Sample Staff Guidelines for Virtual Programming

Simple Staff Guidelines when conducting Virtual Programming on Zoom 

This downloadable and customizable template gives your music program staff a reference guide for virtual programming, including:

  • Keys to ensuring a successful and safe virtual environment
  • Zoom settings and recommendation
  • Additional information about “Zoombombing” and Privacy Awareness

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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, 
  • 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.
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