Securing Your Virtual Classroom/Meeting

It is the goal of Emerson College to safeguard the data and privacy of all members of our college community and ensure that they can attend classes and conduct the college's business through means that are accessible and secure.

In an effort to improve security for our virtual classrooms and meetings, all Emerson Zoom meetings require a password by default.

What does this mean?

Where can I find the link, meeting ID, and password?

What about students joining Zoom meetings via Canvas?

If the password is included in the link, how does that make my meeting more secure?

What happens to my previously scheduled meetings?

What about my Personal Meeting link?

Can I decide to turn off the password for my meetings?

My Zoom class was interrupted. What should I do?

How can I secure my Zoom cloud recordings?

What does this mean?

When you schedule a new Zoom meeting either from emerson.zoom.us, through canvas.emerson.edu, or via Google calendar, Zoom will automatically generate a unique password for the session. You have the option to edit the password if you wish.

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When you share the meeting link with invited participants, the password will automatically be part of the link. Participants will not need to know the password explicitly unless they are joining only via the Meeting ID (the 9-digit unique meeting identifier) or using the browser-based version of Zoom. However, we do still advise sharing the full meeting information (the link, meeting ID, and password) with participants to ensure those expected to join can do so.

Where can I find the link, meeting ID, and password?

Sign in to emerson.zoom.us, click on Meetings, and click on the name of your meeting under Topics. In Canvas, you can see the same thing by going to the Zoom tab in your course.

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What about students joining Zoom meetings via Canvas?

Students will not be required to enter the password when joining a Zoom meeting via the Zoom desktop of mobile app, including those in Canvas. Students will only be prompted for the password if they join using the Meeting ID or via the browser-based version of Zoom. To be completely safe, faculty should post the password in a location accessible to students so that they can still access the meeting in case they're not entering via the desktop or mobile app.

If the password is included in the link, how does that make my meeting more secure?

The password would protect against outside attacks that are happening by people guessing or using an app to select a random Meeting ID (the 9-digit meeting identifier) and then joining the meeting unexpectedly. Participants would not be able to enter a meeting this way without also knowing the password. This measure, however, will not prevent invited guests from intentionally sharing the link or meeting information with others.

What happens to my previously scheduled meetings?

All previously-scheduled meetings without passwords have been assigned one. If you are the meeting host, you can find the meetings and their passwords by going to the Meetings tab in emerson.zoom.us and clicking on the name of your meeting under Topics.

What about my Personal Meeting link?

Due to changes in Zoom's security settings, Personal Meeting links will now prompt all attendees for a meeting password when joining. To avoid this, be sure that you are using the Personal Meeting ID link, which can be found by navigating to your Personal Meeting ID in your Profile at emerson.zoom.us (select Show next to the link to view it in full)

If you are currently using your Personal Meeting room for class, be sure that you are sending your students the full meeting link, which includes the password in advance of your sessions.

Can I decide to turn off the password for my meetings?

No. In alignment with Zoom's recommendations and the assessments of our own information security team, all Emerson Zoom meetings must have passwords.

My Zoom class/meeting was interrupted. What should I do?

Please continue to report incidents of unwanted virtual meeting disruptions to helpdesk@emerson.edu and to the Emerson College Police Department, 617-824-8555. If you have been impacted by identity-based harm, you can seek out support from Intercultural Student Affairs or share your experience anonymously with the Social Justice Center or at bias@emerson.edu.

Read on for a list of recommended Zoom features for managing meetings that can help you safely share your Zoom class or meeting and avoid unwanted interruptions. These are listed in the order of easiest to implement to hardest:

  • Share Links Safely
    • Be aware that sharing your Zoom meeting info publicly or on social media means anyone can join. Be careful about where you post your link.
      • When posting your virtual events on EmConnect, make sure you've set your Event Visibility to "Students & Staff at EmConnect." This ensures the only people who can see the link to join are people who have logged into EmConnect.
  • Mute all participants
    • This is a good practice for any meeting - muting participants by default helps prevent echo and other audio issues.
  • Remove Participants from a Session 
    • As the meeting host, you can boot someone out if they're being disruptive or should not be there in the first place. 
  • Lock a Meeting in Progress 
    • If you have confirmed that all participants have successfully joined, you could lock the meeting so that no further participants can jump in. This could also be useful if you see a disruptor join. You can remove them and lock the session to prevent them from rejoining. 
  • Enable Waiting Room 
    • This feature requires the meeting host to allow each participant to join the session individually through the Participant's Pane. Warning: this level of multi-tasking can be tricky once you've started leading a session. You'll have to remember to check the participants list frequently for any late-comers! 
  • Add a trusted student or colleague as a co-host
    • They can help you with participant moderation: admitting people from the waiting room, muting participant microphones and audio, and removing participants.
  • Host your meeting using Zoom at Emerson (logged in with your Emerson account, at emerson.zoom.us), not with a personal account, which won't take advantage of our security management.

 

How can I secure my Zoom cloud recordings?

Cloud recordings can be downloaded by the host, or shared via a link  when the host clicks the Share button next to a cloud recording, they will see options to:

  • share the video publicly (not secure, anyone with the link can view)
  • share with authorized Emerson Zoom users only (recommended for classes)
  • password protect the recording (recommended) 
  • prevent viewers from downloading
  • allow others to request access to view the recording via registration

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