Security Settings in Zoom – Protecting Your Sessions From Disruptions

As of May 11, 2020, updates to Zoom have been implemented that include changing the default settings of a number of features to improve security. In addition, Zoom version 4 and older stopped working on May 30, 2020. You MUST upgrade to the current version to continue using Zoom.

You can determine what version is installed on your computer by selecting the “Help > About Zoom” menu on the PC, or by selecting the Zoom.us > About Zoom menu on a Macintosh.

Zoom Version 5 includes new security features detailed below. Version 5 also adds a shield button to the toolbar at the bottom of each open Zoom room. This button provides controls to adjust meeting security settings on the fly.

In order to update Zoom and apply these settings, please download and Install, or Update to the latest version of Zoom.

  • If you manage your own computer and have never installed Zoom: Please download and install the latest Zoom release.
  • If you have Zoom installed already, please upgrade to the latest version. Please take a look at this support article on updating. Please read the section under the “If you already have the Zoom desktop client installed, you can check for updates” heading for the information you need to update Zoom.
  • Cancel and reschedule previously scheduled Zoom meetings after the new version is installed for the updated settings to apply to those meetings. If the meeting number changes you will need to share the new number with participants.

Once the latest version is installed, many previously-enabled features will be turned off by default but can be re-enabled by the meeting Host. Key features with altered settings include:

  • Only Authenticated users can join: Only Penn State users can join the meeting. The Host will have the option to turn this feature off before a meeting. Meetings with external participants will need to be explicitly configured to allow this.
  • Require password for participants joining by phone: This feature will be turned on, and Participants joining by phone will need the password provided by the Host to enter the meeting. The Host has the option to turn this off for all meetings or individual meetings before a meeting.
  • Chat*: This feature will be off by default. The Host has the option to turn chat back on for Participants before a meeting or during the meeting by using the new Security button in the Zoom toolbar.
  • Who can screen share*: Only the Host will be able to share their screen. The Host has the option to turn this off to allow Participants to share before a meeting or during the meeting by using the new Security button in the Zoom toolbar.
  • Waiting Room*: This feature will be on by default, and the Host will need to allow each Participant into the meeting individually or all at once. The Host will have the option to turn this off for all meetings or for individual meetings before the meeting begins, and/or during the meeting.
  • Q&A in Webinar*: This feature will be turned off by default, and the Host will have the option to turn it on before the meeting or during the meeting by using the new Security button in the Zoom toolbar.

* These settings must be enabled before the meeting starts for the Host to access them during the meeting.

For more information and a full list of changes, please visit the new Zoom Security page on the Office of Information Security website.

Initial Creation of the Room

Begin by considering if you should use a Zoom meeting or a Zoom Webinar.

In general, Webinar participants have far fewer interactive capabilities with the instructor or other students. This may not be a good choice if you initiate conversations, presentations, etc. in the session.

At the Start of the Meeting

  • Remind students of student conduct information at the start of each class session and let them know you will exercise your responsibility as an instructor to mute those who are disruptive or otherwise inappropriately interrupt classroom operations. You may want to email the class the link to the Smeal Honor Code and the University Student Code of Conduct (see Section IV) and remind students that both apply to the remote learning environment.
  • Consider adding a similar statement to your syllabus, a Canvas page, or both.
  • Consider beginning your meeting by muting all participants. On the menu at the bottom center of the screen, select “participants” to see the participants list, and then at the bottom of that list, select “Mute All”.

During the Meeting

Mute a Participant

  1. Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom window.
  2. Click the Mute button to the right of the participant name.

Lock Your Meeting

Once all your participants have joined the room, you can prevent others from entering it.

  1. Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom window.
  2. Click the More button in the lower right of the participant panel.
  3. Select Lock Meeting.
  4. Confirm the selection.

Remove a Participant from a Zoom Meeting or Webinar

  1. Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom window.
  2. Click the More button to the right of the participant.
  3. Click Remove.
  4. Confirm the selection.

After removing the participant, acknowledge the disruption, apologize to the class and continue with instruction with remaining participants.

After the Meeting

  1. Should a disruption occur, mute or remove the participant swiftly.
  2. If the participant is enrolled in the class, email the student following the session, clarify why the student was muted or removed, and remind them of appropriate conduct and expectations, and the disciplinary approach you will pursue.