This article provides Zoom meeting information and recommendations to maximize security in your Zoom meetings and minimize potential outside disruptions (also known as Zoombombing).
Zoom - Updates
Zoom's latest update, Zoom 5.0, includes new security features, and changes to existing features. To update, log in to your Zoom desktop application, click your profile picture, select “check for updates” and follow the prompts to install.
- Updates to Encryption
- This is a preemptive step to make your meetings as secure as possible while they are taking place. This encrypts the traffic between your computer and Zoom's servers.
- A new "Security" button has been added to the toolbar for the meeting host to change settings within the App itself.
This toolbar allows for a number of options:
- Report a user during a meeting: The host can now select “report” in the security icon to report any bad actors. These reports will go to Zoom’s Trust and Safety Team for review. Please note: no one at the college receives these reports.
- Change permissions for participants: This includes Screen Sharing, the ability to unmute themselves, and the ability for all participants to use the "Chat" function
- Remove a participant: Removed participants are unable to rejoin the meeting once removed.
- Lock the meeting room: Once locked, no one may enter the meeting until it is unlocked, even if they have the meeting ID and passcode.
- Enable a waiting room: The waiting room is an intermediate step once the user has entered the meeting ID. Hosts are notified if a user is in their ‘waiting room’ and then can choose to allow them to enter the Zoom meeting itself.
- Audio and Video watermarking
- Both the audio and video of a zoom meeting can be watermarked with the viewer’s information to discourage sharing of recordings when not permitted. You can read more here.
- removing the Meeting ID from the title bar (to view meeting details, click the information button)
- moving invite button to participant's panel
- Users must consent to be unmuted. For instance, if a faculty member wishes to unmute a student so they can speak, the student will receive a prompt to unmute.
- Note, The “Unmute all” option has been removed to be in line with the above change.
- Users can only private chat with participants of the same organization. For instance, if there is a guest outside the college in a zoom meeting, they could not private message a Davidson College member.
- External users (Not from Davidson College) will be labelled with “External” next to their name.
Zoom Meeting Best Practices
Review our best practices for steps you can take to manage particpants and protect your meetings.
- Know your audience: Be intentional when inviting people to Zoom meetings. Inviting users using Davidson email, sharing links in your Moodle course, or other Davidson internal communication methods helps you identify and manage meeting participants. If you want to know exactly who is in your meeting, avoid sharing links on social media.
- Manage screen sharing: Host-only screen sharing is the default setting to reduce the risk of Zoombombing. You still have the flexibility to allow sharing with trusted participants using the manage screen sharing instructions below.
- Customize your meeting settings: Hosting a staff meeting, counseling session, interactive class discussion forum? Customize your settings to get the most out of your meetings. Some settings can be changed while hosting, such as those in the Security tab. Others must be configured when scheduling a meeting. For more information on settings, review Zoom’s article, changing participant settings.
- Hosting a large group or public event:
Hosting a large group or public event? Zoom provides options to share while limiting disruptions from unwanted participants, more commonly referred to as "Zoombombing".
You can stream a Zoom Meeting live on YouTube. This allows participants to join your meeting via Zoom to view it and comment on it via YouTube. Review these steps to Enable YouTube Live Streaming for Meetings.
Need to share a Zoom link for a public event? Before sharing a Zoom meeting link on a public site, use the guidance below to customize the meeting settings. We also recommend assigning a co-host to help monitor meeting participants to minimize meeting interruptions.
To customize meeting settings for publicly shared links, login at davidson.zoom.us, then choose settings on the left menu.
- Change your screen sharing settings (see steps below)
- Lock the Meeting - When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
- Mute participants upon entry - Mute all participants when they join and control whether participants can unmute themselves.
- Join before host - If disabled, participants can only join after the host starts the meeting.
- Waiting Room - The host controls when a participant joins the meeting. You can admit attendees one by one or admit them all at once.
- Modify Chat options - Prevent participants from saving chat or from sending private messages to other participants.
- Annotation - The host can disable attendee annotation.
- Request Remote control of the host's screen - The host can disable attendee requests for remote control of the host's screen.
- Authenticated Users -This is an optional feature that you can use when scheduling meetings with participants from the college. When using this feature, participants are required to authenticate with a Davidson account before joining the meeting*.
*This feature should not be used if you have participants/guests joining from outside of Davidson College.
- Enable a password for your meeting - You can add a second layer of security to your meetings by adding a meeting password.
- If you are using a Personal Meeting ID, do not share it publicly.
Manage participant sharing settings when scheduling a meeting:
- Log in to Zoom at davidson.zoom.us and select settings from the list shown on the left. Chrome is the preferred browser for Zoom's web client.
- Scroll through the options to find Screen Sharing
- Option 1 Choose who can share: Host Only share or All Participants.
- Option 2 Choose who can start sharing when someone else is sharing: If Host Only is selected the host can approve screen sharing from if Option 1 is set to all participants.
Manage participant sharing settings when hosting a meeting:
- Select screen sharing from the menu at the bottom of your meeting screen
- Click the ^ to expand the menu of options
- Select Advanced Sharing Options
- Choose who can start sharing when someone else is sharing