The School is using a number of different solutions to provide online meeting capabilities. These include Microsoft Teams, Zoom, and MashMe, amongst others. Whatever the technology, there are some imporant basic guidelines that apply to all of them, in order to ensure that your meeting or lecture is safe: safe here includes keeping people out that shouldn't be there, and not sharing thngs that atendees should not see.

If you are a meeting host, you should also check for features specific to the software you are using, and where secure settings are not switched-on by default, you should enable them. If you undo default settings, or do not follow security guidance, you make sure that you understand the consequences, both to meeting participants and to the School if you do not.

If you are a meeting host, or facilitating a meeting for a colleague:
  • Do not share the link or identifier for the meeting on social media or in other public forums unless unavoidable. If the meeting is intended to be a public one, make sure that you have taken the necessary precautions to run it safely.

  • If the meeting is a private one, use a meeting password, and share it via a separate channel where possible. Use a different password for each meeting and do not use your School password to sign-up to any non-School service.

  • If your meeting software enables participants to share their screen or use a shared application, such as a whiteboard, you should restrict this ability to the meeting host only where possible. You should not use it with large groups, as it can be difficult to manage.

  • Do you know who is joining your meeting? Some platforms will allow you to monitor who is joining and when. This means you can take a register and tick people off as they join, locking the meeting when all attendees are present
If you are a participant, including being the host:
  • If you are sharing your screen, you should do so by sharing individual application windows as this is safer than sharing your entire screen. It is also safer to ensure applications not needed for the meeting are closed to limit accidental sharing.

  • Think carefully about the content of your calls and chats, especially if you’re discussing confidential matters. Where confidential matters are being discussed, make sure that you understand who is present, is anyone making a recording and where it might be stored.

  • Be aware of what’s in view of your camera. Is there sensitive material on your desk or behind you when in a video call?

  • Install updates or patches when prompted to do so by the software provider. No software is entirely free from vulnerabilities, and collaboration tools are no exception. Vendors regularly release patches and new versions to address vulnerabilities as they’re identified. Make sure that you apply patches and are using the most up-to-date version, just as you should for any application or operating system.