View the recording from our April 17, 2020 presentation Best Practices for Protecting Your TechConnect Meetings & Classes from Uninvited Guests - Zoom. Please feel free to share this page with your colleagues.
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Q&A 04-17-2020 Best Practices for Protecting your Meetings & Office Hours from Uninvited Guests
Q: We schedule training through the meeting function that students have to register for. Is there a way to automatically ask the system to close down registration an hour before the meeting?
Q: Will this recording and PPTs be shared?
A: Yes, the PPT’s will be posted on our support site along with the recording of this presentation. https://ccctechconnect.zendesk.com/hc/en-us. The recording link will also be sent to all of those that registered for this presentation.
Q: How did you set up this tool bar? I have never seen the Q&A choice before. That would be great for students to have and find so easily.
A: This presentation is using a Webinar license format. Your Licensed Meeting format does not use Q&A.
Q: Do we need to sign in?
A: It is not necessary to sign into the knowledge base to use it to view documents we’ve provide for your use or to submit a ticket.
Q: Is there a Desktop App for Chromebooks?
A: Yes, go to https://zoom.us/download and download the Zoom Client for Meetings. (Also known as the Desktop App)
Q: If we experience Uninvited Guests, how do we report it to Zoom?
A: No need to report to Zoom. Using the settings we have talked about you should avoid any users you did not invite to your meetings. Remember, you can always remove participants as well as lock your meeting room.
Q: If we update, will we have to reset settings?
A: Possibly, it is a good idea to check them after an update. There may also be a new setting to explore.
Q: Can we use the edit meeting option to adjust a setting for an existing meeting?
Q: Instead of “rescheduling”a meeting that has already been set - can I simply go into the individual meeting to change the settings?
A: You can, we have seen limited instances where these settings did not ""take"" without rescheduling.
Q: Our campus is integrated with Canvas, so I schedule my meetings from there. Now I need to delete my old meetings and reschedule with my new settings, so I have a question about best practice…. should I delete and reschedule from Canvas Zoom link or directly from conferzoom.com?
A: You will want to cancel your scheduled Events in Canvas and schedule new Events in Canvas.
Q: When we turn off participants' audio and video as a setting prior to the meeting, is there an option so that participants cannot start their video or unmute audio without permission during the meeting?"
A: Audio: You can mute all participants at the same time. While in the meeting room, click on Manage Participants > Select ’Mute All’ > Deselect ‘Allow Participants to Unmute Themselves’
Video: You must remove the Video Cam feature ability from 1 participant at a time. While in the meeting room, you will need to hover over the name of the Participant > click the ‘More’ button and select ‘Stop Video’. If the Participant tries to use their video cam again they will see a message that tells them they cannot show view because the Host has removed his/her ability to use video camera.
Q: If you turn off the 'doorbell', how do you know who's waiting to enter? Does a light come on to let us know if we are in 'sharing mode?
A: The waiting room will show you a list of who is waiting. The toolbar icon will show participants are waiting as well.
When you are in ‘sharing’ mode you will see a ‘stop sharing’ button. Your participants will see a ‘You are now viewing Mary’s (example) shared screen’ message.
Q: Participant or attendee? Difference between two? Is host a participant?
A: Participant and attendee are the same. They are guests in the meeting. The host is the one who controls the meeting so they are not considered a participant.
Q: Waiting Room is a good idea for participants who join before meeting start time.
A: Yes, waiting room is used that way a lot.
Q: Is there a way to block annotations when screen sharing by participants?
A: Yes, there is a Meetings setting to disable annotations and we do recommend that you use it.
Q: Can you customize the waiting room message? If so, how?
A: Yes, it can be customized in your settings. Once you have selecting the setting to have a Waiting Room you will see a message ‘customize the title, logo & description with a pen/pencil to the right. Click on the pen icon to make changes.
Q: When you send a message to the waiting room, does it get send to that individual participant or to all in the waiting room?
A: The message goes to everyone in the Waiting Room.
Q: Must there be a consent from the participants prior to the recording of the meeting?
A: No, they will hear a message that the meeting is being recorded and see the “recording” icon in the meeting. There is a notification you can enable to allow them to understand they are being recorded in Recording settings.
Q: I know you can share your screen, like a PowerPoint, but can a PowerPoint be uploaded to Zoom to share and lecture to, instead of screen sharing?”
Q: If room is locked, and a student loses connection, how we can readmit the student?
A: You can unlock the meeting until the student comes into the meeting. Then, lock the meeting again.
Q: Can I set Zoom so that those who come 30 minutes (late) will have to enter the waiting room?
A: You can but you will need to do so with the security icon inside the meeting, 30 min after meeting has started.
However, if you lock the room the participants cannot join the Waiting Room or the Meeting room.
Q: Is there a way to re-enable chat if you disable it in the main security?
A: Yes, click on the Chat icon, click on the ‘More’ button (bottom right) and make selection of your choice to allow chat.
Q: Can host see 'manage participant' icon while sharing a screen in full window view?
A: Your toolbar generally moves to the top of your screen and you will see the ‘Manage Participants’ icon in the middle of the toolbar. Other icons you do not see will be shown by clicking on the ‘More’ button on the right of the toolbar.
Q: Can we allow certain participants eligibility to share screen? Or if you allow it, does it give everyone the opportunity to share?’ Another question: My default settings are to disallow students to share their screen. However, sometimes a student wants to show my/the class their screen, and I want to allow just that student for that moment. How do I do that?
A: You can click on the Security icon and select ‘allow participants to: and place a checkmark next to ‘Share Screen’. It does enable all participants. Once the participant you have chosen to share has done so, you can remove the checkmark which will then not allow any participants to share.
Q: How can we ensure that an ongoing meeting isn't joined by an unwanted guest? We have a room set up M-F 8-5 for students to have access to an ""office""
A: Follow the steps we’ve talked about in the Webinar and you shouldn’t have issues. Here is a link to a document on our support site outlining the ways to protect your meetings as well as a Short video on Protecting your meetings.
Q: If you use the chimes does the student hear those?
A: Only if you want them to. When you select ‘Play sound when Participants join or leave you have several options to choose from. You can select ‘Heard by host and all attendees’ or ‘Heard by host only’. You may also select ‘Record and play their own voice’ if a participant joints by telephone.
Q: Are Zoom sessions automatically recorded?
A: No, you must enable this feature if you want it. Enable or disable in Recording settings.
Q: I have already set two zoom meetings using my personal Meeting ID number. Is there any way to change it? or would I have to leave it as is and use a general meeting ID?
A: Reschedule your meeting by cancelling already scheduled meetings and schedule new ones.
Q: I have the professional version Zoom through the community colleges. Now in this COVID-19 time, I am having a few meetings with family or friends. Should I get another free Zoom account for anything that is not strictly school business? Or is it okay to use the Zoom account I already have?
A: Your TechConnect Zoom licensed account (ConferZoom Pro) should be for educational use only. You will need to get another account for personal use using a different email address.
Q: When I click on my ConferZoom icon, I go straight to my meetings; I do not get log in screen.
A: I have to guess you are using Auto Fill. If you do not want to automatically sign in you will need to remove the Auto Fill set up on your browser.
Q: My default settings are to disallow annotations, but it also disabled ME!
A: Previously Zoom settings did disable the Host as well. The new, updated setting only disables the participants/attendees from annotating.
Q: Is there any way to enable 1 or 2 cohosts as Alternate Hosts with more capabilities like being able to move students around?
A: An Alternate Host is someone who can take over the meeting when the Host is not able to join or joins the meeting late. Once you are in the meeting you can make a participant or several participants a co-host to allow them to help you out. They can move participants to breakout rooms for you as well as other available feature functions.
Q: What is TechConnect? Is it still really ‘ConferZoom’? What is Zoom support, as opposed to TechConnect or Canvas?
A: ConferZoom Pro account is rebranded to TechConnect Zoom Licensed under supervision of the CCCCO. Zoom support is Zoom the corporation. Canvas is your LTI for teaching at your colleges. We have integrated ConferZoom as well as 3CMedia into Canvas for ease of use.
Q: Sorry, ET, I missed how to update ZOOM. Do you mind going over that again?
A: Log into your Zoom Client for Meetings. (also known as your “Desktop App” Click on the profile dropdown on the right (you will see your initials or photo there) Scroll down to ‘Check for Updates’. Do this every week as soon as you log in and you will be set to go. (System will not update if you are in a meeting.)
Q: Will you tell us again about how to avoid viewers to download recordings and cut any part of the video?
A: You can disable downloads when sharing your recording link or require a password for downloads. To change the playback range for your recording here is a link to documentation on Zoom.us/support site: https://support.zoom.us/hc/en-us/articles/115003001383-Cloud-Recording-Playback
Q: Is there a way to not show a student's profile photo while still keeping them in the class? One of my students thought it was funny to put a photo of Trump as his profile photo, and I think that can be traumatic for some students.
A: Yes. There is a Meeting setting ‘Show Participant’s profile picture’ that you can disable. When disabled, all participants (including the host) will not have their profile pictures shown in a meeting. Participants will not be able to change their profile pictures.
Q: We have a number of feature requests and security concerns that IT has worked out that other districts are probably facing as well. Is there or will there be a method to get these concerns out to Zoom, so that we are a single voice for all CCCs?
A: Many concerns are resolved with account setting changes, other issues of a security concern should be sent to our support desk at firstname.lastname@example.org. We are the voice for our CCC system in communicating with Zoom." We operate Zoom for the CCC's, please send these concerns to us and we will let them know.
Q: If I change meeting settings in Zoom App do I have to change setting on ConferZoom too?
A: No, the settings you change carry over to your www.conferzoom.org login.
Q: Is there a 'best' internet platform to use & encourage participants to use for best sync?
Q: Hello, I noticed that when I record my meetings, the transcript has a lot of errors. I have not found the option to access the recording without the transcripts. Any suggestions?
A: You can correct the transcript or download each file separately. ‘Audio Transcript’ is done with AI, so there may be editing required. You can disable Audio Transcript in your account settings - sign in on the website, go to Settings, then Recording, it is under cloud recording.
Q: When you say updated your Zoom, if you have it on your iPhone, iPad, and computer - do you need to update all of them individually?
Q: Do you know if there will be an update to allow us to disable all video globally as a host?
A: We do not know, however, we have sent this option as feedback to Zoom to consider for a future update.
Q: I would like to send this great meeting recording to other faculty in my department. Will that be available and if so where?
A: Thank you, we would love for you to share the link. If you registered, you will receive the recording link in an email. It will also be posted on our support website under CCC TechConnect Presentations: https://ccctechconnect.zendesk.com/hc/en-us
Q: I've heard that hackers can hack into a meeting and take over the host. Is that true? If so, how can we prevent that?
A: Please apply the recommended settings in this presentation including locking your room and you should not have uninvited guests.