Best Practices for Lecture Capture

Before Event

  • Decide If Lecture Capture is the Right Option: While lecture capture is very useful for people who want to review lectures, or view presentations that they are not able to attend, it may not always be the best solution. Take into consideration whether video production would be more appropriate (e.g. training videos).
  • Review Policies: Before requesting services, clients should familiarize themselves with the policies for recording.
  • Submit Your Request: You can request using the appropriate method.
  • Communicate with Presenters: Be sure to inform the presenters or lecturers that they will be recorded. Advise them:
    • They will need to use a microphone or stay in close proximity to the microphone depending on the room you're in.
    • They should use the mouse to point to things on the screen so that it can be seen on the recording.
    • If using a room with Classroom Capture, a laptop is not an option.
  • Acquire Consent:
    • Consent must be given for a presentation to be recorded.
    • Protected health information can not be recorded under any circumstance, unless the appropriate patient consent form is signed and submitted prior to recording.
    • The party requesting the lecture capture is responsible for ensuring that appropriate consent is obtained, and that they are complying with all applicable policies.

Day of Event

  • Show Up: Show up for the event at the time you reserved the room. If you must cancel your event, notify OIS Scheduling as well as the Lecture Capture team so that an empty capture is not recorded.
  • Mic Up: If you are in a location with full capture, put on your microphone and turn it on. If you are in a room with classroom capture, take note of the microphone location at the podium, and stay close to this. If you notice red lights on the microphone, it is muted. Press the button with the picture of a microphone with a slash through it to unmute/mute the microphone as needed.
  • Do Your Event!: At the time scheduled for the capture to begin, the recording will begin automatically. Presenters should be cognizant that they are being recorded, and be sure that they aren't saying anything they do not want recorded. They should also be sure not to open anything personal or confidential on the computer during the recording.

After Event

  • Finished Early?: If you finish early, remember the recording is still going and will not stop until the end of the scheduled time. The presenter should not open anything personal or confidential on the computer or have any private conversations during this time.
  • Notify Us: If you are aware of anything being recorded that was inappropriate (e.g. PHI, personal conversations), please notify the Lecture Capture team so that we can make the recording unavailable before it is made public. Lecture captures are not typically edited. Any capture that contains protected health information without consent, or is not in compliance with HIPAA or copyright policies, MUST be removed from our servers. The party requesting the lecture capture is responsible for ensuring that appropriate consent is obtained, and that they are complying with all applicable policies.
  • Receive Capture: When the capture has finished processing, you will receive a link to the recording stream within one business day, which is not guaranteed. You may share or post this link as needed.
  • Give Feedback: We are constantly striving to improve the quality of service. to make us aware of any problems encountered, or to let us know that everything is working well.