Zoom: Upcoming Security Changes September 2020

Summary

Starting September 27, 2020, any new Zoom meetings will have a Waiting Room enabled by default. There will be no change to existing meetings. This change is to prepare for when Zoom enforces a Waiting Room or Passcode on all meetings later this year.

Content

 

Starting September 27th, 2020, any new Zoom meeting will have a Waiting Room enabled by default.

  • Existing meetings will not be impacted by this change.
  • All users with an university system domain email address will bypass the Waiting Room and directly join the meeting. Users should follow these steps to ensure they are properly logged in to Zoom.
  • You can learn more about customizing and using the Waiting Room experience here.
  • You can find meetings that are scheduled without a Passcode or Waiting Rooms by going to https://zoom.us/meeting#/upcoming.  These meetings will have an exclamation symbol inside a circle:
    Meeting without waiting room or passcode symbol
  • Zoom has improved their Waiting Room notifications so the meeting host can now receive a visual and auditory notification that an attendee has entered the Waiting Room.

 

FAQ

If I already have a Passcode or Waiting Room enabled, will anything change?
No, your settings will remain the same for your current selection. You can change your security preference at any time.

How will this affect students that join meetings from Canvas or Moodle?
Existing course meetings will continue to allow all students to join in the same way they have been joining to date with no action needed.

For newly scheduled meetings, or meetings with waiting room enabled.  If your students are accessing Zoom via Canvas or Moodle they should have been prompted the first time they used the integration to log in with their campus Zoom account to establish the link. If you continue to have your students access Zoom from Canvas or Moodle they should bypass the waiting room and go directly to your class.

How will this affect my calendar invitations when scheduling meetings?

  • If you already have a Passcode or Waiting Room on, there will be no change to how you schedule meetings.
  • If Passcodes are added to existing meetings, calendar invites need to be resent to include the Passcode. If Passcodes are added to new meetings, the Passcode will automatically be embedded into the meeting link (unless you have specifically disabled this feature)
  • Enabling Waiting Room for new or existing meetings does not affect calendar invitations.

What are Waiting Rooms and how do they work?
The Waiting Room feature allows the host to control when a participant joins the meeting by placing participants in a Waiting Room prior to joining the session. It is recommended that you review your Waiting Room selections and options for ‘join before host’ and which participants to place in the Waiting Room.

waiting rooom options

For a detailed overview of how to allow domains to bypass the Waiting Room and other Waiting Room features, please see this Zoom support article.

How will Waiting Rooms affect participants joining the meeting by phone?
For meetings with Waiting Rooms, participants will dial in as they normally do. They will hear a prompt that they are in the Waiting Room and the host will have to admit them.

How will Waiting Rooms affect the host joining the meeting by phone?
If the meeting has Waiting Rooms enabled and ‘join before host’ is disabled, then the host will be able to start the meeting and disable the Waiting Room by entering their host key. The host will hear audio prompts indicating that the Waiting Room has been disabled, all attendees will be admitted, and they can lock or unlock the meeting by pressing * 5.

Can I disable Waiting Rooms for all new meetings?
Yes, waiting rooms can be disabled for all new meetings from within your user settings. Sign in to your campus portal Zoom account (zoom.unh.edu, plymouthstate.zoom.usgranite.zoom.us, keene.zoom.us). Click Settings, on the lefthand side, and then select the Meeting tab. Navigate to the Waiting Room option under the Meetings tab and click the blue button until it shifts positions and turns grey. The Waiting Room option for all new meetings is now disabled.

Important note: this option is only available until Zoom enforces the user of Waiting Rooms or Passcodes for all meetings. 

How do I enable the use of Passcodes for meetings?
The use of a passcode is setup from the meeting settings. To learn more, visit this Zoom support article and scroll down to the "Users" section.

How will Passcodes affect participants joining the meeting by phone?
Your security selection for meetings will not affect phone Passcode requirements unless you select “Require a Passcode when joining by phone.”

Can I make all participants enter a Waiting Room?
Yes, waiting rooms can be disabled for all new meetings from within your user settings. Sign in to your campus portal Zoom account (zoom.unh.edu, plymouthstate.zoom.us, granite.zoom.us, keene.zoom.us). Click Settings, on the lefthand side, and then select the Meeting tab. Navigate to the Waiting Room option under the Meetings tab, click Edit Options and under Who should go in the waiting room? select Everyone.


For more details, including a comprehensive FAQ document, please visit the Zoom Support page.

Need additional help?

Contact the ET&S Help Desk team on your local campus or fill out this Zoom webform with as much detail as possible.

Details

Article ID: 2413
Created
Tue 9/1/20 11:16 AM
Modified
Mon 1/25/21 12:46 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office