Zoom Updates and Tips

Tuesday, June 9, 2020

Zoom has become synonymous with meetings due to the pandemic, and many of us have had to become expert “Zoomers” overnight. Like any technology, certain Zoom features and protocols have evolved and changed. To that end, we encourage employees to consider the following important items when using the application.

– Meeting IDs must be private. Employees should not share meeting IDs with passwords in any public forum. Instead, please include links to the meeting you are scheduling within the meeting invitation and require a password to help secure the meeting.

– If you are creating an event with open links (which anyone within or outside Valencia College can click on to access the event), you, the host, should monitor the event.The Office of Information Technology (OIT) advises employees to refrain from this practice to the extent possible, as there are nefarious actors taking advantage of open/public meetings. However, there are times when open links for events make sense. When they take place, OIT encourages the event host to ensure that any inappropriate behavior is identified and addressed by removing the individual. OIT has been communicating best practices to ensure employees have the knowledge and skills to conduct an online meeting.

– If you need assistance, please review this list of FAQs on Zoom or contact the OIT Service Desk. Faculty can refer to Teaching and Learning team for assistance.

– If you see a request to update your Zoom application, update it. Zoom has been pushing out regular updates to add features and security to applications. It is advisable to keep all applications up to date.

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