Responsible Use Guidelines for Zoom & Teams Meetings

When using Zoom and Teams meetings, all hosts and participants are expected to adhere to WCM's Responsible Use of Information Technology Resources policy at all times, as well as follow the guidelines below:

Review the settings in your WCM Zoom account. Understand the available recording, transcription, machine-generated content (e.g., Zoom AI meeting summaries), and other features, and be aware of all content you will be creating.
Actively inform participants whenever recordings, transcripts, or AI tools have been turned on. Explain to participants the purpose for recording, transcribing, or using AI tools in a meeting. Try to respect the wishes of participants who request disabling these tools.
Review any machine-generated transcriptions carefully for accuracy before sharing.
Know how to handle unwanted AI assistants or bots that may try to join meetings you host. See Strategies to Block AI Bots from Zoom Sessions for details.
Know how to safeguard meetings from unwanted participants ("Zoombombers") and how to address unauthorized access to a meeting.

Review the settings within Teams for Teams meeting controls, including recording, transcription, machine-generated content (e.g., AI meeting summaries), and other features, and be aware of all content you will be creating

The same safeguards listed for Zoom should also be applied, including transparency regarding recordings, transcriptions, and AI tools being used (i.e., Copilot)

Share recordings (video or audio), transcriptions, or machine-generated materials (e.g., Zoom AI meeting summaries) from Zoom meetings that may contain information that can be classified as high-risk data.
Share links for scheduled meetings that will include confidential and sensitive information, on social media or other online public forums, particularly a link that includes the passcode embedded. Only distribute meeting links to specific individuals who should attend.