Video-Conferencing for Teaching and Learning:

Acceptable Use and Best Practices

FAQ: Recording Lectures

KPU’s Privacy Committee has developed guidelines on Acceptable Use and Best Practices for Video-Conferencing for Teaching and Learning. While we encourage you to read that document in its entirety, the following information addresses a frequently-asked question about recording video lectures.

Q. What procedure should instructors follow when they wish to record video lectures?

A. In order to support student flexibility and equity, instructors who schedule live lectures or activities using video-conferencing are encouraged to record these sessions and to make the recordings available online for later viewing on a KPU-provisioned or approved storage location only (i.e. KPU OneDrive or Kaltura). However, because lecture recordings are subject to the privacy, information access and records retention provisions of the Freedom of Information and Protection of Privacy Act of BC (“FIPPA”), instructors must adhere to the following guidelines:

1. All participants should be aware of the recording and have the option to turn off the camera during recording.

2. The following Collection Notice must be provided before the recording begins, either posted along with the session link in Moodle or included in the email invitation to the session, as applicable:

The video-conferencing sessions for this course may be recorded. As a result, Kwantlen Polytechnic University (“KPU”) may collect your name, email address, image, voice, and any information shared during the session. This information is collected under the authority of the University Act and s. 26(c) of the Freedom of Information and Protection of Privacy Act of BC (“FIPPA”). The recording of this session and any information shared within it will be used for the purposes of teaching and learning or for assessment and grading at KPU. The personal information may be disclosed for the teaching and learning purposes for which it was obtained or compiled (i.e. to make lectures available for review, to promote individual or group learning), in accordance with FIPPA. When participating in a video-conferencing session, do not share personal information about others or personal information about yourself that is not necessary for class participation. Please direct any questions about the collection of personal information to your instructor.

3. When a lecture has been recorded, storage of and access to the recording must also meet FIPPA requirements.

Zoom recordings are saved on the platform’s Cloud space and are available for 90 days. It must be moved to a KPU-provisioned or approved storage location (i.e. KPU Onedrive or Kaltura) to make it available for authorized access and meet FIPPA obligations. Links to recordings should only be posted in the password-protected course space on Moodle.

Big Blue Button (BBB) recordings are saved on the vendor’s Canadian server and linked in the Moodle course where the BBB activity was created.

4. It is recommended that the following video-conferencing guidelines for students be added to your syllabus/course presentation and that instructors review these expectations with students in their initial sessions:

  • If possible, use a headset or directional mic to limit the amount of ambient noise that can be heard by others in the session and to protect the privacy of your personal environment
  • Set the virtual background feature to protect the privacy of your surroundings
  • Do not take screenshots, photos, or any other recordings of the sessions
  • Do not post information about or from sessions to social media
  • Participation in video-conferencing sessions is encouraged, where applicable, but please be sure you are comfortable sharing the personal information you share about yourself during these sessions
  • Do not share personal information about others

It is important to note that due to the strict obligations under FIPPA relative to the collection, use, access, disclosure, storage, retention and disposal of personal information and access to information provisions, KPU strongly recommends that non-instructional video-conferencing sessions not be recorded.

For additional information on the acceptable use and best practices for using video conferencing for teaching and learning, including general considerations, default security and privacy settings within KPU’s video conferencing platforms, security guidance for session hosts, feature-specific details, and a list of examples of what is considered “Personal Information” in terms of privacy law, see: Video-Conferencing for Teaching and Learning: Acceptable Use and Best Practices