COVID-19 Advice for the JCU Community - Last updated: 9 October 2021, 8am (AEST)

Video Capture Guidelines

These guidelines exist to manage automated Lecture Capture of scheduled in-room teaching activities and provide appropriate access to media stored within the Enterprise Video Platform for the purpose of meeting state legislation, providing academic audit, and student access throughout their studies. Aiming to establish clear workflows, increase positive utilisation of limited resources and improve the consistency of the student experience these guidelines are supported by the Blended Learning Policy and Learning and Teaching Assessment Policy.

These guidelines impact all users of the Learning Management System (LMS) and the Enterprise Video Platform (EVP) including:

  • Staff who have been assigned a role in a subject (such as Subject Coordinator or Lecturer) via the Teaching Roles Database (TRDB)
  • Students that have been enrolled in those subjects during their degree.

Scope

These guidelines apply to teaching staff who create and manage media content in Panopto which may be published or managed within LearnJCU including personal recordings created via Desktop, browser, or camera capture as well as in-room capture created in equipped teaching spaces.

These guidelines apply to identified and supported technologies used for Learning and Teaching:

  • LearnJCU – Learning Management System (LMS)
  • Panopto – Enterprise Video Platform (EVP)
  • Syllabus Plus – Timetabling

These guidelines do not apply to recordings created in Blackboard Collaborate.

JCU has a limited number of teaching spaces that are capable of automatically capturing teaching activities and it is important to utilize them in a managed way. Teaching staff can request to have their teaching activities captured but some activities are more suitable to capture than others. For instance, didactic lectures capture better than workshops or tutorials due to technical limitations.

Step

Action

1.

JCU’s Timetabling team will advise timelines for timetable development

2.

Academics request automated capture and identify the desired teaching activities

3.

College ADLT’s review requested teaching activities to assess their suitability for automated capture considering:

  • First-year
  • Class size
  • Pedagogical readiness
  • Delivery mode
  • Duration - No more than two hours

4.

Approved requests sent to the timetabling team.

5.

Timetabling builds the timetable based on the availability of spaces.

Lectures scheduled within the timetable in capture-enabled spaces are recorded, uploaded, and automatically made available to students within the respective LearnJCU subject site. During recording control buttons within the room allow for the pausing or ceasing of the recording. Once complete captured lectures can be edited, made unavailable, and deleted by teaching staff associated with the subject in the TRDB.

Step

Action

1.

The teaching activity is timetabled into an enabled room and is under two hours in length

2.

Automatic recording begins at the top of the hour (e.g. a 9:00 AM lecture will start recording at 9:00 AM)

3.

The teaching activity is captured and, if part of the Livestream pilot, streamed. Staff have the option to stop or pause the live stream with in-room controls and are required to do so if they believe that the content is unsuitable or if copyright or ethical considerations require

4.

Once stopped the recording is automatically uploaded to the subject's media folder and is made available to students. Teaching staff are required to edit out or make unavailable content that is unsuitable or if copyright or ethical considerations require it.

- More information on Lecture Capture

Pilot live-streaming of lectures represents an improvement in flexibility of the student experience but also comes with some unavoidable associated risks such as live streaming unsuitable content. This guideline provides avenues for mitigating the risks. This guideline only relates to subjects involved in the pilot.

Step

Action

1.

Teaching staff must notify students that a teaching activity is being live-streamed and recorded.

2.

Staff must follow JCU’s Staff Code of Conduct and students must follow JCU’s Student Code of Conduct Policy.

3.

Staff have the option to stop or pause the live-stream with in-room controls and are required to do so if they believe that the content is unsuitable or if copyright or ethical considerations require

4.

Teaching staff are required to edit out or make unavailable content that is unsuitable or if copyright or ethical considerations require it.

In the event that permissions on an item of content must be adjusted to facilitate learning and teaching JCU technical staff will follow the guideline outlined below. 

Step

Action

1.

Requests for content permission or location changes must be made in writing via JCU’s ServiceNow platform to the Learning Environments team.

2.

The requestor must have attempted to request permission from the original creator.

3.

The Learning Environments team will adjust the location/permissions on the digital object and advise the requester.

5.

The requestor must attribute the content to the original creator.

To help manage storage and remove unwanted content all videos are subject to a retention policy. As such, the content will be automatically moved to the recycling bin two years after its last viewing and then permanently deleted thirty days later if not recovered.

Step

Action

1.

Teaching staff with permission to do so must access the video which needs to be retained.

2.

Navigate to the Manage page

3.

Under ‘Retention Policy’ select ‘Retain content indefinitely’

The provision of captions is essential to enable accessibility and benefit all students.

Step

Action

1.

Identify a video that requires captioning.

2.

A teaching staff member opens the video in the web editor.

3.

The teaching staff member imports the automatically generated captions.

4.

The teaching staff member checks and updates the automatically generated captions to confirm accuracy.

5.

Release the captions to the students.