Type IT! Tutor Zoom Safeguarding Policy

Session and data management

  • Tutors must ensure that the operating system and Zoom App in use during lessons are kept updated, to ensure that lessons are protected against emerging security threats.
  • Administrators will have access to all lesson sessions. Tutors will all have individual log-ins to the system as 'hosts'.
  • Lessons will be scheduled in advance by Type IT! Staff. Session ID in the form of both Zoom number and hyperlink will be generated centrally by an administrator and sent to both tutors and students. (Tutors will not send out lesson invitations). This means that:
    • Parents/carers do not need a Zoom account to access Type IT! lessons, and students do not log-in and so no log-in data is collected
    • Each tutor's ID number/hyperlink is unique to that tutor's Zoom 'room'
  • Staff should ensure their name is correctly entered in the Zoom profile before starting the session.
  • Staff should use an approved Type IT! logo as the profile picture for their Type IT! account (jpeg available on request).

Computers and equipment

  • If using their own desktop or laptop computer tutors should set up a dedicated user account with a clear desktop and only related programmes in order to prevent accidental sharing of unrelated or inappropriate material.
  • Tutors are permitted to use the 'share screen' function taking special care to choose specific resources and not their entire desktop. The live lesson must not be recorded on Zoom or on a personal device, nor should any photographs be taken under any circumstance.
  • All other web browsers and programmes not related to the lesson must be closed before starting the lesson.

Location of lessons

  • Lessons should ideally take place in front of a neutral plain background (applies to both tutor and student).
  • Tutors can use a Zoom Virtual Background setting if preferred to hide the teaching space, but this is a choice as it may interfere with learning.
  • Any furniture, pictures and ornaments visible in the tutor's teaching space should be non-distracting or school appropriate (e.g. posters, images).
  • Care should be taken to minimise visibility of any personal items (e.g. family photos).
  • Lessons should take place in a suitable quiet space, without intrusions from others, or movement taking place behind the tutor visible on camera.
  • Tutors are advised to situate themselves so that their webcam is not pointing towards a window. This will help to make their video stream clearer.
  • Tutors may wish to invite a Type IT! manager to visit their Zoom space to help risk assess their teaching area prior to the start of the course.
  • Tutors should know how to act if they have any concerns about a student/ parent/carer.

Protocols for all group activities

  • Only students who are correctly named (first and second name) should be admitted from the waiting room.
  • All participating staff to be made co-hosts at the start of each session.
  • Staff should quickly act if they think an unauthorised person has gained entry to the lesson, either by sending them back to the waiting room (where you can message them using the Chat), or by removing them, (after which they cannot return)

Protocols for sessions with over 5 participants

  • At least two session leaders to be present at all times. Wendy Petersen will be the main leader.
  • Staff/student ratios of 1:3. As a minimum there must be one member of staff overseeing the main room (the host – Wendy Petersen) and one per break out room.
  • Staff should agree who has prime responsibility for monitoring the waiting room and admitting students. (Usually Wendy Petersen).

Break out rooms

  • Any breakout groups must always be facilitated by a member of staff. The host must always stay in the main room.
  • Staff supervising break-out rooms must have a plan in place should they lose connection. This will normally be to phone the session leader (Wendy Petersen) or try re-entering the room.

 

October 2020