Zoom Security Policy

Policy and Procedures for the Secure Use of Zoom

POLICY

It is the policy of Chickenshed NYC that the safety and security of our community, especially our young people, is of the utmost importance. Our use of online platforms—at present, the Zoom platform, in our case—presents risks of unwanted intrusion into our programs. Unwanted intrusions can put our children and others at risk; therefore, we will take all steps necessary to avoid and mitigate that risk.

It is Chickenshed NYC’s policy, with respect to Zoom and other online platforms, that we will:

1. Take security and safety precautions that will protect our children and community while at the same time allow us to deliver high-quality programs.

2. To the extent possible, follow best practices and provider recommendations for safety and security.

3. Regularly review others’ experience and practices to improve safety and security and update this policy when appropriate.

4. Place this policy on our website, distribute it to our staff and contractors, and advise our community of its availability.

Chickenshed NYC reserves the right to terminate the membership, participation, contract, or employment of any individual or organization that puts our community at risk.

Although this policy focuses on our use of Zoom, it generally applies to our use of all Internet/online platforms.

PROCEDURES

1. Account Administration. The General Manager is charged with administration of the Zoom account, with the President having administrative access for backup purposes. No one else may alter the administration of the account, unless they have been given permission by the General Manager, or the President in his absence. The General Manager will enforce the execution of all online safety protocols and is charged with ensuring that the Zoom security protocols have been regularly updated.

2. Hosting Privileges. Hosting privileges are provided by the General Manager to the President, Artistic Director, and Associate Artistic Director. For program purposes, the General Manager may grant full hosting or co-hosting privileges to others as may be necessary or practicable; however, care shall be taken to:

a. Limit the number of persons who have hosting or co-hosting privileges

b. Limit the time in which they have those privileges

c. Ensure that those persons do not grant those privileges to others

d. Ensure that those persons have thoroughly reviewed these procedures.

3. Withdrawal of Hosting Privileges. Subject to review by the President, the General Manager may without notice withdraw any hosting privileges if it is believed that doing so is necessary for the safety and security of the Chickenshed NYC community.

4. Setting Sessions. If someone other than the General Manager creates a Zoom performance, class, or workshop, the General Manager shall be advised of the session and shall be provided with the meeting details, including the meeting link and passcode.

5. Safety Procedures during Programming. The following protocols will be used when programming on Zoom with children:

a. All performances, classes, and workshops shall have some sort of registration protocol, i.e., no program shall have open public admission.

b. A different Zoom link will be created for each performance, class, or workshop, even if those sessions are part of a series.

c. Zoom meeting ID’s will be randomly generated; no personal ID’s may be used.

d. Every performance, class, or workshop will be password-protected, and the password will vary from session to session. The Zoom link for each class, workshop, or performance will be sent to the participants no more than 24 hours before the program, to limit the distribution of the meeting link.

e. Every performance, class, or workshop will be required to have activated the Waiting Room feature of Zoom.

f. Participants should be advised that they should not distribute the link to others outside the immediate family.

g. Screen sharing and file sharing features should generally be turned off unless necessary for the program.

h. Although Chickenshed NYC’s programs are interactive and participants will benefit from audio and video interaction, all participants shall have the option of turning off their individual video function at any time.

i. For each performance, class, or workshop, there will be a designated Front of House Manager (FOHM) and a dedicated Stage Manager (SM):

i. The FOHM is charged with monitoring the waiting room and admitting to the session only those persons who are legitimately participating, and to make sure that all such persons are properly identified. The FOHM has the discretion to refuse admission to anyone who does not clearly identify themselves and/or who does not appear to be a legitimate participant in the program.

ii. The SM is charged with monitoring the program, for intrusions or unsafe behavior, and ensuring that features such as screen sharing, document sharing, and chats are being safely used. The SM has the discretion to dismiss or bar from the session anyone who is deemed to be acting in an unsafe manner.

iii. The FOHM or SM may lock the session when they believe all participants have arrived and have the discretion whether or not to permit latecomers.

iv. In the event of an unwarranted intrusion, the FOHM and SM shall have the right to terminate the session for the safety of the participants.

v. The FOHM and SM shall report any safety and security incidents to both the General Manager and the Artistic Director.