From: Chief Privacy Officer Kent Wada
Sent: Saturday, March 28, 2020 4:56 PM
Subject: Guidance on Protecting Privacy and Data During Remote Working and Teaching Using Zoom

To the Campus Community:

The University protects the privacy of faculty, students, and staff while working or participating in academic programs. Use of remote delivery software and technologies heightens the criticality of privacy and the need to use the least invasive means of engaging in these alternative methods of conducting our activities. Existing law and policy that address privacy remain in effect.

All faculty, staff and students must follow these principles:

1. Video or audio recording of a lecture is permitted but only with advance notice and opportunity to opt out of video/audio participation. To enable the recording feature, the host must first download and install the native Zoom app on their computer.
2. Where recording is permitted, it is permitted only by the host (typically instructor or meeting chair). Students in a class and/or meeting participants and any student-hosted meetings are prohibited from recording of any kind. Disability accommodations relating to recordings are addressed in the specific guidance in the link referenced below.
3. Video or audio recording (including taping, recording, photographing, screen capture and other methods of capture) for purposes other than instruction is prohibited absent a strong rationale and only if the host provides advance notice and opportunity to opt out of video/audio participation.
4. During video conferencing, there is a chat function that permits participants to ask questions and engage in dialogue as the class or meeting proceeds. Recording, including photographing, screen capture, or other copying methods of chat exchanges is prohibited except by the instructor or meeting chair when advance notice is provided.
5. Online advising can occur via chat, audio, or video conferencing using Zoom or other approved software tools, or by phone. Sessions should not be recorded; rather, the advisor should log notes in the customary fashion.

Zoom is the primary approved software tool for remote live and recorded academic sessions and meetings. For the specific guidance on how to appropriately use Zoom while affording privacy protection, including approved notification language that provides opt out options, see Guidance on Protecting Privacy and Data During Remote Working and Teaching Using Zoom while COVID-19 Modifications are in Effect.

Kent Wada
Chief Privacy Officer
Director, Policy and Privacy, Office of Information Technology

From: Administrative Vice Chancellor Michael J. Beck and Vice Chancellor for Academic Personnel Michael S. Levine
Date: Sunday, April 5, 2020 at 8:51 PM
Subject: Important New Updates for Security on Zoom

Dear Colleagues:

Today, Zoom enhanced its platform to provide additional security and privacy measures. As a result, we have updated UCLA’s guidance for all faculty and staff members who are hosting classes or meetings on Zoom.

Please note that some portions of these instructions are different from those we provided in our April 2 message. We are advising all meeting hosts to visit the newly revised Zoom Security Settings for UCLA website today, and to use this new guidance prior to conducting any further Zoom classes or meetings.

If you have questions about how to implement these measures, please contact your unit’s local IT staff for support or contact the IT Support Center at 310-267-4357, help@it.ucla.edu or via the IT Support Center website.

We remain grateful for your collaboration and understanding as we work to provide the best possible remote learning environment for all members of the UCLA campus community.

Sincerely,

Michael J. Beck
Administrative Vice Chancellor

Michael S. Levine
Vice Chancellor for Academic Personnel

From: Administrative Vice Chancellor Michael J. Beck and Vice Chancellor for Academic Personnel Michael S. Levine
Date: Thursday, April 2, 2020 at 7:03 PM
Subject: Critical Steps for Protecting Zoom Sessions

Dear Colleagues:

In light of the disruptions that have taken place during online classes and meetings this week, we want to provide you with additional information about how to strengthen the security of your Zoom sessions.

All instructors and Zoom meeting hosts should immediately refer to the guidance posted today at Zoom Security Settings for UCLA. While the campus had already adopted a strong policy statement and modified default system settings to protect privacy and security for remote class environments and provided instructions to meeting hosts, this additional guidance provides instructions on enhanced features to better ensure security and privacy and further protect your classes and meetings from disruption.

The Zoom desktop application, which is available for Mac and Windows, offers the best balance of features. It can be downloaded from the Zoom at UCLA page at no cost to UCLA faculty, staff and students. If you already have the desktop application, please check today to make sure you have the latest update to the app; directions are included on the Zoom Security Settings for UCLA page. Note that UCLA’s default settings for Zoom enhance privacy and security, but to ensure those settings are in place, you may need to change your current settings to return them to the UCLA defaults.

Finally, we encourage all faculty, instructors and Zoom meeting hosts to review our previously issued guidance on Protecting Privacy and Data During Remote Working and Using Zoom.

If you have questions about how to implement these measures, please contact your unit’s local IT staff for support or contact the IT Support Center at 310-267-4357, help@it.ucla.edu or via the IT Support Center website.

Thank you for your continued patience and collaboration as we work to provide the best possible remote learning environment for all members of the UCLA campus community.

Sincerely,

Michael Beck
Administrative Vice Chancellor

Michael S. Levine
Vice Chancellor for Academic Personnel