Swansea University Lecture Recording Policy

Lecture recording is an umbrella term described by EDUCAUSE as “any technology that allows instructors to record what happens in their classrooms and make it available digitally”.

The University has a licence for Planet eStream software and it has been installed in a number of teaching spaces on the Singleton campus and all centrally timetabled teaching spaces on the Bay campus. It allows staff to self-capture their lecture; typically self-capture allows staff to record the audio and primary display (data projector) within the teaching space. The recordings are stored on a server which can then be embedded into a module/s on the VLE for student playback.

The academic benefits of lecture recording are clear and include:

  • Allowing students to review material prior to assignment writing or examinations;
  • Revisit difficult concepts or topics that student may have misunderstood and to reinforce understanding and aid revision and reflection;
  • Catch up on missed content (notably for students with ongoing health issues, care responsibilities and TASS students);
  • Used as part of face to face, blended, flipped classroom and online course delivery;
  • Assist students whose first language is not English;
  • Assist students who have particular educational needs.

Recording lectures enables students to view the delivery of material at a later time. If students are aware that a lecture is to be recorded and made available for play back it allows them to engage with the instructor and the content that is being taught. Lecture recording can also be of benefit to international students who find it difficult to follow the pace of the lecture due to the delivery of the lecture not being in their native language.

A study conducted by Shaw & Molnar 2011 reports that performance improved for all students but there was a larger improvement by non-native language speakers. It can also benefit students that have learning or physical disabilities; enabling them to review the content after the lecture, this is of particular relevance with the proposed changes by the Department for Business, Innovation and Skills to the Disabled Students’ Allowance where it is suggested lecture capture could remove the need for individual note-takers.

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;
  • Ethical issues, or the use of sensitive material which may render the recording as being inappropriate.

Lecture recording is provided to enrich the student experience; it is not a substitute for attendance and participation.All staff are encouraged to engage with and make use of the lecture recording facility provided in learning spaces across the campuses. By default this is an opt-in service, the decision to make the recording will lie with the individual staff member/s delivering the learning activity or at Programme level (whichever is deemed appropriate within the College/School) and the availability of the software within the teaching space.

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 and training materials can be found on the SALT website.

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

Staff member/s delivering the learning activity should inform students that the activity is to be recorded and 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.


Use and Misuse of Recordings

Recordings may be used for personal study only. It is recognised that most students are responsible learners. However, if a student misuses any recording (audio or visual) in any way, for example, through malicious editing, by selling audio files of lectures or by posting on a social network or other publicly accessible internet pages or websites, existing disciplinary measures will be taken in line with the University’s standard Social Media Guidelines for Students.

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 ISS Computer Regulations and will be subject to disciplinary action.

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

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.

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 Data Protection section of this policy.

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


Learning Sessions Recording for Students with Disabilities

Swansea University supports students who have evidence of a disability which makes taking notes difficult or impossible by enabling them to record lectures for their personal use and study. In accordance with the Equality Act 2010, the recording of learning sessions is considered a reasonable adjustment, lecturers who withhold their permission may, under the ‘individual liability’ provision, be subject to legislation.

Students have a responsibility to attend all scheduled learning sessions. Asking someone else to record a lecture is not a substitute for attendance at and engagement with teaching sessions.

Procedure

The Disability Caseworker/Wellbeing Advisor will notify the Disability Link Tutor/Co-ordinator in the relevant College(s)/School(s) that the student shall be recording the oral or visual presentations. It is the responsibility of the Disability Link Tutor/Co-ordinator to disseminate this information to relevant colleagues to ensure they are aware of the student’s needs. Thus, lecturers should know which students will be recording their lectures.

Students covered by this policy are not required to obtain permission from lecturers before making audio recording of lectures, however students are encouraged to approach the lecturer, out of courtesy, and ask permission to record a lecture. In the event that the lecturer does not permit the recording of his/her material, the student is advised to contact the Disability Caseworker/ Wellbeing Advisor. Students are, however, required to obtain permission from the lecturers before making visual recording of lectures.

In most cases, students have their own recording devices but some students have loaned equipment from the library to assist in lectures. However, there may be occasions when the Disability Link Tutor will be responsible for contacting colleagues in the Audio Visual IT Services within Information Systems and Services to make such arrangements that will facilitate the recording of the oral or visual presentations or other adjustments to enhance the learning experience for the student.

It is the responsibility of the lecturer or Disability Link Tutor/Co-ordinator to inform the other students or attendees that the oral or visual presentation will be recorded.

Procedure for Visiting Lecturers

The University’s Intellectual Property Policy applies to visiting lecturers or other temporary staff providing teaching. A visiting lecturer should be informed of this Policy by the Programme Director or Module Co-ordinator and permission for a disabled student to record a lecture should be obtained. If the visiting lecturer does not give this permission, it is the responsibility of the Disability Caseworker/Wellbeing Advisor, the Disability Link Tutor/Co-ordinator, Module Co-ordinator and the lecturer to develop alternative provisions to ensure that the student is not disadvantaged.

Exceptions

In some cases it may not be possible to record presentations, for example, when considering patients in medical or clinical teaching or when confidential information is exchanged in counselling courses in which class members or others may share their personal histories. The student should be informed before the programme starts (for example, in the programme handbook) if it is not possible to record information. An alternative in such a circumstance would be to appoint a person to take notes for the disabled students. Students should seek support from Student Support Services as soon as possible if there are issues with the recording of teaching sessions.


Intellectual Property, Copyright and Student Responsibility

The Copyright of teaching materials, including audio and visual recordings, remains the property of the creator, which normally means the lecturer. The University, as outlined in the University’s Intellectual Property Policy, is given a license to use the academic teaching materials. In support of its commitments to equal opportunities, the University permits the audio or visual recording of teaching sessions under the conditions set out in this Policy. The student does not hold any copyright ownership rights for any recorded materials that are produced as a result of this policy.

Recordings may only be used for personal study, and may not be reproduced or distributed to others or otherwise made publicly available. Any student found to be in breach of this policy may be subject to disciplinary action.


Data Protection

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 General Data Protection Regulations (2018).

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.

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.


Data Retention

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


Support and Training

Staff are unable to use the Lecture Recording facility until they have either attended a training session or undertaken the basic online lecture recording course. Forthcoming training sessions can be booked in advance by registering on the SALT Events Page.

Further information on lecture recording can be found on the SALT website.

Additional Reference Material can be found at:

Swansea University Social Media Safety Guidelines


 

Policies

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