FAQs

This section aims to answer any questions you may have about the policy and legal aspects of using Lecture Capture (Replay). For other technical advice and help please refer to the Troubleshooting help page. 

The legal aspects on copyright for recorded content

Are there legal notices that I can download for when I give lectures?
The Downloadable Legal Documents Pack for Participating Departments is useful to staff members using lecture capture at Oxford University. It includes policy and legal agreements for presenters and participants (if students may appear in a recording in a small-group setting), an A4 notice to display in a venue where lectures are being recorded, an End User Licence Agreement stating how the recording can be used once made available by the Replay lecture capture service and tips for audio and video recording. Please download the pack and take a few minutes to study its contents.
Who owns the recorded lecture?
The lecturer and the University. By accepting the Presenter Release Licence, the lecturer gives the University the rights it needs to distribute the lecture to its students. Copyright protects the imagery of the slides, the words spoken by the lecturer and the recording itself. In general the University Statutes grant ownership of the slides and the words to the lecturer, even though they were created in their role as a University employee. However the recording itself will generally belong to the University.
The Presenter Release Form talks about my Performance Rights. What does that mean?
Performers, like actors and musicians, have the legal right to prevent themselves being recorded. Anyone who wants to record them therefore needs their permission. Whether a lecturer counts as a performance for the purposes of Performance Rights is still a matter of legal debate, but the University seeks this permission just in case. Please download the legal documents at the end of this section.
What if my lecture includes images or text I didn't create myself?
As part of the Presenter Release Licence, the lecturer confirms that their lecture does not infringe anyone else’s intellectual property rights. This does not necessarily mean that it includes only material created by the lecturer. There may be material which is out of copyright due to its age, used with permission, or used under one of the so-called Fair Dealing exemptions of the Copyright, Designs and Patents Act 1988. You may also use material under a broad, general licence like a Creative Commons licence. If you are in any doubt about the content of your lectures, please email replay@it.ox.ac.uk
What is meant by the Fair Dealing exemptions of the Copyright Designs and Patents Act 1988?
The conditions under which this is the case are numerous, and covered by the Copyright, Designs and Patents Act 1988. Two categories of exemption are use for ‘illustration for instruction’ and use for ‘criticism and review’, and both these potentially covering use within lectures. In all cases, it is important to acknowledge sources of third party material. If you are in any doubt about the content of your lectures, please email replay@it.ox.ac.uk.
What happens if a students words end up as part of the recordings?
Any location being used for lecture capture should prominently display the Notice of Lecture Recording on each entrance. Ideally, a lecturer should also make their students aware of the intention to record the lecture or lecture series before the day itself, perhaps as part of standard email communication about a course, or on the WebLearn site associated with the course. The Notice of Lecture Recording includes the email address of the Replay service, and anyone who has questions or concerns are encouraged to contact the service in this way. If you need a print out copy of the Notice please download the legal documents at the end of this section.
Can I give my lecture elsewhere, once I've signed the Presenter Release Licence?
Yes. The Presenter Release Licence does not prevent you giving your lecture anywhere else, or publishing it in transcript form, or adapting it to printed form in some other way. If you need to sign the Presenter Release Form please download the legal documents at the end of this section.
Can I make my recorded lecture into a podcast?
While there is nothing technically stopping this happening, the Presenter Release Licence does not in itself allow the University to make your lecture available as a podcast to the general public via iTunesU or otherwise. If you want to make your lectures into a podcast series, you will need to use the Podcast Contribution form available here. Please note that the Replay service is not in any way connected with the University’s podcasting service, and does not podcast recorded lectures.
Can students download and distribute my recordings over social media or other web platforms?
Students do not have the rights to distribute Replay recordings by any means. The unauthorised distribution of lecture materials by students will be codified as a disciplinary offence.
Where do I need to position the Notice Of Lecture Recording form?
The Notice will need to be positioned on the door of the lecture theatre allowing enough visibility for the students to read it clearly. You can find ther notice in the Downloadable Pack for Participating Departments.

Policy related questions for the recordings

Are my recordings uploaded directly to WebLearn for the students to view?
You can’t upload videos into WebLearn as the file sizes are too big. You can upload other smaller documents (PDF, PPT, Word etc) directly into WebLearn. The Replay portal is the repository for larger audio and video files, and the recordings folder is linked directly to a WebLearn site, usually under the name of 'Recorded Lectures' and can be located on the left-hand side of the WebLearn site page.
Who has access to the Replay folders within WebLearn?
Contributors and maintainers have access to the WebLearn site(s), they will have the necessary permissions within the associated Replay folder(s). Replay makes no distinction between contributors or maintainers - the main difference is only within WebLearn (maintainers have a higher authentication level, and can add additional users, whereas contributors cannot). Permissions are all handled by (and mapped across automatically from) WebLearn. For restricting access to folders within Replay please note the below question 'How do I limit access permissions to people using our WebLearn site?'
How long will the videos remain online?
At present, recordings will be kept indefinitely, though this policy will be reviewed each year.
Can the students view the recordings as soon as the recording has finished?
The content creator has the option to move the recording into a private folder where it can be edited or exported. Otherwise the recording will go into the folder for that department and therefore be seen by the students who have access to it.
Can I download the slides from the recording on Replay?
You cannot download the slides as ppt or pptx files from Replay. There are two ways of getting the slides onto your desktop: download the slides from the WebLearn site where the other course resources are kept. The other way is to right-click on each slide as it is shown in the Replay secondary window and save the slide to your computer. You will have to do this with each individual slide. 
How do I limit access permissions to people using our WebLearn site?
Contributors and maintainers within the WebLearn site will have 'Manage' access within the linked Replay folder (create, edit, delete, rename etc. all recordings within the folder), Accessors within the WebLearn site (typically students) will have viewing access within the Replay folder. Viewers cannot see recordings if they are in the recordings Assignments subfolder, only the main folder.

Accessibility

There are number of features within the Replay Lecture Capture software that can help students with accessibility issues. The software can make it easy for a student who may be unable to attend a lecture to review a lecture and the software has many features that allow users to easily navigate and read the web interface through screen reader programs and simplified keyboard access. The page, Replay Accessibility, shows the examples of the relevant features and the for keyboard access features please visit the Panopto help site. You can download the Disability Advice Documents Pack to view the Tips for Audio and Video Recording.
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Written by IT Services. Latest revision 28 April 2017