Never post your meeting URL or password in a public forum

To prevent unwelcome visitors from joining your meeting, it is important to protect your meeting URL and ensure that only legitimate participants have access to it. If you would like to invite the public to join your meeting, it is better to have them register to join (see below).

Don’t use your Personal Meeting ID for scheduled meetings

Your Personal Meeting ID is very useful for instant meetings and when people want to contact you one-on-one but should not be used for scheduled meetings. Generate a random Meeting ID for scheduled meetings.

Learn more about using your Personal Meeting ID: https://support.zoom.us/hc/en-us/articles/201362843-Personal-meeting-ID-PMI-and-personal-link

Require participants to authenticate

For any meeting that includes only participants that have McMaster credentials, require that they authenticate at https://mcmaster.zoom.us before joining.

Learn more about Authentication for Meetings: Require Participants to Log In

Require a password to join

For small to medium sized meetings that will include people that may not have McMaster credentials, require a password to participate.

Learn more about Meeting Passwords: Require a Password to Join Meetings

Require participants to register

For larger meetings that will include participants that do not have McMaster credentials, require that people register before the meeting and check in.

Learn more about Registration for Meetings: https://support.zoom.us/hc/en-us/articles/211579443-Registration-for-Meetings

Use the Waiting Room

The waiting room will help you to manage who is able to join your class, seminar or meeting, and when they are able to join.

Learn more about Waiting Rooms: Use the Waiting Room

Make someone your co-host

It can be difficult to manage meeting participants during a large meeting when you are also trying to facilitate discussion and collaboration. Enlist someone you trust to be your co-host and have them monitor the Waiting Room and manage the meeting participants.

Learn more about assigning a co-host: Setting a Co-Host

Lock the meeting

When you are sure that all attendees are present, or you have reached an expected cut-off time for participants to join, lock the meeting to prevent unwelcome visitors from joining.

Learn more about locking the meeting: Lock the Meeting

Mute all participants

When you are presenting you can mute all participants with the touch a of a button to prevent unwanted interruptions.

Learn more about muting all participants: Mute Participants

Control screen sharing

Prevent others from sharing the contents of their screens by requiring that they ask permission before doing so.

Learn more about controlling screen sharing: https://support.zoom.us/hc/en-us/articles/115005759423-Managing-participants-in-a-meeting

Disable private chat

Disabling private chat is a great way to prevent participants from receiving unwanted messages during a meeting.

Learn more about controlling and disabling in-meeting chat: Disable Private Chat

Disable annotation

Annotation can be a very useful tool to enhance collaboration during meeting, but also presents an opportunity for mischief. Disable annotation to prevent abuse.

Learn more about annotation: https://support.zoom.us/hc/en-us/articles/115005706806-Using-annotation-tools-on-a-shared-screen-or-whiteboard

Remove participants

As host or co-host, you can remove any participant at any time.

Learn how to remove unwelcome participants: Remove Participants

Recording classes, seminars and meetings can be beneficial both from an accessibility perspective, to provide a resource to those that were unable to attend the meeting, and to retain a record of the meeting. This record can be very beneficial in the event that the meeting is disrupted by unwelcome participants.

Storing recordings

Meeting recordings can be stored locally or in the cloud. Recordings stored in the cloud are managed by Zoom data centres in Canada. Only licensed hosts can save recordings to the cloud.

Hosts can also save meeting recordings on their local computer.

Learn more about recording to the cloud: https://support.zoom.us/hc/en-us/articles/203741855-Cloud-recording

Learn more about recording locally: https://support.zoom.us/hc/en-us/articles/201362473-Local-recording

Participant recording

Participants can record meetings and store them on their local computer. Hosts are encouraged to control this capability by requiring that participants ask permission before they record.

Learn more about controlling recording during a meeting: https://support.zoom.us/hc/en-us/articles/115005759423-Managing-participants-in-a-meeting

It is possible to appoint a delegate to book meeting on your behalf. However, the delegate must have a licensed account. Basic accounts are not eligible to act as delegates. To appoint a delegate

1. Log into https://mcmaster.zoom.us,
2. On the left panel select Settings
3. Under the heading of Meeting at the top, select Other.
4. Under the heading Scheduler Privilege, select the + symbol beside “assign scheduling privilege”.
5. Enter the McMaster macid@mcamster.ca for the people to be assigned as delegates, then click on assign.

You can also view for whom you have been given delegate access.

Please refer to the Zoom Blog page for information on preventing uninvited users from interrupting your Zoom conference. Otherwise known as Zoom bombing.

Role Based accounts are not eligible for a Zoom license account or basic user account in the McMaster instance.

The webinar option is not available at this time as it is not included in the McMaster licensing.

It is strongly encouraged that prior to your first Zoom meeting, you review the Zoom Video Conferencing Best Practices for Privacy and Security.

For accessibility questions visit https://accessibility.mcmaster.ca/covid-19-response/

Students may be a participant in any Zoom meeting to which they are invited without any time restrictions and without the need for a license. Students who need to organize and host meetings with classmates or instructors are encouraged to use Microsoft Teams as the tool of choice.