Policy

Policy and guidelines on the recording of lectures

Updated on 9 December 2020

This policy on the recording of lectures applies to all students and staff involved in teaching and learning. It sets out the conditions under which recordings may be made, and clarifies staff and student responsibilities to ensure that the University is meeting its obligations under equality, copyright, and data protection legislation.

On this page

The University recognises that it has been necessary for it to adapt its methods for delivering teaching and learning in response to the COVID-19 pandemic.

The University sets out the principles that will apply in the use of teaching and learning (TL) materials during the pandemic. The University has committed to a review of the use of the TL materials in consultation with relevant stakeholders once the pandemic is contained.

The addendum to this document can be viewed and downloaded at the bottom of this page.

1. Preamble 

1.1 The University allows disabled students to record lectures where this is deemed to be a reasonable adjustment. Informal audio recording of lectures by students as a revision aid is also becoming increasingly popular, as is the use of video and audio lecture capture by lecturers to support student learning. 

1.2 Additional guidelines for students are provided in Appendix 1. 

2. Definitions 

2.1 For the purpose of this policy, the term: 

  • ‘Lecture’ refers to formal face-to-face teaching and learning sessions, and excludes tutorials, seminars, student-led presentations, student-led journal clubs and other forms of student-led small group teaching (see paragraph 3.2); 
  • ‘Lecturer’ refers to any University staff member (including visiting, honorary or associate staff) involved in teaching and learning; and 
  • ‘Record’ refers to audio recording of lectures by students and digital capture of lectures by staff. 

3. Audio recording of lectures by students 

3.1 All students may audio record any lectures given by any member of staff, in accordance with paragraph 3.3 below. Visual recording of lectures is not permitted without explicit, prior consent of the lecturer and others involved. 

3.2 For any form of small group teaching (as described under Section 2 above) involving substantive student participation, routine recording is not permitted without the knowledge and express permission of the group. Where such permission is not granted, reasonable adjustments for any disabled students in the group must be implemented to enable equal access to the information discussed. 

3.3 Lecturers should allow students to record lectures unless they have a justifiable reason for not doing so. It is anticipated that this will only relate to situations where copyright, data protection or commercial intellectual property rights of others could be infringed, or where lectures include sensitive clinical material. 

3.4 The lecturer’s spoken word used during the lecture remains the property of the University as their employer. 

3.5 Recordings made by students can only be used by that individual for personal study, and must not be reproduced or passed on to anyone else (other than for transcription purposes in connection with the student’s studies) or posted on external websites including social networks. 

3.6 Inappropriate use by students of recorded material (including posting on external websites) is a disciplinary matter and will be referred to the relevant Dean of School and the Director of Academic and Corporate Governance. 

4. Digital capture of lectures by staff 

4.1 Recordings made by staff for learning and teaching purposes should be stored, delivered and reviewed in line with the University’s developing approach to sustainable media storage and streaming, and comply with the Data Protection Act (1998) and Copyright Design and Patents Act (1988). Support and advice for staff in this area will be provided by the Library and Learning Centre (LLC). 

4.2 Guidance on the pedagogical aspects of the use of video and audio recorded lectures, and examples of good practice, will be provided and supported by the Academic Skills Centre (ASC) and the Centre for Technology and Innovation in Learning (CTIL). 

5. Implementation, support and review 

5.1 Dissemination of the Policy and Guidance on Recording of Lectures to lecturers, evaluation of outcomes, and consultation and consideration of future development of the Policy will be through School Associate Deans (Learning and Teaching), School Learning and Teaching Committee representatives and School and University committee structures as appropriate. 

5.2 Students will be informed of the Policy at enrolment, through induction processes and through programme handbooks. 

5.3 Disability Services will offer support and guidance to disabled students in the implementation of this policy. 

5.4 The Directorate of Academic and Corporate Governance, in collaboration with the LLC and Student Services, will evaluate the effectiveness of the Policy and report to the Learning and Teaching Committee as required. 

Appendix 1 

Guidelines for students on the audio recording of lectures 

1. The University recognises that there may be occasions when a student might wish to record a lecture. These guidelines set out the conditions under which recordings may be made and apply to all students wishing to record a lecture, whether or not the reason is connected with a disability. 

2. It is a presumption of these guidelines that students who record lectures have a genuine learning need to do so and that they will only use the recordings for study purposes. 

3. In all instances where recordings of lectures are made, the following requirements apply: 

  • Any recording made is for the sole use of the student for study purposes. It must not be conveyed to any other person by any means whatsoever, other than for transcription purposes. 
  • The ownership of the information contained within the recording remains at all times with the lecturer, the University and any others connected with the content. It does not pass to the student making the recording. 
  • Any recording made must be destroyed by the student once its purpose has been met. This will always be before the student leaves the University and shall normally be by the end of the semester in which the recording is made. 
  • The recording method employed must be discreet and not intrusive with regard to other participants in the lecture. 
  • Recording a lecture is not a substitute for attendance. The student must be present to record the event unless the lecturer responsible has given permission for a recording to be made in the student’s absence. 
  • Whilst permission to record will not normally be refused, in order to comply with licensing, Intellectual Property Rights or other conditions imposed by third party owners of material to be presented in the lecture, recording of lectures may not always be possible. Where this is the case, the lecturer should advise all students of the fact at the beginning of the lecture and may be approached for access to the material concerned in an alternative format. Such an alternative will be provided where feasible and deemed to be a reasonable adjustment for disabled students. 
  • Permission to record may also be refused if the lecture contains material which, were a recording made, would breach a third party’s right to privacy or data protection. Lecturers who are unsure about this should seek advice from the University’s Data Protection Officer before granting permission. 

4. Failure to comply with the University policy on recording lectures and the guidelines for students on the audio recording of lectures (for example by communicating a recording of a lecture to others without appropriate authority) will be regarded as a disciplinary matter. 

5. The making of recordings should be regarded by lecturers as a learning aid for students. It is presumed that lecturers will normally grant permission to record lectures except where third party or clinically or commercially sensitive material is to being used for which further recording is expressly forbidden or inappropriate. Where there is third party material which cannot be recorded, it may be practical to grant permission to record that part of the lecture where such material is not in use. Disabled students should be given access to any licensed, clinical or commercially sensitive material in an alternative and appropriate format where this is feasible and deemed to be a reasonable adjustment. 

6. Where permission to record a lecture is refused it is expected that the reason(s) for refusal will be communicated to the students requesting permission.  

7. Students may be asked to turn off their recording device when other students do not want their personal contribution recorded.  Potential conflicts arising from other students not wishing to be recorded should be handled as sensitively as possible by the lecturer, whilst acknowledging that allowing a disabled student to record a lecture may be considered a reasonable adjustment, and providing alternative access to the lecture material in such situations will be required. It is expected that the lecturer would not draw attention to the reason for the recording being made. 

Addendum

"TL Materials" means teaching resources to be made available online, including but not limited to, recordings of lectures and other teaching materials and as listed in the Annex. 

The University has committed to a review of the use of the TL Materials in consultation with relevant stakeholders once the pandemic is contained. 

Change to the policy and guidelines on the recording of lectures (8 June 2020)

Senate has approved a change to the Policy and Guidelines on the Recording of Lectures (8 June 2020) so that the recording of synchronously delivered lectures, podcasts or similar teaching sessions, is required for the duration of the Covid-19 pandemic. Exceptions to this policy can only be granted in special circumstances by the Dean or their nominee.

The recording of interactive teaching sessions, e.g. tutorials or workgroups, where students actively participate in discussion, is not required, but may be carried out with the permission of students (see Appendix). 

This document is split into two parts: one for staff and one for students. 

Guidance for staff

Principals for the use of TL Materials

 a. Staff participating in recognised industrial action 

The University will not use TL Materials to replace the tuition of staff participating in recognised industrial action. 

b. Practice for video/audio recordings 

The normal practice for video/audio recordings of instructional components will be to permit the streaming from secure University systems to enrolled students, but not the download. Downloads may be permitted to fulfil special purposes. (See 1.3.6 for Data Protection considerations). 

c. Online delivery & recording of TL Materials 

A non-exhaustive list of TL Materials is provided in the Annex. TL Materials are to be primarily used where conventional delivery is frustrated. As further illustration these may include: 

  • Delivery of lectures (where academics primarily deliver content) being recorded during the presentation and subsequently made available to the module using links within My Dundee or MedBlogs.
  • Lectures or tuition sessions being pre-recorded and made available to students using My Dundee. This may be part of a flipped classroom approach where interactive tutorials assume the recorded lecture material, or reading, or other learning resources have been studied before the interactive tutorial. 
  • Interactive online tutorials, with input from staff and students being recorded, and made available to the module cohort. All participants must consent to this recording and release and understand that their rights to subsequently remove their contribution is likely be superseded by the learning value of the content to all participants. 

d. Retention of teaching assets 

TL Materials will normally be retained for use during the current year of study. Retention, and potential reuse, for periods longer than 12 months will be agreed within a School. This may be of particular value for asynchronous teaching. 

e. Student input to teaching assets 

TL materials may be prepared with student input or personal contributions recorded. At the beginning of class or activity, staff must advise students that a session is being recorded and of their right not to be recorded. (See 1.3.6 for Data Protection considerations) 

A student has the right to ask for their contribution(s) not to be recorded or to be removed in accordance with Data Protection Act 2018. Exceptions might include when the recording is an explicit requirement of a University award (for example a recording of assessed presentations for review and marking purposes). Where a student participates in a recorded learning activity, and subsequently requests the removal of their contribution, this will only be possible if the removal does not impair the educational value of the recording. 

f. Sharing teaching assets 

If decided within a School, TL Materials may be made available to other institutions and worldwide users using an open licence. A Creative Commons CC BY-NC-SA (Attribution-NonCommercial- ShareAlike) is the recommended licence, and the University of Dundee should be included in the attribution. 

g. Recordings of external lecturers or guests 

Where external lecturers or other guests are being recorded or providing other instructional content, the inviting School must seek their explicit, opt-in consent to the recording and use of supporting materials, and keep records of this, unless this is already covered in a contract or other agreement. 

How to prepare TL Materials - General recommended practice

There are certain common considerations that all staff must keep in mind when preparing TL Materials. The use of other resources such as the Exemplary Module Framework are encouraged - https://learningspaces.dundee.ac.uk/ctil/exemplary-module-framework/. 

  1. Consideration should be given so that equitable learning opportunities shall exist for students studying both online and face-to-face, regardless of their needs. Typically, as a minimum, these will include for each module: 
  • a list of the learning objectives 
  • the structure or timetable of learning activities 
  • support material for instructional and assessment activities 
  • assessment details and assessment criteria 
  1. You should consult and seek feedback from students, and the approach and learning content should be developed in response to this feedback. 
  2. A guide to the use of the instructional components should be provided, with due attention to the correct use of any video/audio recorded content and the reasonable expectations for utilisation of other learning resources such as lecture notes and resource list elements. 
  3. TL Materials should also explicitly anticipate and respect the needs of individual learners, diverse learning communities and must comply with accessibility legislation. This should include how students who are entitled to reasonable adjustments can access the TL Materials, for example core module content and should include an accessibility statement. 
  4. TL Materials generated for use by the University should abide by the laws of copyright and fair dealing which includes the use of third-party content. It is the responsibility of individual members of staff and other engaged in preparing TL Material to ensure that any content used is copyright cleared for the specific purpose. 

If you become aware that any TL Material contains content that infringes copyright, you should contact the person responsible for creating the TL Material immediately who will require to take necessary steps to rectify the alleged infringement. 

Inappropriate use by students of TL Material (including posting on external websites) is a disciplinary matter and should be referred to the relevant Dean of School and the Director of Legal. 

  1. All TL Materials requires to be compliant with the Data Protection Act 2018. 

In general, if you can avoid using sensitive personal data of students, staff or other individuals within TL Materials you should do so. Sensitive personal data can include for example, in recorded video (and audio) personal characteristics such as faces, other biometric data, medical information, special characteristics, individual’s spoken words and concerns are recorded and attributed to them personally. If in doubt, please contact Information Governance. 

If you are in any doubt, your School Manager will be able to provide you with the current accepted practice or refer you to Information Governance for further information. 

Operational guide for preparing TL Materials

Below is an operational guide on the tools and techniques available in preparing TL Materials such as lecture recordings, lecture pre-recordings and the recording of online presentations, and some tutorials where a presentation element (which may be recorded) may proceed discussion component (which would not normally be recorded). 

a. Lecture Capture and Instructional Activity 

‘Lecture capture’ refers to, at a minimum, an audio recording of the lecturer’s voice presenting the lecture. An audio recording should normally be supplemented by voice over PowerPoint slides, Keynote slides, Sway, Prezi, visualiser or other visual material presented alongside the oral delivery of a lecture. It may also include a video recording of a lecturer during the lecture. 

Instructional activity may be pre-recorded by Lecturers and presented in an asynchronous fashion. 

A recording can be paused or stopped during a lecture to encourage active class participation and discussion. Lecturers can also review and edit recordings before making them available to students. 

b. University’s platform for recording 

The University’s preferred video recording, management and delivery system, is Yuja and can be used for lecture capture, screencasting, video streaming and video content management platform. 

In addition, the following programmes: 1. Microsoft Stream 2. Collaborate 3. Microsoft Teams and 4. Zoom (in limited circumstances – e.g. China); can be used to support the provision of video and tools for the recording of instructional sessions or other online presentation and meeting software. 

c. Where instructional material can be made available 

Recorded instructional material will by default only be made available to students on a registered module and accessible through the module in Blackboard (My Dundee or MedBlogs). Recordings should only be viewed via online streaming. 

d. Instructional activities not suitable for recording 

The University recognises that not all instructional activities are suitable for recording and this is for individual Schools to decide. This may be for a range of reasons, for example: 

  • Not all lecture teaching styles are conducive to lecture capture, given their highly interactive and participatory nature. Changing these teaching approaches may be detrimental to the student learning experience. 
  • The content of the lecture may include confidential or personal information such as patient stories which may only be shared in the context of a physical teaching space. If personal information is to be shared in a lecture recording, written consent must be obtained from individuals, patients, etc. 
  • The material may be commercially or politically sensitive. 
  • There may be extensive use of a whiteboard that makes recording unsuitable. 

Guidance on the pedagogical aspects of the use of video and audio recorded lectures, and examples of good practice, will be provided and supported by CTIL.

Guidance for students

Use of teaching materials - general principles

  1. The University responding to the pandemic, will provide students with the opportunity to access TL Material for the purposes of their tuition where relevant and appropriate on their relevant programme of study only. 
  2. TL Material may be subject to change at any time. For example, the University may restrict the recording and access of identified components of instructional material where copyright, intellectual property rights and personal data rights apply. The School will try and notify you prior to removal of TL Material but this is may not always be possible or guaranteed. Further information on the reasons for removal will be provided by your School upon request. 
  3. TL Materials are not for circulation, reproduction, distribution, sale, commercial exploitation or alternative use without the agreement of the University. This includes but is not limited to posting of TL Materials on external websites or social media. 
  4. You may receive access to TL Materials where confidentiality is expected to be respected. For example, clinical environments. It is a student’s individual responsibility when accessing any sensitive material to ensure that confidentiality is respected. 
  5. Generally, students may use audio recording of lectures given as part of their programme for their own personal tuition purposes. 
  6. Video recording of lectures is not permitted without explicit, prior consent of the lecturer and others involved. In some instances, the Lecturer may not permit recording due to legal, regulatory or public policy reasons. 
  7. The ownership of the information within the TL Materials and any recording remains with the University. It does not pass to the student making the recording. 
  8. Any recording made must be destroyed by the student once its purpose has been met. This will always be before the student leaves the University and shall normally be by the end of the semester in which the recording is made. 
  9. The recording method employed must be discreet and not intrusive regarding other participants in the lecture. 
  10. The recording of a lecture is not a substitute for online attendance at synchronous online lectures or similar teaching sessions. 
  11. Any breach of these terms of use of the TL Materials, if serious, may be a disciplinary offence under the Student Discipline Procedure. 
  12. Nothing in these general principles, is intended to affect the University’s obligation to provide reasonable adjustments for students who have a disability. 

Copyright

The University requires that students abide by the laws of copyright and fair dealing as per its existing policies and procedures in terms of the TL Material. 

Data protection

All TL Materials produced by the University require to be compliant with the Data Protection Act 2018. 

Any contributions a student makes in class may be recorded by the University or by other students. If a student wishes to be removed from any recordings they should contact their School in the first instance. Please also see the University’s privacy notice.

Learning and teaching materials 

  • Module plans and timetables 
  • Module handbooks 
  • Learning objectives and knowledge/skill attainment targets 
  • Instructional slides (such as PPT) and associated notes 
  • Video/audio recordings of live teaching (also known as lecture capture) 
  • Video/audio recordings of lecture presentations for subsequent release 
  • Video/audio recordings of instructional content including laboratories 
  • Educational videos 
  • Resource (reading) lists 
  • Internet links and references 
  • Laboratory handbooks 
  • Lecture handouts 
  • Authored guides or instructional papers 
  • Instructional software 
  • Educational apps for phone platforms 
  • Tutorial sets of resources 
  • Individual assignment, assessment questions and marking schedules 
  • Banks of assessment questions, answers and exercises 
  • Evaluation and survey questions and responses Other similar and related educational materials 

Downloads

Enquiries

Academic and Corporate Governance

qualityandacademicstandards@dundee.ac.uk