Lecture and Teaching Content Recording Policy

The purpose of this policy is to set out a clear framework and expectations on staff and students for the making and use of recordings, to support activities undertaken in physical teaching and learning sessions. This policy aims to help manage the challenges and complexities involved in recording of such activities, considering relevant pedagogical, legal, accessibility, intellectual property, and data protection aspects.

Additionally, the aim of this policy is to clarify the expectation that students will attend teaching sessions in person (unless prevented from doing so by valid extenuating circumstances) and that recordings will be used as an adjunct to those sessions, enabling revisiting of the teaching material, and not as a replacement.  

This document sets out the University’s policy on supporting recorded materials and the recording of teaching sessions, including lectures, seminars, group-based learning activities and other content, and applies to audio, video and multi-modal recordings of taught sessions including:

• On-campus activities (synchronous and asynchronous) recorded using the University’s lecture recording system;
• Pre-recorded material (e.g. podcasts);
• Sessions delivered on-line in real time; and
• Any other recordings and associated materials (such as transcripts of recordings).

2.1

At Swansea University and across the sector there is a growing need for and expectation that relevant learning activities are recorded and made available to students. This shift aligns with an increasingly inclusive and blended approach to teaching and learning, and is supported by research, which indicates that recordings of teaching content can have positive impact on academic performance, however only when they supplement and not replace face-to-face sessions*

* To capture the research landscape of lecture capture in university education - PMC (nih.gov)

2.2

The University recognises and acknowledges that:

• Lecture recording is provided to enrich the student experience, it is not a substitute for attendance and participation.
• Only programmes or modules specified as distance learning are suitable for wholly online study, the pedagogical design of all other programmes requires in-person engagement.
• 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 may mean that the recording of a particular session is inappropriate and other arrangements should be made to record the session for the purposes of accessibility.

2.3

The University has implemented, in consultation with staff and students, a self-capture solution which makes use of Panopto software. Additionally, other University supported products can be used to make recordings including Canvas Studio.

2.4

Recording of some learning activities may still be undertaken by students themselves using mobile devices, if they have permission to do so via a Disability Proforma, or on their behalf by the specialist support staff. A solution of a human note-taker can also be sought via our Non-Medical Helper’s Allowance. As this tends to result in lower quality recordings, this should be considered a fall-back position.

2.5

Educational benefits to recording learning activities provide a useful and accessible resource for students and can be used in the following ways, amongst many others:

• Provide a summary aid for review, reflection and revision.
• Assist students whose first language is not English.
• Support students who are unable to attend due to extenuating circumstances such as illness or caring responsibilities.
• Assist students who have particular educational support needs and who may require adjustments in order to be able to engage effectively.

3.1

Swansea University expects all staff to provide students with recordings or an equivalent and suitable alternative for ‘block teaching’ sessions i.e. lectures, tutorials and other forms of teaching that are provided in an intensive block (please see Learning and Teaching Terms and Definitions for Different Modes of Delivery). A suitable alternative can take various forms i.e. a pre-recorded video, but must be equivalent to the teaching session and cover the same content. All staff are expected to engage with and make use of the Lecture and Content Recording Service provided by Digital Services at Swansea University, except in the circumstances envisaged by 3.5 below.

3.2

The decision not to make a recording in accordance with 3.1 must be made at Programme level at the start of academic year, to ensure consistency in approach and the communication of a clear strategy to and with students. If an individual staff member considers a teaching session unsuitable for recording, this should be discussed and agreed with the Programme Director and School Education Lead and a suitable alternative should be provided to students.

Students should be informed of the decision and the reason for it at the start of the academic year. Learning materials should be made available to students in a different format to support their learning i.e. pre-recorded podcast, presentations etc. A record of that decision and the reasons for it should be kept and referred to in module and programme review for quality assurance purposes and reported through relevant Faculty committees. Feedback from students should be sought and reflected upon.

3.3

During the course of the academic year, any changes to the decision about whether particular teaching sessions are recorded should be raised by the staff member and discussed with the Programme Director and School Education Lead for a decision) and communicated with reasons to students.

3.4

There may be ad hoc instances where recording is not possible due to unforeseen circumstances (technology issues etc). On these occasions, it may not be feasible to inform students in advance that a recording will not be possible. A suitable alternative to lecture recording will be provided in such circumstances within 2 working days of the missed session, in compliance with the DLP Minimum Standards Policy.

3.5

Reasons that teaching sessions may not be recorded, and suitable alternatives may not be provided include:

3.5.1

Where the session is delivered in a way that makes recording unsuitable, i.e. with a high degree of interactivity i.e., Q&A, tactile experiences (e.g. lab work) etc.

3.5.2

In those uncommon instances, where discussion or activities contain confidential or personal information or are commercially or politically sensitive.

3.5.3

Where making a recording would be detrimental to the student experience. For example, where making a recording would inhibit students’ participation and effective learning, i.e. peer discussion, collaborative problem solving.

3.5.4

Where there may be legal, ethical or privacy reasons for not recording.

3.5.5

Where the facility to record the activity is not available in the learning space and teaching staff do not have access to the alternative means to record the session. The unavailability of a recording, due to lack of facility or system failure, will not be acceptable grounds for a student complaint.

3.6

Staff delivering the learning activity should inform students that the activity is to be recorded. They should apply discretion and pause or later edit a recording, for example if sensitive material is being taught or if the recording would interfere with interactive teaching.

3.7

Swansea University expects staff, students and external contributors 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 can be found at http://libguides.swansea.ac.uk/copyright  

3.8

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

3.9

To ensure equality of access, students can download recordings for their personal use only.

3.10

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 Digital Acceptable Use Policy and will be subject to disciplinary action.

3.11

Students may have the opportunity to make an audio recording of learning activities for study purposes where official recordings are not available.

3.12

Covert recording of any learning activity is not permitted and will be treated as a disciplinary offence. Some students may be able to freely record provided that this is a reasonable adjustment recommendation. Students are advised to familiarise themselves with expectations around responsible recording. Please see Reasonable Adjustment Policy for Learning and Assessment policy.

3.13

Any approved student recording must be deleted as soon as they cease to be a student at the University, use of any recordings will be governed by this policy.

3.14

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

4.1

Students with disabilities may have adjustments or support in place to record teaching and learning environments. Current arrangements for disabled students in relation to learning activity recording will be unaffected by this policy. Please see Reasonable Adjustment Policy for Learning and Assessment - Swansea University.

5.1

Recordings made using University software are governed by University’s current policy on Intellectual Property, please see Section 4 Teaching Materials and other Academic Materials for further information: Swansea University policy on Intellectual Property.

6.1

If a recording contains footage of individuals, data protection issues may arise. Images and/or voice of an individual may be classed as personal data if the individuals can be identified, and as such the University will need to ensure compliance with the provisions of the Data Protection Act 2018 (as amended from time to time).

6.2

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.

6.3

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.

7.1

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

7.2

If recordings are not to be deleted at the end of the supplementary examination period, consent of potentially identifiable persons in recordings should be obtained.