Dear Faculty:
 
Because we know many of you are using Zoom for instruction for the first time, we want to make you aware of two significant issues. The first is that any Zoom recordings in which students are personally identifiable must be treated as student records subject to the Family Educational Rights and Privacy Act (FERPA).You can find university guidelines regarding Zoom recordings  here
 
The second is “Zoombombing:” a practice  recently reported in The NY Times  in which individuals can enter Zoom meetings uninvited and broadcast inappropriate audio or visuals to your class. 

In order to prevent this from happening in your Zoom classes, we recommend that you take the following measures.
 
Before Class
Add a Password to your Zoom session
 
  1. Login to your Zoom Account in a browser.
  2. Click on Settings on the side menu.
  3. Enable the following two settings for your Zoom account. Changing these settings will affect the default setup of all meetings you schedule in the future.
  • “Require a password when scheduling new meetings”
  • “Embed password in meeting link for one-click join” - Doing this prior to scheduling a meeting will allow you to continue sharing one url link with students, rather than requiring them to know and input an additional password.
 
If you’ve already shared links for Zoom sessions without a password, you can either:
 
A. Schedule a new meeting with a password and email students the new secure link associated with it.

B. Edit the settings for your already-scheduled meeting to include “Require meeting password” and share that password with students. This can be done by 1) Clicking on the “Meetings” option in your Zoom account. 2) Clicking the title of your meeting. 3) Click the “Edit this Meeting” button. 4) Check the “Require meeting password” option.  Students will need  both  the link and password to join the meeting.
 
Be sure to share links to your Zoom meeting with students via private, secure means (i.e. email or Blackboard). Do not post them in any publicly accessible forum (i.e. Twitter, faculty web page).   
 
Prevent participants from sharing their screen when they enter your Zoom session
 
  1. Login to your Zoom Account in a browser.
  2. Click on Settings on the side menu
  3. Under the “Screen sharing” option, allow “Host Only” to share their screen. You can change this option during the meeting to allow students to share their screen.

Note: If you enable this option, Zoom will require you (the host) to log in if you want to share content. You will not be able to share content by just joining the link if you enable this setting. If you want to enable this setting for an ongoing meeting, you will need to leave the meeting, log in to Zoom, and then rejoin the meeting.
 
During Class
If, despite taking the measures described above, a bad actor still manages to enter your meeting, you or your teaching assistants can take the following steps to prevent disruption:
 
  1. Mute all participants.
  2. Remove a participant.
  3. Lock the meeting to prevent further entries to the meeting.
 
These suggestions, as well as best practices for teachers and students using Zoom are available on the Center for Educational Resources  Zoom help page . Please  contact WSE Instructional Support  if you have further questions.

Sincerely,
WSE Instructional Support