Recorded live lecture capture content that includes only instructor-shared content (e.g., showing the instructor and/or presentation content) and does not contain recorded student participation or interactions (e.g., participant video) will not create FERPA concerns.

To comply with FERPA regulations in this scenario:

There are no additional precautions or steps you need to take to protect student information and educational records in compliance with FERPA regulations because no student information or records are being shared.

There are times when instruction and learning are student-driven in which student engagement and participation are at the core of the lesson. Examples include students asking questions; students giving presentations; group discussions; and, student-led class sessions. In these scenarios, when the recorded live session includes audio or video of any student interactions, or if it is possible to identify students through the subject matter of the recording, the recorded content likely constitutes protected educational records under FERPA.

To comply with FERPA regulations in this scenario:

In general, these scenarios are treated the same as similar scenarios would play out on campus in the classroom. On campus, you can monitor and limit who comes in and out of the classroom. You can do this online, too, by enabling a password requirement. Furthermore, lecture capture that includes student interactions should be shared only with students who are enrolled in the course and should only be shared through the designated Canvas course site. For these three reasons (password, limited audience, and sharing through the LMS), it is highly recommended that all course web conferencing sessions arranged for the remote delivery of instruction are scheduled in Canvas using either the Zoom or the Cisco Webex integrations.

Beyond these three guidelines, there are no additional precautions or steps you need to take to protect student information and educational records in compliance with FERPA regulations so long as you are sharing the recorded content with only the students enrolled in the course.

Some instructors have cross-listed multiple sections of the same course into a single Canvas course site. Cross-listed sections of the same course taught by the same instructor may now be treated as a single course, in terms of FERPA protected information. Because of this, protecting information shared between the different sections requires no additional precautions beyond what you would do for a single course section.

To comply with FERPA regulations in this scenario:

In general, these scenarios are treated the same as similar scenarios would play out on campus in the classroom. On campus, you can monitor and limit who comes in and out of the classroom. You can do this online, too, by enabling a password requirement. Furthermore, lecture capture that includes student interactions should be shared only with students who are enrolled in the course and should only be shared through the designated Canvas course site. For these three reasons (password, limited audience, and sharing through the LMS), it is highly recommended that all course web conferencing sessions arranged for the remote delivery of instruction are scheduled in Canvas using either the Zoom or the Cisco Webex integrations.

Beyond these three guidelines, there are no additional precautions or steps you need to take to protect student information and educational records in compliance with FERPA regulations so long as you are sharing the recorded content with only the students enrolled in your cross-listed Canvas course site.

Special Note: While the FERPA-related strategies are the same, managing web conferencing meetings across multiple sections in a single Canvas course site requires additional planning and communication. You will want to set up the meetings in a way that makes it easy for the students to identify which session is theirs. For example, you may want to title each class meeting with the specific section, date, and time. e.g., ENG 111 HA Class Session Th 10:05 - 11:25a

According to the Office of General Counsel’s guidelines: “If an instructor wishes to reuse or share Lecture Capture Content containing FERPA protected education records with Miami students other than those who were enrolled in particular course section in which the recording was made, the instructor must first obtain the permission of his or her department chair and must obtain a signed consent from each student in the recorded course setting forth with specificity how the Lecture Capture Content will be used and the outside audience to whom it will be presented. The instructor shall retain such consents for as long as such Lecture Capture Content is made available. If a FERPA consent cannot be obtained for a student, then prior to sharing any Lecture Capture Content including the non-consenting student, the recording must be edited to either omit such student or otherwise de-identify such student. Note that a FERPA consent will need to be obtained from the parents or guardians of any high school student enrolled in a College Credit Plus course if such person is under 18 years of age.”

Reference COVID-19 | Lecture Capture for details regarding Miami’s guidelines related to the use of Lecture Capture to deliver content as an alternative or supplement to face-to-face learning.

By default, all Zoom conferences will automatically have a passcode assigned.

First, log into miamioh.zoom.us and change your meeting settings. These are the recommended settings for recording:

• Cloud recording
  • Allow hosts to record and save the meeting/webinar in the cloud.
  • Record active speaker with shared screen.
• Advanced cloud recording settings
  • Add a timestamp to the recording.

Turn on the following options for recording in Zoom to help you maximize the privacy of your recordings.

• Recording disclaimer
  • Show a customizable disclaimer to participants before a recording starts.
• Multiple audio notifications of recorded meeting
  • Play notification messages to participants who join the meeting audio. These messages play each time the recording starts or restarts, informing participants that the meeting is being recorded. If participants join the audio from telephone, even if this option is disabled, users will hear one notification message per meeting.

Then, start the meeting and click record, unless you have set the recording to start automatically.

To start the meeting from miamioh.zoom.us:

1. Go to miamioh.zoom.us and click Meeting on the left navigation.
2. Locate the meeting and click on the title.
3. Start the meeting.

To start the meeting from Canvas:

1. Go to Zoom in the course navigation.
2. Click on the Upcoming Meetings. The meeting will open in the Zoom desktop client (if installed, which is recommended), or in your web browser.
3. Start the meeting (click record if you did not set auto recording).

For more information, see these Zoom guides:

• Starting a Cloud Recording
• Frequently Asked Questions about Local and Cloud Recording

Share the recorded session in Canvas:

Recorded sessions created and started in Canvas will appear in Zoom on the Cloud Recordings tab for students to view. Sessions created and started outside of Canvas from the Zoom app or browser will require downloading or sharing from miamioh.zoom.us:

• Go to miamioh.zoom.us
• Click on Recordings on the left navigation menu
• Locate the recording and use the Share or More buttons to make the recording available
  • Share displays the recording link information and sharing settings, such as disabling downloads from viewers and requiring a password to view.
  • The More > Download option will download both the video and audio-only m4a files.

Upload the mp4 file to Canvas using My Media (Kaltura). Media should not be placed in Files or added to the course using the Canvas feature "record/upload media". My Media has no size limits or storage issues; Canvas course storage is 1GB per course.

Captions will be automatically created and can be edited.

Students cannot download media from the course.

Before you schedule or start a recorded meeting, change the Webex screen layout to record the correct view.

• Go to miamioh.webex.com, then to Preferences, and then click on the "Recording" tab. Select "Content-only view," so that no participant video is recorded. Refer to the Webex guide on Select the Screen Layout for Recordings in Webex Meetings and Webex Events.
• Start the meeting and record.

To download and share a recorded Webex from the browser:

If you scheduled and started the meeting outside of Canvas in the browser, you will need to download the file from miamioh.webex.com, then upload it to My Media in Canvas.

• Click on "Recordings" on the left navigation at miamioh.webex.com
• Locate the recording, then click the down arrow to download the mp4 file.

Upload the mp4 file to Canvas using My Media (Kaltura). Media should not be placed in Files or added to the course using the Canvas feature "record/upload media". My Media has no size limits or storage issues; Canvas course storage is 1GB per course.

Captions will be automatically created and can be edited.

Students cannot download media from the course.

To view a recorded Cisco Webex session in Canvas:

• In Canvas, go to Cisco Webex in the course navigation.
• Select the Virtual Meetings tab.
• Then, click on the Recordings tab.
• Click the View Recording button.