Lecture and Content Recording Policy

1.1

This document sets out the University’s policy on the recording of lectures, group-based learning activities and other content.

1.2

This policy is informed by trials and subsequent practice using eStream software to record lectures at the University, in addition to Media & AV technicians filming lectures and making recordings available to students via the eStream media service. Feedback on both forms of recording from staff and students is positive and welcomes the facility to record and view taught sessions. At Swansea University and across the sector the demand for more learning activities to be recorded and made available to students has become more apparent with a move to a blended style of delivery and learning when appropriate to circumstances and which is supported by pedagogic research.

1.3

Recording of some learning activities is undertaken by students themselves using Dictaphones, other mobile devices, or on their behalf by the Disability Office in addition to the methods described above.

1.4

The University has implemented, in consultation with staff and students, a self-capture solution which makes use of Panopto software and enables staff to record video feed(s) and audio feed(s) on their laptop or PC when they are remote from students for delivery through the University’s supported virtual learning environment.

1.5

University staff are able to record the audio and main presentation screen, in all centrally timetabled teaching spaces on the campuses, using the same Panopto software. In some teaching spaces, a camera has been added so the lecturer can record themselves as well as other sources.

1.6

Additionally, other University supported products can be used to make recordings including Canvas Studio and Zoom. Zoom can be used to book and conduct webinars and meetings, both of which can be recorded.

1.7

Educational benefits to recording learning activities provide a useful resource for students and can be used in the following ways, amongst many others:

• Provide a summary aid for review, reflection and revision;
• Assist students whose first language is not English;
• Support students who are unable to attend due to illness or caring responsibilities;
• Assist students who have particular educational needs.

1.8

The University recognises and acknowledges that:

• Not all learning activities are suitable for recording, e.g. where there is use of whiteboards, demonstrations etc. or if a high degree of audience interactivity is used;
• A change to preferred teaching style in a module for the purpose of recording may be detrimental to the student experience;
• Ethical issues, or the use of sensitive material may mean that the recording of a particular session is inappropriate;
• Lecture recording is provided to enrich the student experience; it is not a substitute for attendance and participation.

2.1

The recording of lectures, group-based learning activities and other content is an opt-out service. All staff are expected to engage with and make use of the Lecture and Content Recording Service provided by Information Services and Systems (ISS) at Swansea University except in the circumstances envisaged by 2.4 below.

2.2

The decision not to make a recording in accordance with 2.1 must be made at Programme level to ensure consistency in approach and the communication of a clear strategy to and with students. If an individual staff member considers a lecture or group-based learning activity unsuitable for recording, this should be discussed and agreed with the Programme Director or Head of Department. Students should be informed of the decision and the reason for it at the start of the academic year and learning materials should be made available to students in a different format to support their learning. A record of that decision and the reasons for it should be kept and referred to in module and programme review for quality assurance purposes and reported through relevant Faculty committees. Feedback from students should be sought and reflected upon.

2.3

During the course of the academic year, any changes to the decision about whether particular lectures or other learning activities are recorded should be agreed with the Programme Director by the staff member (the Programme Director should then report that decision to the Head of Department) and communicated with reasons to students. Learning materials should be made available to students in a different format to support their learning. A record of that decision and the reasons for it should be kept and referred to in module and programme review for quality assurance purposes and reported through relevant Faculty committees. Feedback from students should be sought and reflected upon.

2.4

Reasons that lectures or group-based learning activities are not suitable to be recorded include:

2.4.1

Where the session is delivered in a way that makes recording unsuitable.

2.4.2

Where discussion or activities contain confidential or personal information, or are commercially or politically sensitive.

2.4.3

Where making a recording would be detrimental to the student experience.

2.4.4

Where there may be legal, ethical or privacy reasons for not recording.

2.4.5

Where the facility to record the activity is not available in the learning space.

2.5

Staff delivering the learning activity should inform students that the activity is to be recorded. They should apply discretion and pause or later edit a recording, for example if sensitive material is being taught or if the recording is considered to be interfering with interactive teaching.

2.6

Swansea University expects staff and students to comply with all applicable UK & European copyright legislation. Staff should ensure they have the appropriate copyright clearance for any material covered within the recording. Further advice is available via openaccess@swansea.ac.uk and guidance can be found at http://libguides.swansea.ac.uk/copyright 

2.7

Recordings should only be made accessible to those students enrolled on the course unless otherwise agreed by the staff delivering the learning activity.

2.8

To ensure equality of access, students can download recordings for their personal use. Staff are able to turn off the download function, should they wish to restrict access to online only.

2.9

Any use of a recording other than for a student’s personal use in relation to their studies or any unauthorised distribution, wholly or in part of a recording will be considered a breach of the Digital Technology Acceptable Use Policy and will be subject to disciplinary action.

2.10

Covert recording of any learning activity is not permitted and will be treated as a disciplinary offence.

2.11

Students may have the opportunity to make an audio recording of learning activities for study purposes where official recordings are not available. To allow this the student must, in advance of the learning activity, seek approval from the staff member/s delivering the activity. The decision to allow a recording will, however, lie with the staff member/s delivering the learning activity.

2.12

Any approved student recording must be deleted as soon as they cease to be a student of the University, use of any recordings will be governed by this policy.

2.13

Recordings will not be used for staff professional development reviews or staff promotion purposes unless the staff member concerned choses to do so.

3.1

Staff making recording should be aware of which audio/video/written sources that are included by default in all recordings. This is important when considering the matters referred to in 2.4 above.

3.2

Panopto recordings can include:

3.2.1

The sounds picked up by the microphone; predominantly the lecturer’s voice, but may include other voices and noises;

3.2.2

Material that is shared on screen;

3.2.3

A video recording of the lecturer and others when they are in the area near the lectern;

3.2.4

A transcript of the audio.

3.3

Zoom recordings can include:

3.3.1

The sounds picked up by the microphone; the lecturer’s voice, and anyone else who speaks in a meeting, as well as other background noises that occur when microphones are unmuted;

3.3.2

Material that is shared on screen;

3.3.3

A video recording of the lecturer and everyone else who appears on screen;

3.3.4

A transcript of the audio;

3.3.5

A transcript of the chat messages.

4.1

Current arrangements for disabled students in relation to learning activity recording will be unaffected by this policy. 

5.1

Recordings made using the software are governed by University’s current policy on Intellectual Property, please see Section 4 Teaching Materials and other Academic Materials for further information: Swansea University policy on Intellectual Property.

6.1

If a recording contains footage of individuals, data protection issues may arise. Images of an individual may be classed as personal data if the individuals can be identified, as such the University will need to ensure compliance with the provisions of the Data Protection Act 2018 (as amended from time to time).

6.2

In order to process personal data, which would include editing, storing and or distributing the video if it contains personal data, consent from the data subject is required. It is therefore important to notify any audience that the lecture will be filmed and make it clear whether they will be filmed.

6.3

The lecture recording solution being deployed does not by default record the audience. If filming will take place that may include the audience they should be informed verbally, by specific written notices and/or notices posted in prominent places.

7.1

Once the supplementary examination period has concluded for the Academic year, all lecture recordings will be deleted from the system. It is the responsibility of content creators to inform Swansea University AV Support Team if their recordings are to remain available from one academic year to the next.

7.2

If recordings are not to be deleted at the end of the supplementary examination period, consent of identifiable persons in recordings should be obtained.