Duke is enabling several security requirements for all Duke Zoom meetings starting Sept. 27. Here’s what you need to know …
But first, here’s our Tech Tip of the Week –
It’s well into the semester and you’re probably spending a lot of time in front of your computer screen. Don’t forget to take a break. Follow the 20-20-20 rule –
- Every 20 minutes
- Look at something 20 feet away
- For about 20 seconds
Try it! It really works!
The Basics – What’s Changing?
Do you recall the term Zoom-bombing? This is when an uninvited guest joins your Zoom meeting and disrupts it with inappropriate sharing, loud audio, etc. There are several ways a hacker can do this and Duke is implementing some changes so that our Zoom meetings are more secure.
These new changes will help eliminate Zoom-bombing.
Beginning September 27, all Duke Zoom meetings will require that you do one of these:
- Use a Passcode – a passcode is required to enter the meeting room
- You have two options with a passcode:
- Option 1 – Embed the passcode in the Zoom meeting link
- Option 2 – Distribute the passcode with the Zoom meeting link
- Use a Waiting Room – participants who join your meeting will see this screen until you start your meeting and let them in
- Approve entry into the meeting one participant at a time (most secure)
- You have two options with a passcode:
For all of your recurring and already scheduled Zoom meetings (including your Sakai-based Zoom classes), your meetings will automatically include a Waiting Room. If you prefer using a Passcode, you can change this following the instructions below.
Using a Passcode
Zoom bombers don’t need an invitation or link to hack your meeting. Much like guessing passwords, they can successfully join with brute force methods, guessing meeting specifics or even using your personal meeting room identifier. Using a passcode prevents a hacker from joining your meeting in this way.
There are two options when using a Passcode:
- Option 1: Embed the passcode in the meeting link (easiest for your meeting attendees):
- This is a setting that you change in your profile. Once you set this value in your profile, it will remain this way for all meetings you create. You can turn this setting off at any time.
- Login to https://duke.zoom.us with your NetID;
- Select Settings from the menu
- In the Security section:
- Turn the Waiting Room option off
- Turn the Require a passcode when scheduling new meetings option on
- Turn the Embed passcode in invite link for one-click join option on
- When you schedule your meeting and select the Passcode option, your meeting link will contain an encrypted version of the passcode, something like this:
- With this option, your attendee is not required to enter the passcode to attend the meeting.
- Option 2: Include your passcode within your meeting invitation (not embedded in the link)
- This is a setting that you change in your profile. Once you set this value in your profile, it will remain this way for all meetings you create. You can turn this setting off at any time.
- Login to https://duke.zoom.us with your NetID;
- Select Settings from the menu
- In the Security section:
- Turn the Waiting Room option off
- Turn the Require a passcode when scheduling new meetings option on
- Turn the Embed passcode in invite link for one-click join option off
- When you schedule your meeting and select the Passcode Your meeting link will look something like this:
- https://duke.zoom.us/j/94956557226
- Your Passcode is provided in the Zoom invitation – distribute this with your meeting invitation
- With this option, your attendee must enter the Passcode to attend your meeting
We recommend that you use the Passcode, Option 1 for most of your meetings, including casual meetings, one-on-one meetings, etc. For Zoom classes within Sakai course sites, we recommend using this option as well.
Use a Waiting Room
A Waiting Room is the most secure way to protect your Zoom meetings.
- You will not have to change any settings in your profile. Your meeting will automatically include a Waiting Room for all meetings
- If you want to ensure your meeting has a Waiting Room, you can update an individual meeting in the Security section:
- Uncheck the Passcode option;
- Check the Waiting Room option
- With this option, your attendee will not be able to join the meeting until you allow them to enter. Your user will see the following screen until you approve them to enter your meeting and once you start your meeting, you are required to admit each attendee manually:
The Bottom Line – a short checklist …
Beginning Sept. 27, you will be required to use one of these two security levels for your Zoom meetings. If you don’t make a choice, your meeting will automatically contain a Waiting Room. When configuring your meeting, select the one that’s best for your meeting type:
- Use a Passcode – passcode embedded in the meeting link or inside the invitation
- We recommend using this option for most of your meetings
- Excellent for team meetings, one-on-one sessions, etc.
- Use this option for Zoom classes scheduled from within Sakai
- You or your staff assistant will be required to update each of your Sakai Zoom meeting links if you want to use a passcode.
- Enable a waiting room – Most secure way to secure your Zoom session
- Use this option for meetings that are high risk
- Town hall meetings
- Webinars
- Leadership meetings
- Small private meetings
- For meetings with > 30 attendees, make sure to have one or more co-hosts to assist in inviting people from the waiting room into your meeting
- Use this option for meetings that are high risk
- Not sure whether you want to use a Waiting Room or Passcode?
- Set up some practice meetings and try them out.
- You can set up an appointment with a member of SON-IT to test.
- Let us know if you would like a Zoom Lunch-n-Learn group session to review these options.
- We recommend using this option for most of your meetings
