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Zoom Security Changes: How They Impact You and Access for Captions or Interpreting

The security changes brought about by Zoom were a surprise to some who missed the email letting them know the changes were coming. Those changes have led to some issues on the accessibility front.

Here are the main things you need to be aware of.

  1. When scheduling weekly classes or meetings that occur on the same day and time, set up the meeting as a series, versus a one-off meeting, by clicking “Recurring meeting.” This will enable the password and link to be the same for each class, making it easier for the participants and the captioners or interpreters. You can then set the day(s) of the week and an end date. *(Great for colleges/universities who have a course end date.)
  2.  Ensure the participants, interpreters or captioners have the correct link to get in the meeting. If a password is needed, please share that information. Zoom moved many meetings over to having a password, and if you didn’t update the students, captioners or interpreters, they will not be able to get in. If you don’t want a password, you can also uncheck that box.

  3. You do not have to use the Zoom provided password. You can set it to be whatever password you want. It can be numbers, letters, or words.
  4. If you do not want a password, you can also uncheck that box. It is not mandatory to have a password. *(Zoombombing was the reason many moved to a password.)
  5. Don’t let the checkbox for “Enable join before host” fool you. The new Zoom setting also auto checks “Enable waiting room,” essentially canceling out the “enable join before host,” and no one will be able to get in without the host allowing them in.
  6. If you want participants to be able to join without host approval, you will need to uncheck “Enable waiting room.”
  7. Participants see this message while waiting to be admitted: “Waiting for host to start the meeting.” The host should be provided the name of the captioner or interpreter to allow them entry to the Zoom event. Admitting the captioner or interpreter is the responsibility of the host. If the host doesn’t admit the captioner or interpreter, we must still bill for the time that was reserved.

This is the initial option for adding participants, captioners or interpreters:

The other option for admitting participants, interpreters or captioners is to do it in the participant list, shown below.

Zoom Captioning and VRI Services

Due to a significant increase in Zoom captioning inquiries, we have developed a Quick Start page to help our customers find the information they need.

Simply fill out the form below
for immediate access to pricing, features, and demos.