Virtual Programming

You will need: 

• An internet connection – broadband wired or wireless
• Headset/earbuds with microphone
• Webcam – built-in or USB plug-in

*NOTE: If you are unable to join from Zoom on a computer or mobile device, then you can join on the telephone instead. Dial the phone number provided; then enter the Meeting ID and password when prompted.

*TIP: If you use a headset or earbuds with a mic, be sure to plug those in to your computer before joining the Zoom meeting.

Enter the Zoom meeting using a computer or the zoom app:

Your meeting host will provide the URL to the Zoom room as well as a Meeting ID and a password. Simply click the URL or paste into your browser of choice to open the meeting. You will be asked to provide the Meeting ID and password. This will get you to a “Waiting Room”. The meeting host will then give you permission to join the meeting. Audio and video setup:

After launching the Zoom meeting from the meeting URL, you will be prompted to join the room’s audio. Click “join audio by computer.” Zoom allows audio participation through your computer’s internal speakers, a headset, or a phone line.

Page 1 of 2

Step 1: Get parent consent

• Sample Email Templates available at [MusicImpactNetwork.org] 

Step 2: Sign up for an appropriate Zoom account 

• Pro Accounts are recommended and cost $15 per month and allow you to implement additional safety features. You can sign up for one at https://zoom.us/pricing.

Step 3: Set the meeting features to keep your members as safe as possible (You will only have to do this step once!)

Go to https://zoom.us/account/setting. Scroll down until you reach a section entitled “In Meeting (Basics)” or select “In Meeting (Basics) on the left hand side of your screen. Do the following things:

• Allow meeting participants to send a message visible to all participants
• Allow participants to save the chat 
• Do NOT allow meeting participants to send a private 1:1 messages to another participant 
  • (Note: As the host you will still be able to message participants privately. You should NOT do this! Similarly, if a member messages you privately do NOT respond to them directly as this would violate our “Rule of Three”.)
• Allow Zoom to automatically save all in-meeting chats
• Lock all of your selections. 

Page 1 of 9

Dear Parent/Guardian: 

In an effort to continuously serve members during the [Name of Organization] closure, [Name of Organization] staff are providing virtual programming using Zoom.  Zoom allows video conferencing to take place in pre-scheduled classes between [Name of Organization] staff and members.  

In order to participate in virtual programming, you will need the following:

• A computer, mobile, or tablet device with access to the Internet
• A quiet space at home in which members can participate 
• To register for Zoom you will need to provide some customer data, including but not limited to:  your email address and first and last name (for more information, see https://zoom.us/privacy)   

 To maintain safety, virtual programming is being implemented with the following parameters in place:

• No child will be allowed to participate in virtual programming without advanced permission from a parent/guardian.
• All virtual programming will be administered by two [Name of Organization] staff

If you consent to having your child use Zoom for virtual programming, please respond to this email with the following message:

• “I, [PLEASE TYPE YOUR FULL NAME], the parent/guardian of [PLEASE YOUR CHILD’S FULL NAME], give permission for him/her to participate in [Name of Organization] virtual programming at [Name of Organization].”

If you have any questions, please feel free to contact me.

Page 1 of 3

In an effort to continuously serve members during the [Name of Organization] closure, [Name of Organization] is providing distance-based experiences through which staff will facilitate program activities through an online platform. We will use an application provided by a third party that members, parents/guardians and/or staff will access via the Internet and use for purposes of communication and programming. 

This letter seeks consent for your child to utilize the below online platforms for distance-based program purposes.

• Google Classroom – requires internet and a device to connect; will be used to share projects/activities 
  • If you do not have access to the internet or a device, please contact us (we may be able to help) 
• Zoom Meeting – requires the internet and a device to connect; used for meetings of Clubs, including [Name of programs], etc. 
  • Please review Zoom’s privacy terms and conditions carefully before registering your member:  http://zoom.us/terms and http://zoom.us/privacy
• Email – requires internet and a device to connect; used for communication
• SchoolCNXT – requires internet access and a tablet/phone to connect through downloaded app or phone number; used for updates and communications
• [Name of Organization] will also be posting content designed for learning and engagement to [Name of platforms]. However, due to the nature of these platforms, participation cannot be monitored by [Name of Organization] staff.

Please be aware that each site collects different information about its users and has its own privacy terms and conditions to which members must adhere. Please review these carefully before allowing your member to register for access to various platforms.

Our commitment to keeping the young people we serve safe is always our number one priority. [Name of Organization] will make every effort to protect member information as they use these platforms for [Name of Organization] programming. Further, all activities online must comply with [Name of Organization] safety policies.

* Required

Name of Children *

Parent/Guardian Phone Number *

Parent/Guardian Email *

Page 1 of 4

Staff Guidelines

As [Name of Organization] Staff create virtual experiences, there are some keys to ensuring a successful and safe environment, these include:

• Enable a meeting password – eliminates the possibility of youth “guessing” how to get into the meeting.
• Do not list meetings publicly, or in public places – This further reduces the chance of someone uninvited entering one of your meetings.
• Turn off (disable) participant recording – This eliminates the possibility that content from your session can be downloaded by members and shared externally. You can do this from the Host Dashboard.
• Turn off (disable) screen sharing by participants – This eliminates the possibility your members can inadvertently, or intentionally, share content on their screens with others. You can do this from the Host Dashboard In meeting chat allows  participants to send chat messages to other members. 
• Disable participant to participant private chat – As the host, you can choose who the participants can chat with or to disable chat entirely. Using the “Everyone Publicly” setting complies with 1:1 contact policies.
• Save a chat log to your computer (locally) – This ensures an audit trail exists. Save chat log at the end of each session, 
  • For more information about chat settings, see: https://support.zoom.us/hc/en-us/articles/203650445
  • For more information about chat log and saving, see: https://support.zoom.us/hc/en-us/articles/115004792763
• Prohibit the sharing of – Email address; Social media address(es) or locations to personal profiles; Mobile numbers; Other personally-identifiable information
• At no point should staff message members directly within the software – All chat should be logged and saved as an audit trail. See above for configuring chat settings appropriately.
• Be aware of your surroundings – check to see what is in the background of the video both visually and sound wise. 
• Be cautious of what is on your computer screen/background

Zoombombing, where unexpected individuals are joining meetings and able to take control of presentations and share explicit material (e.g., pornography). Below is the FBI’s current guidance on preventing “Zoom-bombing,” or instances when unauthorized users disrupt online meetings:

• Do not make meetings or classrooms public. In Zoom, there are two options to make a meeting private: require a meeting password or use the waiting room feature and control the admittance of guests.
• Do not share a link to a teleconference or classroom on an unrestricted publicly available social media post. Provide the link directly to specific people.
• Manage screen sharing options. In Zoom, change screen-sharing to “Host Only.”
• Ensure users are using the updated version of remote access/meeting applications. In January 2020, Zoom updated their software. In their security update, the teleconference software provider added passwords by default for meetings and disabled the ability to randomly scan for meetings to join.
• Lastly, ensure that your organization’s telework policy or guide addresses requirements for physical and information security.

Page 1 of 2