Zoom Tips for Meetings - A Redhawk Checklist

In your Zoom settings, select the option: “only authenticated users can join”

This ensures that only SeattleU students/faculty/staff can join your meeting (by default).

Learn more about signing in via SSO.

Require a passcode for every meeting

This provides extra security for your Zoom space, especially when you post Zoom meeting ID#'s publicly. Request that interested attendees email or DM for the passcode, or embed the passcode in the Zoom link to enable a one-click join.

Learn more about passcodes.

Turn on the waiting room setting

Hosts can control who enters or leaves the space using a virtual waiting room/lobby.

By default, users who authenticate via SeattleU SSO login are allowed to pass through waiting room (learn more about Waiting Room default settings). Hosts may change these settings as it suits their meetings.  

How to enable waiting room.

Consider requiring registration, especially for events covering sensitive topics

This security measure prevents unauthorized users from joining the meeting & can help you anticipate how many people will be attending prior to your event.

Learn more about registration.

Designate a co-host

Designate a co-host to help you coordinate/run the space, especially in case something goes wrong - like your wifi cutting out.

Learn more about co-hosts.

Allow participants to enter the space with their video/audio off

Some may feel uncomfortable or may have Zoom fatigue. Whatever the reason, we encourage you to welcome everyone in whatever capacity they show up in.

Get the meeting/event started by setting community guidelines

Encourage participants to engage with each other in a respectful manner, especially in the chat function. Establishing community guideline like “Don’t yuck my yum” or “One mic, one voice” can help create a welcoming environment.

Disable screen share & recording options from participants

This will help you regulate what visuals are being shared with the group & protect the security of everyone’s identity in the space.

Learn more about screen share.

Learn more about recording.

During introductions, normalize the use of pronouns and skin tone reactions

This helps create an inclusive environment for people of all races, colors and/or gender identities. This can be done in personal settings.

Honor Indigenous Peoples through a Land Acknowledgement

We still physically occupy Indigenous land. Refer to SeattleU’s website to find SU’s land acknowledgement or encourage participants to visit native-land.ca.

More Suggestions from Zoom

Keep your meeting ID private

Set each meeting to use a unique meeting ID instead of a personal meeting ID. This can also lower the opportunity for hackers to find and join your meetings. 

Lock the meeting

Once all invitees are in the meeting, you can lock the meeting, which is an option under “Manage Participants.” “Locking” the meeting means you block out any newcomers from the meeting. This will ensure no uninvited guests show up. 

If you need to unlock the meeting to add a guest in the middle of the meeting, you can do so. Then, be sure to lock the meeting again. 

Download the latest version of Zoom

To take advantage of the many features Zoom has available, be sure to download the latest version of Zoom for every device you use for video meetings. 

Learn more about how to Zoom during the pandemic.

Review host options 

Before your next meeting, review your host options. These include:

• Mute attendees

• Disable chat or prevent participants from saving chat

• Remove unwanted attendees

• Disable attendees’ video

• Turn off file transfer

Read the full article here.

Need additional help? Submit a ticket in our new portal here: IT Service Desk Help Center

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