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Summary Guidelines for Instructors
| Update course syllabus with language for notifying students of recording and language warning students not to record without permission. |
| Use only approved videoconferencing video conferencing service providers (Zoom, WebEx, Google Meet) that have contracts with UWF. These contracts have assurances related to data ownership, sharing, use, security, and confidentiality. |
| Whenever possible, record audio and video only of the instructor. This practice greatly minimizes the possibility of identifying class participants. |
| Ensure recordings are shared only with class members by uploading recordings to Canvas so that it is only accessible by class members. |
| Obtain written consent from each student who is on the recording before disclosing sharing the recording to UWF students, faculty, or staff outside of the class, or individuals unaffiliated with UWF. |
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Sample syllabus language to notify students of recording:
Course lectures may be audio/video recorded and made available to other students in this course. As part of your participation in this course, you may be recorded. If you do not wish to be recorded, please contact [instructor/email address] the first week of class to discuss alternative arrangements.
Syllabus Statement
Students may not record class activity or distribute course content without permission. Inform your students that they need written permission from the instructor or pre-approved disability accommodations to record class activity.
Sample syllabus language to warn students not to record, download, or share content without permission:
Students may not record or distribute any class activity, video conference session, media, or documents without written permission from the instructor, except as necessary as part of approved accommodations for students with disabilities. Course content may only be used for the
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student's own private use.
Sharing of Recordings
- With class participants. Instructors can freely share recordings of class activities with students in the class.
- With others. Recordings of class activities cannot be shared with others outside the class, including other sections, without the written consent of students identifiable in the recording.
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Sample language for obtaining written consent:
Pursuant to the Family Educational Rights and Privacy Act (FERPA), the written consent of a student is required before the education records of a student, or personally identifiable information contained therein, may be disclosed to a third party, unless an exception to this general requirement of written consent applies.
I, _______ [insert name], agree to allow the University of Michigan West Florida to disclose recordings of class activities, including audio or video recordings of my participation in lectures or other similar class activities, for educational purposes, including using the recording to show prospective or current U-M UWF students.
I understand that I may withdraw my consent to share this information at any time by submitting a written request.
Signature:
Date:
If a student does not provide consent, or withdraws it at a later time, the recording would need to be edited to remove the student’s student's identity from the recording, or the recording could no longer be disclosed to other recipients.
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The easiest way to not have to provide notice or ask for student consent is not to not record identifiable students at all. If you wish to freely share recordings of class instruction freely:
- Only record the instructor's video and audio in the videoconferencing tool.
- Do not identify or refer to students by full name or by other means that allow identification during the recording.
- Have students ask questions without identifying themselves. For example, they can pose the question in chat, and the instructor can read it and respond.
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