More Information on Zoom from Kristan Schnepp

SJTA Members,

As the San Juan Unified School District moves to distance learning, we are working hard to support our practitioners and keep students engaged and supported. It is our intention to inform our practitioners about the tools we use and address areas of concern. 

We are, whenever possible, using many of the same online tools we employed in face-to-face schooling (just a few short weeks ago). However, we have also needed to utilize these tools in new ways and add tools we had not needed previously. After reviewing various virtual platforms available, we have discovered that no single platform is flawless and each has its challenges. Please be aware of the following privacy and security concerns for distance learning platforms you may be using:

Google Meet

After investigating, it has become clear that Google Meet continues to have usability concerns that cannot be addressed by adjusting settings. For that reason, it is not enabled as a district service and not recommended for use at this time.

Zoom

One thing we have learned is that Zoom, while a quality product, has some privacy concerns as well. We have been contacted by parents and staff concerned with using Zoom for distance learning. By following the directions provided in the recommended settings document, you can address privacy and security concerns during distance learning. 

You can continue to use Zoom when hosting live meetings or class sessions. If you configure your room and meeting settings as we have indicated in the recommended settings document, the likelihood of outside access to your Zoom meetings and inappropriate behavior in Zoom will be significantly reduced. 

In order to ensure the safest environment for everyone during Zoom meetings, you will need to complete two steps to use Zoom with your learners. The first step is to adjust the default settings in Zoom accounts. The second step is to fine-tune the meeting settings and this is done each time you start a Zoom meeting. 

Step 1: Click the Zoom tile in Portal and sign in. Then configure your Zoom account settings. If you have an existing free Zoom account, you may receive a pop-up message or an email asking you to confirm your account and switch to the San Juan Unified account. You will need to switch accounts.
NOTE: meeting settings must be configured in multiple locations in Zoom accounts, as outlined in the recommended settings document.

Step 2: Each time you start a meeting, configure the settings for that particular meeting. 

The recommended settings document explains all of the configurations necessary for steps 1 and 2. Some configurations that are recommended are now set by default either by the district or by Zoom. For each section of the text instructions, there is also a demonstration video.

Below are important points regarding Zoom and an overview of the recommended settings

• Social media: Do not share screenshots with student images or names on social media.
• Sign in through Portal: When conducting meetings with students, teachers must access Zoom by clicking on the Zoom tile in Portal. This allows the dDistrict to control some needed safety features, such as using a Waiting Room.  
• Meeting ID and passwords: In order for your students to join your meeting, you will need to communicate to them the link (for those joining via a web browser) and the meeting ID and password for those joining by using a mobile or desktop app. Do not share the meeting ID and password or the meeting link on any public-facing website or on social media. Emails to parents or students, posts in Google Classroom, or other closed/private channels you are using to communicate with students and families are fine.
• Correct Settings: There are three account areas in which settings need to be adjusted, in addition to the settings to adjust once each meeting has started. Below are some of the key settings. The recommended settings document shows you exactly where each of these is configured. This document includes links to videos for each section. NOTE: many of these must be configured in all three areas of your Zoom account settings.
• Join before host: This should be disabled for meetings with students. 
• Passwords: Zoom has turned on passwords for all rooms by default. Be sure to go to the meeting information for your upcoming meetings (in your account page in Zoom) to locate the password and communicate that to your learners. For those joining via a link, enable the option to “embed password in meeting link for one-click join.”
• Waiting Room: The default in Zoom is for all meetings to have a Waiting Room. San Juan Unified teachers must use a Waiting Room when meeting with students. This prevents students from accessing the room before the teacher and also allows the teacher to control who enters the room. You must look carefully over the names and only allow students and staff to enter your meeting. To protect student privacy, students should not type both their first and last name when they request to join your meeting. Teachers should communicate with students and families how they would like students to identify themselves when they join a meeting.
• Student Video: We recommend you adjust the settings in your account so that their video is off by default. Then provide specific students with permission to use their webcam during the meeting when needed for an instructional activity.
• Mute: We recommend that microphones be mute by default and that you further restrict participants’ ability to unmute themselves when you start your meeting, but before letting students in from the waiting room. Remember that Zoom provides interaction icons/buttons students can use to raise their hand or otherwise indicate that they wish to speak. You can turn on that student’s microphone at that time and then turn them back off when they are done speaking.
• Chat: This is off by default district-wide. If you would like students to be able to chat with only the teacher, you will need to turn chat back on in your account settings. Then, before letting students into your meeting from the waiting room, use the host controls in the “Chat” area to limit the chat to private chat with the host (teacher) only.
• Screensharing: Screensharing should be set to “Host-Only” in your account. This setting should be verified once the meeting has started (before letting students in from the waiting room). If students need to share their work with the group during the meeting, you can allow screen sharing by using the host controls during the meeting. 
• Annotations and Whiteboard: These should be disabled for students in your account settings. Students can be given permission to use those tools during the meeting when needed. 
• Breakout rooms: These should only be used if you will have additional adult staff available during your Zoom meeting. There would need to be an adult in each breakout room.
• Ending the Meeting: Be sure to “End the meeting for all” before you close the meeting window. This prevents students from remaining in the meeting room unsupervised after the meeting is over. 

Guidance for responding to families:

Our use of video conferencing is new. We are using video conferencing along with a number of other tools and resources, including resources from our adopted instructional materials; resources available in Google Suite, and videos available on Youtube.  

• Teachers may choose to offer live sessions (synchronous), but they are not required.
• Teachers offering live sessions will use Zoom because, when configured correctly, Zoom has the most comprehensive settings to ensure the safest learning environment. 
• Teachers have received both text-based and video-based support to ensure that the settings for their Zoom sessions are configured correctly.
• Recording live class meetings: We encourage teachers to record non-confidential video conferencing sessions and post them for students who could not attend the live session. Here are some guidelines about recordings:
• These recordings will not be publicly available, only shared within the Google Classroom, or with another section of the same course.
• Teachers will announce their intention to record the session giving students/parents/guardians the opportunity to turn off their camera and/or microphone if privacy is of concern.
• We are aware of recent “Zoombombing” issues and are taking appropriate precautions. In the Zoom rooms around the country where issues have occurred, the recommended settings were not in place. 

Kristan Schnepp