Recording and Reuse of Teaching Sessions Policy: Home
Recording and Reuse of Teaching Sessions Policy
Scope
The University offers a range of tools to deliver online teaching sessions. Teaching online includes but is not limited to - workshops, webinars, tutorials, focus groups, meetings, self directed and group learning activities, presentations, exhibitions, demonstrations and lectures.
Online tools can support and enhance the student learning experience; help accommodate different learning needs; offer new and flexible methods of engagement; and can provide the additional advantage of being able to record sessions.
This Policy applies to all students and staff of the University who use tools to deliver teaching sessions, where sessions are recorded for reuse.
Before running a session, the presenter must ensure that they have read, understood and are able to comply with this Policy, which addresses -
usage
privacy
consent
performance rights
copyright
third-party copyright
accessibility
other considerations
Usage
The recording of a teaching session, including any contributions from participants, may be shared after the session for up to the remaining length of the course plus one year so that students and staff can reflect and revisit topics explored within the session. Recording is considered a supplementary enhancement to teaching, not a replacement for it. The recording will only be used for the purpose of teaching and supporting the learning of UCA students.
All recordings must be uploaded via myUCA to Panopto and will be available to students via their course and unit areas on myUCA.
Privacy
The presenter must ensure that all participants are aware that the session is being recorded and that it will be stored securely and only accessible to staff and students. Participants in a recorded session must be informed that it will be recorded and they will be deemed to have consented to recording if they continue to participate in the session.
Participants can opt out by placing themselves out of view of the camera or making unrecorded contributions. If a student makes a contribution during a recorded session they may ask for the recording to be paused or to be edited out after the recording.
Care should be taken to ensure that conversations before and after the lecture are not accidentally recorded.
Consent
To record a teaching session you will be required to periodically agree to the consent form (see Appendix A); without consent no recording can take place.
Performance Rights
The performance rights are owned by the presenter. To enable the University to store and reuse a recording the presenter must assign their performance rights to the University using the consent form (see above).
Copyright
As an employee of the University, the copyright in any course content presented belongs to the University. If, however, the course content includes the presenter’s own scholarly work, which includes items such as books, contributions to books, articles and conference papers, that are created by the presenter then the intellectual property in that content remains with the presenter. They need to licence it to the University on a non-exclusive worldwide basis for the purpose of supporting the University’s learning and teaching activities, using the consent form (see above).
Third-party Copyright
All presenters must comply with UK copyright law when using third-party materials. The Copyright, Designs and Patents Act (1988) permits the copying of a small proportion of a copyright work for the sole purpose of illustration for instruction. This is subject to fair dealing, use must be non-commercial and work used must be sufficiently acknowledged. Details of the exceptions to copyright that allow limited use of copyright works without the permission of the copyright owner can be found here: https://www.gov.uk/guidance/exceptions-to-copyright.To use content beyond this, the presenter is responsible for ensuring that all third-party rights have been licensed or consent granted from the rightsholder as appropriate.
Other Considerations
Recording may not always be appropriate, while not exhaustive, some issues to consider before recording -
where there would be no benefit to the student learning experience to view a recorded activity – where there is multiple and simultaneous student activity
where students or external visitors make a significant contribution without consent
where content is commercially, politically or ethically sensitive, for example presenting unpublished research material or content containing personal sensitive data
Accessibility
All sessions should be made available in accessible format. The session will be automatically machine captioned, this should be reviewed and corrected where necessary.
Retention and Take Down
All recordings made by the University will normally be stored securely for up to the remaining length of the course plus one year so that students and staff can reflect and revisit topics explored within the session.
Staff may request recordings be taken down and replaced if content has become outdated, opinions have changed, or if in their academic judgement the recording is no longer an enhancement to learning.
Recordings that feature an entire film will only be retained for 7 days to support the application of the legal exception enabling the recording of films for teaching purposes.
Complaints will be addressed in accordance with the Library Takedown Notice.
Review
The Library will review this Policy every year and any significant changes will be considered and approved by the Director of Student Services.
January 2025
Review: January 2026
CONSENT
for recording of teaching sessions at the
University for the Creative Arts for
education purposes
The following terms must be agreed to by the presenter who will be recorded in a teaching session carried out on behalf of the University for the Creative Arts. The purpose of this agreement is to secure consent for the video/sound recordings to be taken and subsequently made available for educational purposes for the period of one year.
(PRESENTER)
I agree to my teaching session being recorded by the University for the Creative Arts.
I confirm that I have permission to include all third-party materials in the recorded session.
I understand that any copyright or other intellectual property which arises in the sound/video recording belongs to the University for the Creative Arts and that the recording may be used by the University for educational purposes only.
I understand that the copyright of my scholarly work, which includes items such as books, contributions to books, articles and conference papers, remains mine but if I record any references to this I grant the University licence to use for educational purposes.
I hereby agree to licence/assign all performance rights in the recorded session to University for the Creative Arts.
I agree to waive all moral rights in my performance rights in the recorded session to University for the Creative Arts.
I consent to the use of my personal data being processed for the purposes of this recording and subsequent management and publishing. My personal data will be processed in accordance with the University’s Data Protection Policy and Procedures.
I confirm that I have made all participants in the session aware that the session is being recorded and given them the option to opt out of the session, by reading aloud and/or displaying on screen the following statement before the recording commences -
“This session is being recorded in sound and video format by the University for the Creative Arts. The recording may be stored and published by the University for the Creative Arts for educational purposes only for the remaining length of the course plus one year.”
APPENDIX B NOTICE AND TAKEDOWN PROCEDURE
If you have a complaint about any recorded teaching session please email libraryresources@uca.ac.uk with the following information -
1. Your contact details.
2. Details of the recording about which you wish to make a complaint and if the complaint refers to part of a recording only, please clarify which part of the recording is relevant to your complaint.
3. The website address where you found the recording.
4. The nature of your complaint -
If you consider that the material is defamatory, please explain what why you consider it to be defamatory and what meaning you attribute to the material you are complaining about.
If you consider that content is factually incorrect or constitute opinions not supported by fact please provide the details and suggested corrections.
If you are complaining about breach of copyright, please explain which aspect of the content constitutes a breach and state whether you are the rights owner or are authorised to act for them.
On receipt of your complaint the University will -
1. Acknowledge receipt of your complaint by email and will carry out an investigation and assessment of the validity and plausibility of your complaint, including contacting the contributor(s) to the captured material and taking legal advice where appropriate. You may be contacted as part of the investigation to encourage a swift and amicable resolution to the satisfaction of both parties.
2. Investigation and assessment process will be concluded within five working days of receipt of your complaint. If the process cannot be completed in that time you will be advised of a revised timescale. Where this is the case, the content that you have complained about will be temporarily removed pending the conclusion of the process.
3. Notify you by email within 48 hours of the conclusion of the assessment and investigation process, with the following possible outcomes -
if the University believes that your complaint is valid the relevant recording will edited as appropriate to permanently remove the material that is the subject of your complaint; or
if the University does not believe that your complaint is valid, no further action will be taken and the recording will remain in publication.
