Guidelines for Video and Audio Sharing Tools - Classrooms and Meetings

These guidelines cover the activities of using video and audio sharing tools, such as Zoom and Microsoft Teams, with students, faculty and staff for classes or meetings.

What You Need to Do

  • Notice: When using recording tools, provide notice to the individuals who are recorded. The notice can be on a syllabus, or a pop up when first using the recording tool.
  • Choice: As an option, individuals may choose to turn off their camera or audio. Also, the university or instructors must obtain parental consent before recording minors.
  • Access: Instructors and meeting hosts can access their video recordings.

 

Recordings or transcriptions that include personally identifiable information of participants may only be shared with individuals on the class roster or list of meeting participants.

Participants must obtain written permission from the instructor or meeting host before recording in any way.

Written consent (and instructor or meeting host approval) must be obtained from every participant to share a recording with anyone outside of the class roster or list of meeting participants.

Video and audio tools must give notice at the time a recording begins ensuring user awareness.

Instructors and meeting hosts should get consent verbally or in writing (ideal) from all participants before any recording begins.

Participants should have the choice to opt-out of a meeting or recording by turning off their camera and/or audio or exiting entirely.

Recordings should be stored in university recommended storage locations, such as Teams, OneDrive, or Zoom cloud. Do not store recordings or transcriptions on websites or in other locations outside of university designated storage locations. Recordings must be stored based on the appropriate university recording retention guidelines.

Links to meetings may not be placed in any public space, such as Twitter or Facebook.

Recordings or transcriptions that include personally identifiable information of participants may only be shared with individuals on the class roster or list of meeting participants.

Participants must obtain written permission from the instructor or meeting host before recording in any way.

Written consent (and instructor or meeting host approval) must be obtained from every participant to share a recording with anyone outside of the class roster or list of meeting participants.

Requests to correct or remove personal information from a recording or transcription must be taken seriously, and best efforts must be made for correction and/or removal of the information.

Only use audio and recording tools recommended by the university, such as Zoom and Microsoft Teams.

Before purchasing any new third-party cloud-based video and audio recording tool it must undergo a security risk assessment and be rereviewed by the Security Advisory Board. Information Security Control Requirements (MGT1.1.2 Risk assessment of third-party cloud-based information systems).

 

Laws and Regulations

Audio and video tools should not be used for conversations that involve (S4) restricted data.

Any meetings or recordings that include protected health information are be protected under the Health Insurance Portability and Accountability Act of 1996, also known as HIPAA.

Audio and video tools may be used for conversations that involve (S3) private data. Review these meeting security tips to keep your virtual meetings and class sessions secure and know how to report a suspected inappropriate or unauthorized access, use or disclosure of a recording or transcription. Information Security Incident Response Management.

All meetings or recordings that include course content or student information are protected by the Family Educational Rights and Privacy Act, also known as FERPA. See FERPA and Privacy in CarmenZoom.

Syllabus Resources: Instructors should reference the online and hybrid syllabus resources and include the following language in their syllabus: This course uses video and audio recordings of class lectures, student presentations, and related materials. These recordings are available to all students presently enrolled in the course. Please note that you are not allowed to share these recordings. This is to protect your FERPA rights and those of your fellow students.

Online Proctoring: Students should take exams with Proctorio in CarmenCanvas. This allows them to share their screens while faculty/TAs monitor remotely. Learn more about Procotrio and Student Privacy in the Resource Center.

Recordings requiring captioning should follow Live Captioning guidance from the Digital Accessibility Center. The Americans with Disabilities Act (ADA) is a law, signed in 1990 and amended in 2008, that protects the rights of people with disabilities and prevents discrimination on the basis of disability. It requires employers, local and state governments, and providers of public services to provide reasonable accommodations to people with disabilities.

 

Resources