Create your own parent consent form using Google Forms
This downloadable and customizable template helps your organization create a quick and simple parent permission form allowing your participants to join in virtual programming.
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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.
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.
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.
