If at all possible, do not record meetings. Record only if it is a requirement. If you must record the meeting, everyone in the room must know that it is being recorded. This is particularly important if there are minors in the room. If you do choose to record, depending upon the content recorded, the recording could be considered an educational record, thus falling under FERPA regulations. Department of Education Website on FERPA and Virtual Learning
Do not publish the link to any meeting - public or private - on your web-page. Email the link to potential attendees. Virtual meetings or events that require pre-registration via a public link allow you as the host to manage registrations and only send the link to those participants who registered. That step alone may be enough of a deterrent to keep someone with ill intentions from crashing the meeting.
Regardless of whether it is a public meeting, a private meeting, or a virtual meeting, require a special link or password to join. Email this to the registered attendees.
Check for security recommendations from whatever software you are using. For example, Zoom has put a list of security recommendations on their web-page (https://zoom.us/security) along with screenshots of the administrative controls/settings available.
The host should be alert and on guard for virtual intruders. Assign someone with administrative privileges (that is not the presenter) to scan for and expel intruders, inappropriate background images, etc.
Verify every software company the district uses has met the Wisconsin requirements for student data privacy before asking minors to use the software.
With the recent worldwide focus on COVID-19, there is an elevated threat of cyber-related phishing, scams, and misinformation campaigns. It is important that your community and educators know how to protect themselves and their students. If you see something, please say something. Anything out of the ordinary should be reported to your organization’s Help Desk as soon as possible.
DPI and DOA/DET suggests the following best practices:
- Create strong passwords for your accounts. It’s simple – the longer and more complex your password, the more difficult it is to crack.
- Do not click on links or attachments from senders you do not recognize.
- Watch for email senders who use suspicious or misleading email names. Inspect URLs carefully to make sure they are legitimate and not imposter sites.
- Do not provide sensitive personal information (like usernames and passwords) over email. Your IT departments will NEVER ask you for this information via email.
- Do not try to open any shared document that you are not expecting to receive.
- If the email appears to be from someone you know but is asking you for something that is not normal, call the person directly and talk to them about the request.
Watch Out For Scams
While Americans and Wisconsinites are pulling together in these rough times, please remember to protect yourselves and loved ones from becoming a victim of those who may be out to profit from this challenging time. Watch for common COVID 19 scams and how to avoid them. Whether online, in person, or via the phone please verify the source before you share any information or donate. Please rely on official sources such as the Center for Disease Control (CDC) or the Wisconsin Department of Health Services for facts.