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Privacy and Protection Addressed for Zoom Use

Reported by 204-enews@ipsd.org on 9/10/20

We appreciate all of the efforts of our educators, staff, and families in adapting to our new learning environment. The District wants to provide the best electronic tools and resources to our students, while also maintaining the data privacy of our students.

Although the instructional content delivered via Zoom will be largely consistent with what is provided in the school setting, we understand the context is different given both the method of delivery of and having the service delivered in the home setting. And, as with all on-line platforms, we understand that parents may have concerns.

The District both follows best practices from Zoom, as well as industry standards, to ensure that our Zoom environment meets District data privacy and security requirements.

Our use of Zoom includes the following settings and security considerations for all District meetings:

Login Required for Zoom Meetings
In order to join a Zoom meeting for remote learning, students and staff will be required to login using a District user name and password to join. Anonymous, or open access, attendance in a Zoom meeting is blocked.

Data Centers Restricted to United States for Meetings and Webinars
All data and traffic supporting Zoom meetings and webinars hosted by the District are restricted to storage and transport through United States data centers only. The District opted-out of all other data center locations.

Random Meeting IDs
Each meeting created in Zoom uses a random meeting ID. This ensures that the same meeting ID and password can't be used for multiple meetings.

Meeting Passwords Required
The District requires the use of the meeting IDs to prevent unknown users from requesting access to Zoom meetings. Without a meeting password, any user could join a Zoom meeting if they guessed the meeting ID. Staff can still provide a URL that includes the encrypted password to support all students having access to their meeting.

Requiring a Waiting Room for all Participants
A virtual Waiting Room is required for all Zoom meetings. All participants will be sent to the virtual waiting area, where they will wait to be admitted by a meeting host.

Preventing Participants from Joining Prior to a Host
Students cannot join a Zoom meeting before the staff member starts the meeting.

Audio/Video Disabled When Joining a Meeting
By entering a meeting with audio/video disabled, all participants need to start their audio/video at the beginning of a meeting. This ensures that all participants are ready to share their audio/video, rather than being prompted immediately upon entry.

Restricting Screen Sharing to Hosts
Screen sharing is restricted to only meeting hosts, preventing participants from randomly sharing their screen or other resources.

Private Chat Disabled
All Zoom meetings have chat initially restricted so that participants cannot privately message other participants. Teachers may adjust chat settings so that students can send a private message to a teacher only.

Phone Numbers Masked
If a Zoom meeting participant dials in for audio during a meeting, participants will not be able to see the full phone number. The number will be masked in the participant list. For example: 888****555

Encryption Required for All Meetings
All Zoom meetings require encryption for all data between the Zoom cloud and Zoom client.

Removal of a Participant Prevents Re-Entry
If a participant is removed from a Zoom meeting, they won’t be allowed back in.

Lock a Meeting After Starting Your Zoom Meeting
After a Zoom meeting begins, staff are encouraged to lock their meetings to ensure that no additional guests can join.

Not Permitting Video Recording or Photography in Meetings
Please remember that during classroom instruction, audio and video recordings and photography are not allowed without specific permission from an administrator or the teacher. The same applies to our remote learning instruction. Parents are asked to not make audio or video recordings of remote learning instruction, or take photographs of your child during instruction, which include any staff member or other students without express permission from the staff member delivering the instruction or an administrator. If you receive such recordings or photographs from a source other than District 204, delete them and do not post or forward.

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