Faculty and Staff - Best Practices for Hosting Secure Virtual Sessions/Meetings

2020

Faculty and Staff - Best Practices for Hosting Secure Virtual Sessions

This article will provide you with information on the best practices for hosting secure virtual sessions. Information in this article is relevant to all of the virtual collaboration tools available through the College (Blackboard Collaborate Ultra, Microsoft Teams, and Zoom for Education).

 

How to Maintain Safe Virtual Meetings

Yes

  • Use only the College provided collaboration tools that are specific to MC3 accounts. 
  • Check your session settings so that only the meeting host can share content and information.
  • If you plan to record your session, make sure everyone in the session is aware. 

 No

  • Do not make sessions public to avoid unwanted guests.
  • Do not share the session link on social media and other platforms that are not secure.
  • Do not share information that may be confidential in your sessions. 

 

 

 


Preparing for your Session 

1. Use a headset with a microphone if possible. This helps with audio clarity.
2. Avoid sitting with your back to a window or a lamp. This will prevent your video from being too dark.
3. Check your surroundings. Make sure you do not have anything behind you that may be distracting to you or your audience. 
4. Make others aware that you are hosting a virtual session to avoid distractions.
5. Prepare and setup your audio, video, and other materials prior to your session start time. 

 

 

 

Etiquette: Joining a Meeting

1. Join the session a few minutes before the session is about to start. 
2. Mute and/or close out of any applications you may have open that may be distracting. This includes email or anything with private information.
3. Join a session with your microphone and video muted/off to prevent disrupting a session that has already started and to eliminate distractions.

 

 

 

Etiquette: Participating in a Meeting 

1. Keep your microphone muted during the session unless you are asked for participation or may have a question. 
2. Avoid talking over others and allow wait time before responding. 
3. Stop occasionally to allow others to process information and opportunities for questions. 
4. Use the chat functionality to ask questions during the session so that it is not distracting to the person speaking.
5. Announce when you are recording a meeting (if applicable) so others are aware. 

Article ID: 8225
Created: April 9, 2020
Last Updated: June 13, 2022
Author: Kasey Golding

Online URL: https://kb.mc3.edu/article.php?id=8225