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Record and Share Online Class Sessions Guideline

Record and Share Online Class Sessions Guideline

This article provides step-by-step instructions on how to record class sessions. Additionally, it is a guideline for faculty to share or request for recorded sessions.

Record and Share Online Class Sessions

  1. Inform the participants before the meeting begins by posting the following statement in the meeting invites and the meeting chat so that it is available for the entire session:

“Please note that this session is being recorded for the purpose of (instructor to insert the purpose here). Personal information, such as video and audio recordings, collected through Zoom will be used by Algonquin College under the authority of the Ontario Colleges of Applied Arts and Technology Act, 2002, section 2 and in accordance with sections 39, 41, and 42 of Ontario’s Freedom of Information and Protection of Privacy Act.”

NOTE: At Algonquin College we respect your privacy: by default, all participants’ video and audio are turned off upon entry. Furthermore, the recordings won’t display the participants’ names. If you have any questions about the processing of personal information by Algonquin College, please contact the Freedom of Information Coordinator, by phone at 613-727-4723 ext. 6407 or by e-mail via FOIcoordinator@algonquincollege.com.

2. Disable Participants Video and enable Mute Participants Upon Entry to avoid any inadvertent collection of video or audio recordings from learners who don’t want to be recorded (one-time setup). Log in to Zoom.us, click on Settings, Meetings, Schedule Meeting, and turn offParticipant Video” and turn onMute all participants when they join a meeting.

3. Disable Display Participants’ name in the recording (one-time setup). Click on Settings, Recording tab, Cloud recording, uncheck “Display participants’ names in the recording.

4. For those learners who do not want to be recorded, indicate that they can submit their questions in a private chat with the instructor.

5. Set a passcode to protect recordings stored on the Zoom cloud and do not allow learners to download the recordings. In Settings, Recording tab, enable “Cloud Recording“, enable “Only authenticated users can view cloud recording,” and enable “Require passcode to access shared cloud recording.

6. There are two options to share recordings with learners:

a. Go to Brightspace, Tools, Zoom Classroom, “Cloud Recordings” tab, enable “Publish” next to the recording you want to share with learners in your class

b. In Zoom.us, Recordings tab, click “Share” next to the recording you want to share with learners in your class. Click on “Copy Sharing information” to view the link and password
to share with learners.

NOTE: When a recording is available, instructors will also receive an email from ZOOM. Instructors will be able to share the recordings using the Zoom link and password received via email.

7. Delete all copies of the recording stored either on the cloud or your device when no longer required.

 NOTE: Zoom cloud recordings are currently set to auto-delete 180 days after the original recording date. If you require access to old recordings, please send an email request to       brightspace@algonquincollege.com with your Chair’s approval.

8. If it is necessary to upload the video on YouTube, instructors must only use the College’s official YouTube accounts and share the video with the learners who participated in the
session in private mode or post it on a restricted private group. The College’s preference is not to use YouTube, but rather to use Zoom ins

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