...

During the COVID-19 pandemic, there have been several articles about "Zoombombing" incidents, where uninvited participants join and harass the presenter and participants. If you are concerned about this occurring in your courses, the following are added steps you can take to minimize the likelihood of it occurring:when scheduling a meeting to prevent this from occurring.  There are also actions you can take during a meeting in the unlikely event that an uninvited person joins the meeting.

Keep your meeting information private

First and foremost, only share the joining information with your intended attendees. To the best of our knowledge, the majority of "Zoombombing" has occurred when someone has inadvertently shared posted meeting information in a public setting.

Require a meeting password

To add a layer of protection, you can schedule your your meetings with the Require Meeting Password setting. More details   Direct calendar invitations, emails to attendees or invitations sent through Canvas are good ways of inviting members to your meeting.

Scheduling a more secure meeting 

Detailed information on scheduling zoom meetings is available here: https://support.zoom.us/hc/en-us/articles/201362413-Scheduling-meetings.  This article briefly describes setting up more secure meetings and security and management tools available to a host during a meeting.

The two screen shots below highlight the recommended settings to use when scheduling a more secure Zoom meeting.  Scheduling meetings can be accomplished from both the Desktop Zoom client or from the Web Zoom interface, both are depicted below.  Brief explanations of the settings follow the screenshots.

Desktop Zoom Client:

Image Added

Web Zoom interface:

Image Added

Meeting ID

• Generate Automatically Click on this option to generate your Meeting ID when scheduling a meeting. We do not recommend using a Personal Meeting ID at this time.  Think of it as similar to giving out your phone number, share it with only with people you trust.

Password 

• Require meeting password  Click on this option to add a layer of access protection to your meeting.  
  To change this for all new meetings you schedule, review Enabling Password Settings for Your Own Meetings and Webinars.

Advanced Options / Meeting Options

• Enable waiting room  Click on this option to allow you to manually grant access to a meeting from a waiting room.  As meeting host, you can see who is awaiting access to the meeting and grant or deny them access (see Management Participants below).  A one minute video of how to use the waiting room feature is here: https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room

...

• Join before host.  We do not recommend using this feature.  This ensures that nobody is in your meeting waiting to surprise you when you join.     

More details, including how to make this setting your default for future meetings, can be found in the User section of the Waiting Room document.

Updating an existing meeting's security settings

The above settings will not impact meetings that you've already scheduled. For instructions on applying these settings to an existing meeting, see https://support.zoom.us/hc/en-us/articles/201362503-How-Do-I-Update-A-Scheduled-Meeting-

Please note: you may need to resend meeting details to participants after making changes.

Security settings while in a meeting

Meeting controls are located in a pop up menu bar along the bottom of your screen while in a meeting.  You may need to move your mouse to the bottom of the Zoom window to make this menu appear.

Participant management and Security controls are available to use at anytime during a meeting via the meeting controls menu - without having to leave the meeting window.  The two controls are labeled Manage Participants (look for a two heads/busts icon) and Security (look for a shield icon).

Manage Participants 

We recommend clicking and opening this control (or press Alt-U) during a meeting - especially at the beginning.  From this menu you can see who is in the waiting room, grant or deny access, mute and unmute participants, remove participants from a meeting, and more.

Security Menu

The Security Menu can be used during a meeting (look for a shield icon labeled Security) to help secure your meeting. Clicking on it gives you several options that you can turn on and off at anytime during a meeting.  Simply click on the operative phrase to turn it on; a feature is activated when you you see a tick next to it:

• Lock Meeting  This is used to lock out anybody not already in the meeting.  Use this carefully as you may inadvertently lock someone out who has left and is trying to rejoin (e.g., to try and establish a better connection), or if someone is late they may not be able to join in.  Should someone try to join after the meeting is locked, then you can still admit them via the waiting room (detailed in the next section).  
• Enable waiting room  This feature allows you to grant or deny access into your meeting, without interrupting the meeting itself.  The waiting room appears at the top of the participants list.
• Share Screen When activated, this feature allows participants to share their screens with all the participants in your meeting.  If sharing screens (other than your own) is not warranted, make sure there is not a tick next to this security feature.  Alternatively, if there are things for participants to share, please make sure there is a tick next to this feature
• Chat When ticked, this feature allows participants to chat with each other and with the entire meeting.   Chat is often used as a way of managing questions. 
• Rename Themselves When ticked, this allows attendees to change the name that is used to identify themselves in the participant list and in the video thumbnail windows.  Turning this off makes it harder for participants to hide behind monikers, but it also leaves attendees being stuck with their registered names, or listed as a phone number if they join by phone.  

Regarding phone participants

If you have people joining via phone, we recommend you ensure that they verbally identify themselves as soon as they join and prior to continuing your meeting.  Once they identify themselves, you as host have the option of renaming them via the Manage Participant's menu (see above).  Renaming them labels them with a name and not just a number during the meeting. Please contact canvas_help@whitman.edu if you'd like assistance adding a passcode for phone participants.

Other considerations

...

In addition to using these two features to control access to your Zoom meetings, we recommend that you:

...