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Zoom Do's and Don'ts

UPDATE 10/6/2020:
The University Information Management Executive Committee has decided NOT to purchase a site licence for the video-conferencing application Zoom. Please use Microsoft Teams for video-conferencing. Here is why the decision was taken.

Microsoft Teams is a full-featured collaborative tool that includes document sharing, project management and tracking tools, surveys, channels and chat rooms, etc. - as well as video and audio meetings and conference capabilities.

The University’s IDC and IT Security teams have both conducted reviews of the product and expressed severe reservations about its security Рincluding the lack of end-to-end encryption Рresulting in formal decisions not to recommend use of the product.

We understand that some staff have ongoing projects using existing Zoom licenses. To take a lead in safeguarding the security of our working community, we ask that the use of Zoom be ended as soon as practical at the completion of these activities. Whilst in use please familiarise yourself with the following precautions:
Zoom security settings to use, with a 'Do' and 'Do not' column

Do

Do not

Require a password for your meetings

Scroll to "Meeting password" and check the box. Zoom will generate a password for you. Requiring a password is the most effective thing you can do to protect your meeting. Remember to include this password in your invitations

Use your personal Zoom meeting ID

When you schedule a meeting, scroll to "Meeting ID" and select "Generate Automatically." This setting is Zoom's default choice; do not change it! Never post your personal meeting room ID publicly. Your Zoom Meeting ID URL doesn't change, so anyone who knows your ID can jump into your Zoom sessions.

Control host and participant video

Consider setting both the host and participant video to "OFF" if the video is not required. Video off will prevent intruders from showing images while the session takes place.

Use Zoom chat while recording the session

Avoid using the chat functionality during recorded sessions as participants might share personal data.

Check 'enable waiting room' setting

This option allows you to admit only the participants that you recognise as those you've invited to the Zoom session. Even if an intruder makes it this far, they can't get into the session unless you allow them in.

 Record a meeting unless you have consent

Only record a Zoom session if you can confidently secure all user consent to such recording.

Mute participants on entry

Check this box under "Meeting Options." This setting prevents uninvited guests from blasting your meeting with noise and also blocks background noise from attendees who forget to mute themselves.

Use Zoom file-sharing or storage facilities

You can securely share files through Office365 using OneDrive or the built-in sharing functionality in all Office365 applications.

Control screen sharing

Go to the Zoom toolbar, click the up arrow next to the "Share Screen" icon, and under "Who can share?" select "Only host." (Depending on the version of Zoom you're using, you may need to choose Advanced Sharing Options to get to this choice.)

Check 'enable join before host' setting

Make sure this setting in "Meeting Options" is left blank. This setting will keep visitors on hold before you arrive and stop trouble starting before you join the meeting.

Consider locking the session

Click the "Manage Participants" icon in the Zoom toolbar, then use the "More" drop-down menu and click "Lock meeting." Look out in case any participant who has dropped out needs to get back in.

Try to manage a large session alone

Nominate some co-hosts to help you look after things. They can help to mute microphones and video if necessary and monitor any chat session queries.

Support

We will support you to make the most of MS Teams, for meetings, for teaching and for large events. Zoom will not be supported.

MS Teams: information and support

Any questions?

Ask the IT Helpdesk

Using Zoom quick checklist

Do not use your personal Zoom Meeting ID

Set a password for the session

Control the host and participant video

Leave 'Enable join before host' unchecked

Mute participants on entry

Check and control screen sharing

Lock the door behind you

Have designated co-hosts to help you manage your session