In an effort to continuously serve members during the Club closure, Nantucket Boys & Girls Clubs is providing distance-based, virtual programming for Club members, through which Club staff will facilitate program activities through online platforms. NBGC will use software, tools and applications provided by third parties that members, parents/guardians and/or staff will access via the Internet and use for purposes of communication and programming. These platforms include: Zoom meeting.
This letter seeks consent for your child to utilize these applications for distance-based, virtual Club program purposes. Please be aware that each application collects different information about its users and has its own privacy terms and conditions to which members must adhere. Please review these carefully before registering your member.
What is it?
Zoom provides an opportunity to deliver safe video and chat-based educational experiences to members via any device.
How does it work?
Club leaders procure Zoom accounts for “hosts,” or program leaders, to use. One “host account” will be required for each cohort experiencing virtual programmatic experiences together.
As Club Staff create virtual experiences, there are some keys to ensuring a successful and safe environment. These include:
· Turn off (disable) participant recording. This eliminates the possibility that content from your session can be downloaded by members and shared externally. You can do this from the Host Dashboard.
· Turn off (disable) screen sharing by participants. This eliminates the possibility your members can inadvertently, or intentionally, share content on their screens with others. You can do this from the Host Dashboard. In-meeting chat allows participants to send chat messages to other members. As the host, you can choose who the participants can chat with or to disable chat entirely. Disable participant-to-participant private chat using the “Everyone Publicly” setting to comply with 1:1 contact policies.
· At the end of each session, a Club Staff MUST save a chat log to their computer (locally) to ensure an audit trail exists.
For more information about chat settings, see: https://support.zoom.us/hc/en-us/articles/203650445-In-Meeting-Chat within the Changing In-Meeting Chat Settings. For more information about chat log and saving, see: https://support.zoom.us/hc/en-us/articles/115004792763-Saving-In-Meeting-Chat .
Meeting invitations will be sent to caregivers, not to youth members. This limits the use, collection and distribution of youth personally identifiable information (PII).
· Prohibit the sharing of:
o E-mail address
o Social media address(es) or locations to personal profiles
o Mobile numbers
o Other personally-identifiable information
Zoom is utilized by school providers to connect with their students virtually and is FERPA compliant; more information can be found here: https://zoom.us/docs/doc/FERPA%20Guide.pdf
Please complete the attached form to record your consent for your child’s use of Zoom meeting.
If you have any questions, please feel free to contact me.