• Zoom Meetings - Security Best Practices

    If you are hosting Zoom meetings for Staff, Faculty, and Team Meetings, please follow these security and general best practices.

    GENERATE MEETING CODES (Don't Use Personal Meeting ID (PMI))
    Best Practice - When scheduling a meeting, choose to generate a Meeting ID automatically. To begin, select "Schedule," then under Meeting ID, ensure the tick box next to "Generate Automatically" is selected.  

    USE MEETING PASSWORDS
    Best Practice - When scheduling a meeting, choose to use a password. To begin, select "Schedule" and check the box for "Require Meeting Password." Enter a six (6) digit meeting code. 

    LOCK THE MEETING
    Best Practice - Locking a Zoom Meeting that is in progress stops new participants from joining. 

    Lock the Meeting by clicking on "Manage Participants" at the bottom of your Zoom window. In the Participants pop-up, click the "More" button at the bottom right-hand side and select "Lock Meeting."

    WAITING ROOM
    Best Practice - When scheduling a meeting, choose to Enable the Waiting Room. The Waiting Room feature allows the host to control when participants join the Meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. 

    Enable the Waiting Room option by clicking "Schedule", scroll to the bottom of the Schedule Meeting page and click on "Advanced Options" to show more options. Check the box next to "Enable Waiting Room." 

    ADMITTING PARTICIPANTS TO THE MEETING FROM THE WAITING ROOM
    After you, the host begins the meeting participants can join and are placed in the Waiting Room. To admit participants to the meeting, click "Manage Participants" at the bottom of your Zoom window. In the Participants window on the right-hand side, mouse over a participant's name and select "Admit."

    The Waiting Room can also be used to move an active participant from the active meeting to the Waiting Room. In the meeting window, click "Manage Participants" at the bottom of your Zoom window. In the Participants window on the right-hand side, mouse over a participant's name and select "More." Several options will appear, choose "Put in Waiting Room." The participant is moved to the Waiting Room and can be re-admitted by selecting "Admit."

    MUTE PARTICIPANTS UPON ENTRY
    Best Practice - Enable the Mute Participants Upon Entry option. Click "Schedule," then scroll to the bottom of the Schedule Meeting page and click on "Advanced Options" to show more options. Check the box next to "Mute Participants Upon Entry." 

    To mute or unmute all participants in the meeting window, click "Manage Participants" at the bottom of your Zoom window. Click "Mute All" or "Unmute All." 

    MANAGING PARTICIPANTS
    Consider removing participants who are being disruptive. In the meeting window, click "Manage Participants" at the bottom of your Zoom window. In the Participants window on the right-hand side, mouse over the participant's name and select "More." Several options will appear, choose "Remove." The participant is removed from the meeting.

    GOOGLE CALENDAR INVITATIONS
    There has been some confusion regarding the "Join Hangouts" link that displays in a Google Calendar Zoom appointment. Staff members are accidentally clicking the Google Hangout conference link instead of the Zoom conference link. To prevent the Hangouts link from appearing in a Google calendar appointment, click the "X" to the right of "Hangout Meets," located on the left-hand side.

    ZOOM - INVITATIONS TO PARENTS OR STUDENTS (not on a district device)
    If you are hosting Zoom meetings with parents for students, please continue to follow the CISD Zoom Usage Expectations as set by the Curriculum Department.

    For a comprehensive list and description of security features, please visit this Zoom Blog post.