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Classroom Lecture Capture System Policy

1. Purpose

This document outlines the University’s policy regarding the MediaSite and other classroom lecture capture systems. The current lecture capture system consists of two parts: the physical recorders (enhanced Microsoft Windows based computers) which reside in various locations on campus and virtualized data center servers which encode, transcode and deliver the content. The function of the lecture capture system is to take synchronized audio, video and VGA signals and record them for later delivery, via the internet, as supplemental material or as complete lectures for classes.

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2. Policy Statement

2.1 Recording Availability, Requests and Scheduling

Recording is scheduled on a first come first served basis based on the availability of the recorders.  All recordings are scheduled, started, stopped and uploaded to the server remotely. Recordings can be done for an entire class or on an ad hoc basis.

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2.2 Data Purging and Record Retention

Lecture Capture data will be available and accessible to students and faculty for one year plus a semester. Due to finite resources, the University has the right to restrict the amount of user space on the Lecture Capture system as necessary.

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2.3 Account Creation and Access

Lecture Capture access is authenticated through the Villanova University Active Directory (VUAD.)  Content can be accessed on the server via a standard mobile or computer-based web browser, or via a Sonic Foundry Mediasite Mobile App. Content can either be open and publically available or secured via authentication based on VUAD credentials.

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2.4 Ownership of Content

The University owns the Lecture Capture systems. Subject to underlying copyright and other intellectual property rights under applicable laws and University policies, the University also owns data transmitted or stored using Lecture Capture systems.

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2.5 Privacy and Right of University Access

While the University will make every attempt to keep Lecture Capture usage secure, privacy is not guaranteed. Under certain circumstances, it may be necessary for the IT staff or other appropriate University officials to access secure content on the University Lecture Capture systems; these circumstances may include, but are not limited to, maintaining the system, investigating security / abuse incidents or investigating violations of this or other University policies.

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2.6 Data Backup

The University’s Lecture Capture system is backed up on a regular basis as a way of recovering from a systemic loss impacting the entire Lecture Capture system. While in some cases it may be possible to recover from the accidental deletion of a specific file or presentation, requests for file or presentation restoration is generally granted only in the case that loss of the data significantly affects a business unit.  Each user is responsible for requesting backups of recordings as appropriate.

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2.7 User Responsibility

UNIT maintains the University’s Lecture Capture system; faculty, staff and students are expected to manage their accounts appropriately. Sharing of passwords is strictly prohibited. Each individual is responsible for his/her content and account, including the safeguarding of access to the account, ensuring that any content placed on Lecture Capture systems by themselves or on their behalf complies with the University’s copyright policy ( ) and applicable copyright law. All activity originating from an account is deemed to be authored by the account holder, and it is the responsibility of that holder to ensure compliance with these guidelines.

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2.8 Temporary Users

Faculty, staff, or departments can request temporary Lecture Capture system access privileges for users outside of the University. Full time Faculty or Staff requesting these types of accounts will be required to submit user information, rationale for account, expiration date, & VU sponsor information.

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3. Scope

This policy applies to all areas on campus in which Lecture Capture systems are installed.  Lecture Capture capabilities are currently available in Tier III classrooms on campus. These rooms include:

·         All Driscoll Hall Classrooms (except 121 and 123)

·         Bartley 1010, 1011, 1001, 2001, 2010, 3001, 3010, IRAFT, 1047 1064, 2072, 2073, 2074, 3068, 3069.

·         Mendel G86, G87, G88, G90, G92, G93, 101, 102, 115, 154, 213, 260, 258, 256

·         Connelly – Villanova Room and Cinema (video only.)

·         Tolentine Rooms; 205, 210, 212, 213, 214, 215, 217, 303, 305, 308, 309, 310A, 310C, 314B, 315.

·         All Law School Classrooms.

The latest version of this document can be found on the Villanova University website 

Complete listings of all University IT Policies can be found here.

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4. Procedures

Recording requests can be made by completing the form.

UNIT staff can provide additional support for the scheduling, recording and delivery of any MediaSite or other Lecture Capture content.

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5. Definitions

MediaSite or the Mediasite Enterprise Video Platform a software product published by Sonic Foundry. It is currently used as an automated and scalable system for creating, publishing, searching and managing the university’s lecture video content.  

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6. Approval and Revisions

Version 1.0 approved April xx, 2016 by VP&CIO Stephen Fugale and the UCIT Committee.

This policy has been in existence on or before 1/1/2015.

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