How to Secure Meetings/Webinars and Privacy in Zoom

Overview

“Zoombombing” is a form of trolling that disrupts online meetings and classes with disturbing language or images. U-M has taken proactive measures to ensure our meetings, classes, and community are protected.

Watch a recording of U-M ITS Zoom Settings and Security training to learn in detail how to secure your Zoom meetings and webinars.

Proactively Secure Zoom Meetings and Webinars

The most important thing you can do to prevent Zoombombing is to proactively secure Zoom Meetings and Webinars that you host. Refer to U-M's Quick Start Guide: Securing Meetings in Zoom for more information.

Zoom also offers several resources to protect your meetings. Review the following Zoom documentation to help determine the best method for you.

• Uncheck "Enable join before hosts" in your Meeting Settings
• Require a password to join a meeting or a webinar
• Mute participant audio on entrance by default
• Prevent attendees from screen sharing
• Allow only signed-in (authenticated) users to join
• Lock your meeting
• Prevent removed participants from rejoining
• Send participants not on your Zoom account or not signed in to Waiting Room (Meetings only)
• Turn off file transfer
• Turn off annotation
• Put participants on hold
• Disable video
• Disable private chat
• Mask phone number in the participant list
• Host and Co-Host Controls in a Meeting

What to Do in the Event of a Zoombombing

During the disruption

• In the event of major disruption, such as one with multiple disruptors, you can regain control of the meeting by Suspending Participant Activities in the In-Meeting Security options.
• In the event of minor disruption, such as one with a single disruptor, use one or more of the following options:
  • Remove the disruptor from the Meeting: Click Participants, hover over the disruptor's name, click More, and click Remove. Alternatively, use the In-Meeting Security options. The disruptor will not be able to rejoin once removed.
  • Put a suspected disruptor in the Waiting Room: Click Participants, hover over the disruptor's name, click More, and click Put in Waiting Room. The Waiting Room does not have to be enabled for this to work. You can then re-admit the person if you choose.
  • Mute the disruptor's audio: Click Participants, hover over the disruptor's name, and click Mute. Alternatively, hover over the disruptor's video stream and click Mute.
  • Stop the disruptor's video: Click Participants, hover over the disruptor's name, click More, click Stop Video. Alternatively, hover over the disruptor's video stream, click the three-dots icon, and click Stop Video.

After the disruption

Email [email protected] and include as much of the following information as possible:

• The email address of the host of the Zoom Meeting or Webinar.
• The meeting or webinar ID or URL.
• The date and time of the event.
• The exact time of the disruption.
• The display names of any suspected disrupters.
• The nature of the disruption (i.e., what did they do?).

Privacy

In meetings

U-M’s agreement with Zoom stipulates that content shared in Zoom meetings and all other data associated with the use of the U-M Zoom service is owned by U-M and cannot be shared.

For more information, refer to Privacy, Security, Compliance, and Videoconferencing.

For more information on being recorded, refer to Recording and Privacy Concerns FAQ. This page includes details on videoconferencing recording and privacy.

If a meeting host is recording the session and you do not want to be recorded, do not click “Continue” when the recording prompt appears on your screen. You will then be taken out of the meeting.

After you leave the university

Refer to Zoom: Accounts for People Who Leave U-M to find out what happens to your U-M Zoom account when you leave the university.