Zoom Guidance for IRB Studies

When using Zoom technology, at a minimum, please follow the guidelines outlined below:

1. Participants should be reminded to protect their privacy by completing activities in a private and quiet space, to ensure conversations are not overheard and ensure that there are minimal interruptions.

2. Researcher should establish ground rules with participants; this could include not taking screen shots, not recording the session etc.

3. Passwords should be used for Zoom meetings with research participants.

4. Participants should be told how and where Zoom recordings are saved.

To disable Cloud Recordings (this is the preferred setting for recordings) follow these steps:

      • In the “Meeting Settings” select the “Recording” tab.
      • Turn ON the “Record on the local computer” option.
      • Turn OFF the “Cloud Recording” option.
      • This enables you to save both audio and video files of Zoom recordings to your computer.

If using Cloud Recordings: In some cases, it may be necessary for you to use Cloud Recordings in order to utilize Zoom’s “Audio Transcript” feature. If you would like to create Cloud Recordings, participants must provide their consent. You must include the following information in the “Confidentiality” section of the consent form:

      • Tell participants that recordings will be stored on the Zoom Cloud and tell them when those recordings will be deleted (recordings should be deleted as soon as possible from the Zoom Cloud).
      • Tell participants that the recordings are subject to Zoom’s privacy policy.

You have flexibility on how to present Zoom information to participants. Reminders can be part of consent form or recruitment script, or at the beginning of the Zoom session.

NOTE: The free and regular paid versions of Zoom are not HIPAA compliant and should not be used for any study involving the collection or use of protected health information (PHI).