Before You Begin
Scenario 1: General Public Invited to Join a Zoom Meeting
Scenario 2: Meetings for Notre Dame Participants
Scenario 3: Meeting with Notre Dame and Non-Notre Dame Participants
Scenario 4: Hosting a Large Zoom Meeting
Scenario 5: What to Do If You’re Being Zoom-bombed
Scenario 6: Protect Intellectual Property
Scenario 7: Sensitive and Regulated Data in Zoom

Before You Begin

Zoom has a number of security features to prevent unwanted access or disruption to your Zoom meetings. All of these security features can be found in Managing Risk of Disruption in Zoom Meeting. Below are a number of specific scenarios with recommended security settings you may want to enable.

Scenario 1: General Public Invited to Join a Zoom Meeting

If you plan on hosting a public event and want the general public to be invited and attend, it’s strongly encouraged to turn on registration for the Zoom meeting. Registration will require your participants to sign up for the event prior to receiving the Zoom meeting link.

If the event is for the public and you do not have technical support to help manage the meeting you may also want to consider using ND Studio’s Zoom Webinar Service.

To require registration:

Sign into zoom.nd.edu
Schedule a Zoom meeting
In the meeting setting, click the checkbox for Required next to Registration.
Also, be sure to familiarize yourself with the Zoom Security button.

Scenario 2: Meetings for Notre Dame Participants

If you are hosting a meeting or course where only Notre Dame participants should be allowed to attend, it’s best to require users to sign in with their Notre Dame NetID and password in order to join the meeting.

For more information, see Create Zoom Meeting Restricted to Notre Dame Participants

Scenario 3: Meeting with Notre Dame and Non-Notre Dame Participants

If you are hosting a meeting or course where it mostly involves Notre Dame participants but you have a guest lecturer or a few non-Notre Dame attendees, it’s best to require users to authenticate but only “Sign into Zoom”. Notre Dame participants can use SSO to sign in while other participants can sign in via Zoom, Google, or SSO if their institution allows it. Signing in is always a good practice as it creates a barrier between unwanted participants.

For more information, see Create Zoom Meeting Restricted to Notre Dame Participants. Make sure at Step 3 to select Sign in to Zoom instead of Notre Dame Only (Okta).

Scenario 4: Hosting a Large Zoom Meeting

If you are hosting a large Zoom meeting and want to prevent unwanted disruptions, see Recommended Settings for Hosting a Large Zoom Meeting and Best Practices for Hosting a Large Zoom Meeting.

If you are hosting a large meeting where you need extra security measures, for example, not allowing participants names’ to be seen, participants audio/video off and can’t be turned back on, etc. see ND Studio’s Zoom Webinar Service for more information.

Scenario 5: What to Do If You’re Being Zoom-bombed

Participant(s) sharing inappropriate content
Use the Zoom Security button to disable the ability for participants to share their screen and then remove the participant. Participants are not allowed to share their screen without host permission so this should not be an issue under normal circumstances.
Participant(s) making inappropriate noise
Mute all participants and then disable participants' ability to unmute themselves. Remove the participant if necessary.
Participant(s) using the chat inappropriately
Use the Zoom Security button and turn off participants' ability to chat. Remove the participant if necessary.
Participant(s) renamed themselves to something inappropriate
Use the Zoom Security button and turn off participants' ability to rename themselves. Remove the participant if necessary.

The best thing you can do to minimize the impact if you are being Zoom-bombed is become familiar with the Zoom Security button.

Scenario 6: Protect Intellectual Property

Participants are not allowed to record your screen via Zoom without the host’s permission. They can, however, use a variety of screen recording software installed on their computer to record the Zoom meeting. While there’s nothing that can be done to entirely prevent this, you can add an audio watermark to the share screen with the participant’s name on it. This will help identify the person if the video is ever shared and found publicly.

To enable the audio watermark during a screen share:

Login to zoom.nd.edu.
Create Zoom Meeting Restricted to Notre Dame Participants
The audio watermark will be added automatically.

Scenario 7: Sensitive and Regulated Data in Zoom

Zoom is not approved for use in transmitting, displaying, or discussing certain types of data:

Highly Sensitive Information (HSI)
Data that is export controlled or governed by federal regulations
Data that is governed by HIPAA

Note that Zoom offers specific products to comply with some regulations like HIPAA or FEDRAMP

If you have a need to use Zoom with these data types, please reach out to Notre Dame Information Security.

We recommend that meetings with sensitive and confidential data have the following settings:

Host account settings:

Require a password when scheduling new meetings - on
Auto saving chats - off
File transfer - off
Data Center regions for meetings/webinars hosted by your account: United States only
Allow live streaming meetings off

Host meeting settings:

(Coming soon: end-to-end encryption)
Use a generated meeting ID (not your PMI)
Require meeting password checked (on)
Computer Audio chosen as the Audio option
Enable join before host is unchecked (off)
Enable waiting room is checked (on)
Only authenticated users can join is checked (on) with the most appropriate option chosen (Notre Dame SSO or signed in to Zoom)
Do not record the meeting

In the meeting:

Make sure the host is familiar with the Security button
Once everyone has arrived, lock the meeting.
Use headphones to minimize the chances the discussion can be overheard
Conduct the meeting in a private location to minimize the risk of shoulder surfing

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