Rowan Support Center

Best Practices for Hosts

As a host, you are the final decision maker concerning the security settings of your meeting. Always remember that you control nearly every aspect of the meeting, including when it begins and ends. Follow the security best practices when scheduling the meeting, during and after the meeting, based on your needs for protecting your attendees as well as keeping meetings and your information secure.

As a reminder:

Do not post your meeting information anywhere. Especially on social media.
Zoom now requires passcodes for all meetings
Never share sensitive information in your meeting until you are certain who is in attendance.
Keep your Zoom software updated.

Report Interruptions

If you are conducting a video conference and experience an interruption, please be sure to report it to the University. We take every interruption very seriously, and we will investigate to the fullest extent possible.

Depending on the nature of the interruption, you may take one or all of the following actions:

Report the interruption to IRT: Any interruption to a video conference should be reported to IRT for further investigation. You can call 856-256-4400, email support@rowan.edu or submit a ticket in the IRT Support Portal.
File a Title IX complaint: If the interruption involved sexual misconduct and harassment or gender based discrimination you may file a Title IX Online Report for further investigation.

Zoom Meeting Security Features

NOTE: Any default settings are subject to change at any time to better enhance the security of Rowan Zoom meetings.

In Zoom, hosts will see the meeting Security icon. Clicking the icon shows many useful options in a single menu.

Hosts can toggle the following options on or off during meetings. Active features are identified with a checkmark. Clicking an active feature toggles it off.

Lock Meeting
When a meeting is locked, no new participants can join—even if they are authorized users or have a passcode. When a meeting is locked, no one else can join and you (the host or co-host) will NOT be alerted if anyone tries to join—so don't lock the meeting until everyone has joined.
Enable Waiting Room
This option is on by default for all users with a non-Rowan email address. Any user without a Rowan email address will be placed into the Waiting Room and will need to be admitted by the host manually. This setting can be changed for your account by logging in at rowan.zoom.us and going to Settings. Please be aware that if you turn this option off, anyone will be able to join any of your meetings automatically.
Allow participants to:
- Share Screen
  By default, screen sharing in Zoom meetings is limited to the host. This restriction prevents unwanted attendees from interrupting the meeting with intrusive sharing. You can change this if necessary to allow other attendees to share their screens.
  - - Click the up-arrow next to Share Screen.
    - Select Advanced Sharing Options.
    - Under "Who can share," click All Participants.
- Chat - Turning this option off prevents participants other than the host from using the Chat feature.
- Unmute Themselves - Turning this option off prevents participants from unmuting themselves. All participants are muted upon entry by default.
- Remove Participant - Dismiss a participant from the meeting. The removed individual cannot rejoin the meeting.
- Report - Report abuse directly to Zoom. Please also report abuse during Rowan Zoom meetings to the Support Center at 856-256-4400, email support@rowan.edu or submit a ticket in the IRT Support Portal.

Other Security Features

In addition to using the Security icon menu to control meetings, these other features will help secure your meetings

Join Before Host

The option to allow attendees to join before the host starts the meeting is turned off by default. As a host, you may want to start the meeting or class a few minutes early to allow attendees to join and get settled. Another option is to assign an Alternative Host.

Allow Authenticated users only.

If you are hosting a class that only has Rowan users invited, you can require that anyone who is not signed into Zoom with their Rowan username and password won’t even be allowed into the waiting room. Individuals who aren’t signed in properly won’t be able to join your meeting until they do login to Rowan, so before selecting this option, make sure all your invitees are ready!

To require that attendees be signed into the Rowan network, when scheduling the meeting in Canvas, under "Meeting Options," select Only authenticated users can join.

Meeting Passcodes

Meeting passcodes (previously called passwords) are now required. Passcodes are encrypted within the join meeting link and participants can join without entering it manually.

Be aware that anyone who has the full link that contains the encrypted passcode can join your meeting—so do not share a meeting link publicly, particularly on social media.

Attendees who only have the meeting number and not the full link will need to manually enter this passcode to join the meeting. You'll need to carefully communicate your passcode to those attendees.

See Also:

If you need assistance, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal.

Visit Rowan Global's page on Zoom Recommended Settings for more information on requiring Registration, Recommended Registration Settings, etc.

Zoom: Best Practices for Secure Meetings

Zoom Meeting Security Features