Organising meetings or chat groups
Where possible, use UCL e-mail addresses when inviting people to events or chat groups. This helps ensure they are who their e-mail indicates they are, and helps keep anything you might share with them (e.g. information or access) within UCL's account security.
Any participants of society/club-related group chats should hold an active membership to your group. A taster membership is the minimum requirement to participate in club/society-related chat groups, to ensure those participating in your group's activity, both in-person and online, are registered with the Union.
Consent to being in groups
For many platforms, it's important you don't add people to a group if they haven't consented to it.
For example, adding a club/society member to a Whatsapp group without asking them makes their basic contact information available to other group members, including their phone number, which they may not want.
Instead, send them a link via their UCL e-mail address with the details on how to sign up, so they can make the choice themselves.
Group chats should, ideally, be deleted and recreated annually, to ensure active and recent consent from all participants. If this is not feasible, groups should ask all group chat members to re-consent to their inclusion at least once per year.
Staying safe on Zoom and Microsoft Teams
- Automatically generate a meeting ID
- Enable a meeting password
- Enable waiting room
- Lock the meeting once all attendees have joined
- Don't share your meeting link on social media
For video meetings, all UCL students have free access through their UCL accounts to:
- Microsoft Teams - https://www.ucl.ac.uk/isd/services/communicate-collaborate/microsoft-teams
- Zoom - https://www.ucl.ac.uk/isd/services/communicate-collaborate/zoom (recommended if any of your participants are based in China)