Getting Ready:
For online program gatherings, Zoom is a good option.
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- Note that Zoom keeps data from recordings, whiteboards, chat box, etc. No sensitive information should be uploaded, discussed in chats, or recorded using Zoom.
- Share the link to the Zoom privacy policy (https://zoom.us/privacy) with participants and parents in event welcome emails, and ask them to read before joining the meeting.
- Settings need to be managed with care. Suggested default settings for Youth Programs Zoom account include those below. These settings may be changed to meet a specific program need, but the default is reset.
- Participants cannot join before host
- Waiting room on (removed participants cannot rejoin)
- Muted on entry
- Participant whiteboard off
- Disabled screen share (only host can share screen)
- Chat function off
- Virtual background off
Inform parents when meeting with young people, especially if they are not already participating in our programs. When parents/guardians are aware of what is happening, they can set up youth to access the session appropriately with any oversight if they want.
Community Safety and Inclusion:
Program staff are present on the call before the designated start time of event. Consider having at least one additional person available at this time, should one team member be prevented due to illness or emergent responsibilities.
Two adults are present (minimum) so that one can focus on the program and the other person can manage functions like the waiting room, mute/unmute, etc.
All adults who participate in virtual events with youth must have the same background check completed and on file with PYM as for in-person events.
Photo permission:
- Do not record Zoom events or take screen shots of participants, except with full awareness and preparation for occasional, promotional snapshots. (If photos are taken, be sure to have a photo/image release form signed by a parent/guardian.)
- Ask that participants not take “screen shots” on their own devices.
Virtual Programs:
- Introduce hosts (facilitators, volunteer adult friendly presences)
- Participant introductions (facilitators note others in participant’s physical space)
- Guidelines are shared and agreed to at the start of the event
- Check Zoom knowledge
Inclusion and Accessibility:
- Are there any youth present who may struggle to participate in this way? What extra support can be put in place for them?
- Be aware of and sensitive to technical difficulties. Be prepared to support.
After the Program Ends:
Facilitators/hosts stay online to debrief after the session ends, or plan another time to share evaluation, affirmations, concerns, and issues that need to be addressed before the next event.
4/23/2020. updated 5/26/21. updated 8/29/22. Updated 11/3/2025
Some parts adapted from Britain Yearly Meeting, Children and Young People’s Work, Event & Activity Management Policy Procedures & Guidance 20b and Quaker online youth work example session
