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Wake Forest University

Privacy and Security Practices for Virtual Meetings

Modified on: Fri, Oct 20, 2023 2:50 PM

Virtual meeting tools feature a variety of security controls to ensure sensitive information stays secure. Follow these recommendations to ensure you are meeting in a safe and secure environment.

If you are interested in hosting a video conference with a large audience, please contact Information Systems to request a webinar license and multimedia specialist to help organize and host your meeting.


All our meeting solutions carry encrypted connections for your meetings. When you’re logged in, your data is encrypted.

View the individual encryption statements for: 

FERPA Compliance

View the individual FERPA compliance statements for:

Recommended Security Settings for Zoom

We encourage meeting hosts to utilize the Security Toolbar option when in meetings. Selecting that icon will give hosts the ability to quickly lock the meeting, enable a Waiting Room, and allow participants to screen share, chat, and rename themselves. Learn more about in-meeting security options

Limit attendees to accounts only

Limiting attendees to accounts ensures that only Wake Forest colleagues and peers can join your meeting. View this document to set this option on an individual meeting basis.


Remove a Participant from a Meeting

Whether your room is locked or not, you are able to expel participants from your meeting if they prove to be disruptive. 

  • If you need to expel a participant, click Participants at the bottom of your Zoom window, and mouse over a participant’s name to show several options. Click Remove. Click Lock Meeting and the participant will be unable to get back into the meeting.

Schedule Meetings using One-Time Meeting IDs

It is highly recommended to use One-Time Meeting IDs instead of your Personal Meeting ID when scheduling meetings for enhanced security. One-Time Meeting IDs create a unique meeting ID for each meeting scheduled, rather than your Personal Meeting ID, which is the same 9 digits. 

Secure Entrance to your Meeting

Locking your room is an easy way to prevent uninvited people from joining your meeting. If you don't lock your meeting, anyone who has the meeting link can join it. Note that this would block entry to anyone trying to join late, or rejoin if they get disconnected. 

  • If you are currently in a meeting and need to lock your room because the conversation changes, click Participants at the bottom of your Zoom window. In the participant’s pop-up box, you will see a button that says Lock Meeting. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
  • If you need a private moment, you can put attendees on-hold. The attendee’s video and audio connections will be disabled momentarily. Click on the attendee’s video thumbnail and select Start Attendee On-Hold to activate this feature.

Waiting rooms allow meeting hosts to control when participants can join the meeting. You can enter participants in one at a time or allow everyone in your waiting room to join the meeting when you are ready.

Tip for Faculty! Creating a waiting room for your students and personalizing the message they see when they follow your link, assures your students that they’re in the right spot. This personalized message is a great place to post the class name, your name, and any rules/guidelines for your class.

Set a Meeting Password

All Zoom meetings have passwords enabled by default.  

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