Attachments

 

 

 

 

 

Policy on the use of multi-media enhancement within learning and teaching

 

 

 

 

C:\Users\ud0tcp\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\BZNRKOV6\reVIEW.png

 

 

 

Approval, Review and Version History

 

Approved by:

 

 

Academic Board

 

Date:

 

27 June 2019

 

Policy Owner:

 

 

Head of Learning and Teaching Enhancement

 

 

Service:

 

CELT

 

Dissemination:

 

 

All Academic staff, Heads of School, Academic Deans

University and College Union (UCU)

Director of HR, Governance and Legal

Directors London / Hong Kong

Directors Services

Student Journey Team

Academic Registry

Programme Support Team

Technical Services / CELT Learning Technologists

 

 

Review Date:

 

June 2020

 

 

V

Revision Date

Amendment(s)

Approved Date

1.0

 

Versions 1.0 – 1.5 consultation versions

 

1.5

 

Policy approved by Academic Board

27-06-19

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

Contents

 

1.Background

2.Definitions

3.Policy intent

4.General Data Protection Regulations

5.Recording content

6.Copyright and Intellectual Property Rights

7.Recording storage, access and dissemination

8.Retention periods and destruction

9.Policy Review

10.   References

Appendix 1

 

 


1.    Background

 

1.1        Students value access to recorded teaching materials and lectures for revision and review. Students’ describe how such recordings supplement learning rather than replacing attendance.

 

1.2        The recording of teaching makes learning more accessible and inclusive for all students. Recording is sometimes necessary as part of reasonable adjustments made for students with a disability. If students are unable to attend e.g. because of a period of illness, recorded teaching sessions help students to catch up. Recordings offer benefits for students whose first language is not English. By making recording available for everyone, this provision is built into teaching practice so individual requests are not needed. 

 

1.3        Panopto provides the multi-media enhancement facilities for teaching recording. At the University of Sunderland, the recording system and access platform is branded as reVIEW, emphasising that the service complements but does not replace taught delivery.

 

1.4        Facilities for recording are available in all teaching rooms on City Campus, St Peter’s Campus, London Campus and Hong Kong campus. It is not mandatory that staff record teaching sessions. With the exception of lecture theatres, facilities allow for screencast (voice over projection media) only. Video recording of the presenter (i.e. at the lectern) can be used in lecture theatres, but this is optional.

 

1.5        In all teaching rooms with recording availability, the presenter controls the recording and recordings are initiated, paused and stopped by the presenter.

 

1.6        All recordings are provided for the use of current students only and the distribution and sharing of recordings to third parties is strictly prohibited. All recordings will be marked as University of Sunderland materials.

 

1.7        The University of Sunderland has a range of other specialist teaching recording facilities in the Faculties of Health Sciences and Wellbeing and Arts and Creative Industries. These recording systems are also governed by the general principles outlined in this policy.

2.    Definitions

2.1     The following definitions apply to this policy:

 

2.2     Teaching activities: This includes all lectures, seminars, workshops, practical and laboratory sessions as well as pre-recorded teaching materials used for independent distance learning or a flipped classroom approach.

 

2.3     Screencast: the recording of voice over a presentation media whether a digital presentation or single image. The audio recording is synchronised with the presentation, providing discreet segments of audio for each slide or image.

 

2.4     Video and audio: the recording of images of individuals or groups alongside audio. This is typically available as part of specialist teaching facilities such as in simulation suites (The Living Lab). Video alongside audio is available as an option in all Lecture Theatres with the video recording being restricted to the presenter at the lectern.

 

2.5     Lecture theatre: large tiered rooms with a fixed lectern at the front.

 

2.6     reVIEW: University of Sunderland’s branding for its multi-media enhancement system.

 

2.7     Online streaming: the streaming of screencast recording and / or video from the reVIEW system to a desktop, laptop, tablet, smart phone or other device. During streaming, the recording is not downloaded to the device but it can be paused, rewound or fast-forwarded.

 

2.8     Flipped classroom: is a pedagogical approach in which the conventional notion of classroom-based learning is inverted, so that students are introduced to the learning material before class. Classroom time then being used to deepen understanding through discussion with peers and problem-based activities etc.

 

2.9     Presenter: the University employee recorded (image and/or audio).

 

3.    Policy intent

3.1     reVIEW is part of the University’s commitment to engage students with their learning. The recording of teaching provides an opportunity for students to review the material after the session to aid understanding, revision and to enhance learning.

 

3.2     reVIEW is intended to supplement, not replace, student attendance at taught sessions. reVIEW is not a substitute for taught face-to-face content, unless recordings are intended for development of a flipped classroom approach or as a resource for independent distance learning.

 

3.3     Recorded sessions are available to academics in Canvas shortly after the session has ended. They can then be edited and / or published. Published sessions are streamed from the reVIEW cloud site and students access this via the Canvas Virtual Learning Environment. Students cannot download recorded sessions but staff have download access for use in other contexts (such as flipped classroom or distance learning).

 

3.4     Recorded teaching sessions are not used for staff performance review, disciplinary or other investigatory purposes. Staff are encouraged to review their own teaching practice alongside other academic colleagues through the University’s peer observation of teaching scheme in which recordings may be used at the discretion of the presenter.

 

3.5     While reVIEW provides additional learning opportunities for students, recordings do not replace all anticipatory reasonable adjustments and other measures for individual academic support, which may be required.

4.    General Data Protection Regulations

4.1     All University classrooms / lecture theatres and teaching spaces will display a recording notice as follows: “If your session is recorded and you feel there is something that should be included in any final published video/audio recording, please discuss this with the academic member of staff either before or after the session”.

 

4.2     The recording of teaching activities is deemed to be in the legitimate interest of the educational objectives of the University of Sunderland and it is therefore regarded as a reasonable expectation of staff. Recordings of teaching via the reVIEW system meet the conditions of Article 6, recital 47 of the General Data Protection Regulations (GDPR). Thus, personal data in these instances can be processed without prior consent.

 

4.3     Personal data is defined as any information relating to an identified or identifiable natural person (data subject). An identified person is one who can be identified, directly or indirectly by either name, an identification number, location data, online identifier or one or more factors specific to the physical, psychological, genetic, mental, economic, cultural or social identity of that person. Within this policy, all presenters would be potentially identifiable either via their voice, image (in terms of video if used) or via location, data e.g. timetable.

 

4.4     Where a session is delivered by someone other than a University employee, the module teacher is required to bring this policy to their attention in good time for them to consider if their session can be recorded. Consent to the recording will be required (see form Appendix 01) and where consent is given, the presenter retains the rights to the material presented, but grants the University, under non-exclusive licence, the right to use the recording in line with this policy.

 

4.5     No recording of sensitive personal data is permitted. It is acknowledged that such data may be disclosed during seminar discussions and therefore academic staff should decide whether recording should not be undertaken or whether recording should be paused or stopped during seminars where personal data may be disclosed. Sensitive personal data is defined as personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, data concerning health or sex life and sexual orientation and genetic or biometric data. The University would have liability for the disclosure of such information but employees are expected to take reasonable care to prevent such breaches.

 

4.6     If disclosure of sensitive personal data unexpectedly occurs during a session the presenter and or module teacher should contact celt@sunderland.ac.uk as soon as possible after the lecture to have the recording edited or removed from viewing, either temporarily or permanently. Academics have 48 hours from the end of the recording to notify CELT if a recording needs an edit before it is released to students.

 

5.    Recording content

5.1     The reVIEW system is accessed via University username and password in each teaching room and by launching Canvas via the desktop app. Guest presenters will need a module teacher to login otherwise the presentation will not be stored in the correct module folder.

 

5.2     The module teacher needs to select the relevant module prior to recording to ensure the recording is deposited into the correct module. This is achieved by logging in via Canvas.

 

5.3     The reVIEW system is controlled by the presenter who is able to initiate recording, pause, and stop. In most classrooms, boundary microphones can detect the presenter’s voice so there is no need for the presenter to stay at a lectern or to wear a lapel microphone. The boundary microphones also record any questions asked by students or student discussion.

 

5.4     The presenter should announce that the session is being recorded prior to the start of the session and they should label the recording with the title of the session (by replacing the default date and time in the recorder)

 

5.5     Video of the presenter at the lectern (only available in lecture theatres) would need to be selected as required. The default setting for the reVIEW system is screencast (voice over presentation media).

 

5.6     The recording is iteratively sent to the cloud via Wi-Fi during the session and the entire recording will be available to stream from the cloud 48 hours after the session ends unless it has been saved for editing by the relevant academic.

 

5.7     reVIEW can be used to create materials for online blended and distance delivery as well as when using a flipped classroom approach. Academic staff can use the reVIEW app on their desktop to create these screencasts which would then be either written to the reVIEW cloud streaming service or deposited in the relevant virtual learning platform.

 

6.    Copyright and Intellectual Property Rights

6.1     The University is bound by UK Copyright law for print and online materials. Advice on Copyright and teaching materials can be found here https://my.sunderland.ac.uk/pages/viewpage.action?pageId=105583465  and further advice can be obtained by contacting Legal Services legal@sunderland.ac.uk

 

6.2     If the recorded teaching sessions have been created in the course of employment at the University or they contain materials, which the University has obtained permission to use, then the materials can be made available via reVIEW without the risk of copyright infringement.

 

6.3     The University owns the intellectual property of all teaching materials that staff generate or create whilst employed by the University. This includes the content of all recordings of teaching sessions made using the reVIEW system.

 

6.4     Staff own the performance rights in the recording of teaching activities. By recording their teaching, staff give permission to the University to capture these educational activities and use the recordings and rights in any performance solely for educational purposes. Irrespective of performance rights, the University recognises that it is at the discretion of the presenter to withdraw the content if they wish.

 

6.5     Any non-employees of the University of Sunderland University are required to adhere to the University’s Events and External Speaker policy and also complete a - reVIEW/Guest Speaker Consent Form and Licence related to performer rights (Appendix 01) – please send completed forms to: notify@sunderland.ac.uk

7.    Recording storage, access and dissemination

7.1     Recorded materials are stored in a reVIEW cloud storage area although they are accessed via the Canvas module pages. Academic staff are able to access their recordings for review, editing and deletion. Academic staff are also permitted to download the recordings. Student users can access recording for modules which form part of their course only. Students can stream content to their device but they are not able to download the recording. Misuse of a recording by a student may result in disciplinary action under the student disciplinary policy.

 

7.2     The recordings made available to students should only be those produced by staff at their campus, with the exception of materials produced to develop a flipped classroom approach or independent distance learning, subject to the agreement of the presenter.

7.3The reVIEW system is normally accessible 24/7 and any planned maintenance will be announced via the Canvas VLE.

7.4Student access to reVIEW will be via a Canvas LTI (Learning Tools Interoperability) integration. Only staff and students registered on a module can review the recordings associated with that module.

7.5Students use single sign on (University Username and Password) to access the reVIEW site.

7.6Recordings should not be disseminated other than via the reVIEW site or through the Canvas VLE for online and blended learning programmes.

8.    Retention periods and destruction

8.1     Recordings are retained for the duration of the programme in the reVIEW site. This will allow students to access the recording for revision purposes and to link concepts and theories at different stages in their programme.

 

8.2     Under no circumstances will a previous recording be used as a substitute for face-to-face teaching in the event of industrial action by a recognised trade union.

 

8.3     Use of recordings from previous years in the event of staff sickness would only be permissible with the express consent of the presenter.

 

8.4     Where students are trailing modules they will either be attached to a ‘live’ instance of the module or arrangements will be made to make recordings available via Canvas if the module is no longer running.

 

9.    Policy Review

9.1     This policy will be reviewed one year after implementation and then every three years.

 

10.   References

Edward, M.R. and Clinton, M.E. (2018) A study exploring the impact of lecture capture availability and lecture capture usage on student’s attendance and attainment. Higher Education, https://doi.org/10.1007/s10734-018-0275-9

Traphagen, T., Kucsera, J. V., & Kishi, K. (2010). Impact of class lecture webcasting on attendance and learning. Educational Technology Research and Development, 58(1), 19–37.

 


Appendix 1 – University of Sunderland - reVIEW/Guest Speaker (Non-employee of UoS) Consent Form and Licence – please send completed forms to: notify@sunderland.ac.uk

 

This form seeks consent for the University to record contributions to a lecture, seminar, training session, other event or activity (whether still image and/or audio or visual recording format) (the “Recording”). The Recording will be used for the advancement of teaching, research and education (the “Purpose”) in the normal course of the University’s business. The University of Sunderland offers a commitment to use the recording appropriately for the Purpose and specified Use(s) (set out below). The Recording will be subsequently published via Canvas/ reVIEW (Virtual Learning Environment (VLE). For the University’s staff and students and/or where appropriate, the Internet and similar University of Sunderland communication channels.

Please read the Form carefully before giving the following licences and consent:

 

  1. I grant a non-exclusive, royalty free licence to record my performance and materials in the Recording for the Purpose to the University of Sunderland.

 

  1. I grant a non-exclusive, royalty free licence to the University of Sunderland to make the Recording additionally available for following use (“Use(s)”):

 

external use by the University (e.g. University’s website, YouTube, staff blogs or online open courses);

 

for promotional use (e.g. marketing, publications or external communications).

(Please tick above as appropriate)

 

  1. I confirm that I am legally entitled to grant the above licences. If my employer(s) has/have rights to the content within the recording, I confirm that I have received permission to make the contributions on the behalf of my employer or that my employer has waived such rights for the contributions to the recording.

 

  1. I confirm where material / content is not my intellectual property including copyright (e.g. images, videos or other works) that; the intended use of the material is covered by a statutory exception (such as fair dealing for the purposes of criticism or review); or I have a licence or written permission from the owner to include the material or content in my contribution to the Recording.

 

  1. I waive my performers and related remuneration rights in my performance as a performer (with performers’ rights as applicable).

 

  1. I consent to the University editing the Recording appropriately whilst respecting the integrity of my performance and associating my name with the Recording where possible and appropriate.

 

  1. I consent to my personal data being processed for the recording, subsequent use, subsequent publication and storage of the Recording in the University’s electronic systems and Canvas for the Purpose and the Use(s) (indicated above as applicable). I also consent to the Recording being accessed from outside the European Economic Area.

 

SIGNED____________________________________DATE________________________

 

FULL NAME_____________________________________________________________

 

EMAIL ADDRESS_________________________________________________________

 

NAME OF ORGANISATION (EMPLOYER) ______________________________________

 

EVENT & DATE __________________________________________________________