Ensure Engagement and Security
Follow these best practices to ensure a secure and successful Zoom meeting.
- Set up an alternate host before the meeting starts. The alternate host can start the meeting, become the host if there are problems with the host’s internet access, and help manage the meeting.
- Designate a co-host. Once the meeting has started, you can select a co-host to help you manage the chat and admit participants to the waiting room.
- Use the waiting room to reduce the likelihood of an uninvited guest entering to disrupt the meeting. Zoom's new default setting moves all attendees to the waiting room if the host experiences a dropped internet connection unless a co-host has been previously assigned. Attendees will remain in the waiting room until the host comes back online.
- Adjust chat settings based on your needs. You can easily change access to the chat by opening the chat and clicking the three dots. Do you want people to be able type into the chat? Do you want participants to be able to chat privately with others? Do you want attendees to be able to save the chat?
- Manage participant settings by clicking “Participants.” Click the arrow next to a participant’s name to see options for settings.
- Manage breakout rooms: Manually create specific groups or designate students to certain groups. The host can pop in and out of breakout rooms or send messages to the groups.
Best Practices for Zoom Family Meetings
- Offer a morning session and evening session to accommodate all kinds of work schedules.
- Have interpretation available.
Webinars are designed so that the host and any designated panelists can share their video, audio and screen. Webinars allow view-only attendees. They have the ability to interact via Q&A, Chat, and answering polling questions. The host can also unmute the attendees. Attendees cannot see each other, and the Host cannot see the attendees.
- Pros: Secure. Q&A function
- Cons: Webinar attendees do not interact with one another.
- Note: Not everyone has access to the webinar function. You may need to reach out to Technology Services to get an account set up.
- Resources: How to Schedule a Webinar
Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance. A standard Zoom meeting is fully interactive and allows all participants the ability to see, speak, hear, and screen-share with each other.
- Pros: People can talk to one another. Lots of audience participation and can break your session into smaller groups
- Cons: Less secure and more open to Zoom Bombing. Host needs to be confident that they can handle disruptions quickly and efficiently. To make them more secure, there may need to be a two-step invitation on, with the date/time another with the link. Possibly have parents sign up and then email or text could be sent to them with the link and passcode.
- Resources: Zoom Settings for Preventing Zoom Bombing
Zoom K-12 Education Pro Account:
- Host up to 300 video participants
- Unlimited meetings
- Unlimited meeting times
- Unlimited 1:1 meetings
Settings locked by Admin:
- Closed captions locked on (note CC will not work for Chromebook users
- Try using Microsoft Powerpoint’s Live presentation as an alternative
- Save captions locked on
- Allow participants to join before host locked off o To allow a meeting to start without the host (i.e. substitute teacher), an alternate host must be assigned to the meeting
Zoom Free Student Account (@g.highlineschools.org):
*Not currently setup centrally, students have created their own free accounts manually at this time. Teachers SHOULD NOT setup their zoom account with their @g.highlineschools.org this violates state privacy laws as we need to track all chat, meeting participants and interactions. This can only be done when teachers sign up using their outlook @highlineschools.org accounts.
Settings locked by Admin:
- Ability to host meetings has been locked (this domain is designed for students to register to teacher/staff created meetings only)
Zoom Settings Not Supported on Chromebooks: •
- Closed captions
- Virtual backgrounds
- Annotate on shared screen
- Start a whiteboard session (chrome users can still view it if started by non-chrome user)
- Participant in self-select breakout rooms
- Additional features not supported on Chrome OS