Privacy Tips
Find a quiet, private area with an internet connection (for video) for participating in your zoom meeting. Remember that participants may disclose information that should not be broadly or publicly shared.
If you are unable to participate in a quiet and private location, you should have a headset with microphone in order to protect participants.
Notify students/participants before the meeting begins if you will be recording. For classes, students who do not want to be recorded may choose not to participate. If you are recording the class, be clear with the students about who will have access to the recording and under what circumstances.
Make sure to end the meeting.
Security Tips
See the recommendations for scheduling and managing in-meeting settings for any Zoom meeting. For a complete overview of security settings, please review the Zoom Security Tips Google doc. (Wellesley sign-in required)
We strongly urge that Zoom links for classes and departmental meetings be shared thru email or Google Calendar and not be posted on a public site or social media.
If you are scheduling a public Zoom event please consider using a webinar license. If you can't afford a webinar license and plan to schedule a Zoom meeting for a public event, please review the account settings listed below and the Managing A Secure Public Zoom Meeting doc.
For security purposes it’s required that either the passcode or waiting room be enabled for any Zoom meeting.
When scheduling a meeting in your Wellesley account, the waiting room is automatically enabled. The waiting room in Wellesley Zoom accounts is set to “Users not in your account will go in the waiting room.” Meaning that the waiting room acts as a filter - any Wellesley user who is signed in to their Zoom application will bypass the waiting room and automatically join a meeting.
See Scheduling and Launching a Zoom Meeting for scheduling instructions.
The Host and Co-Hosts have access to several in-meeting security controls such as mute participants, choose who can screen share, who can turn on their camera or mic, etc. To see an overview of all controls, check out Zoom’s guide to Host Controls.
The main in-meeting security controls are found in Security and the Participants window. Select the icon from the bottom toolbar to open the window.
Security
Settings below “Allow participants to:” apply to participant interaction. Anything unchecked will prevent all participants from doing that function.
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For small meetings and classes it’s fine to leave everything under “Allow participants to” checked.
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For public events, it’s best to uncheck at least Share Screen and Unmute Themselves.
Co-Hosts are able to do all functions even if it's disabled in Security.
Do not select Lock Meeting. No more participants will be able to join.
Participants Window
Select Participants from the bottom toolbar to see the participants window. The Host and Co-Hosts can manage participants from this window by muting, turning off camera, renaming participants, assigning Co-Hosts, Mute All, etc.
The Host and Co-Hosts are not able to unmute a mic or turn on another participant’s camera. If a participant’s mic or camera is off, the Host and Co-Host can hover over the participant's name and select Ask to Unmute or More>Ask to Start Video.
For public events, to ensure everyone starts with a muted mic, open the participants window and select More at the bottom right. Check Mute All Upon Entry. This setting can also be enabled when the meeting is scheduled. When Mute All Upon Entry is enabled and Unmute Themselves is disabled, participants will join with their mic off and won’t be able to unmute.
If you are hosting a public Zoom meeting please review the settings below.
Note that changing these settings will affect all Zoom meetings/webinars until the setting is changed. If you regularly host meetings it’s recommended that you make these changes on the day that the public event occurs.
For a complete set of instructions for managing a public Zoom meeting, review Managing A Zoom Meeting Like a Webinar.
1. Log in to your Zoom web portal from MyWellesley>Zoom or wellesley.zoom.us
2. Select the Settings tab on the far left.
3. Scroll or search for the following settings:
- Disable “Send files via meeting chat”
- Under Annotation check “Only the user who is sharing can annotate”
- Disable Remote Control
- Screen Sharing>Who can share?>Host only (This is on by default. Note that co-hosts can also screen share so be sure to assign presenters as co-hosts from the participants window.)