Since the start of semester 1, 2013 all lectures in the major lecture theatres are recorded and delivered through topic FLO sites unless exemption is approved by the Deputy Vice-Chancellor (Academic) or delegate.

What do I need to do?
Why has this decision been made?
What are the "major lecture theatres"?
What is considered a "lecture"?
Do I have to record all my lectures?
Can I record tutorials, workshops, seminars and other activities?
Live lecture recording information
What about other events which aren’t in the timetable? How can I get them recorded?
What about lectures in non-supported venues? How can I get them recorded?
I need to change the time of my lecture. How do I change the scheduled recording?
I need to change the venue for my lecture. How do I change the scheduled recording?
What happens if the lecture is cancelled, for example due to illness?
What happens if the technology fails?
Can I use lecture recordings as a substitute for lectures?
Who do I contact to request an exemption from the recording process or permission to re-use a recording?
What is the process for requesting an exemption from the recording process?
What is the process for requesting permission for the reuse of recordings?
What about student presentations during lectures? Should they be recorded?
Can I get part of a recording removed for copyright or confidentiality reasons?
What equipment is available in lecture venues?
How do I use the microphone?
How do I use the projector?
What will recordings look like in FLO?
Why can't I remove lecture recording links from FLO?
Can I change the name of lecture recordings in FLO?
Can I rearrange the lecture recording links in FLO?
What are some tips for producing high quality recordings? 

What do I need to do?
Nothing. Timetable information is sent directly to the lecture capture system, and all lectures in major theatres are automatically recorded and published to FLO.

Why has this decision been made?
This decision has been made in order to:
• allow students to view lectures outside of class time to study, revise and clarify ideas (especially useful for students with learning disabilities or with English as a second language), and
• allow students to catch up on lectures missed because of illness, unavoidable work or family commitments.

Lecture recordings have been used at Flinders for many years, however, they have been published in an inconsistent manner. This decision also provides certainty and consistency for students.

What are the “major lecture theatres”?
Major lecture theatres are those teaching rooms equipped to support lecture recordings. A full list is available here. This includes the larger venues at the Bedford Park campus, as well as designated rooms in Flinders Medical Centre, Victoria Square, Tonsley, RGH/ViTA (Daw Park), Mount Gambier, Alice Springs and Darwin.

What is considered a “lecture”?
A lecture is any teaching activity defined as such within the Student Information System (Student Two). For example:

Do I have to record all of my lectures?
Yes, however repeat and relay lectures are typically not recorded. If you wish to exclude any other lectures from recording, please see the procedures for requesting an exemption.

Can I record tutorials, workshops, seminars and other activities?
Activities other than lectures are not recorded automatically. However, if they are held in a supported teaching venue, you can request that they are recorded and published to FLO.

To do this, determine whether the lecture recording block is currently visible in your topic.
• If the lecture recording block is currently visible, select the ‘Request lecture recordings for this topic’ link from the Lecture recording block.
• If the lecture recording block is not visible in your topic, with editing on, select the ‘Lecture recordings’ option from the ‘Add a block’ dropdown list within your topic. The ‘Lecture recordings’ block will be added to your topic. Select the ‘Request lecture recordings for this topic’ link from the Lecture recording block.

The Q stream booking system will appear for your topic:

Q stream will list all bookings that are able to be recorded for your topic. Any non-lecture bookings are available to be recorded and published in FLO through this window. To request a non-lecture to be recorded, complete the following steps:
• Select the ‘Record’ button for the non-lecture booking to be recorded.
 
• If you wish for the recording to automatically appear in FLO, select the ‘Publish in FLO’ checkbox. 

The non-lecture recording link will appear automatically in your topic within 24 hours.

Live lecture recording information
Live streams are available primarily for the purpose of relaying what is happening in a lecture theatre, to another lecture theatre in case of overflow room capacity. The quality of the live stream is optimised for On Campus usage, there are no guarantees that the live streams will be accessible off campus due to variations in bandwidth that people have.

What about other events which aren’t in the timetable? How can I get them recorded?
You can manually schedule recordings through the FLO site for the topic. Follow the “Manage video recordings for this topic” link to navigate to the video admin screen, then click Booking form. Fill in the details of your event.

The booking will then appear on the list of sessions to be recorded.
If the event will occur within 24 hours, please notify ids@flinders.edu.au to make sure the team are aware of the event.

What about lectures in non-supported venues? How can I get them recorded?
For audio recordings, the University has portable audio recording equipment that may be used to record a lecture or other teaching activity, please contact your school/faculty office for more information. The lecturer is responsible for recording the session and arranging for it to be uploaded onto FLO. Contact your local FLO support teams for assistance.

For video recordings, there are a number of Manual Self Recording Spaces across our Campuses, if your event is in another space that is not listed, we can provide business details of vendors that can perform the service of event capture. should you require this service, contact ids@flinders.edu.au   to discuss the details of your requirements.

I need to change the time of my lecture. How do I change the scheduled recording?
If you change your room booking or timetable entry within the Student Information System, the new start and end times will automatically be used to schedule the recording. If you are unable to change the room booking please contact ids@flinders.edu.au no later than 4pm the day before the scheduled recording.

I need to change the venue for my lecture. How do I change the scheduled recording?
If you change the venue of your lecture within the Student Information System, and the new room is a supported lecture venue, your lecture will automatically be recorded. As a courtesy please contact ids@flinders.edu.au no later than 4pm the day before the scheduled recording.

What happens if the lecture is cancelled, for example due to illness?
If a lecture is to be cancelled, the booking can be cancelled via the FLO site. Follow the “Manage video recordings for this topic” link to navigate to the video admin screen. Find the session that is to be cancelled, then click Do Not Record. You will be asked to select a reason from a brief list.


The session will then appear in the list as “Not scheduled to be recorded”

What happens if the technology fails?
We will make every possible attempt to record the event as scheduled, however sometimes the recording fails due to circumstances beyond our control. If a scheduled recording does fail, we may contact the lecturer and discuss options for providing alternative content to students.

Can I use lecture recordings as a substitute for lectures?
Some staff have requested that recordings of ‘live’ lectures be used as a substitute for lectures in subsequent years, either as a way of providing more on-line resources for a topic, or developing ‘flipped’ or ‘blended’ approaches to delivering a topic, or simply as a way of freeing up staff time.

This is not a practice that the University endorses.  Our lecture recording initiative is designed as a back-up or supplement or second-best substitute where attendance is, for whatever reason, not happening.  It is not intended as an approved way of replacing live lectures.

Conventional live lectures are not necessarily the best teaching tool, and video recordings can be a very useful mechanism for and adjunct to teaching.  However, they should be designed and recorded in a customised way to best support the delivery of the topic and/or subsequent face-to-face interactions.  This can be via short good-quality video presentation through to impromptu video recordings of key or pithy material.   Staff should seek advice from eLearning Support staff, the Learning Technology Unit (FMNHS) and/or the Centre for Innovation in Learning and Teaching (CILT) to determine the best design solution for the job at hand.

Thus, while the use of video to enhance teaching delivery, if done well, is legitimate, the use of unimproved ‘recycled’ recorded live lectures is not.  Raw lecture recordings are usually a poor form of teaching delivery, and their utilisation is likely to reduce considerably the quality of teaching as experienced by our students.

So, under normal circumstances, recordings of live lectures should not be reused in later years or later offerings of a Flinders topic for the purpose of replacing a live lecture or face-to-face time.

If there are unforeseen circumstances (e.g. staff absence, where all other means of replacement are exhausted), then the Faculty Associate Head (Teaching and Learning) or equivalent may give special permission for such use.


Who do I contact to request an exemption from the recording process or permission to re-use a recording?

To request an exemption from recording or permission for reuse, contact your College (Dean). These are:

College of Business, Government and Law

Associate Professor Mary Heath

College of Education, Psychology and Social Work

Associate Professor Carol Irizarry

College of Humanities, Arts and Social Sciences

Professor Iain Hay

College of Medicine and Public Health

Dr Lisa Schmidt

College of Nursing and Health Sciences

Associate Professor Chris Brebner

College of Science and Engineering

Professor Karen Burke da Silva

 

What is the process for requesting an exemption from the recording process?

Include as much information as possible about the topic, and why you feel is it not suitable for recording. Requests should be made 2 working days before the event.

The Associate Head (T&L) will either grant or deny an exemption. If an exemption is granted, the Topic Coordinator and video support team will be notified. The video support team will cancel recordings, which will remove all associated links from FLO.

If the topic will not be recorded, the Topic Coordinator should post an announcement to students in FLO notifying them as such. This should be done as early as possible in the semester. This is for the benefit of students who cannot attend some or all lectures due to external commitments.

Lectures cancelled due to absence or illness do not need to go through the exemption process. Email video@flinders.edu.au to cancel the scheduled recording. Once the exemption has been processed, the video will be marked as exempt from recording in the Q stream window (see Can I record tutorials, workshops, seminars and other activities? For instructions on how to access Q stream.)

If you need to remove a recording from FLO after the event (eg due to the disclosure of confidential information), notify video@flinders.edu.au as soon as possible after the lecture.

What is the process for requesting permission for the reuse of recordings?

Permission may be granted for recordings of live lectures to be reused in later years in unforeseen circumstances (e.g. staff absences, where all others means of replacement are exhausted) and should be sought from your Faculty’s Associate Head (Teaching & Learning/Academic)

Include as much information as possible about the topic, and why you wish to reuse recordings of live lectures.

The Associate Head (T&L) will either grant or deny permission for reuse. If permission for reuse is granted the Topic Coordinator and eLearning Teams will be notified. The eLearning Teams will work with Topic Coordinators to provide links to previous years recordings in topic FLO sites.

If recordings will be used, the Topic Coordinator should post an announcement to students in FLO notifying them as such.

 


What about student presentations during lectures? Should they be recorded?
Students are strongly encouraged to allow themselves to be recorded. This is so students not present at the lecture can still view the content. As an added benefit, it will aid in students’ professional development.

Can I get part of a recording removed for copyright or confidentiality reasons?
Contact the video support team to discuss your requirements: ids@flinders.edu.au

What equipment is available in lecture venues?
Supported lecture venues generally contain the following equipment:
• a lapel microphone
• a hand-held microphone
• a video camera to record the lecturer
• a desktop computer
• a video projector and screen
• cables to connect a laptop

The projector is wired to record content projected onto the screen.

How do I use the microphone?
To use the lapel microphone, pin the microphone near your sternum and turn on the switch on the top of the microphone.

To use the handheld microphone, turn it on using the switch on the base of the microphone.

If you forget to use the microphone, a member of the video support team may contact you using the telephone in the room.

Remember to switch off the microphone and return to the charging station where appropriate.

How do I use the projector?
Projectors are controlled by touch-screen panels in or near the lecturer’s podium. Installations may vary by room, so please ensure you are familiar with the technology prior to teaching. Training can be organised by emailing ids@flinders.edu.au

If you require assistance please contact IT Helpdesk on extension 12345, option 1.

What will recordings look like in FLO?
Recordings will display in the same format they used to. Students will still be able to watch and listen to the recording within FLO, or use the podcast / vodcast links to download the recordings.

Links will automatically be created on the topic home page to the lecture recording:

After the lecture has been recorded, it is made available as an online video or audio file or can be downloaded using the Podcast / Vodcast links:

New to recordings in 2013 is:
• the ability to add attachments within the recording;
• live lecture streaming can be enabled.
Note:
o Live lecture streaming is an option to broadcast a real time stream of the lecture to students.
o This is an opt-in service for lecture recordings in major lecture theatres. Live streaming is selected through the lecture booking system. See ‘Can I record tutorials, workshops, seminars and other activities? ’.

Why can’t I remove lecture recording links from FLO?
FLO obtains its lecture recording links from the lecture scheduling system. Lecture recordings must be cancelled within the lecture recording system for links to be removed from FLO.

Can I change the name of lecture recordings in FLO?
Absolutely! We encourage you to customise the name of lecture recording links, to provide information about the content of each lecture. To do this, complete the following steps:

1. With editing turned on in your topic, select the Edit title icon ( ) of the lecture recording you wish to rename;
2. Enter the new lecture recording name in the input box;
 
3. Press Enter.
The lecture recording has been renamed.

Note: A lecture can also be renamed while editing the lecture settings.

Can I rearrange the lecture recording links in FLO?
Yes, you can. To do this, complete the following steps:

1. With editing turned on in your topic, select and hold the Move icon ( ) of the lecture recording you wish to move;
2. Drag the lecture recording to the desired location and drop the lecture resource.The lecture has been moved.

Note: If you see the alternate Move icon ( ), drag and drop is not enabled. Selecting this icon will display all available areas within your topic to move the lecture recording to.

What are some tips for producing high quality recordings?
Some tips are as follows:

  • Remember  to use the microphone, and make sure it is switched on. If your voice cannot be detected by the recording equipment, lecture capture staff may contact you via the theatre phone.
  • Be sure to maximise any applications you are showing, so they fill the entire screen. This will help readability on the recording.
  • If a lecture should not be recorded (due to absence, or if the session is an interactive workshop, or similar), let us know in advance by cancelling or  requesting an exemption . Otherwise lecture capture staff may attempt to contact you on the day.
  • Make sure to switch off the microphone after the lecture (before speaking informally with students).
  • Ensure the AV system is left in a usable state for the next presenter. (e.g Microphones are docked in the chargers and the system turned off)