Social Distancing Tools for Meeting & Conferencing
In-Person Meeting Limit is 5 Participants
Effective Sunday, March 15, and until further notice, in order to reduce potential exposure and transmission of COVID-19, any gathering on campus including grand rounds, seminars, conferences, and other lectures and classes must be limited to five or fewer participants.
Departments are welcome to download a fillable door sign to post capacity limits outside of break rooms and other areas.
Out of an abundance of caution and to promote social distancing, consider evaluating the importance of convening an in-person meeting of any size, which should be limited to only the most critical needs. For meetings or other activities in which greater participation is necessary, these should utilize an online format.
Please note our policy on recording meetings.
Overview of Social Distancing Tools
Ensure your online meetings stay secure from unauthorized access by following these best practices when setting up a virtual meeting or course.
If you are already using a tool and it’s working well, keep doing it.
If you are just starting to work or teach remotely, we recommend the following:
For Conference Calls
If you can meet by phone and share any necessary visuals via email, that’s preferred because you will not bump into any capacity constraints. There are two phone only options:
Option 1 – Calls that Originate with One Caller on Campus
(Participant Maximum of 8)
View instructions for the on campus caller who dials in all participants.
Option 2 – Infinite Conferencing – On or Off Campus
(Participant Maximum of 100, or 250 with Advance Notice)
Please consult your department for existing conference line phone numbers, participant and leader codes, and their preferred mode of scheduling to use the conference lines. Infinite Conferencing offers both phone and online options for moderating your conference call.
Need your own conference line?
- Check with your manager to get approval
- Complete this form and email@example.com it to firstname.lastname@example.org
- Cost is 2.5 cents/minute. They will not charge the $10 paper billing fee noted on the form. The invoice is sent via email and can be paid with the UTSW buy card.
- Infinite Conferencing Contact Info – 888-203-7900, option 2 or email@example.com
For Concurrent Audio and Visual Conferencing
- For academic use – Zoom
- For business use – Skype for Business (see how to install for Mac or Windows) or Teams are recommended. Existing users of GoToMeeting and GoToWebinar may continue to utilize those tools as well.
Office 365 - How to Install (duration: 3:17)
Office 365 - How to Access (duration: 6:47)
Skype for Business Client and Web App - Installing and Using (duration: 6:29)
Skype for Business - Scheduling Online Meetings and Impromptu Meetings (duration: 5:53)
Teams - Creating a Microsoft Team (duration: 10:32)
Teams - Adding and Editing Documents (duration: 5:52)
Teams Efficiency - Meeting, Communicating, and Collaborating (duration: 59:00)
- For clinical use – BlueJeans
Use Zoom Securely
Zoom videoconferencing has recently been in the press for multiple security and privacy lapses including widespread reports of Zoombombing, where meetings are accessed and interrupted by uninvited persons displaying offensive materials. Zoom has reportedly now patched some of the most serious security vulnerabilities, disabled questionable data sharing practices, and halted code updates for 90 days to prevent introduction of new vulnerabilities.
When using Zoom, Information Security recommends the following safeguards:
- Use IR-managed Zoom licenses to ensure the configuration settings are secure. Please firstname.lastname@example.org for Zoom licenses.
- Make sure your Zoom application is updated to the most recent version, if you are not using IR-managed licenses.
- Enable assignment of randomized Meeting IDs through Zoom setting and avoid use of your Personal Meeting ID.
- Set meetings to Private, not Public by:
- Using the Waiting Room feature to moderate attendance
- Requiring passwords for all meetings
- Do not share meeting invitation links or Meeting IDs through social media, such as Facebook, Instagram, and LinkedIn.
Please also follow UTSW’s best practices when setting up a virtual meeting or course and Zoom’s guidance on protecting your virtual event. For any questions, please email@example.com Information Security.
For questions, please contact the IR ServiceDesk at 214-648-7600.