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Education Quality and Policy Office

 

Below are frequently asked questions about making recordings of teaching sessions, using lecture capture methods. 

If you can't find what you're looking for, contact us to ask a question.

Q. Do I have to record my lectures?

During 2020-21, the General Board’s Education Committee (GBEC) expects that all lectures will be recorded and made available online, but this does not extend to other types of teaching.  Exceptions may be made where there may be a risk to the safety or wellbeing of students or staff.  GBEC has issued a clarifying statement regarding this requirement..  

Q. How do I record my lectures?

The staff support hub for lecture capture (Moodle) provides information on how to use the different elements of the service.  

Q. Do you need my consent to record my lecture?

Yes.  This consent grants the University permission to process your personal data in the recording (your image, voice, opinions, etc.) under the General Data Protection Regulation (GDPR).  Note that any person whose contribution is required or expected in order to meet the learning outcomes of the session must also give consent.  Where the session is a lecture this is normally only the lecturer and does not include students, even if they choose to ask a question.  Where the session includes an expectation of student contribution, such as a supervision or seminar, then students must give their consent to a recording.  See 'What if I leave the University or take part in industrial action' below for more information. 

Q. Will the University own the recording?

No, unless (for external staff) you have signed a worker’s agreement which assigns intellectual property to the University.  University staff and College Teaching Officers fall under the University’s Intellectual Property policy, which is outlined in Statutes and Ordinances.  This specifically assigns all rights in materials (including digital materials created for teaching, such as a lecture recording) to the creator, although legally anyone appearing in or contributing to the session may hold joint rights in the recording with respect to their contributions (see clause 1.6 of the Policy on Recordings of Teaching Materials/Lectures for further information).  The IP policy grants the University a non-exclusive, royalty-free perpetual licence to use teaching material created by its staff for the purposes of teaching its registered students.  This means that while you will continue to own all rights in the recording, and may use it elsewhere, the University will be able to use it for teaching to its registered students.   

Q. Why a perpetual licence?

The perpetual licence in the IP policy has been in existence for several years, but in previous years of the lecture capture pilot, the University overlaid this with a separate policy specifying that lecture capture recordings would be held for only a single year.  This was because of the nature of the recordings being made; it is not normally appropriate for recordings of live lectures to be re-used regularly, as the material should be kept fresh and relevant for each cohort.  However, this position was intended to be reviewed with the growth of the service and variety of recordings being made.  Feedback during the pilot was that the annual system introduced additional administrative burden and discouraged investment in digital materials which could be appropriately re-used (for example, lab demonstrations, real-world applications of technology or policy, animations or quizzes, etc.).  With the sudden increase in recording types in response to the pandemic, the University felt that it was more appropriate to encourage growth and investment in technology-enabled learning through aligning the licence for all types of lecture capture with that in the wider IP policy.  Clause 2.5 of the Policy on Recordings of Teaching Materials/Lectures clarifies that, while the licence is held in perpetuity, for lectures and teaching materials it will be used in the first instance only for the cohort for which it was created; any further usage in other courses/years is at the discretion of the lecturer.  The University’s licence does not extend to any use for non-registered students (such as commercial or outreach use), which would require additional consent from you.   

Q. What if I leave the University, or take part in industrial action?

The University’s licence is perpetual, so will continue if you leave and take up employment elsewhere, or if you choose to take part in industrial action.  However, as noted above, clause 2.5 of the Policy on Recordings of Teaching Materials/Lectures clarifies that, while the licence is held in perpetuity, it will be used in the first instance only for the cohort for which it was created; use in other courses/years is at the discretion of the lecturer.   

In addition, for any recording in which you feature, under the General Data Protection Regulation (GDPR) the University requires your consent to process any personal data in the recording; personal data includes your image, voice, opinions, or anything which makes you identifiable as an individual.  This consent must be given before the recording is published, but may be withdrawn at any time.  If you choose to withdraw this consent, recordings which feature you or which otherwise contain your personal data, must be removed from use.  The University may continue to use other teaching materials which do not contain personal data; this may include digital quizzes, reading lists, presentations, or other digital or hard copy materials.  Individual Faculties and Departments may set internal limits or other restrictions on how often, or for how long, material may be re-issued or re-used; these limits may apply regardless of whether staff are still in post at the University or have moved elsewhere. 

Q. Do I need consent from students?

All of those whose contribution to the session is expected, or required, in order to meet the learning objectives of the session must give their consent.  This means that if you expect students to actively contribute, through discussion, presentation, or other means, they must consent to the recording.  This does not apply where their contributions are optional or unexpected, for example if asking a question in a large lecture.  The lecturer or session leader is responsible for ensuring that consent is appropriately sought and records retained.  Records of consent need not be retained for longer than the material itself is retained; clause 3.3 of the University’s Policy on Recordings of Teaching Materials/Lectures specifies that interactive sessions are for use only for the cohort for which they were created. 

Q. How do I get consent from students?

Consent may be obtained either in writing or verbally; the nature and size of the session may determine how formally you seek this consent.  The University has provided both a Student Information Sheet and a Consent Form, and suggested standard statements for lecturers to notify students that recordings will be made.  

Q. Can students withhold, or withdraw, consent?

Yes.  As lecturers do, students in an interactive/contributory session have the right not to consent or to withdraw consent once given.  If that happens the student’s contribution must be removed or, if this is not feasible the recording cannot be made or used.  We hope that students will support the University in providing recordings, but lecturers should be aware of and responsive to student concerns.  We do not anticipate large numbers of students will withhold or withdraw consent, but if you or your course encounters difficulties, please contact the Education Quality and Policy Office to discuss. 

Q. Do I have to caption my recordings?

The University has an anticipatory duty to provide accessible content; there are a number of ways in which captions can support students to access material.  Further information is available on the Lecture Capture Service website

Q. What about students' rights to attend any lecture?

Statutes and Ordinances offers any matriculated student paying the University Composition Fee the ability to attend any scheduled lecture; see Regulation 3, S/O Chapter 1, Section 16 for details (note that this does not apply to courses of practical instruction or any other courses noted as 'closed' or restricted).  With the majority of lectures being offered online for the 20-21 academic year, the General Board's Education Committee has confirmed that this right may be exercised by requesting to be added to the relevant Moodle course(s) where the lectures are presented.  Where this is not feasible due to inclusion of additional, restricted content in the same course, alternative solutions may be put in place through discussion with the UIS Lecture Capture team, lecturecapturehelp@uis.cam.ac.uk.  We anticipate that these requests will be minimal and relatively straightforward to implement, but will keep the situation under continual review; should there be evidence that this causes additional burden to staff and students, GBEC will revisit the issue.