Courses may have one or more teaching activities, such as lectures, tutorials, laboratories, etc. These are referred to as graded components, but for each course one is defined as the primary graded component (PGC). See this link for more details.

For courses with formally scheduled lectures (PGC = ‘LEC’) these lectures will be recorded automatically if they scheduled in a recording-enabled room. Teachers do not have to do anything: the lectures will be recorded and released to enrolled students 24 hours following the lecture. 

Teachers may check and edit the recordings, and may release the recording earlier than 24 hours – see: 'How do staff manage recordings within Canvas' below.

By default, only lectures are recorded automatically but teachers may request other activities to be recorded if they are scheduled in a recording-enabled room. Alternatively, they may initiate a recording themselves in a recording-enabled room; and recordings may also be made separately, using other equipment and uploaded to Panopto for release to students.

Students may access recordings through the 'Recordings' tab in Canvas. These may be viewed online (streamed) or downloaded.

Recordings include:

• Teacher's voice – captured through the microphone in a recording-enabled room
• Whatever is being displayed through the nominated projector in the recording-enabled room. This may be a PowerPoint presentation, the document camera, etc; however, many rooms have two projectors but only the nominated projector is recorded.
• Captions are automatically added to recordings made by Panopto – the University’s recording app. 
  

See Guidelines to the use of electronic lecterns

If you require more than just a screen recording, and would prefer to have your class or event filmed, you may be interested in the services offered by University Media Productions.

The Excel spreadsheet below indicates which teaching rooms are enabled for streaming.

Z1 = Webcam only; 

Z2 = content capture card and room audio capture plus camera (this allows for document camera, annotation tablet, guest laptop content to be shared along with total room audio whether lapel mic, gooseneck mic or handheld mic); 

Z3 = All of Z2 but includes a Video Conferencing Codec or separate stand alone PC for Zoom/Zoom Room functionality.

The lecture recording system is integrated with Panopto so that recordings automatically appear within your Canvas course, via the Panopto Video menu, after the lecture (there will be a slight delay while Panopto processes the video). Edits should be made to the video within 24 hours, before it is released to students.

Click here for instructions on using the Panopto video editor.

To ensure that you receive an email when the video has finished processing, see the instruction to turn on email notifications within Panopto.

For detailed instructions on the use of Panopto for managing lecture theatre recordings, and other course videos, see the Panopto guides on the TeachWell website.

The TeachWell website also has suggestions for recording lectures and streaming live lectures via Zoom.

Teachers can use the pause function on the e-lectern during the class or they can edit the recording prior to releasing it to students. This may be necessary in order to manage copyright obligations. The policy requires teachers to exercise judgement and edit recordings, but should be careful not to disadvantage students. 

Students have a responsibility to use recordings appropriately. Students must not make a further copy, sell, alter or further reproduce or further distribute recordings.  

To understand copyright obligations for teachers and students, see Copyright at Auckland. 

If you are still unsure, please contact Anna Rennie, the Copyright Officer at the University, Anna.Rennie@auckland.ac.nz or extension 83286.

A short time after the completion of a recording in a recording-enabled room the teacher will be advised by email that the recording is available to review and edit. 

If this email should be sent to another staff member, or if a staff member would like to be removed from the email list, please contact the Staff Service Centre.

By default, recordings will be released to students 24 hours after the lecture. If teachers need to edit the recording, please do so within this time frame.

Teachers can alter the default release time for their courses to a shorter or longer time-frame (up to a maximum of 72 hours). Teachers choosing longer release times must have a compelling reason and should consider the impact on students, including equity groups and those with accessibility challenges.

Some teaching modes are not suited to recordings in which case teachers may wish to apply for an exemption.  The process is detailed here: Guide to Lecture Release Exemption for Staff.

Exemptions may be requested for courses as a whole, or specific sections of courses or individual classes (lectures).

By default, only teaching activities with the Primary Graded Component of LEC (lecture) are recorded and released automatically.  Teachers may wish to specify that other components are automatically recorded as well.  This can be requested and actioned through a form available on the Staff Service Centre.  

Students

Unless otherwise specified recordings are not intended as alternatives to in-person attendance – especially at lectures. However, they can be a valuable supplementary learning resource when used in conjunction with regular, in-person attendance. Recordings can enrich a student's learning and complement their active participation in a course.

Students may use recordings to:

• Revise for exams
• Revisit complex ideas and concepts
• Slow down or speed up the recording, or pause and replay it, to work at their own pace
• Pick up on things that were missed or overlooked in class
• Expand or clarify their notes
• Check on instructions given verbally before approaching the teacher for clarification of issues, ideas or misunderstandings

It is not good practice to 'binge watch' recordings to catch up on deferred learning. Recordings are a learning resource like the other resources such as course books, handouts, and library and online resources. They cannot substitute for in-person participation in a course.

Teachers

Best practice for teachers includes:

• Talking with students about how best to use recordings as a supplementary learning resources, including the methods above.
  
• Using the computer mouse as a pointer instead of a laser pointer – since the latter will not visible in the recording.
  
• Stepping away from the microphone when holding discussions with a individual students.
  
• Using Canvas analytics to understand students' viewing patterns of recordings.
  

Students have a responsibility to: 

• Utilise recordings appropriately as a supplementary learning resource and for personal study only.
  
• Understand that recordings are not intended as a substitute for regular lecture attendance.
  
• Understand and comply with copyright, privacy and intellectual property provisions, and respect prohibitions against further distribution of recordings.
  
• Be aware that technical difficulties sometimes occur that may prohibit or delay the release of recordings.
  

REMEMBER: Students must not make a further copy, sell, alter or further reproduce or further distribute recordings.  Penalties for infringing these rules are set out in the University's Copyright Materials Policy.

If students have an issue accessing a recording through Canvas, or if the file has no sound or picture, they should contact the Student Service Centre.

For teachers having issues with recordings should log a call with the Staff Service Centre, using I have an issue with Lecture Theatre Recording.

Staff holding an event in any of the recording-enabled rooms, you may request to have it recorded automatically, or you can use the manual interface to start and stop recordings.

When booking a lecture theatre for an event

1. Make sure you select 'Lecture Recording' in the Room Equipment list when selecting a room in Space and Resource Booker.
   
2. Submit a request through the Staff Service Centre to Schedule a recording in a lecture theatre.
   

Note

• Ad-hoc recordings do not automatically appear in the Canvas Course folder but will appear in your My Folder in Panopto. The recording can be moved following this guide: How to Move a video (e.g. from My Folder to Course Folder).
• If you are signing up to have an ad-hoc event recorded, any guests of the University are required to sign a consent form.
• If you would like your event to be videoed, please contact University Media Productions.

Many courses make use of pre-recorded content. This may be to substitute for or supplement conventional lectures, or to provide guidance on specific matters. These were widely used during the Covid 19-enforced periods of online teaching and learning, and many courses may be continuing to use pre-recordings.

The updated policy brings all of recordings into scope. The reason for this is to ensure that all recordings are made available to students in the same way. This will ensure equitable access for students to all recordings and across all courses, and this will increase accessibility overall and will enhance students’ learning experiences.

Some teaching spaces are equipped with extra microphones to capture participants' voices. These spaces can be used for hybrid meetings − a mixture of on-campus and on-Zoom participants − and are bookable through the room booking system.

Web Room Booking system

Open the Web Room Booking system and select 'Hybrid enabled' from the list of room characteristics.

Owner: Pro Vice-Chancellor Education

Content manager: Manager, Academic Quality Office

Contact: quality@auckland.ac.nz