PSD Zoom Safety Guidelines
Peninsula School District Zoom Safety Guidelines
Please follow these guidelines when using Zoom for staff-to-student communication:
It will always be a best practice to try to have more than just an adult and a child in a Zoom session, but we know that many situations take place where this is not possible, so please ensure that building administrators are aware when one-on-one Zoom meetings will take place. Further information about this can be found in the Boundary Invasion and Zoom Letter that will be required reading in SafeSchools this year.
In situations where staff wish to have one-on-one time with students, these should be scheduled in advance and the building administrator is made aware. Similar to when staff meets with students in the buildings, doors are left open and building administration can walk by. With remote learning, building administrators should have access as well, so they can randomly log in and quickly assess the situation.
Zoom Breakout Rooms: Just as students working together in small groups is critical to classroom instruction, the utilization of students working together in breakout rooms can be beneficial in a remote environment as well. Before putting students into their breakout rooms, it is important to explicitly discuss overall behavior expectations and how teachers expect students to interact in the breakouts. It is also important that just as you would in a physical classroom, teachers should bounce back and forth between breakout rooms to ensure that students are doing well and following expectations.
Please review Zoom’s guidelines for K-12 schools and districts.
In creating Zoom sessions for students to join, it is important to take a couple of steps to ensure the safety and success of your session:
Use your district-created account when creating and joining district-related Zoom meetings (review Confirming and Updating Zoom Accounts for specific directions).
When scheduling a meeting use Generate Meeting.
Passwords are set to automatically generate
4. The defaulting setting is to place participants in a Waiting Room and people are not let in until the Host allows them in. The Host sees the users and can let one or all in. If they see a name they don’t know, either message the person for their name or don’t allow them into the meeting.
5. Set your Zoom session up so that only the Host can share their screen. The Host can allow others to share but requires action on their part.
6. Consider locking the session once all of the attendees have arrived. This option is listed in the Participants area at the bottom of your Zoom window. In the participants pop-up box, you will see a button that says Lock Meeting.
Additional Best Practices for Securing your Virtual Classroom are linked here.
Need more help with the basics of Zoom? Review the Directions for Using Zoom.
Recording of Zoom Meetings:
To allow for a truly flexible learning environment for our students, all lessons or classroom meetings that take place on Zoom will be automatically recorded to the cloud.
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Please know that it is a best practice before recording any Zoom meetings to announce that it will be recorded. There is now an automated message that will come up letting all students know the video is being recorded.
All automatic recordings are set to only show the speaker and the shared slides so no recording of the gallery will take place.
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Teachers will receive an email from Zoom with a link to post the recordings into their Schoology courses after the recordings have been completed but those links will only be active for 48 hours. Instructions on how to do this can be found here.
Videos should only be posted to be accessible to students and families within your classroom.
Posting the video to your Schoology course will ensure that only those who need to have access to the video will have access.
Not all meetings are worthy of being posted. Prior to posting the recording, ask yourself, “Will there be value for an individual to watch this who wasn’t able to participate in the live session?”
We also trust your professional judgment. In the event a student or students share information of a personal nature that may be damaging, teachers have discretion in posting or not posting the recorded class session.
Please note that in accordance with FERPA and the WA State Archivists retention schedules, all recordings are a public record and the district will take responsibility for the retention of these records.
HIPAA regulations for medical providers are different than what schools follow. We follow FERPA as our biggest regulation related to student data. Within FERPA, we are covered for what limited medical data is collected. Take the time to review the Joint Guidance on the Application of FERPA and HIPAA in relation to Student Health Records and the updated guidance released in December 2019.
Zoom recently signed off on the WA Model Student Privacy Agreement - part of which is their assurance that they comply with FERPA, COPPA, SUPER, and other relevant student data privacy legislation: https://sdpc.a4l.org/district_search_national.php?districtID=4426
Feel free to submit a ticket via Service Central for one-on-one support.