ADFO, CPCO and OPC use Zoom Video Communications for a variety of purposes, including professional learning offerings. To reassure participants of the privacy and security features of Zoom, we have highlighted some key features used regularly by our Professional Learning team:

  • An Association Zoom account is always used to create and host events to ensure continuous control of the sessions. Facilitators are not asked to use their own Zoom account, rather they are invited as a host or panellist.
  • At least one association representative participates in each session to monitor entry and exit. We can also reference the waiting room function for Zoom meetings.
  • Pre-meeting security: Participants are required to register for all sessions. The registration process includes questions about their panel and district school board. Upon completing registration, participants receive a confirmation email with the meeting link.
  • In-meeting security: The Professional Learning team controls screen sharing, sets up breakout rooms and monitors the chat room. As well when appropriate video and audio options are disabled.
  • Zoom ensures that event content and data is protected by encrypting the session’s video, audio and screen sharing.

Please note that participants do not need to have installed the Zoom App or create a Zoom account to participate in events using the Zoom platform. You can do so from the web-based platform.

In addition to what we are doing as an organization to address privacy and security concerns, we are providing additional information for those who are interested.

 Download a PDF package of this page.

 Tips for Joining a Meeting
  • Don’t share your Zoom link or code on social media or by any other means
  • Use a picture as a background to hide the location (home or office)
  • If you have your own Zoom account, make sure you’re running the latest version of Zoom
  • If you write in the chat, make sure you review who you are writing to (All participants, Host, Host and participants) to be sure the message only goes to those who are intended for the message.
 Tips for Organizing a Meeting
  • Make sure you’re running the latest version of Zoom
  • Don’t use your Personal Meeting ID
  • Set a meeting password
  • Create a waiting room
  • Authenticate Users, when creating a new event, you should choose to only allow signed-in users to participate
  • Lock down your meeting - Once a session has begun, go to the "Manage Participants" tab, click "More," and choose to "Lock" your meeting as soon as every expected participant has arrived. This will prevent others from joining even if meeting IDs or access details have been leaked.
  • Set screen sharing to “Host Only”
  • Turn off the annotation feature
  • Restrict other features as needed in host controls:
    • Block private chat
    • Disable “Join Before Host” so no one can cause issues beforehand
    • Disable “File Transfer” to prevent digital virus sharing
    • Disable “Allow Removed Participants to Rejoin” that way “botted” attendees can’t slip back in
Step by Step Instrutions