Zoom Recording and Student Privacy

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You may have Zoom class recordings you’d like to share with students in a subsequent class. This is possible under FERPA as long as no students from your earlier class appear in the recording. There are two ways to avoid recording students in Zoom. These depend on whether you record to the Zoom Cloud or locally to your computer.

Note: to control a meeting’s recorded layout, you must be the host or participant who starts the recording. You should also make sure your Zoom desktop client is up-to-date. Check for updates by clicking your profile image in the upper right corner of the Zoom desktop app. Toward the bottom of that menu, select Updates.

For Zoom Cloud recordings

For recording to the cloud, use the “Spotlight” option. This lets you choose up to 9 participants to appear in the recording, so it’s great for when you have guest speakers. Learn more about the Spotlight option in the Zoom Help Center. For student discussions, you can either pause the recording or use breakout rooms. You can also edit out student discussion segments from the recording later, by uploading it to Media Space. Once you’ve logged into your Kaltura Media Space at least once (at https://media.pdx.edu/ ) all your Zoom Cloud recordings are backed up there. This makes it convenient to use the Media Space video editor.

For local recordings

If you record locally to your computer, the “Pin” function allows you to select specific video thumbnails to display. Other participants may see the full gallery, but your recording will show only the video(s) you pin. Learn more about the Pin options in the Zoom Help Center. You’ll still need to pause recording for student discussions, move them to a breakout room, or edit them out later.

The Zoom Help Center also has a FAQ list about local and cloud recording layouts.

Recorded videos are most effective when short, so look for key presentations, demonstrations, or explanations to share in later courses rather than following a “lecture capture” model.

This article was last updated on Jun 14, 2022 @ 9:51 am.

Share Zoom Recordings

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When you set a Zoom Cloud recording settings to Share, it generates a link you can make public or restrict to PSU users.

  1. Sign in to your Zoom web portal at pdx.zoom.us
    In the navigation menu on the left, click Recordings.
    Click the Share button on the right of the recording you want to make available.
  2. This displays setting options:
  3. Share this recording: Allows the recording to be shared publicly or internally. Switch the toggle off if you want the recording to be private. If you share the recording, Zoom will create a web page where visitors can view the cloud recording.
    Add expiry date to the link: Allows you to set number of days or specific date when the link will expire for viewers.
    Viewers can download: Allows viewers to download the video in addition to viewing it online.
    Viewers can see transcript: Allows viewers to see the auto transcript if Zoom was able to process one.
    On-demand(Registration Required): Requires users to enter their name and email address before viewing or downloading the recording. The host will be able to download a report with this information.
    Password protection: Requires users to enter a password before viewing or downloading the recording. After toggling this to on, enter a custom password and click Save.
    Copy sharing information to clipboard: Copies the link and password (if enabled) to your cloud recording. Share this information to allow others to view the cloud recording.
  4. Click Done to save these settings.

This article was last updated on Aug 6, 2021 @ 4:27 pm.

Videoconferencing, Recording, and FERPA

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The Family Educational Right and Privacy Act (FERPA) of 1974 (Public Law 93-380), affords students certain rights with respect to their educational records and requires Portland State University to assure that those students’ rights are not abridged. FERPA protects the privacy of all “education records,” in any medium, maintained by Portland State University.

FERPA & Class Recordings: Guidance for Faculty and Staff

FERPA restricts the sharing of student records information, including student class-activities. To maintain FERPA compliance with classroom recording, it’s imperative that any class recordings which include any student activity are shared only with students, TAs, and instructors who are in the same class as the recording. Class recordings may not be reused across classes or sections.

Any recordings of students engaged in any class activities is subject to FERPA prohibitions and should not be shared beyond the class. Student class activities can include student names, voices, photo or video, and chat activities. Class recording content can not be shared outside of the class without a FERPA release from all parties.

For more information about FERPA, see the FERPA Tutorial and FERPA FAQs maintained by the Office of the Registrar.

Recommended Syllabus Statement for Class Recordings

We will use technology for virtual meetings and recordings in this course. Our use of such technology is governed by FERPA, the Acceptable Use Policy and PSU’s Student Code of Conduct. A record of all meetings and recordings is kept and stored by PSU, in accordance with the Acceptable Use Policy and FERPA. Your instructor will not share recordings of your class activities outside of course participants, which include your fellow students, TAs/GAs/Mentors, and any guest faculty or community based learning partners that we may engage with. You may not share recordings outside of this course. Doing so may result in disciplinary action.

What about recorded lectures?

Faculty recordings of themselves which do not contain any student information or activities are not governed by FERPA and can be shared across classes and sections. Instructors may wish to record lectures for multiple sections or terms and share those recordings across sections. This is acceptable so long as recordings do not include any students. For tips on recording your Zoom meetings without capturing students, see Zoom Recording and Student Privacy.

This article was last updated on Aug 6, 2021 @ 4:27 pm.

Record Meetings in Zoom

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Zoom recordings are created within a PSU-sponsored platform and must be created, maintained, used and re-disclosed in compliance with all applicable laws and PSU policies, including but not limited to FERPA, the PSU Acceptable Use policy and the PSU Student Code of Conduct. A copy of all recordings is kept and stored by PSU and may only be used and distributed  for academic purposes.

Review Videoconferencing, recording, and FERPA to learn more about the FERPA implications for recording and see a recommended syllabus statement.

Note: Recordings are saved to the Zoom cloud for 120 days. All recordings are also automatically uploaded to the Media Space account of the Zoom host.

UPDATE: Zoom Cloud recordings will be saved for 90 days as of June 16, 2021. This change is retroactive, so on that date all recordings older than 90 days will be removed. This is a running deadline so on each day following June 16th, Cloud recordings older than 90 days will be removed.

Zoom recordings will continue to be stored in the PSU Kaltura Media Space indefinitely. Once you’ve initiated your Media Space account by logging in at media.pdx.edu, you’ll find a chronological list of your Zoom recordings included in your My Media files.

Record your Meeting

  1. Let your participants know you’ll record the meeting ahead of time. Acknowledge and work with students who have objections to being recorded.
  2. To control who does and does not get recorded among your meeting participants, see the Zoom Recording and Student Privacy tutorial.
  3. Join your meeting. You’ll need to be a host or co-host of the meeting to have recording privileges.
  4. Click Record from the Zoom control panel.
    Note: If you enabled the option to Record the meetings automatically, the recording will start once you enter the meeting. This setting is found in your Zoom account at pdx.zoom.us.
  5. You will now see a recording icon in the corner of your screen. This indicates your meeting is being recorded.
  6. Click the stop or pause icons to stop or pause recording but continue the meeting.
  7. Unless previously stopped, the recording will end when the meeting ends.
  8. The recording takes time to process and is not available immediately. You will receive an email when the recording is available in the Zoom cloud. The recording will also be available in Media Space.

View and Share your Recording

  1. Sign in to the Zoom web portal at pdx.zoom.us
  2. Click Recordings from the left navigation.
  3. Find the recording from the list of available recordings. (If you do not see your recording, it may not have processed yet. Processing time can vary depending on recording length, selected recording settings, and Zoom traffic.)
  4. Click the meeting title to view/download available recording files.
  5. Click the Share button to view/adjust share settings and copy the shareable URL.

Caption your Recording

This article was last updated on Aug 6, 2021 @ 4:27 pm.