Last updated: September 19, 2024
Protect the Privacy of Participants and Confidential UBC Information
The following tips help protect the privacy of participants in meetings and confidential UBC information. The features may not be available in all video collaboration tools at UBC
Etiquette for Hosts
Teaching and Learning Meetings
To avoid unwelcome participants and undesirable contributions, consider the following:
- Share unique meeting IDs for each class and ask your class not to share the link.
- Disable desktop/screen sharing for students.
Mute participants upon entry to the meeting:
- Disable chat.
Avoid unnecessary collection of personal information:
- Do not record classes unless necessary.
- Notify participants before recording.
- Disable chat in the meeting.
- Disable recording by students.
- Mask phone numbers of participants dialling in. For example: 888****666
Be secure:
- Avoid opening files that are shared with you using the chat feature. They can be used to share malware.
- Don't click on links in chat. If the link is from a trusted source it is safe to copy the link and open it in your browser.
Administrative and Research Meetings
To avoid unwelcome participants and undesirable contributions, consider the following:
- Use the Virtual Waiting Room, so participants cannot join until a host admits them individually.
- Avoid using a Persistent Meeting ID (PMI) when creating a meeting. A PMI is essentially one continuous meeting that allows participants to enter and exit at will.
- Ask guest participants in the meeting to identify themselves.
Avoid unnecessary collection of personal information:
- Mute participants upon entry to the meeting.
- Disable desktop/screen share for users.
- Do not record meetings unless necessary.
- Notify participants before recording.
- Ask participants not to record.
Be secure:
- Avoid opening files that are shared with you using the chat feature. They can be used to share malware.
