appointment text may include the full Zoom link including the encrypted Zoom meeting passcode.

If you have set up your calendar so that it is open for all colleagues to view the details of your meetings , this can expose the ability to enter the meeting to anyone who views your calendar. You can protect the passcode by making the calendar entry private.

When this option has been used to stop all video, audio, chat, screen sharing, annotation, and recording in a session, Zoom will prompt the host or co-host whether they would like to report a specific individual from the participant list, share details about the disruption, or include a screen capture of the disruption or abuse.

Please report abuse during Cornell Zoom meetings to zoomsecurity cornell. The host or co-cost can resume the meeting by going to the host menu Security icon and re-activating features listed in the Allow Participants to: section—for example, allow video, audio, chat, and sharing from participants once again.

The Security icon menu lets hosts quickly and easily lock a meeting by clicking Lock Meeting. Be aware that when a meeting is locked, no one else can join and you the host or co-host will NOT be alerted if anyone tries to join—so don’t lock the meeting until everyone has joined. Be aware of the emotional impact that online abuse can have. Imagery that shows the violation of basic human rights of adults or children or targets a community is deeply troubling and can be traumatizing.

Retraumatization of victims of sexual violence, assault, or discrimination is also possible. There is also a risk of inappropriate exposure to children who are in the home environment of the remote worker.

If an event is intended for a child audience, consider recording the program instead of having it live. If online abuse does occur regardless of the audience , do not pretend that it did not happen and power through the meeting—and never just advise participants to simply look away. Rather, end the meeting swiftly and report the incident as soon as possible to Cornell Zoom Security at zoomsecurity cornell. Alternatively, hosts can report abuse by clicking the Meeting Information icon green shield at the upper left corner of the meeting window, then Report red link with a flag icon.

Please report any incidents of abuse occurring in Cornell Zoom meetings to zoomsecurity cornell. How can we help? Search IT Cornell Go. Update to the Latest Version Always keep your Zoom client application updated to the latest version. For users with Cornell-managed devices , the latest version is available through Self Service for Macs and Software Center for Windows devices.

Completing installation may require restarting your computer. Users with personally owned or non-managed computers should update Zoom by opening their profile settings click your profile picture in the top-right corner , then clicking Check for Updates.

If you activate both, only the Waiting Room will be activated. Be aware that anyone who has the full link that contains the encrypted passcode can join your meeting—so do not share a meeting link publicly, particularly on social media. See also Hide Profile Picture : Enable or disable participants profile picture.

Share Screen : Allows participants to start Screen Shares. Chat : Allows participants to use the chat function. Sharing Zoom recordings through Echo This guide details 2 options for making Zoom recordings available to your students via Echo Note that only you can see your Zoom recordings in the Echo Library until you choose to share them by completing the following steps. Click the Echo block link. From the Echo recording list page click the small Echo logo at the top left of the page.

This is your Echo Library. Click My Content. The Zoom recording will appear on this list. Note that the video must be processed fully before carrying out step 6.

Select a Course , Term and Section. Choose New Class. Enter a Class Name. Optionally choose a start date and time. Optionally set availability dates to control when students can access the recording.

Click Share. For co-taught units, carry out step 6 and 7 again to add the same recording to additional units. The recording will appear on the list with the class name entered in step 7. Click New Class. Enter a Name for the recording. Optionally assign a date and time this does not control the recording availability to students. Click OK. The newly created class will now appear on the list.

We will upload the Zoom video file to this class. Choose Upload a file. Allow time for the video file to upload. Once complete the video will begin to process and a grey progress icon is shown until processing is complete. Automatically sharing Zoom meeting recordings into your Echo unit page Echo allows you to map your existing scheduled Zoom meetings into existing Echo courses.

To map your Zoom meetings open the Echo block link in any of your iLearn units. Use the drop down menu to map any number of Zoom meetings to an Echo course. Click Save All Changes at the bottom of the page.

Even when mapped, scheduled Zoom meetings are not displayed on the Echo course page until AFTER each Zoom meeting has concluded and the Zoom cloud recording has been automatically transferred across to Echo Zoom tips Zoom is our preferred web conferencing platform for online video communication and collaboration.

Invite guest lecturers to your tutorials for interviews, presentations and conversations. Record these sessions for further use as instructional content.

Provide visual meeting space for students outside of regular class time and for online courses. Provide virtual consultation hours. Tips for Tutorials Setting recommendations: Require Class Registration – When setting up your meeting not available in the app – This option will save the list of participants who attended your session, similar to a roll call. In-session recommendations: Require Self-Identification – It is not always possible for the instructor or the students to see who is talking.

Set a Standard of Etiquette Some items to consider are: Students mute their mic if they are not speaking note: you can mute participants if you are the host. Explain to students how to ask questions or interrupt i. Avoid side conversations, shuffling paper, tapping pens, non-essential noise of any kind.

This can be picked up very easily on microphones and make it hard for the remote locations to hear the main conversation. Refrain from chewing gum, eating and drinking. Show that you are listening to others at the remote site by nodding your head. Direct questions or comments to a particular person at the remote site, by stating their name to gain their attention.

Pilot using the tools Before using the functions with students, practice using them with a colleague. Practice being both the student and the host as there are minor variations in the role functions.

Ensure students know how to use required functions before commencing your main activities. This can be purposeful, For example: To practice using breakout rooms: Assign students to break-out rooms with the task of introducing themselves to their peers in their breakout room. To practice using chat: Ask students to instant message their expectations for the session.

Teaching on Camera Arrive in the virtual space and local room if that pertains a few minutes early to test all video and audio connections. If you have a teaching assistant ensure they have been granted co-host permissions by clicking on their name in the “Manage Participants” tab, ensure that they know the plan for your session and the level of assistance that will be needed.

Mute your microphone when you are not speaking for longer durations of time. Speak as you would in a traditional face-to-face class. When delivering a presentation, sharing images, files or video, remember to allow for a potential second transmission delay.

Pause after the end of your comments and allow time for students to respond before continuing to the next discussion or visual. Pedagogy and Collaboration Ideas Consider the following ideas when preparing to teach via video conferencing. Always have and share a concise plan. Consider providing an agenda for tutorials so that students can clearly see how the class is going to progress.

Teach to your lesson plan or agenda and be mindful of allotted time in order to keep students engaged and on task. Questioning and Inquiry – When presenting information take moments to provide time for questioning and inquiry to engage learners. Reassemble back to the tutorial group, having one person from each small group serve as a speaker representing their group in the larger group discussion.

Ideas for Using Zoom as a Screen casting Tool Create and narrate lecture slides while using Zoom’s “Annotate” feature which allows you to use a virtual pointer and add annotations on the fly. Share videos relevant to your unit, ensure you enable “Optimize Screen Share for Video Clip” and “Share computer sound” so students can view the video smoothly.

Display documents and articles Use the “Whiteboard” to share a virtual whiteboard where you can draw using your computer mouse. It is possible to make multiple pages and save all of these to your computer. Organising Sessions There are two main ways of starting a meeting in Zoom.

Functions Screen sharing It is possible for the host to share a screen from their computer. Whiteboard Another screen that can be shared by the host is a whiteboard. Polling The host can create a poll to ask participants, which can then be displayed to all viewers. Breakout rooms Breakout rooms allow for smaller groups within the participants to gather in their own web conference space. Saving videos Sessions on Zoom can be saved to the local machine your computer or to the cloud.

Zoom desktop client While meeting can be started and scheduled from the Zoom web portal Macquarie. Right-click on the icon, then click New Finder Window. In the new window, click Applications. Find zoom. Hover your mouse over Options , then click Keep in Dock. Opening Zoom on Windows Click the Windows icon in the taskbar. In your apps list, scroll until you get to the Zoom folder. Click on the Zoom folder.

Double click on Start Zoom , to launch the application. From the Desktop Client you can: Start a new meeting and invite people to the meeting. Join a meeting by entering the meeting id. Schedule a meeting. Share your screen by entering the meeting id. How to schedule a Zoom meeting for your iLearn unit When thinking about scheduling a Zoom meeting with your students, there are two ways to share these links with them.

Click Schedule a New Meeting. Enter a Topic for the meeting, this should be something that makes it easy for your students to identify eg. Tutorial Monday 2pm. Optionally enter a Description for the meeting. Enter the date and time and duration for the first meeting.

 
 

 

Zoom whiteboard settings – none: –

 

To add a link to a Zoom meeting in your course, follow the steps outlined below. Enter a start date and time for the meeting, the duration, and whether or not it will be recurring. Zoom offers two recording options, either saving the recordings locally or within the Zoom cloud. Local recording allows you to record meeting video and audio locally on your computer.

The recorded file can then be uploaded to UR Courses using the Kaltura streaming server, or posted to other services such as Youtube, Vimeo, etc. In this case, the video is hosted with Zoom and you can place a link to the recording within your course. The link to this video could be shared to members outside of the course, so it is not as secure as using the Kaltura streaming server.

To upload a local recording within UR Courses, follow the steps outlined for uploading media and adding a Kaltura Video Resource to your course. To add a link to a recording on the Zoom cloud, simply create a link in the course with the URL to the Zoom recording. To record your screen, simply start a meeting without any other participants, start your video or share your screen, and start recording. Follow the steps below for a more detailed explanation.

If you are looking for more features when creating video presentations, please refer to our video recording software recommendations page. If the video was recorded locally on your computer, you will see a progress indicator as the recording is being converted and saved.

Your video will appear in the corner of the screen. To share Zoom recordings with colleagues consider using the University of Regina’s MediaSpace, mediaspace. Information Services has published additional information regarding this hosting and streaming media service. To share or use Zoom recordings within UR Courses, it is recommened to upload your media to My Media and either share with the Course Media Gallery , or embed elsewhere within the course.

Further information about uploading media within UR Courses can be found on the Kaltura page of these guides. You can upload video to online services such as Youtube or Vimeo. You can also link to videos directly from outside UR Courses. Do note that there are extra privacy concerns when using a service such as Youtube or Vimeo. A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. If you restart the same meeting ID within those 30 days, it will remain valid for another 30 days.

This is because when you add the URL into your iLearn unit you can restrict access to a specific group. If you are not using groups in your iLearn unit, we recommend scheduling your meetings via the Zoom iLearn activity. By scheduling via the Zoom activity, your students will click on the one link and it will list all the scheduled meetings in the one place.

In both methods of creating meetings, you can schedule a meeting with multiple occurrences, so that each occurrence uses the same meeting ID and settings. You can schedule these meetings in daily, weekly, and monthly increments. We recommend creating a specific Topic in your iLearn unit where you place all your Zoom links. This way your students will know where to find all the links.

The person who creates the Zoom meeting has the host privileges for the meeting. If your Tutors will be running the meetings for their tutorials, you can ask them to create the meeting links and email it to the conveor who can upload it into iLearn unit as a URL link. Go to the Using Groups with Zoom Meetings accordion to view step by step instructions. Not required. Echo is integrated into the venue and will live stream the venue microphones, display sources and if requested camera image.

Live Transcription provides robot transcription services, which enables speech to text transcription in Zoom Meetings and Zoom Webinars. This feature is enabled by the host of the meeting or webinar once it begins. Participants will not see the Live Transcript option unless the host enables it. This feature is not available in Breakout Rooms. Once Live Transcription has been enabled by the host, participants have the option to choose how they want to view the robot transcription feature.

There are many options available to help you make your Zoom sessions more interactive by taking advantage of Zoom polls, chat, annotations, and breakout rooms. We recommend, before using these functions with students, that you practice using them with a colleague, as both a participant and a host, as there are minor variations in the role functions.

Download this step-by-step guide of different Zoom functions that you can use for teaching. Contact the Learning Technology Services team via ilearn. Skip to content Skip to navigation. Search this site. To check that the change has been made to your account, or if you require a meeting with a non-MQ participant, please see the section below on Allowing Non-Macquarie participants. How do I schedule a meeting? How do I invite others to join?

Check and update Zoom Where do I download the latest version? How do I join or test my computer audio? How do I test my video? Watch this video on getting started with Zoom meetings Zoom is a tool available in iLearn for web conferencing and real-time online communication. You can use Zoom to: provide video and voice communication text chat screen sharing and annotation interactive whiteboard poll breakout rooms record your meeting Watch this video which is led by Zoom on Getting started with Zoom Meetings to learn everything you need to know about starting a meeting or recording.

This video is 30 minutes long and you can watch it at a time that is convenient to you. Profile Your Zoom profile allows you to update your user information, including your name, personal meeting ID, email address, and more. To add or change your profile picture, click Change , then adjust the crop area on your current picture or upload a new one. You can also delete your profile picture by clicking Delete. To change your name, click Edit on the right side.

Check that your Time Zone is correct. To change it click Edit to change your time zone, date format, and time format. Settings Meeting Settings allows you to change default settings and enable, or disable, features for your meetings.

Click Settings on the left menu. Click the Meeting tab and look at the Schedule Meeting section. The host and participants can use the in-meeting controls to enable or disable their video.

Toggle ON the Join before host option to allow participants to join the meeting before the host arrives. By default, Only authenticated users can join meetings is enabled. This is a security measure to restrict access to only authenticated Zoom logins and Macquarie OneId users. Toggle ON the Mute participants upon entry to automatically mute all participants when they join the meeting. Scroll down to the In Meeting Basic section. Decide if you want to allow participants by default to use Chat and Private Chat.

Decide if you want to allow File Transfer during meetings through the in-meeting chat. Toggle ON the Screen Sharing to allow the host and participants to share their screen or content during meetings. Select All Participants for Who can share? Select Host only for Who can start sharing when someone else is sharing? Toggle ON the Annotation to allow participants to use annotation tools to add information to shared screens. Toggle ON the Whiteboard to allow participants to share whiteboard during a meeting.

Toggle ON the Remote control to allow during screen sharing, the person who is sharing can allow other to control the shared content. Scroll down to the In Meeting Advanced section. Toggle ON the Breakout room to allow host to split meeting participants into separate, smaller groups. Decide if you want to allow participants to replace their background with a Virtual background.

These are the default settings that we recommend using in Zoom. Click the Recording tab. Toggle ON the Local recording if you would like to save the mp4 file of the recording saved to your computer.

Toggle ON the Cloud recording to send all your recordings directly to Echo under my My Content as in the example below. If enabling Cloud recording, decide which other settings under Cloud recording you would like to set as the default.

If you are using cloud recording to automatically add your Zoom recordings to your Echo library, you will need to Toggle off the Require password to access shared cloud recordings setting.

If you leave this setting turned on a password will be required to access your recordings and your recordings will stop automatically appearing in your Echo library.

Who was present during my Zoom meeting? Fill in the meeting Topic, Date, Time and Duration. Tick Registration. Choose from the remaining Meeting Options. Tick Only authenticated users can join if you intend to use a Zoom report with gradebook by matching student email addresses. Click Save. Registration Options In this section you can configure the registration process by changing the approval type, registration questions, and some additional registration settings.

After you have saved the meeting scroll down to the bottom of the page and click Edit. Click the Questions tab. Tick any additional fields you would like participants to fill in and Save All. FLVS courses available through your school district. For K-5 check with your county for availability. Zoom Responsibly: Important Safeguarding Tips Zoom has become a popular tool helping students and teachers connect to continue learning during this time of social distancing.

Enable Waiting Rooms Turn off file transfer option Disable private chat Disable join before host Set a meeting password Turn off screen sharing and only allow when necessary Mute participants Disable annotations Waiting Rooms The “Waiting Room” is a helpful feature for controlling when a participant can join your Zoom meeting.

File Transfers In-meeting file transfer allows people to share files through the in-meeting chat. Disable Join Before Host Since anyone with the link can join your meeting, we recommend that you disable “Join Before Host” in your Zoom account settings. Set a Meeting Password For an added layer of security in your Zoom room, you may opt to require passwords in your Zoom account settings. Mute participants A Zoom host can block unwanted, distracting, or inappropriate noise from other participants using the “Manage Participant” controls.

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can also set to allow Georgetown participants to bypass waiting rooms. There are a few ways to use enable a Waiting Room for your meeting:.

By default, anyone in a Zoom meeting can share their screen. This won’t be appropriate when multiple participants will need to share and collaborate, but this restriction prevents unwanted attendees from interrupting the meeting with intrusive sharing. If you add a Zoom meeting to your calendar using the Outlook Zoom add-in, the appointment text may include the full Zoom link including the encrypted Zoom meeting passcode.

If you have set up your calendar so that it is open for all colleagues to view the details of your meetings , this can expose the ability to enter the meeting to anyone who views your calendar.

You can protect the passcode by making the calendar entry private. When this option has been used to stop all video, audio, chat, screen sharing, annotation, and recording in a session, Zoom will prompt the host or co-host whether they would like to report a specific individual from the participant list, share details about the disruption, or include a screen capture of the disruption or abuse.

Please report abuse during Cornell Zoom meetings to zoomsecurity cornell. The host or co-cost can resume the meeting by going to the host menu Security icon and re-activating features listed in the Allow Participants to: section—for example, allow video, audio, chat, and sharing from participants once again. The Security icon menu lets hosts quickly and easily lock a meeting by clicking Lock Meeting.

Be aware that when a meeting is locked, no one else can join and you the host or co-host will NOT be alerted if anyone tries to join—so don’t lock the meeting until everyone has joined. Be aware of the emotional impact that online abuse can have.

Imagery that shows the violation of basic human rights of adults or children or targets a community is deeply troubling and can be traumatizing.

Retraumatization of victims of sexual violence, assault, or discrimination is also possible. There is also a risk of inappropriate exposure to children who are in the home environment of the remote worker. If an event is intended for a child audience, consider recording the program instead of having it live. If online abuse does occur regardless of the audience , do not pretend that it did not happen and power through the meeting—and never just advise participants to simply look away.

Rather, end the meeting swiftly and report the incident as soon as possible to Cornell Zoom Security at zoomsecurity cornell. Alternatively, hosts can report abuse by clicking the Meeting Information icon green shield at the upper left corner of the meeting window, then Report red link with a flag icon.

Please report any incidents of abuse occurring in Cornell Zoom meetings to zoomsecurity cornell. How can we help? Search IT Cornell Go. Update to the Latest Version Always keep your Zoom client application updated to the latest version. For users with Cornell-managed devices , the latest version is available through Self Service for Macs and Software Center for Windows devices.

Completing installation may require restarting your computer. Users with personally owned or non-managed computers should update Zoom by opening their profile settings click your profile picture in the top-right corner , then clicking Check for Updates. If you activate both, only the Waiting Room will be activated. Be aware that anyone who has the full link that contains the encrypted passcode can join your meeting—so do not share a meeting link publicly, particularly on social media.

See also Zoom Articles see all. Host a Zoom Meeting. Install Zoom Software. You will need to install the Zoom software before you can attend participate in a Zoom meeting or webinar.

 
 

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