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07/02/2020: Upcoming security change impacting all Zoom meetings [UPDATE]

Update posted 7/13/2020:

UPDATE: ZOOM HAS DELAYED THE ENFORCEMENT OF THIS SECURITY SETTING CHANGE SO THAT IT WILL NOT IMPACT SUMMER COURSES. However, we recommend using a waiting room or passcode for all meetings after your summer term has ended.

Original article posted 7/2/2020:

To improve meeting security, Zoom is instituting a new default setting that will apply to all meetings beginning July 19, 2020. All meetings will now have to either require a password (which will now be called a "passcode") or utilize a waiting room. Any meeting that does not utilize a password or waiting room by July 19 will have a waiting room automatically enforced by Zoom after July 19th. To avoid any disruption, we strongly recommend that you take action to choose a passcode or a waiting room for your meetings before this date.

Before following any of the steps below to enable meeting passcodes or waiting rooms, please first make sure that your Canvas default email address matches your Zoom account's email address. If the two accounts' emails do not match, please add your Zoom email address to your Canvas account and make it your default Canvas email. This ensures the smoothest experience when using Zoom for Canvas course meetings.

Passcode vs. waiting room: Which should I use?

It really depends on your personal preference and what you feel will work best for your course and meeting management needs. If you are teaching a large course or do not have any TAs or co-instructors, then you may find using a passcode to be the more convenient option. If you are teaching a smaller course, have a co-instructor, or have TAs assisting you, then using a waiting room for your meetings may better serve your needs. Using a waiting room means that you must manually allow your students into your meeting - this can be done one-by-one, or you can bulk allow students into the meeting. There is no "right" or "wrong" option; only what sounds like the most efficient option for you, any co-instructors or TAs that you're working with, and your students.

How to add a passcode to your meetings

This may be the best option for larger courses, or courses that have a single instructor and no TAs.

There are two available options for using a passcode in Zoom:

  1. Have your students type in a passcode when joining the meeting
  2. Have the passcode embedded in the "join" button students click on in your Canvas course to join your meeting.

    We recommend using this second option for Canvas course meetings because it is more secure and does not change the workflow for your students to join your meetings. You will not need to give your students the passcode separately by email (they will not even be aware that the meeting requires a passcode), so this enhances your meeting's security and prevents anyone who cannot access your Canvas course from being able to join.

To have the passcode embedded in your meeting's "join" button, you will need to switch on the embed password option in your FSU Zoom account. Then, edit your Zoom meetings in which you want to add a passcode by following these steps for each meeting:

  1. Log into FSU's Canvas at canvas.fsu.edu.
  2. Open the course whose meetings you want to edit.
  3. Select Zoom on your course navigation menu.
  4. Locate the meeting you want to edit and click on the blue meeting title.
  5. Scroll down to the bottom of the page and click the edit this meeting button.
  6. Under "meeting options" check the require meeting password box and type in your desired passcode.
  7. Scroll down to the bottom of the page and click the blue Save button.

How to enable the waiting room feature for your meetings

This may be the best option for smaller courses, or courses that have more than one instructor and/or a TA.

You can edit your scheduled Zoom meetings and check the waiting room box. This allows you to ensure that you know exactly who is joining your course meetings.

Keep in mind: You will need to manually allow your students to join your course meeting, otherwise they will remain in the waiting room the whole time
This may not be practical for large classes and means that you may need to keep checking your waiting room periodically. You can allow students in one-by-one, or you can bulk allow everyone into your actual meeting space. Before using a waiting room, we recommend reviewing this using a waiting room resource to ensure the smoothest experience for you and your students.

How to edit your Canvas course meetings:

  1. Log into FSU's Canvas at canvas.fsu.edu.
  2. Open the course whose meetings you want to edit.
  3. Select Zoom on your course navigation menu.
  4. Locate the meeting you want to edit and click on the blue meeting title.
  5. Scroll down to the bottom of the page and click the edit this meeting button.
  6. Under "meeting options" check the enable waiting room box.
  7. Scroll down to the bottom of the page and click the blue Save button.
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