As the UNC School of Medicine prepares for university closures, we have prepared the following guidelines for how best to maintain a learning environment that meets our students, faculty and staff needs, while remaining FERPA and HIPAA compliant.
We recommend hosting upcoming lectures, either synchronously or asynchronously, using the digital tools provided by the UNC School of Medicine.
- Livestream with video conferencing.
- Viewership is automatically tracked in Webex, but the students need to enter their name and email address when they join the meeting.
- Viewership is not tracked in the School of Medicine Zoom HIPAA sub-account.
Tips for synchronous lectures:
- Remind students to mute when not talking.
- If the internet connection is unstable, disconnect video and use audio only.
- Make sure to record your lecture.
- Share the recorded link with students.
- Set ground rules for asking questions, to prevent students from talking over each other.
- Encourage using the chat feature for questions. Then respond to them at a convenient time during your lecture.
- Tell students to report technical glitches as soon as they occur.
- Use advanced collaborative functions such as chat, whiteboard, polling functions.
- You can also create polls using Poll Everywhere. Register here for an account.
Record in Webex or Zoom
School of Medicine Webex: Please note that neither recording locally nor downloading of recordings is enabled for School of Medicine Webex. All recordings reside in the cloud and are viewable by stream only.
- School of Medicine Zoom HIPAA sub-account: Cloud recording is not allowed. Local recording is allowed. However, when ePHI is involved, you must only record to a School of Medicine managed computer that has been set up for use with ePHI or directly to approved online storage (OneDrive Sync or campus file storage such as your home directory or department group or shared drives).
Panopto Personal Recorder
Faculty and staff can create and upload their own recordings to the lecture capture system with their laptops or PCs. Please contact firstname.lastname@example.org for more information.
Recording with PowerPoint
You can setup audio only lecture through Webex or Zoom. Consider this option if your bandwidth is low.
Send Links to Past Lecture Capture Recordings:
If content from previous lecture capture recordings are relatively identical to upcoming lecture material, you can send the link to the previous recording instead of recording a new presentation.
- Find the link to the previous year’s folder of recordings for your course or event. This link was included with the email confirmation for your recording. If you cannot find the link, please email email@example.com with the specific course name and semester to request the link.
- Find the specific recording and click the title to open it in your browser. Once you have confirmed this is the correct recording, copy the URL in the browser page and forward the link to your students or post in Sakai.
- For multiple recordings, you can also send the link to the entire folder and tell your students which recording dates to watch.
Requesting Onsite Lecture Capture:
If you are still on campus and you would like to request a lecture capture recording of an onsite lecture or event, please use our online recording request form on our Lecture Capture home page. Once scheduled, we will send a confirmation email with a link to the folder where the recording will automatically populate after processing.
General Advice for Hosting Online Meetings
- Consider your background
- Whether you choose to record at your home or office, make sure your background is uncluttered and professional.
- Before recording, consider capturing your image with your camera. Review the image to gain a better perspective of what others will see.
- Consider removing objects or adjusting the camera position to present a more professional setting.
- Consider your lighting
- Avoid direct overhead lights.
- Make sure your primary light source is behind the camera.
- Test sound quality
- Before recording or livestreaming, test your microphone for clarity and volume.
- Consider potential distractions
- Let others around you know that you will be recording or livestreaming.
- Place a note on your door.
- Be cognizant of background noise.
- Positioning of webcam
- The camera should be placed at eye level.
- If you are using the camera on your laptop, consider placing the laptop on top of something to make it level with your eyes.
- When creating online content – please do NOT include Protected Health Information.
- In general, the Privacy Rule prohibits health care providers and health plans from using or disclosing an individual’s protected health information (PHI) without written authorization from the individual except for treatment, payment and health care operations.
- This is especially important for recordings, as they are viewable by all Onyen owners or publicly available to anyone with a link.
- When creating online content – please do NOT include personally identifiable information.
- As a general rule, under the federal Family Educational Rights and Privacy Act (FERPA), personally identifiable information may not be released from a student’s education records without his or her prior written consent.