FAQs

This section aims to answer any questions you may have about the service, creating content, viewing the content or the legal aspects of lecture capture.

The Replay lecture capture service and software

How do I find out more about the Replay lecture Capture service?
Contact the Replay lecture capture team by e-mailing replay@it.ox.ac.uk with your questions about the service. A meeting can be arranged to discuss the service in more detail. You can also browse through these help pages and take a closer look at example recordings made using Replay. A detailed presentation about the capabilities of Replay is available here and you can read the Replay lecture capture blog here.
Who do I contact if I have problems with the software?
Contact the Replay lecture capture team by e-mailing replay@it.ox.ac.uk.
What do I do once I have downloaded and installed the remote recorder?
You must email replay@it.ox.ac.uk and tell us what the recorder is called and who is using it. You will need to decide who will be a Manager and who will be a Scheduler of the recorder (Please see below on this.) You must provide their name and email to us. You will need to tell everyone to log into Replay at least once so they are assigned a Replay username. Once this is done you will be able to access the schedule and configurations of that camera and begin using it.
Please explain the difference between the Manager and the Scheduler roles.
The Manager has control over the recording configuration such as the video, audio and what devices are plugged in. They can also control the scheduling of remote recordings. This is often the role of the local IT Officer. The Scheduler role ony has access to schedule the remote recordings. 
How can I discuss lecture capture with other Oxford University staff?
If you are interested in Replay, consider joining the Lecture Capture WebLearn site. Please read this Replay blog post on 'how to join'.  This will allow you to receive periodic e-mail notifications from the Replay team. They send periodic announcements about the Lecture Capture project to members. There is also a regular special interest group (SIG) forum for Oxford staff to meet in person and discuss the Replay service, the details of which are sent to all WebLearn site members.
How does the search work? Can I search within a talk for a topic?
All text within slides is indexed and made searchable within Replay. Slide titles appear as headings for the chapter markers that are auto-created on slide transitions. Audio is also analysed (automated speech to text) and is searchable in the same way for individual words. The automated speech to text is not presented as captions or a transcript, but manual captions/transcripts can be created within the software.
Can there be multiple video camera streams (ie: Multi-cam setup)?
Yes, there can be multiple video cameras running at one time.
If WebLearn is down, is there another way of accessing the videos?
No. Unless you have downloaded a copy of the video to your computer and stored it locally, you cannot access the videos if WebLearn is down.
How do I add the LTI tool to my WebLearn site?
1) Login to your WebLearn site with a maintain role and click 'Site Info'. 2) On the Site Info page, click the ‘Manage Tools’ button. 3) The next page shows a list of tools available in the site. Scroll down to the bottom of the page and locate ‘Plugin Tools’ and click the arrow next to it to see the ‘Replay’ tool. 4) Tick the check box next to Replay and click ‘Continue’ button. 5) Name the tool “Recorded Lectures” as suggested, and follow the on-screen instructions to add the tool to the left hand side of the page. 6) If you want to move the ‘Recorded Lectures’ menu link higher, go to Site Info > Page Order, where you can drag the tool to the desired position, and click ‘Save’.
Do I need to have lots of extra equipment like a video camera to use Replay lecture capture?
No. You can use the software as it is to record slides and audio. Indeed you may find that the built-in microphone on a laptop is sufficient to get you started. See the example case study videos on the Case Studies page to see the different configurations.
Can I schedule my recordings if they happen every Monday at 9am?
Yes you can use the Schedule Recording tool in Panopto to set up the recordings so that the recording doesn't have to be triggered manually by the speaker. This means that you are less likely to accidentally forget to record but might mean you have a minute or two of background noise at the start and end of the recording before the lecture formally starts. See for more information on the How To - Schedule a Recording video called Training Material Page.
The calendar widget on the Panopto portal is in US format. Is there a way of changing this to UK format?
Yes. This is done through your internet browser, usually located within the tools or settings tab.
Are the recordings stored locally on the machine that is used for recording?
Yes. The recordings are stored on the computer that is used for recording. This is to simplify it's upload to the cloud server. You can delete these off your machine once the video has been uploaded. They are located in a Panopto Recordings folder on your computer.
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 Panopto folder (create, edit, delete, rename etc. all recordings within the folder), Accessors with the WebLearn site (typically students) will have viewing access within the Panopto folder. Viewers cannot see recordings if they are in the Panopto DropBox subfolder, only the main folder.
Can I restrict access from certain students. For instance I only want students with disabilities to access the recordings?
There is a way to do this. Please refer to the Accessability page for the precise steps.
Can I record my computer audio output?
This feature is available on the Windows manual and remote recorders, from version 5.0 and above only. If the "Capture Computer Audio" checkbox is disabled/greyed out in the recorder, ensure that "stereo mix" is enabled in your Windows sound settings. See Panopto Support for further details on how to do this.
What do some of the error messages next to the recordings mean?
The error messages, their causes and solutions can be found on the Troubleshooting page. Please take a look and see if your error message matches one from the table. If you do not see your error message there please contact replay@it.ox.ac.uk

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.

The creators of the content

Can external students, from another university access WebLearn on a temporary basis to watch some of the recorded videos from Oxford University?
Yes, external (non-Oxford) e-mail addresses can be added to a WebLearn site. However this would have implications for the chargeable number of viewing hours. The primary focus of lecture capture is as a revision aid for Oxford students.
Is there a limit on the duration of recordings?
There is no specific limit when recording with the Replay software. Usually lectures or talks don’t last beyond 3 hours. If you are intending to go over this limit then please consult with the Replay team by sending an email to replay@it.ox.ac.uk.
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. Panopto is the repository for larger audio and video files, and a Panopto folder is linked directly to a WebLearn site.
How do I setup a WebLearn site for my class?
You will need to contact your Local WebLearn Coordinator and ask them to set up a specific WebLearn site. Once this has been done they can add the LTI plugin tool for their site. To do this please look above for the FAQ question entitled 'How do I add the LTI tool to my WebLearn site'?
If a video has already been made available to students can I go back to the video and edit it further?
Yes. The software allows the user to go back into the edit mode and adjust the video on the timeline. It uses non-destructive editing so that adjustments can be made without losing the original recording.
Can I input multiple devices, such as an iPad, through the lecture capture software and have the screen recorded simultaneously?
Yes. You can have another device such as an iPad or phone being recorded at the same time as a screen capture. Adapters would be needed to configure the setup correctly.
Can I toggle the primary and secondary streams around when editing?
Unfortunately you can not. This is something that needs to be setup correctly at the recording stage. The only way you can do this in the edit is: 1) Copy your session to make a duplicate, so that you have a backup in case things go wrong. 2) Make sure you have not edited the session (i.e. it is the full duration of the recording, with no cuts/topping or tailing). If you have, revert the changes. 3) Set your download settings for the session to be secondary video only, 1080p. 4) When it has finished encoding, download the podcast. This should be just the camera and audio - if not you'll need to delete the other streams using the advanced editor (Edit > More > Advanced Editor > Streams tab > hover over a stream and choose delete > Hit save - this is irreversible so make sure you have the back-up). 5) In the edit interface of the session, click on More > Advanced Editor 6) In the streams tab, click on Add video and add your downloaded podcast as a primary video. 7) Once uploaded, make sure you hit save and let the session reprocess 8) Delete the stream that is audio-only as you have the audio as part of your uploaded podcast stream.
Will the recordings automatically upload to the cloud once the recording has been stopped?
Yes. When the recording has been stopped it will automatically start uploading to the cloud server. If the computer is offline then the recording can be uploaded manually. You can shut down the computer or log out once the recording status has switched to 'Processing Media'. This means that the recording is being encoded on the cloud server.
I want to embed a segment from a video into another website. Can I use the embed code shown on the settings for the video?
No. Due to the universities limited viewing usage, the video file must be downloaded from the Panopto portal, as shown in the video entitled 'How To - Export a Recording', and uploaded to a private folder on YouTube or Vimeo. Once the file has been downloaded it will not affect the viewing usage.
What is the naming convention for newly installed remote recorders?
Please name the remote recorder by: Department name - building location - Room. Eg: "Continuing Education - Rewley House - Sadler Room PC"
Can sub folders be created within the Panopto portal?
Yes. If you right click on the folder that has already been created within the Panopto portal you will see an option for 'Create new sub folder'. There is no limit on the number of sub folders that can be created.
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.
Can I add subtitles to a video to aid students with hearing impairments?
Yes. There is a subtitling facility. It is a third party plugin and is a chargeable service. Please contact the Replay team at replay@it.ox.ac.uk for more information and prices.
Can we get transcripts of lectures or other recorded seminars in text form?
Yes. This comes under the same service as the subtitling facility. Please contact the Replay team at replay@it.ox.ac.uk for more information and prices.
I'm interested to know how much our videos are watched. Please can you tell me if there are any statistics available and if so, how we can go about obtaining them?
Statistics are available in Panopto. Log into Panopto through the WebLearn portal using your SSO. You must be logged in as a Maintainer or Contributor. Once in the portal you need to click on the 'stats' icon in the top right corner of the window. From here you can filter the stats over specific time periods or individual sessions.
How can you disable the option to download the podcasts?
If you wish to disable this function, then the instructor of that course can do so by: 1) Opening your web browser. (Firefox and Chrome now have the same functionality as each other and are the recommended browsers to try this on) 2) Click on the folder you wish to disable downloads for. 3) Once this folder is open you will need to click on the 'gear' icon that represents the settings for that page. (Top right of the window underneath the user login details) 4) Once this new window has opened click on the tab marked 'settings' on the left. 5) Un-tick the button, 'Enable authenticated users to download podcasts'. 6) This will automatically save once the window has closed.
How do I create a User Group?
Creating a user group can be helpful when adding a large group of people to a particular folder. To create a group you need to 1) Click User Groups form the System tab on the left of the Replay portal. 2) Click New. 3) Name the group. 4) Click 'Create Group'. 5) You then need to add members to the group. Type in the users email addresses and they should automatically appear with their unique user name. If they do not appear then that individual will need to log into the Replay Lecture Capture portal for the system to automatically generate them a user name. 6) Once you've added all the users to the group you will need to give them access to the right folder. Click on the Access tab and select the folder you wish to add the group to.
What WebLearn setup is required if I want to use Panopto to record videos or narrated slideshows for my own purposes (i.e. to export and make available via other channels, e.g. Youtube, a website etc.)?
Contact your department’s local WebLearn coordinator (List of Local WebLearn Coordinators). Ask them to create a ‘Test’ or ‘Play’ site in the department’s WebLearn structure, and a new sub-site for you under the ‘Test’ site. They will need to add you as the only site participant (with the maintain role). You can then add the Replay tool to your ‘play’ site, and use Panopto to make recordings. (Note: It is not possible to use your ‘My Home’ personal site in WebLearn for this purpose.)

Viewing the content

How do the students view the videos?
Students access the videos through WebLearn. They will need their Single Sign On and will have to log into the designated WebLearn site. Then they will need to click on the 'Recorded Lectures' link from the menu on the left which will take them to the respective folder in Panopto that contains all the recordings.
Where can I read the subtitles on a video?
Subtitles are displayed on the left hand side of the window under the tab called 'Captions'. This will display the spoken words from the presenter and will get highlighted when the words are spoken.
I'm a student and I know my lectures were recorded but I can't find them? Where are they?
You need to log into WebLearn here: http://weblearn.ox.ac.uk and click the relevant course site and the link is always at the top of the list of resources on the the left hand side called Recorded Lectures. Please watch the How To Log in video shown on the Training Material page to assist with your log in.
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. 

Accessibility

There are number of features within the Panopto 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 12 January 2017