Compliance

Purposes and Principles

Zoom is one of the primary approved software tools for conducting remote/virtual meetings. This document provides basic guidance on how to protect your privacy and the privacy of others when using Zoom. 
All University staff, faculty, and students should follow these principles when using Zoom to conduct remote meetings:

Tips and Privacy Protections for Video Conferencing

1. Users should use common sense and avoid sharing more information than necessary when using Zoom, especially when discussing confidential matters.
   1. Ensure sensitive conversations cannot be overheard or work observed by unauthorized persons. Remember that UCLA Security Policies and Standards do apply to any computer you use for your Zoom session. For more specific information regarding
   2. UCLA’s Security Policies and Standards see IT Services Policies and Practices page.
2. Screen Sharing Privacy
   1. Protecting Confidential Data on Your Device from Being Viewed: Avoid sharing confidential information visible on your other screens. Before screen sharing, close all applications, emails, and documents that you will not use in that session.
   2. Managing Whose Screen is Visible: Zoom default settings for the campus are set to limit screen sharing to the host. The host can also allow screen sharing by participants. Options are available by clicking on the up arrow by the Screen Share icon. The host can select the “host only” setting to prevent others from sharing their screens. If the host determines that screen sharing by participants is needed, sharing by “one participant at a time” should be selected. The host should remind participants not to share other sensitive information during the meeting inadvertently.
3. Managing Participants (tips to prevent unwanted attendees are listed below):
   1. Do not post meeting IDs in public forums.
   2. Do not reuse meeting access codes. You can generate a new access code for each meeting.
   3. Monitor participant list for unwanted attendees.
   4. Using Zoom settings for meeting participants, the meeting host can:
      1. Limit attendance to participants who are signed in to the meeting using the email listed in the meeting invite
      2. Set up a Waiting Room Function
      3. Password protect meeting access
      4. Lock meetings once they start
      5. Mute participants who are not presenting
      6. Remove unwanted participants
      7. Disable private chat 

Note: For more detailed instructions for how to prevent unauthorized access to your meeting in Zoom, consult the Information Security Officer’s Settings for Preventing Zoom Bombing Page

For further privacy features and options for Zoom, visit Zoom's blog.

Recording of Zoom Meetings and Chats

Recording of Meetings–Notice/Consent: Do I need to obtain meeting attendee permission to capture their video and save sessions? 

Yes. Some US states (including California) are “two party” or “all party” consent states, which generally require the permission of both or all parties involved in a recording. 

Best practice is to request permission to avoid misunderstandings. 

Meeting hosts should always inform attendees at the start of the meeting or in advance of the meeting if they are going to record a meeting. Zoom automatically notifies attendees present at the start of a meeting if the meeting is being recorded. However, meeting hosts should also verbally notify attendees that a meeting will be recorded. 

As a general rule, staff meetings should not be recorded absent an articulated business purpose (including as a reasonable accommodation) that requires recording of the meeting. Generally, you should not record a meeting if the same meeting would not be recorded if it occurred in person. 

If it is necessary to record a meeting, consider offering attendees the options of opting out of the recorded meeting, muting their audio, or turning off their cameras, if those are possibilities. In addition, if a meeting is recorded, the recording becomes a University record that must be stored and retained appropriately and may be subject to disclosure upon request. 

Disability Accommodations

For guidance regarding accessibility and Zoom, see the Office of Advanced Research Computing’s UCLA Zoom Accessibility page. If you have specific questions regarding employee disability accommodations, please consult the CHR Disabilities & Reasonable Accommodation page.