Important information recently released by Zoom to be effective on March 1:
“As part of our continuous efforts to implement best-in-class privacy and security practices for all users, beginning March 1, 2022, Zoom will remove email addresses for users flagged as ‘guests’ from Account Reports and Dashboards unless they meet any of the conditions listed below. Email addresses of users on your own account will continue to be shared with your organization, as usual.”
Q: How does this affect me?
A: When participating in a Zoom meeting if the end user is listed as “guest,” they will not have the appropriate security settings and features provisioned by ITS within the HVCC Zoom account. Essentially, they are downgraded to Zoom Basic User instead of the HVCC Pro User status because they have not properly authenticated to their HVCC Zoom account. This impacts features such as screen sharing, polling, breakout rooms and others instructors may utilize for their Zoom meetings. More importantly, it affects security features implemented by Zoom and HVCC ITS to protect meetings from Zoom bombers and uninvited participants.
Q: Why now?
A: ITS has implemented and outlined many changes and recommendations to HVCC Zoom accounts, as noted in the past Campus Chronicle articles and all-employee emails since HVCC’s adoption of Zoom. We try to follow the recommendations from Zoom promptly to provide users with security and functionality with the Zoom application while causing as little disruption as possible. In addition, Zoom has the right to refuse support when accounts are not following Zoom’s recommended security changes that result in issues such a Zoom bombing or security breaches.
Q: How can I determine who is in my meeting as a “guest”?
A: Check your participants list. You will see “(guest)” next to the participant’s name.
Q: What can I do to help users enter my meetings as an HVCC Zoom account authenticated user?
A: There are several things you can do to ensure users are utilizing their HVCC Zoom account.
- All HVCC students, faculty, and staff should be using the Zoom desktop application. (It can be downloaded from hvcc.zoom.us. Click on the Download Zoom Desktop Client link at bottom of page). If you are using an office desktop computer on campus, the Zoom Desktop Application is already installed.
- All HVCC students, faculty, and staff should be using their HVCC Zoom accounts (signing into Zoom using SSO option with their HVCC login credentials (same as HVCC email), not personal Zoom accounts.
- Whenever possible, and you know only HVCC students, staff, or faculty will be participants for your Zoom meeting (no outside account users – i.e. does not have HVCC login credentials), it is recommended that you use the “Only authenticated meeting participants and webinar attendees can join meetings and webinars” feature in your Zoom meeting settings.
Q: How does this help the ITS Zoom support team?
A: Once Zoom implements this change, the ITS Zoom support team will no longer be able to see what device, operating system, zoom version, microphone, and camera a participant listed as “guest” is using. Having this information available to the ITS Zoom support team is valuable information to have prior to beginning a troubleshooting session. Without this information, troubleshooting time and issue resolution will increase tremendously resulting in more lost meeting time and interruptions.
If you have any questions or need assistance with Zoom, please call the ITS helpdesk at (518) 629-7364 or submit an ITS support ticket.
Published: Mon, 21 Feb 2022 13:10:18 +0000 by r.pinke