Security and Privacy

Require that participants enter a password before they are allowed to join your meeting.

Note: If you do password protect your meetings, make sure you provide the password through a secure means. For example, you can post it to D2L where only students who are logged in with their NetID and password can see it.

There are two steps that you must complete before you start your meeting.

Step 1: Change password defaults

1. Login to the Zoom webportal at arizona.zoom.us
2. Sign in with your NetID (ending in @arizona.edu) and password
3. Click Settings in the navigation panel

    

4. Toggle the Embed password in meeting link for one-click join to off.
5. Toggle Require password for participants joining by phone to on. 

    

Step 2: Password protect your meeting

Add a password when you create your meeting either through the the Web Portal or via D2L.

1. Click the setting for Require meeting password.
2. Zoom will automatically generate a password or you can create your own.
   

Small meetings: Control when students enter a meeting.

Note: A waiting room may be unwieldy for meetings with 10 or more participants. Consider locking your room instead.

When you turn this setting on, students will be taken to a waiting room once they click the Zoom link, where they linger until the host gives them access to the actual meeting. Hosts can use this feature to meet with one person at a time, such as for office hours. They can also use this feature to add security to the meeting, since they must approve all participants. This takes two steps, one before and one during the meeting.

Note: It is possible to "admit all" people in a waiting room at once.

Set up a waiting room

You can do this when you create your meeting or, if you enter the meeting early, you can do it in the meeting before other participants arrive.

When you Create the Meeting

When you create a new meeting, which you can do by either 1) logging into Zoom via the web; or 2) navigating to it through your course site, you are given a set of meeting options. Check the option to Enable waiting room.

During the Meeting

1. Click the Security icon.

    

2. Select Enable waiting room

    

Step 2: Admit participants who are in the waiting room

When someone enters the waiting room, the host gets a message at the bottom of the screen.

To allow entry, click either,

Large meetings: Lock your meeting after it starts to prevent new people joining.

Note: If you use a waiting room, you do not need to lock your meeting.

Once your students are logged into the Zoom meeting, you can "lock" it. This prevents anyone else from joining through the link or meeting ID. If they do attempt to join, they will be shown the following message:

To lock your meeting:

1. In the meeting, click the Security icon.

    

2. Check Lock Meeting.

To unlock a meeting and allow people to join:

1.  In the meeting, click the Security icon.

    

2. Uncheck Lock Meeting.

Remove disruptive people from your meeting.

This takes two steps, one before and one during your meeting. First, you need to change a setting to prevent them from simply rejoining, then you'll be able to remove them permanently during the meeting.

Step 1: Bar ejected participants from returning

1.  Login to the Zoom webportal at arizona.zoom.us.
2. Sign in with your NetID (ending in @arizona.edu) and password.
3. Click Settings in the navigation panel.
4. Toggle "Allow removed participants to rejoin" to off.

Step 2: Remove participants during a meeting

1. Click the Manage Participants icon.

    

2. Hover your mouse over the person's name.
3. Click the More button that appears.

    

4. Select Remove.

    

5. Click Okay.

    

Prevent hackers from taking over the screen by limiting screen-sharing to hosts only.

1. In the meeting, click the Security icon.

    

2. Uncheck Share Screen

Turn off annotations to prevent offensive content on the main screen.

Annotations allow you and participants to virtually write on the shared screen or whiteboard. However, they can be used by malicious actors to put offensive content in the meeting. You can turn this feature off for participants by following these steps.

1. Login to the Zoom webportal at arizona.zoom.us.
2. Sign in with your NetID (ending in @arizona.edu) and password.
3. Click Settings in the navigation panel.
4. Click In Meeting (Basic) on the left side.
5. Toggle "Annotation" to off. 

    

Zoombombers are using microphones to shout out obscene and offensive things.

Note: You can use these steps mid-meeting if someone breaks into your meeting and takes over the microphone. You can also use these settings to secure your meeting from the start.

Step 1: Mute all microphones on-the-fly

1. Click the Manage Participants icon.

    

2. Click Mute all
   
3. Uncheck Allow participants to unmute themselves
   
4. Click Yes

Step 2: Option 1 - Lock the meeting & then give participants control of their microphones

Once the meeting is underway, you can lock it (see section 3 above) so no one new can join. If you have muted microphones, it is now safe to unmute them. Repeat the steps above, this time selecting Allow Participants to Unmute Themselves.

Step 2: Option 2 - Enter the meeting early, and mute all participants upon entry

If you enter the meeting before everyone else (a waiting room helps with this), you can mute everyone as they enter the room

1. Click the Manage Participants icon.

    

2. Click the three dots in the lower right corner.
3. Select Mute Participants Upon Entry.
4. At this point, you can decide if you want participants to be able to unmute themselves (check the option) or not (uncheck the option). 

    

Note: A If you prevent participants from unmuting themselves, you may want to direct them to click the Participants icon and use the Raise Hand option. You can mouse over the student's name and unmute them to allow them to speak. When they are finished you can remute them the same way.

You can control whether participants are able to chat (via text) during your meeting.

Hosts can still use the chat function even though it is disabled for participants.

1. In the meeting, click the Security icon.

    

2. Uncheck Chat

    

Turn off the whiteboard to prevent offensive content on the main screen.

The whiteboard allows you to write or draw on a virtual whiteboard shared with the whole meeting. However, it can be used by malicious actors to put offensive content in the meeting. You can turn the whiteboard sharing feature off for participants by following these steps.

1. Login to the Zoom webportal at arizona.zoom.us.
2. Sign in with your NetID (ending in @arizona.edu) and password.
3. Click Settings in the navigation panel.
4. Click In Meeting (Basic) on the left side.
5. Toggle "Whiteboard" to off. 

    

Change recording settings so participants are not identified in the video.

1. Login to the Zoom webportal at arizona.zoom.us.
2. Sign in with your NetID (ending in @arizona.edu) and password.
3. Click Settings in the navigation panel.
4. Click Recordings at the top.
5. Uncheck the box next to "Display participants' names in the recording". 

    

6. Click Save.

Protect the meeting IDs and links from easy access by hackers.

Zoom's simplicity means that a meeting ID is often the only thing someone needs to join (and disrupt) your meetings. While the steps above can mitigate this, protecting your meeting IDs will also help protect participants and hosts. Here are some suggestions:

• Avoid using your personal meeting ID (PMI) to host any kind of public meeting. While this meeting ID can be changed if necessary, it's recommended to use this only when a quick one-one meeting is required.
• If possible, schedule a new meeting for each Zoom session to create individual IDs.
• Don't publish your meeting ID on social media or public websites. Instead, collect emails from the people who want to attend, and send them the meeting information directly.
• If you do need to share the meeting ID publicly, require passwords or registration (see above) as well to protect your participants and presenters.

Use authentication for your meeting so that only UA users can join.

Authentication allows the host to restrict participants who can join a meeting to those who are logged into Zoom with their UA Zoom account. Anyone outside of the university who doesn't have a netID and access to a UA Zoom account would not be able to join your meeting. This could affect outside guest speakers that you might want to join your meeting. So if you are wanting outside guest speakers to join do not use this option for your meetings. 

If a participant tries to join a meeting or webinar and is not logged into Zoom with their UA Zoom account, or they are logged in with some other Zoom account besides their UA Zoom account, they will receive one of the following messages: 

• If they are NOT logged into Zoom with their UA Zoom account:

   

• If they are logged in with the wrong email domain or Zoom account:
   

  

   

How Do Students Join a Meeting That Has Authentication Required?

You can review and provide the following PDF document to your students that will instruct them how to join a meeting that has authentication required. 

Sign In to a Zoom Meeting that Requires Authentication