UAL Educational Video Policy

Scope

‘Educational Video’(‘EV’) includes without limitation lectures, seminars, making processes, performances, guest lectures and pre-recorded material used for teaching and learning purposes.

The policy is not written for the use of a specific technology and applies to the streaming and/or recording of both online and onsite sessions. The EVs may be recorded by UAL in real time with students and/or staff present or pre-recorded by staff and students for asynchronous use by UAL’s students and staff.

This policy applies to: all UAL staff, including those on Hourly Paid Contracts and UAL students.
Applicability: the policy applies to all levels of accredited education offered by UAL and is relevant in informing how we engage via video and live streaming in all its forms, including non-accredited provision.[1]

Appicable from: 1st September, 2023.

Purpose

It is recognised that there are considerable benefits to our students in use of EV as follows:

Flexible and diverse learning – all students can benefit from re-visiting teaching to consolidate their learning. This has particular benefits for those for whom English is an additional language, or students who have Specific Learning Differences.
Inclusive learning – students who encounter barriers in respect of access, notetaking or concentration can access teaching in a mode which is most effective for them (barriers might relate to disability, health, or caring responsibilities, for example)
Improved Accessibility – reasons of accessibility in compliance with UAL’s obligations in respect of the relevant and applicable accessibility laws and regulations.

As such, the use of EV supports UAL’s aspirations to provide transformative and inclusive teaching and learning. EV also provides important forms of technical and pedagogical accessibility allowing the University to comply with its obligations under the Equality Act and the Accessibility regulations respectively.

The incorporation of EV into teaching should be viewed as an opportunity to enhance pedagogical approaches and the overarching design of segments of teaching, such as course units.

Additionally, there are some instances in which it would be of value to provide wider access to educational content beyond normal course boundaries in accordance with ‘Long-term Retention and Sharing’ in clause 4 below.

Provision and use

EV is primarily provided to give students on taught courses an opportunity to review, or engage with, key teaching sessions or teaching material created within that course, or programme area, in accordance with the Academic Retention Protocol (Clause 3).
EV can also be created and shared ‘beyond’ or outside of courses in accordance with the Long-Term Protocol (clause 4), for example, EVs of technical processes, theory sessions or guest lectureswhich are of value to a larger community.
EV can be produced in almost any location, online and onsite, with a variety of technologies.
The minimum retention period for EV created by staff is defined in the Academic Retention Protocol (clause 3) below.
EV is not intended as a replacement for onsite, or online timetabled (live) engagement. It is recommended that, whenever possible, students attend these sessions to enrich their educational and social experience of teaching provision.
For inclusivity and to comply with relevant accessibility regulations, all recorded sessions should be provided with text captions. It is expected that these captions will be automatically generated by default. As such, they may not be 100% accurate.
Students must not be asked to provide ‘special category’ personal data as defined in current legislation, UK GDPR, during lectures. If they choose to share such information, recordings of any form – including notes – must not take place without the prior written explicit consent of the person(s) to whom the data relate for the specific purpose. Without written consent, the specific information must be deleted before it can be made available to others. With written consent, the information must be capable of being deleted within 30 days if the student later withdraws their consent. If you have any queries regarding data protection, please contact your college LIM or the Data Protection Officer (DPO).
Those creating EV should ensure that any materials included do not infringe the intellectual property of any third party and are not in breach of data protection legislation or of any confidentiality obligations (where applicable).

Teaching and Learning

Teaching spaces (onsite and online) are provided as safe spaces to explore and discuss potentially contentious, controversial or emotive concepts and ideas.[2] As such, there is to be no unauthorised sharing of EV beyond the limits of ‘Academic Retention, Sharing and Reuse’ (clause 3) and ‘Long-term, Sharing and Reuse’ (clause 4) as set out below, with the exception of the particulars of access agreements for individual students (clause 5). Where, in exceptional cases, recording is not permitted, students will be informed orally or through signage, and recording must not be made.[3]
The elements of teaching sessions which are recorded and/or published and those which are not should be negotiated with participants on a case-by-case basis before the session or at the start of the session.
Where technically available, teaching staff will have the opportunity to edit recorded sessions, in keeping with what was agreed, before publication.
Where possible, the extent to which the EV is to be retained and shared should be highlighted with all those present before the recording is made so that individuals can make an informed decision about the extent to which they interact. It is recommended that this is noted at the start of the recording.
The sharing of the recording beyond that originally agreed is not permitted and any downloaded versions of the recordings are for personal educational use only by the student. If requested, the student must agree to delete any copy of the recording they hold once this purpose has been met.
All those attending sessions should be able to opt-out of being recorded, except where strictly necessary for the delivery of the course or assessment process. For example, areas of onsite rooms not covered by cameras should be indicated, in online sessions participants should not be required to switch on their cameras, where is it agreed that Q&A or discussions are recorded individuals should not be required to speak.
It is recommended to discuss with students the effective incorporation of EV content into their independent learning and wellbeing strategies.

This protocol relates to EV which will be recreated each academic cycle[4], for example, timetabled teaching sessions.

EV of this type will be retained in accordance with the EV Retention Policy.
EV of this type must be reviewed each academic cycle to assess if they need to be removed or updated.
EV of this type will only be shared with the relevant academic cohort or group, unless wider sharing has been explicitly agreed at the point of recording.
If changing the sharing and retention level after the point of recording then all participants will need to be informed of differences in processing (e.g., new purposes, recipients, retention period, etc.) before the recording is shared or the retention level is extended.

This protocol relates to EV which is produced outside of the academic cycle or has value in being retained for more than one academic cycle.

EV of this type will be retained in accordance with the EV Retention Policy
EV of the type should be reviewed before reuse to assess if they need to be removed or updated.
EV of this type can be shared as widely as deemed necessary. The extent of sharing (Longer than a single academic cycle and if the potential audience is wider than the immediate cohort or group) must be agreed at the point of recording by all involved.
Sharing of teaching sessions publicly, online, should additionally be agreed with the relevant Programme Director or Dean before recordings are made.

Access Agreements

The requirements of the Disability Equality Duty and Equality Act 2010 apply to recordings.
The University will take all reasonable steps to ensure that alternative formats are provided to support the needs of individual students.
Access agreements which require EV to be retained in a different form for the above protocols can be managed by downloading EV on a case-by-case basis.

Management, IP, Data Protection
Complaints and removal of recordings

The University reserves the right to remove and/or delete (acting reasonably) any inappropriate, defamatory or offensive EV, and/or EV that infringes a third party’s intellectual property rights.
If staff or students have concerns or issues that relate directly or indirectly to EV, these concerns can be raised through the normal channels.
If staff or students have any concerns or queries that relate to data protection, then they should be referred to the DPO. (dpo@arts.ac.uk)

Performance Improvement

The use of EV or the observation of ‘live’ online sessions for the purposes of performance improvement must comply with the UAL Performance Improvement policy.

Intellectual Property: UAL staff (Inc. Hourly Paid Lecturers) and Students

UAL’s, staff and students’ rights and responsibilities in respect of copyright and other intellectual property rights contained in the production and use of EV are set out below:

Staff: Ownership of IP – please consult UAL’s IP Policy and the terms of your employment contract.
Students: Ownership of IP: please consult UAL’s IP Policy and UAL’ Student Regulations.
Guests: The UAL I P Polic y applies to third parties providing services to or conducting research at UAL (including guest lecturers, visiting researchers and those with Emeritus or Visiting appointments) except where there is a written agreement to the contrary.

Data Protection

UAL shall (i) create EV and make the recordings available in accordance with this Policy and shall (ii) process “personal data” and “special category data” in accordance with the UAL Data Protection Policy and applicable data protection legislation.

Guests: non-UAL, staff or students leading sessions will need to sign a release form to confirm they are happy to be recorded and for the video to be shared and retained as stated on the form.

Support and Guidance

Technical support and training for using EV enabled rooms and setting up devices ready for EV is provided in each college.
Support and advice on the effective teaching and learning EV practice and the use of specific EV related platforms is provided in the following ways
- College Digital Learning Teams:
  - lccdigitallearning@lcc.arts.ac.uk ccw-digitallearning@arts.ac.uk lcf-digitallearning@arts.ac.uk csmdigitallearning@arts.ac.uk
  Central Digital Learning support (via MySupport or email: servicedesk@arts.ac.uk)
EV training is provided by college and central Digital Learning teams and Learning Technology Support Teams.
Questions about this policy should be directed to the UAL Head of Digital Education.

[1] If working with individuals under the age for 18 please refer to the UAL Outreach Online Safeguarding Policy.

[2] For guidance on how to constructively help students to understand the ethical dimensions of their work and to inform the nurturing of Safe Spaces please see the Code of Practice for Educational Ethics (which applies to UG and PG levels)

[3] See para 3.7 pg 8 of UAL IP Policy

[4] ‘Academic cycle’ will most commonly be one academic year or the length of the programme of study but could shorter where pedagogically relevant.

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