Zoom Security

It seems so much of our world has gone online and so many of us are using Zoom more than ever before.  With that in mind, I thought it would be helpful to share some of Zoom’s security features so that any of your hosted meetings are as secure as you’d like them to be. 

• Let’s start with YOUR account:  I recommend obtaining your Zoom account through CA BOCES because we provide licenses included within our DL COSER…so you might as well get your money’s worth.  Anyone can go to Zoom directly and sign up for a “free” account, but those accounts come with limitations and we can’t support them locally.  If you obtain your account through CA BOCES, we CAN support you locally AND we know they’re always encrypted (there should be a little green lock icon in the upper left corner of your meeting rooms – this means your meeting is encrypted).  There is a wonderful Tech and DL team that is VERY responsive too!  Contact anyone on the team at anytime!  You can tell if your account is running through BOCES in a couple different way.  Ways to tell if your account is through BOCES:
  • Email Carrie Oliver (carrie_oliver@caboces.org).  She can see all accounts and she will let you know.
  • OR - When YOU schedule meetings, the link will always look something like this: “https://E2CCB-GST.zoom.us/xxxxxxxx”.  If it doesn’t have “E2CCB-GST” in the link…your account is directly through Zoom and is NOT a local account.  Email Carrie Oliver and she can set you with a local account. 
• Explore your Zoom security settings in YOUR account:  You can explore various Zoom security settings that are possible with Zoom accounts so your hosted meetings are as “open” or as “locked down” as you’d like them to be.  To explore how your account is set up and to make changes to your account, follow these quick steps:
  • From a computer, on an internet browser go to https://zoom.us (you can check some of these settings on a mobile device but things will look different).
  • Click on “SIGN IN” located in the upper right corner of the screen.
  • Sign in with your Zoom account credentials.
  • You will see several menu options down the left side of the screen.  To review security settings, click on “Settings”.
  • Once on the “Settings” screen you will see a list of features you can enable or disable to personally design features for meetings YOU initiate or host.   
  • Settings you may want to consider: 
    • Host Video and Participant Video Settings – Enabling either of these features will automatically show video upon meeting entry, rather than manually starting video. 
    • Join Before Host – Disabling this feature will not allow participants to gather in a meeting room until you arrive and begin the meeting. 
    • Various Password Settings – Consider using required passwords so only those with required passwords can access your meetings.  Remember, open meetings use links and anyone can access your meeting if they have or obtain the link.  
    • Mute Participants Upon Entry – Enabling this feature will automatically mute incoming participants to your meetings and you can control any participant’s ability to speak. 
    • Private Chat – You may want to disable private chat.  Doing this may allow participants to focus on the reason for your meeting rather than back-channel chats that you have no ability to see.  There is NO way for the host to access private chat messages. 
    • Allow Host to Put Attendee On Hold – This feature is always on and allows you, as the host, to remove any participant from your meeting. 
    • Allow Removed Participants to Rejoin – Enabling this feature will allow previously removed participants to rejoin your meeting.  You may want to disenable this feature so removed participants CANNOT rejoin your meeting if they’ve been removed.
    • Waiting Room – Enabling this feature will create a virtual waiting room for your meetings where you, as the host, must individually admit participants into your meeting. 

 
There are many settings worth exploring.  And, there is a great team of people that can help you navigate these features.  Feel free to reach out to anyone on our team for assistance:

• Amy, Windus, Program Manager   amy_windus@caboces.org
• Karen Insley, Coordinator  karen_insley@caboces.org
• Carrie Oliver, Technical and Support Specialist  carrie_oliver@caboces.org           
• Nate Malick, Technician  nathan_malick@caboces.org
• Mike Meyers, Technician  michael_meyers@caboces.org

​By Tim Cox, CA BOCES ISS