Frequently Asked Questions

Workload

How will the academic staff workload model accommodate the extra work involved in recording teaching activities?
Experience around the sector suggests that the first time academic colleagues record, they watch and edit recordings. However, the system statistics of the University supplier show that editing goes down to 1% of recordings very quickly and there is not an increase in workload in the long term. Staff are advised to speak to their Head of School / Service if they experience a significant increase in workload when the system is available.

Managing copyright issues is time consuming and can be expensive. Is there any help with this?
There is training and support on copyright issues but no workload or financial support. Incorporating considerations of copyright and IPR is an important part of academic practice when creating content.

I am concerned about potential liability if I accidentally record a student conversation at the start or end of the recording. How should I address this?
It is important that we do not capture confidential conversations and we either pause the recording at this point or edit these out prior to publishing. The responsibility lies with the lecturer to do this.

Timetabling

Are school timetablers aware of the work needed to configure the system ready for September 2014?
The project team are in frequent communication with the Faculty Education Service Managers and school / faculty timetablers about the systems development and the data needed. The team have produced a ‘Guide for Timetablers’ which was circulated to school / faculty timetablers from 24 March 2014.

How is the additional workload being resourced for timetabling officers who do not currently allocate staff to teaching activities?
There is an audit to be done and there will be support available.

Is allocating one member of staff per module until decisions have been made about who will teach sessions still acceptable practice?
Ideally, timetablers should be given accurate information about who will be teaching events as early as possible, to avoid having to change information in the system multiple times.

How will teaching activities be prioritized in central teaching rooms?
This information is compiled in a ‘Guide for Timetablers’ circulated to school / faculty timetablers from March 2014. There will be no changes to the system for allocation central teaching space as a result of this new system.

Will information about module recording roll over year on year for timetabling purposes?

It is hoped that this will happen where possible, but it will need to be confirmed for accuracy by teaching staff.

The recording equipment in Central Teaching Spaces


Is there a list of available rooms on the web room booking site?

Yes. The room booking website provides details about the type of recording equipment available in central teaching spaces. You can access this at: http://www.teachingspace.leeds.ac.uk/rooms_select.asp. Presently rooms are categorized as Gold, Silver and Bronze which identifies the type of Audio/Visual capabilities available. You can also view Room List with capability (8 September 2014) and this will be updated periodically as more teaching rooms become equipped with Lecture Capture.

When will recordings start and stop?
Recordings will start 2 minutes after the scheduled start time for a session and finish at 2 mins before the end of the scheduled end time for a session.

Will the automated start and stop times be set according to the clocks in the central teaching spaces?
No. They will be set according to the recording system clock.

What happens to recordings if timetabled sessions overrun?
Recording stops 2 minutes before the scheduled end time of the recording.

Will material projected on OHPs be captured?
Only material projected through the digital projector will be guaranteed to be captured by the lecture capture system. Wherever possible, writing on whiteboards will be captured. Visualisers or document cameras in central teaching spaces can be used to project OHP acetates digitally and these will then be recorded. Content projected on OHPs cannot be captured.

For guidance on document cameras and other equipment you can visit http://www.leeds.ac.uk/estate_services/fss/articulate/player.html

Will all rooms have microphones to pick up student discussion during tutorials?
No, the pick-up is focussed on the presenter and front of the room. In small rooms where the teaching area is not distinct, the microphones capture all conversations. Schools are asked to consider the pedagogical value of recording small group tutorials.

What happens if I forget to pause, or pause and forget to restart a recording?
If you forget to pause, you can edit your recording later if you want to remove the material. If you forget to restart, the recording will not recommence. The recording indicator will blink to indicate it is in pause mode.

Can I use my own recording equipment, rather than the University system?
Do I need to opt out to do this?

However you record, students need to be aware and receive notice of the recordings. Do not opt-out just upload your own version of the recording to the VLE.

Faculty Teaching Spaces

Should Schools purchase the hardware for teaching rooms if they want to record lectures?
Faculties are encouraged to assess the pedagogical value of extending capture of activities in Faculty teaching spaces. Costs and procedure for this shall be provided by this project in due course.

Will desktop software be available to use from lectern computers in faculty based teaching rooms?
Yes, but there are a number of issues with using this instead of the recommended hardware solution for large class teaching Scheduled, automated recording will not be possible using the desktop software and the naming and uploading of recordings is not automated. The AV capability in the teaching rooms also needs to be considered where additional microphones may be required to pick-up the voice and sounds in the teaching room. Further guidance will follow for Schools.

How do Faculties/Schools purchase equipment for Faculty/School owned teaching spaces?
It will not be possible to purchase and install prior to the start of the 14/15 academic year. Guidance for schools wishing to employ lecture capture in Faculty spaces shall be provided.

Desktop Capture

Can recording software be used to support a flipped classroom approach?
Yes. From 2014/15 there will be the possibility of recording your lectures using software on your desktop computer ‘at your desk’. This is called the Mediasite Desktop Recorder. This was rolled out to all academic staff in October 2014. If you do not have the software installed on your PC contact IT Services on 0113-3433333.

Does the desktop capture system allow for screen capture e.g. For making tutorials of using software?
Yes, the desktop capture system captures the screen, audio and video.

Do I need desktop recording software to be able to use lecture capture?

No, editing and publication does not require desktop recording software.  See the IT pages for a quick guide. You can simply visit https://mymedia.leeds.ac.uk and log in with your University credentials. Within mediasite you can edit, review and publish any recordings that you own.

Ad hoc recordings

How will ad-hoc recordings work?
To make an ad-hoc recording you will need to book a central teaching space room and when in the room, log in to the podium PC and select the ad hoc recording icon. You will be able to make an ad-hoc recording providing your recording does not conflict with a scheduled recording. You can use all of the AV facilities, connect a laptop, use the visualiser etc. The recording will go to the My MediaSite folder of the user who logged in to make the ad-hoc recording. From there they will be able to edit and choose where to publish.

Can I record a research symposium?

Yes, this is encouraged. Record as an ad hoc recording, giving appropriate notices to all involved.

Student Experience

What evidence is there that recordings enhance the student experience and support learning?
There is a lot of evidence to support recordings as enhancing the student experience and no evidence to say that there is a negative effect on student experience. There is more work to be done in respect of evidence of impact on student learning but evidence suggests that it does impact positively. See a summary of a literature review on the subject (Karnad, 2013).

What analysis has there been of video capture vis à vis audio podcasting?
There are some powerful arguments about the importance of face and body language and performance in communication. The importance of visual and interpersonal cues in learning, and the availability of visual as well as aural cues that video allows, is seen as a strong argument in favour of video as students have the choice to watch and or listen to the capture.

I am concerned that recording my teaching sessions will affect my interaction with my students and the personal nature of my teaching sessions: what response do you have to this?
It is recognized that lecturing is a personal experience and to a degree a performance. Colleagues report that the first time they record they can feel stilted but after 2 or 3 times they get on with their sessions as normal, but are more mindful of what they are saying knowing that a recording is being made.

What do we do if microphones do not pick up student questions?
It is good practice in a large teaching room for a tutor to repeat student questions to ensure all students have heard the question.

Will students be put off asking questions?
There is no evidence to suggest that this will happen. Schools are encouraged to consider the pedagogical value of recording small group teaching sessions if there are concerns about students being inhibited from interacting.

I would like to record student presentations, can I do this?
Yes, this is good practice, and encouraged, as long as the students have notice of the recordings. The system can do this, but will not divide recordings into individual recordings for students. They will be recorded as one session that can then be subdivided (if required) using the edit tool.

What are the implications of use of desktop recordings in place of lectures? Will there be a reduction in contact hours with students?
The place of the lecture as part of course design is a long debated topic, which has implications for staff student ratios and design of learning spaces. There must not be a decrease in contact hours with students.

Who will evaluate the student experience?
The experience will be evaluated as part of NSS and module feedback and the project will also be evaluating impact.

Staff opt out

What will happen if a School doesn’t engage with the local discussion about which sessions to record or not?
All scheduled teaching sessions in central teaching spaces will be automatically recorded.

I understand that there is a right of staff opt-out, but isn’t there an implicit pressure to record?
There is a right of opt-out. How this is managed is a School decision, and there must not be pressure put on staff who have exerted their right to opt-out. Staff who wish to opt-out are encouraged to discuss the rationale for their decision with colleagues.

How will the right of staff to opt-out be balanced against student expectations?
There is no intention to put staff under any pressure to record, but there is likely to need to be a dialogue with students about why some sessions are not being recorded.

How will data on staff opt-outs be recorded?
This will be done through the timetabling system. Timetablers will need to be advised of staff opting out to avoid sessions being recorded.

What will happen if someone opts out of video recording but has lectures in a gold / silver room with a video camera in it?
If the individual opts out of video in advance, the timetabler can code the system to not record video. If this isn’t done in advance, the system will record a video feed if a camera is available. However, the presenter can remove the video feed at the review-edit-approve stage, before publication whilst editing in MediaSite.

What should a module manager do if one individual teaching on their module decides to opt out of recording?
The module manager should discuss this with the module team and decide how to manage this with the students to ensure their expectations are set appropriately. All staff have the right to opt out of recording without explanation.

I share the teaching on a module with other academic staff and I am concerned that colleagues will be able to see the recordings in the VLE. Can I do anything about this?

All teaching materials staff produce are owned by the University including recordings. It is good practice to share materials on a module between the staff teaching on that module.

Guests

What do we do when guest speakers deliver sessions?
We should agree details of recordings with external visitors in writing, including whether the guest speaker or the University own the recording, and agreeing editing and approval processes and publication channels with them. Notices to students or participants need to be given prior to the recording.

Can we make recordings available for external purposes, e.g. a conference?
Yes, the University encourages publication. Notices to all being recorded of this intended use must have been made prior to the recording, or permissions obtained subsequently. The University owns the recording and its copyright should be acknowledged.

Will I be able to record open day presentations?
Yes, as long as notice is given to participants of recording as suggested in the policy. Notice in the open day guide and at the start of recordings would be appropriate. Recordings of external presenters should be agreed in writing as for guest speakers.

Accessibility

Will recordings be accessible? For example, will video and audio recordings be easily accessible by blind and deaf students?
The system allows for subtitles and transcripts to be produced and also allows the opportunity to put in notes although this feature is not yet available. Resourcing needs to be discussed. Guidance for disabled students will be given by Disabled Students’ Assessment and Support.

What happens when there is someone signing for deaf students in a lecture? Will the video pick this up?
Yes, providing they are in the range of the camera, tracking cameras will pan out to record all moving objects and the fixed camera video will record all in range.

Copyright and IPR

Who owns the recordings?
The University of Leeds owns the recordings but encourages staff and students to be acknowledged as the authors as appropriate.

Who is responsible for ensuring copyright compliance?
It is the responsibility of individual authors to ensure that third party material is only included in a recording only where it is lawful to do so.

Is there a budget for clearing copyright for external speakers?

External speakers should be asked to confirm that they have copyright cleared their materials if they have produced them for the University of Leeds as part of their agreement with the University.

What is the difference between showing a video in a lecture and capturing a recording of the video?
If there is permission to play a video hosted on a webpage, good practice is to play the video from that page rather than embed the video. Unless there is permission to record the video, then taking a lecture capture is breach of copyright. A recommended solution is to pause the recording whilst the video is played and record the url for the video to enable the students to access it themselves later. For further details see https://library.leeds.ac.uk/copyright .

Review, Edit and Approve

How quickly will recordings be available after teaching activities?
The time to process recordings will vary depending on the time of day, with recordings in the mornings processed at the head of the queue and recordings at the end of the day at the back of the queue. All recordings should be ready to approve within 8 hours.

What will happen if two individuals teach an event together? Will they both be asked to review-edit-approve the material before publication?
No, this is not possible. The system will only be able to cope with one individual assigned to each unique event, so they will have to agree to review-edit-approve the content together. During an ad-hoc recording whomever “logs in” to the PC to start the recording will be the assigned presenter of the recording. Within MediaSite presenters of a recording can assign others view or editing rights before it is made available to students within the VLE.

Will the editing system allow you to remove content that was copyright protected?
Yes.

What should an individual do if their slides all contain copyrighted material?
Individuals are advised to seek training and guidance about seeking copyright clearance before presenting materials. However, if this is discovered after the session, the individual should edit out the material in breach of copyright or publish an audio only podcast of the session, without any slides included.

Recordings

Will I be able to export recordings to edit using my own software?
Yes, but it is hoped that the solution is considered intuitive enough for colleagues to not need to do this. This may be useful if more advanced editing is required.

How long will recordings be available?
Lecture capture content will be available the year of recording and the following year.

Will my MediaSite act as a server?
Yes, as a streaming server. For technical information please contact Michelle Hewitt the Project Manager.

What is happening to LUTube?
LUTube is being replaced. Current content will be moved over to MediaSite.

Who can delete or un-publish a recording from the VLE?
Anyone with write access to the recording.

Will the recording have a distinctive name in the VLE so that students can identify them easily once published or will staff have to re-name the recording as part of the publishing activity?
The name of the recording is like to be “Module ID – Date – Time – Room” so that it can be clearly identified.  Anyone with write access to the recording can technically rename the content if they wish to do so, but it is not anticipated that colleagues will wish to do this.

Can a recording appear in multiple module areas in the VLE?
A recording can be associated with multiple module IDs and therefore appear multiple times in the VLE. It will do this automatically if Syllabus Plus indicates that an event is for multiple modules, and a member of staff with access can associate the media with more or fewer module IDs.   Staff can also associate the media with one or more module IDs when ad-hoc recordings are made or personal capture used.

External Publication

Am I able to publish a recording on an external channel sometime after the initial recording?
Yes, if all recorded have been notified prior to recording, or subsequently given permissions to do so. All publication is also subject to appropriate copyright clearance and approval of the channel manager if the publication is on a University managed channel.

Do I need consent from my Head of School or Service to publish on an external channel?
No, but there is University guidance about consultation with Heads of School or Service where colleagues are considering publishing as Open Educational Resources. It is to be assumed that single units or small collections will be allowed.

Training and Support

What training will be available?
Face-to-face training has been available since May 2014 and continues to be available throughout 2015. View the SDDU website to book training on Lecture Capture or Copyright Training. See the Training and Support pages for more information.

Will staff be offered media training?
SDDU will be offering support and training for staff who wish to improve their presentation skills in large and small teaching sessions, and look to arrange specific media training if there is sufficient demand.

Students

How are student expectations being managed?
There is a communications plan for students. The Pro-Vice Chancellor for Student Education has sent all students an email about the University policy.

LUU is supporting students through its advice centre and LUU will provide training and support.

Schools also need to manage expectations at a local level about what is happening.

Will students be able to identify modules where recordings will take place?
Students will be notified that modules may be recorded on module enrolment and detail needs to be included in module handbooks.

Is recording or otherwise likely to impact on student choice of modules?
It may do. This is an unknown.

What impact will recording have on student attendance?
There is no evidence to show that attendance falls and in some cases attendance improves. Recordings are not intended to replace teaching sessions but to enhance and supplement learning.

What does student opt-out mean in practice?
Students have the right of opt-out in the same way as staff. How this is managed is for Schools to decide, but for example in a lecture theatre it is possible for students to sit in areas where they will not be filmed. Guidance to support School management of opt outs will be given. Please note that students cannot be filmed entering or exiting the teaching spaces due to the angle of the video cameras.

What about recordings of assessments?
Students will be advised on registration that they cannot opt out of recording which forms part of an assessment process.

Does the policy on Audio or Video Recording for Educational Purposes apply to faculty as well as teaching spaces?
Yes, the policy applies to all teaching spaces. An implication of this for students is that students will not be able to record even where there is no equipment installed by the University to enable staff recording, unless agreed by Disabled Students’ Assessment and Support.

How will the University stop students recording?
The University will request that students take down recordings and discipline students who record in breach of the policy.

Will students with language problems be able to record?
No. Guidance will be given for colleagues who have been recommending that students record.

What is there to stop a student downloading a recording from the VLE and using it?
The students cannot download recordings from the VLE, but they could use specific software to capture the video/audio of the original recordings. However, the policy on audio and video recording will enable the University to take disciplinary action against students who do this from September 2014 and request take-down if postings are made on external websites.

Digital Learning Programme Staff FAQs (printable PDF version)

University Policy on Audio or Video Recording for Educational Purposes FAQs (printable PDF version)