Virtual Program Resources

This page was last updated on February 02, 2022

Hosting Secure Virtual Programs: Staff Guide (PDF)
MODC Virtual Program Participant Guide (PDF)

Approved Technologies

What technologies can I use to deliver virtual programs?

MODC has approved the use of Zoom for virtual programs that do not require personal health information, or other sensitive personal information, to be shared in the virtual environment.

If you are operating a program that requires this kind of information to be shared in a virtual session, please contact privacyoffice@marchofdimes.ca for guidance. Other technologies may be recommended for such cases.

Starting with Zoom

How do I get a Zoom account?

All Zoom sessions must be hosted using an MODC Enterprise account. To request an Enterprise account, please contact Todd Thornhill at tthornhill@marchofdimes.ca. Once the account is created, you’ll receive email instructions to activate it

How do I access Zoom?

You can access Zoom through the web (zoom.us), or through a desktop client you can download from the Zoom website, or through mobile apps available on the Apple and Google Play App Stores. If you are using the app or client, please install all updates so you are always using the latest version.

Where can I get tech support with Zoom?

The Zoom website offers a range of resources and tutorials to assist you in navigating the platform and hosting your meetings. Check out the Zoom Help Centre for video tutorials, how-to’s and tips.

Configuring Zoom Settings

How do I set up my Zoom account so my virtual program is as secure as possible?

If you are using the mobile app, you will need to access your account on the web or desktop client to make these changes.

  1. Access your meeting settings
    • On the web (us.zoom.com):
      • Log into your account
      • Select “My Account”
      • Select “Settings”
    • On the desktop client:
      • Log into your account
      • Select the “Settings” icon
      • Select “View more settings” to be taken to the main Settings page on the web
  1. Adjust your settings as follows:
    • Join before host: Disabled
    • Participants video: Disabled
    • Require a meeting password: Enabled
    • Mute participants upon entry: Enabled
    • Waiting room: Enabled
    • Prevent participants from saving chat: Enabled
    • Private chat: Disabled
    • Co-host: Enabled
    • Screen sharing: Only host can share
    • Annotation: Disabled
    • Whiteboard: Disabled (unless necessary for accessibility reasons)
    • Remote control: Disabled
    • Allow removed participants to rejoin: Disabled
    • Far end camera control: Disabled
    • Allow participants to rename themselves: Disabled

Do I need to change my settings every time I book a virtual program in Zoom?

No. After making these changes once, they will apply to all your meetings. However, we recommend double-checking your settings at the start of each virtual program session, before admitting participants to the meeting.

Managing Registration

How do participants register for a virtual program?

All virtual programs require clients to register, and there are two main ways a client may enter a program: Clients may complete the online registration forms found on program specific pages or on the Virtual Programs page on our website. The client will then be contacted by the program facilitator to be notified about acceptance to the program. Registration does not guarantee acceptance to a program, as there are always considerations regarding client eligibility, start dates, and availability or waitlists. If the client is accepted to the program, they will be required to complete waivers and other program-specific forms that are applicable. They will then be provided with the program schedule and Zoom links.

Program leads/administrators are responsible for authenticating registration requests before sharing login details. This may involve speaking directly with the client to confirm their identity and assess their needs or consulting our client relationship management (CRM) system or or program lists to confirm the individual is a registered MODC participant. If they are not a registered client with MODC, our program leads/administrators can enter their information into the CRM.

How and when do I share the Zoom link with participants?

When you have authenticated the registration request, you can forward program details, including Zoom links and passwords, to the participant by email

What should the confirmation email include?

The email should confirm the participant’s registration, and include all the information they’ll need to access your virtual program:

  • The program date, time and other relevant program details
  • The Zoom link and password you will need to access the session

Can I share the Zoom link on social media or the web?

Zoom links or login information for MODC virtual programs should not be published on the web or in social media. Instead, participants should be directed to the Virtual Programs page on our website, where they can email a designated program lead/administrator to register for the program.

What if someone tries to join the virtual program session without having pre-registered?

If someone in the waiting room is not on your list, you will need to ask them to leave and register for a future session. If someone in the waiting room has an unknown/generic name (e.g. iPad), allow them to join and send a private chat asking for their full name. If they are on the registration list, welcome and unmute them; if not, ask them to leave and register for a future session.

Running a Safe and Secure Session

How do I run my Zoom program safely and securely?

Here’s how you can maximize privacy and security while your Zoom session is running:

  • Use an MODC-issued device or computer to log into Zoom and host the session.
  • Find a quiet location away from other people, so that you and the session participants are not overheard.
  • Double-check that key Zoom security features are enabled:
    • Select “Mute participants on entry” (if not already selected)
    • Deselect “Allow participants to unmute themselves”
  • 5 minutes prior to the program start time, allow participants to enter from the waiting room:
    • When authenticated participants enter the waiting room, allow them to join. At any time, you can unmute participants from the “Participants” menu.
    • If someone in the waiting room has an unknown/generic name (e.g. iPad), allow them to join and send a private chat asking for their full name. If they are on the registration list, welcome and unmute them; if not, ask them to leave and register for a future session.
  • During the meeting, monitor all participants on screen by selecting the “Gallery View” option.
  • If there are multiple MODC staff members attending the session, consider assigning a co-host so that you have additional support in managing the meeting. In the “Participants” menu, hover over the person’s name and select “More,” then select “Make Co-Host.” If you are using the mobile app, simply tap their name and select “Make Co-Host.”

Privacy, Security and Managing Incidents

What are we doing to maximize privacy in virtual programs that use Zoom?

While there are always some risks in using online platforms, we are taking a range of steps to maximize privacy and security in our use of Zoom, including:

  • Requiring all participants to pre-register before receiving login information.
  • Adjusting Zoom settings to maximize security and minimize the risk of unauthorized access, information collection or content sharing (see ‘How do I set up my Zoom account to host a secure virtual program?’ above).
  • Requiring all virtual programs on Zoom to be password protected.
  • Developing training resources for MODC staff to enable them to effectively manage the security settings and features of their Zoom accounts.
  • Providing ongoing privacy and cybersecurity training to MODC staff on an internally hosted platform.

What is our policy when participants act in a disruptive or abusive manner in a virtual program?

In our virtual programs, MODC takes a zero-tolerance approach to harassment and inappropriate conduct. We reserve the right to immediately remove any participant (whether they’re registered or not) from a virtual program whose conduct is abusive or offensive, or disrupts our ability to offer a safe and secure virtual program environment.

What do I do if we get “Zoom bombed” or if someone begins to act in a disruptive or abusive manner in my virtual program?

If an incident occurs during a virtual program, you must immediately take the following steps:

  1. Stop and end the incident
    • Immediately remove the offending individual from the Zoom session. In the “Participants” menu, hover over the person’s name and select “More,” then select “Remove.”
    • If you are using the mobile app, simply tap their name and select “Remove.”
    • If not possible to remove the individual, end the meeting, log in again immediately and lock the meeting.
  2. Notify your supervising Manager/Director, and/or Vice President as appropriate
  3. Provide an Incident Report to your direct supervisor

What if I, or my participants, have more questions about privacy in virtual programs?

For more questions on privacy in virtual programs, Please contact privacyoffice@marchofdimes.ca.