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 Host tools 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. Details about all of these features can be found here.

Other Security Features

The following features are available from the menu

Remove - Dismiss a participant from the meeting. The removed individual cannot rejoin the meeting.
Report - Report abuse directly to Zoom's Trust and Safety Team. 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.
Put in Waiting Room - Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
For more information about managing participants, please refer to this article.

In addition to using the Host Tools and managing Participants, 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. i

Zoom: Best Practices for Secure Meetings

Zoom Meeting Security Features