Information Services

Lecture Recording Policy

Find out more about the new University policy for lecture recording

When will the policy be implemented?

The new lecture recording policy was implemented on 1 January 2019.

Do I have to do anything if I want my lectures to be recorded?

From 1 January 2019, you do not have to do anything. If you are using a lecture recording enabled teaching room, your lectures will be scheduled to be recorded automatically unless you opt-out.

How do I opt-out?

The Lecture Recording Programme has put in place a simple online tool to enable opt-out. Course Organisers and Course Secretaries have access to this tool by default. Other members of staff teaching on courses can be added upon request. The Replay Scheduler can be accessed here.

Recordings that are initiated manually (an “ad hoc recording”), rather than using the automatic scheduler, will also be captured on the interface.

Where you are happy for recordings to be scheduled automatically, no action will be required.

The interface allows search by course name or course code and displays schedules of lectures allocated to rooms enabled for lecture recording. There are simple drop down options where you can choose to opt-out of scheduled recordings by selecting one of the following reasons:

• No: Pedagogical reasons

• No: Privacy / Legal / Ethical reasons

• No: Personal reasons

• No: Using Ad-hoc recording

You will be able to opt-out of recording at course level or specific lectures within a course.

What does the policy cover?

The policy covers permitted and prohibited uses of the recordings; standards and responsibilities for providing the service; accessibility; rights in the recordings; use of third-party copyright materials; security and retention of recordings.

What should I do if an external lecturer is to be recorded?

If an external lecturer will be recorded they must complete an agreement form, which can be found here: https://edin.ac/2N0NAWK External visiting lecturers (or their employer as appropriate) retain copyright on work and any other intellectual property rights they generate and, by accepting the terms of the external visiting lecturer agreement on lecture recording, agree to grant the University a non-exclusive licence to use the recording for the essential purpose in this policy.

Who has rights over the recording?

The University and the lecturer both have rights in the recording. If a student contributes to a lecture, they will also hold some rights. Under the new policy, everyone retains their rights and agrees that the University can use the recording for defined and limited purposes. You can find out more in Sections 1 and 4 of the policy.

Does the University need my consent to record my performance during the lecture?

Yes.  The policy assumes that giving a lecture is a qualifying performance under the Copyright, Designs and Patents Act 1988.  The lecturer, and any student making a contribution, such as asking or answering a question, may have rights in a performance that would be infringed by recording without consent.  Under this legislation, the policy informs you that your agreement for your performance to be recorded will be assumed but that you can choose to opt out of being recorded.  This means you should always be given information on whether a lecture is to be recorded and you should always have the means to opt out of being recorded.

Does the University need my consent to use my personal data in lecture recordings?

No.  Personal data in recordings may include your name, image, voice and any personal opinions expressed during the recording.  The University processes your personal data on the lawful basis of its legitimate interests in providing the lecture recording service to its staff and students.  This complies with current data protection legislation, including the EU General Data Protection Regulation. 

Why do you not ask for consent to use my personal data?

We do not process personal data for lecture recording using the lawful basis of consent for a number of reasons.  One is that the inherent power imbalance between the University and an individual employee or student means it would be difficult to guarantee your consent was freely given.  Another is that, under data protection legislation, freely-given consent can be withdrawn at any time.  These withdrawals would be very onerous on the University to implement and would immediately deprive students of the recordings concerned.

Does this mean the University can use my recordings in the eventuality of industrial action?

No. The policy states explicitly that a recording cannot be used during industrial action without the consent of the lecturer involved (see policy clause 1.4iii). This is the first lecture recording policy to make this provision. The policy is designed to protect colleagues in meeting the objectives of the University to provide an inclusive and comprehensive lecture recording service. Paragraphs 1.3 and 1.4 of the policy also gives the lecturer control over the use of their recordings for performance or peer review.

Does the policy cover the retention of recordings?

Yes. Recordings will be retained for 18 months. If you wish to retain your recordings for longer, you should arrange to upload them to Media Hopper Create.

What are my obligations with regards to copyright and lecture recording?

Lectures must cite copyright material appropriately. This is the case whether or not your lecture is recorded.

What if my students make my lectures publicly available?

Under the Accessible and Inclusive Learning Policy, students are already entitled to make recordings of lectures using their own devices. Both this and the lecture recording policy state that students may only use lecture recordings for the purpose of their own personal study. The sharing of lecture recordings is prohibited and action will be taken if this occurs. 

How was the policy developed?

The Senate’s Learning and Teaching Committee established a policy task group with representation from academic and professional staff, students and trades unions. The task group was chaired by Melissa Highton, Assistant Principal Online Learning. The task group released a draft policy for wide consultation around the University between 11 January and 19 February 2018. The final policy includes a range of significant changes from the consultation draft in response to feedback received during the consultation. Over 80 responses were received representing the views of 27 Schools, committees or organisations including the UCU and around 150 individuals.

Where can I read the full policy?

The policy is available here. 

What help will be provided?

A programme of support comprising drop-in sessions across campuses, online guidance and how to videos is available for staff. This will be supplemented with an information campaign and enhanced communications.

Who can I contact to find out more?

You can contact any of the following:

Melissa Highton, Assistant Principal Online Learning at Melissa.Highton@ed.ac.uk

Neil McCormick, Educational Technology Policy Officer at Neil.McCormick@ed.ac.uk