Securing a Remote or Hybrid Course Using Webex

Question

How do I prevent disruptive participants from joining my Webex meeting and how can I stop them once they do join?

Answer

While there is no foolproof method, below are some options the host can set to make meetings more secure. Review these different options to help prepare yourself and select the changes you are comfortable with. The more changes you make, the more secure your meeting will be. 

1. Schedule a Secure Meeting

To increase the security of your meeting, schedule your meetings through Canvas, and avoid sharing a direct link to your meeting. When you create your meeting, the following options can be set to increase security:

  • Update Advanced Options/Settings.
    1. Navigate to your meeting in Canvas and select Prepare.
    2. When the meeting window opens, close it.
    3. Log in to bgsu.webex.com.
    4. Your meeting should now appear in your Webex account and you can edit it by selecting it and then selecting the pencil edit icon.
    5. Under the meeting settings, open Advanced Settings and then Scheduling Options
    6. Select Edit Attendee Privileges:
      • Disable View participant list to restrict who can see the attendance.
      • Disable Control application, web browser or desktop remotely to prevent sharing.
      • Disable Share content to prevent participants from sharing unwanted content. 
      • Disable Share File to prevent images and whiteboards from being shared. 
      • Disable Participate in private chat with: Other participants to prevent private chatting with other participants.

2. Customize Settings During Your Meeting

Standard Webex meeting settings are intended to allow for simple and collaborative meetings. The following changes will limit some of the features in order to add additional security. You can access these settings within the Meeting window after you launch your scheduled meeting.

We suggest always joining your meeting early so that you can adjust these in-meeting settings. 

  • Mute participants upon entry - Enable
    • Select Participant from the top menu and then select Mute on Entry.
    • This change will require your students to un-mute themselves before they can speak during class. 
  • Chat - Disable
    • Select the Meeting drop-down from the top navigation menu, followed by Options. Uncheck Chat and then select OK.
    • This change will prevent students from chatting privately or with the entire class.
    • This can reduce student-to-student and student-to-instructor communication but will also stop one option for harassment during meetings.
  • Private Chat - Disable
    • Select the Participants option in the top menu and then select Assign Privileges.
    • Uncheck Other Participants under the chat privately section.​​​​​
    • This change will prevent your students from sending private chats to each other.
    • This can reduce student communication but will also stop one option for harassment during meetings.
  • Participant Screen Sharing - Disable
    • Select Participant from the top menu and unselect Anyone can Share.
    • This change will prevent your students from sharing their screens and computer audio during your meeting. 
  • Attendee Video - Disable
    • Select the Meeting menu and then Options. Uncheck Allow all participants to turn on video and then select OK.
    • This setting will prevent students from sharing their video and limit disturbances such as unwanted guests, etc. 
  • Only the user who is sharing can annotate - Enable
    • Select the Participants option in the top menu and then select Assign Privileges.
    • Uncheck Annotation. 
    • This change will prevent students from drawing on top of the screen while you are sharing.

3. Managing a Secure Class Meeting

If you still find that a user is attempting to disrupt your class, the following steps will help to minimize the interruption. All of these features can be found by opening the Participant window in your Zoom controls and selecting the ellipses (...) icon in the bottom right.

  • Mute participant who is disrupting
    • To mute or unmute a specific participant, from the Participants panel, find their name and select Mute or Unmute. 
    • Please Note: There is no way to prevent a participant from unmuting themselves. 
  • Expel Participant
    • This feature allows you to remove a user from your meeting and prevent them from easily returning.
    • Select the participant's name in the Participants' panel. Select the Participant menu, select Expel and then select Yes.
    • As users can rejoin automatically, you will need to also select the Meeting menu at the top and select Lock Meeting.
    • Any users who attempt to join after the meeting is locked will need to be admitted manually by the host using the Participants window.

4. Cisco-recommended Host Security Best Practices

Additional information regarding the creation of secure Webex meetings are available on the Cisco Webex help website

For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.

Details

Article ID: 116603
Created
Mon 9/21/20 1:13 PM
Modified
Fri 9/24/21 8:31 AM