Best Practices: Zoom Intruder Policy

Chart of Zoom Actions

This chart is explained below and referenced in parts of this document.

Explanation of Zoom Actions

There are a number of different ways participants can intrude on a meeting.  We will outline how each class can be handled below.  First, let’s define some Zoom terms:

• Put in WAITING ROOM:  This moves the participant from the meeting and puts them in the Waiting Room, unable to see or interact with anyone, even other people in the waiting room.   In fact, putting a single intruder into the waiting room is a recommended first step.  The success of this action depends upon having good control of the waiting room.
  
• REMOVE:  This “ejects” the person from the meeting such that they are not able to rejoin this session of this meeting using the same Zoom account.  They would be able to enter other meetings or future Zoom sessions of this meeting. 
  
• REMOVE AND REPORT: 

If Remove is chosen, the option to also REPORT is given.  When selected (by default), the reporter will be prompted for more information about the incident. 

This action should be taken with great care as it may result in the person being blocked by Zoom.  Reporting an innocent person may well have significant consequences for them.

• POST MEETING HARASSMENT: Some intruders use information shared at a meeting to target meeting participants.  These can be blocked on your phone and reported using the Zoom Portal. (Security protocol recommends not displaying your phone number with your name).

OA.ORG also offers resources for handling online intruders in  Videoconference Meeting Training and Security/Preventive Measures. 

It is highly recommended that two or more people from your meeting 

• Attend the Security Committee’s Training Session.  
• Periodically repeat this training..  The current schedule is every two months; see the OA Foot Steps Calendar (link to TeamUp Special Events View)    Note: OA Foot Steps Intergroup requires that two members of each group be willing to serve as Zoom security.  
• Join the Intruder Alerts WhatsApp group to remain aware of current intruder activity.

DISRUPTIVE OA MEMBERS:  

These people disturb the serenity of the meeting, perhaps by interrupting the moderator, engaging in cross talk, or ignoring the timer.  Our OA literature directly addresses this situation.

 The OA Twelve Steps and Twelve Traditions, Second Edition, p. 109

Occasionally groups are plagued by members who disrupt the harmony of meetings.  Of course, groups must protect their members from violence or harassment.  Groups have been known to confront a person acting in an abusive manner and asking her or him to leave the meeting.  Even these people are not permanently banned from the group and are denied the chance to recover 

OA offers other resources: Guidelines for Addressing Disruptive Behavior Affecting Overeaters Anonymous.

Meeting Leaders can move disruptive members to the waiting room; they also have the option to disable the ability of participants to unmute themselves. OA Members who have been temporarily barred from a meeting may be denied admission from the waiting room and/or be REMOVED.  It would be a violation of the Traditions to REMOVE AND REPORT as this could result in a permanent ban.  

A sample script used in some meetings also addresses these circumstances as part of their format:

If a member is disruptive (abusive behavior, naming, and shaming, directly targeting a member in the Meeting, Parking Lot, Group Conscience, or Chat or disrupting the harmony of the meeting) they will receive a warning (verbal and/or via chat).  If they continue to be disruptive, meeting leaders have the option to mute or remove them to the waiting room.  If they continue to be disruptive a Group Conscience may decide to suspend them for a period of two months.

INTRUDERS

Zoom intruders engage in cyber-harassment during which an unwanted and uninvited user or group of users interrupts online meetings.  This disruption occurs when such intruders gate-crash digital gatherings – sometimes for malicious purposes, such as sharing pornographic or hate images or shouting offensive language.  Intruders can be dealt with based on the nature of their actions.  The recommendations below follow the guidance from The Twelve Steps and Twelve Traditions cited above:  “Of course groups must protect their members from violence or harassment.”

Annoying intruders interrupt the meeting but do no direct harm (strange noises, pictures of food, strange pictures).  To protect the meeting, zoom leaders may

• Put the intruder in the WAITING ROOM, perhaps with a warning.
• REMOVE the intruder from the meeting rendering them incapable of reentering this session of this meeting.

Harmful intruders engage in nasty or awful actions which may trigger or harm individuals (slurs, flashing lights, visuals of people gorging).  To protect meeting participants, zoom leaders may

• Put the intruder in the WAITING ROOM.
• REMOVE the intruder from the meeting rendering them incapable of reentering this session of this meeting.
• REMOVE AND REPORT the intruder, triggering the process of removing them from Zoom overall.

Criminal intruders engage in behavior that, were it done in a face to face meeting, would warrant calling the authorities.  

• Putting the intruder into the WAITING ROOM is a good first step.  It isolates the disruption and gives the group’s Zoom security team time to take a breath and evaluate the situation.
• REMOVE AND REPORT is recommended for persistent criminal intruders..

A WhatsApp group exists to update meeting leaders specifically on intruders who are currently active.  This can be helpful to identify an intruder early on and be more confident of the correct action to take.  Another WhatsApp group provides intrusion support, both practical and emotional.  Contact the security committee (security@oafootsteps.com) to join these chat groups.

It is important to discuss Zoom intrusions at a Group Conscience meeting prior to an intrusion occurring.  Let the Group determine which of the actions described are appropriate.  The directions presented here are offered by other members who have dealt with such issues and from the OA Foot Steps Security Committee here.