updated 2020-10-27
The COVID-19 pandemic has necessitated that we modify our program. One such modification is the increased reliance on video conferencing.
The use of video conference systems, such as Zoom, presents some risks for organizers and participants, including:
In Plast Canada's core program (табори і прогульки), policies and guidelines help leaders and members understand, prepare for, and mitigate the risks inherent in outdoor and wilderness activities. Similarly, these guidelines aim to make the most of the opportunity to visually interact during pandemic restrictions, while managing the risks of meeting online.
Those using video conferencing should adhere to the following guidelines in preparing and executing meetings, leadership training and online activities.
Since video conferencing systems and the risks inherent in their use are evolving rapidly, these guidelines might not address certain recent developments. Plast Canada encourages all leaders and members to independently develop their own awareness of online security risks, as well as their skills regarding best practices for online security.
1.1 Respect participants’ personal privacy choices
Plastuny who do not want to participate in videoconferencing should not be forced to engage in this meeting format if they choose not to. Video participation should not be mandatory, unless it is essential to the planned activity. It is possible to participate in Zoom meetings while disallowing video sharing, and even to call in to the Zoom meeting via phone. Alternative meeting formats, such as teleconferences may be offered as an option.
1.2 Be understanding of user’s knowledge and experience with videoconferencing and other online meeting options
Not all plastuny are adept at using videoconferencing technology. Some plastuny may be charged with organizing and running Zoom meetings but do not have a good understanding about how to conduct these meetings nor what security measures should be in place. At the stanytsia level, designate a member that can assist with meeting logistics and ensuring internet security protocols are in place. KPS Starshyna should have a designated point person(s) to assist with the preparation and security of online videoconferencing.
1.3 Ensure that meeting hosts and participants are familiar with meeting protocol and etiquette
It is advisable that prior to hosting or attending your first Zoom meeting you familiarize yourself with how to enter a meeting, how to manage participants and conduct the meeting. Zoom video tutorials are highly recommended. Parents of novatstvo and yunatstvo should ensure that their child/children understand(s) how to use the Zoom application and minimize security risks.
2.1 Check for system updates
Make sure you have the latest version of the platform you’re using so that you have the most up-to-date security features.
2.2 Use a randomly generated ID
Zoom, for example, lets you do this, which prevents pranksters or attackers from disturbing your online sessions.
2.3 Make meetings “unlisted”
Sites like WebEx allow users to either name a meeting or leave it unlisted. By naming a meeting, it may be visible to unauthenticated guests. It is best to leave a meeting unnamed if possible.
2.4 Restrict publication of meeting details
Only provide the meeting details to those who need them and send them through secure and private channels (e.g. known email address). Links to a video conference should not be published on social media (unless the conference is specifically intended to be open to the public)
2.5 Require attendees to register for a meeting in advance
Sites like Zoom allow users to request all participants register with their name, email, and custom questions before a meeting.
2.6 Consider having a co-host
Meeting hosts/administrators have significant control over the meeting, and most sites allow this role to be split among participants. This should only be given to a trusted individual.
3.1 Password protect your meetings
This should be applied when joining on computer/app, but also for dial-in phone users.
3.2 Require users to use their full name when signing into a meeting (no nicknames)
3.3 Request users select non-offensive virtual background
3.3 Authenticate users
When creating a new event, you should choose to only allow signed-in users to participate.
3.4 Do not allow users to join a meeting before you (as the host)
3.5 Use “waiting rooms” or “lobbies”
Sites like Zoom and WebEx have these kinds of features to screen participants before they are allowed to enter the meeting.
4.1 Make it clear to all participants at the start of the meeting that any recording is prohibited. Receive verbal confirmation that all users agree before proceeding.
Recording of Plast meetings or online sessionс is discouraged. However, recordings can be made by meeting organizers in the following circumstances:
a. Training sessions can be recorded if there is an intention to re-use recordings in later training, and only if presenters and all participants are informed ahead of time and agree.
b. By special permission, arranged ahead of time, from someone in authority, e.g. stanychnij or KPS member, and only if presenters and all participants are informed ahead of time and agree.
4.2 Turn off participant screen sharing
If necessary, ensure only those who need screen sharing can access it.
4.3 Turn off annotation
Most sites allow the meeting host to remove participants’ ability to annotate during a screen share.
4.4 Disable “In meeting chat”
When doing this, sites like Zoom allow you to prevent users from saving chat. You can also disable private chat among participants. In some instances, the “In meeting chat” functionality is needed but should be used only to send messages that are directly relevant to the present meeting or session.
4.5 Mute Participants
Most sites allow the host to mute all attendees and control their ability to unmute themselves. It is best to ensure only those who need to speak at a given time are unmuted.
4.6 Avoid file sharing
To limit risks, it is recommended that only leaders be permitted to share files with participants. In the event that an activity requires that one or more participant share files, then it may be best for them to first share their screen, show the leader the file they intend to share, and then only share it if the leader gives specific permission. Use a trusted service like DropBox or Google Drive to share documents.
4.7 “Lock down” your meeting
Once the session has begun and all expected participant are present, you can “lock” your meeting to any other participants. In Zoom, for example, this will prevent others from joining, even if the meeting ID or access details are leaked.
4.8 Use “On Hold” features
This allows a user to be temporarily taken out of a meeting. When the host is ready to let them re-join, they can be taken off hold.
4.9 Remove unwanted attendees ASAP
Sites like Zoom further allow you to choose to not allow participants to rejoin a meeting once they’re removed.