The lecture recording system we use at the University of Glasgow is called Echo360.

Recording of Teaching policy  (revised August 2021).

Book

Rooms with lecture recording facilities (listed with 2021-2022 capacities)

Book for teaching

Teachers

  • If you know in advance that you want to record your lectures, contact your lead timetabler so your classes can be booked into a suitable room.

Students

It is not possible to book for Ad-hoc use at the moment.

Please contact the UofG Helpdesk for advice

Book a live stream

Request a live stream

  • Live streaming can be requested for any Echo360 location;
    • it cannot be requested on the room timetabling system
    • raise an UofG Helpdesk support call requesting a livestream.
      You have an option for this to be viewable through your Moodle course or via a web URL: This web link can be authenticated or publicly viewable. Note by default this will also be recorded, it is not possible to have a webcast without recording.

About live streaming

  • Live streaming or webcasting is in addition to your lecture recording and allows a broadcast of your lecture in real-time or near real-time. In addition to the sources you are recording sound, presentation, and video there is a Q&A feature to allow students to ask questions of the presenter and receive answers. Students can ask questions anonymously or allow themselves to be identified 
    Visit Live Streaming for Instructors – Getting Started (echo360.com) for more details

Guidance

Scheduling recordings of teaching

  • Teaching events categorised as lectures will be scheduled for audio & screen recording (including slides and visualiser, if used) if they are timetabled into a room with Echo360. Any teaching event not categorised as a lecture will not be scheduled for recording.
  • Echo 360 coverage across the estate is expanding but in some locations is still limited. The upgrade of the estate will prioritise expanding coverage to rooms with a capacity of 45 students or more. Teaching staff who wish to record their teaching but are roomed in location that does not currently support Echo360 recording are able to loan personal recording equipment by submitting a request through the IT Helpdesk.
  • To add video to a recording, please contact the Echo360 team via the UofG Helpdesk at least one week before the class event. If the event is less than a week away, please email echo360@glasgow.ac.uk
  • To remove lecture events from those scheduled to be recorded because the lecturer has opted-out or to schedule the recording of a non-lecture event, please update the event on CMIS.
  • An example of a recorded lecture can be view viewed via Echo360 – set “sources” to Video 1 to view slides plus audio only.

Please note that if there is a room or timetable change, the recording schedule will not update automatically. If a room change occurs due to a change made by central timetabling, CTT will alert the Echo360 team to update the recording schedule. If a room change occurs due to a change requested by the School, Lead School Timetablers should alert Echo360 to the change through helpdesk.

 

 

 

 

 

Associating teaching staff with recordings

  • If staff have not yet been assigned to specific lecture sections and there is no clear direction from e.g., course or programme leads, any scheduled lecture will be assumed to be suitable for recording. To allow the recording to be scheduled, a staff name must be associated with the event, and this named person will be the Owner of the recording and will have full rights to manage that media. If it is not yet known who will be teaching a class, Schools should assign a placeholder staff name, for example, the course or programme lead, or an administrator. If no name is specified, the Lead School Timetabler will be associated with the event.
  • Where there are multiple staff associated with a recording, staff should be made aware that the recording will be associated with the Echo360 account of the first name listed on the timetabled event. All published recordings will link back to a single recording from the Owners Media Library so any changes will affect all published points.

     

Multiple staff associated with a single recorded lecture event

  • Where there are multiple staff associated with a recording, staff should be made aware that the recording will be associated with the Echo360 account of the first name listed on the timetabled event.
  • All published recordings will link back to a single recording from the Owners Media Library so any changes will affect all published points.  

Opting-out of recordings

  • Timepoint 1: When timetabling is launched in February, any teaching events categorised as lectures will be scheduled for recording if the room(s) they are allocated have that functionality. In the normal process of timetabling communications, teaching staff should be made aware of this change and should be given the option of opting out of recording for an event or course by informing their Lead School Timetabler. The Lead School Timetabler should update CMIS to remove the flag from all affected events or add in any non-lecture events where recording is requested.  Such requests may lead events or courses to be moved to another room.
  • Timepoint 2: When the timetable is issued to Schools in June/July, all teaching events labelled as a lecture should note whether they are scheduled for recording (taking into consideration prior opt-out or recording equipment availability in the timetabled rooms). As part of the regular timetable review, Lead School Timetablers and teaching staff should confirm if there are any changes to be made to the recording schedule, either to opt-out of lectures or to opt-in to recording other types of events and the event should be updated on CMIS. At this stage, names of individual staff for each lecture event should be updated to allow the Echo recording to be scheduled.
  • Ad-hoc opt-out: In addition to the two formal timepoints associated with timetabling activity, staff may also opt-out on an ad-hoc basis throughout the academic year by informing their Lead School Timetabler who should update the event on CMIS. The following principles apply to ad-hoc opt-out:
    • Requests to change the recording schedule that are submitted to CMIS no later than one week before the timetabled event will be guaranteed, that is, no recording will take place.
    • Requests to change the recording schedule that are submitted to the CMIS less than a week before the timetabled event will still be processed by the Echo360 team, however, it is not possible to guarantee that the recording schedule will be updated in time, particularly at peak times. In such cases, teaching staff should familiarise themselves with alternative methods for preventing the recording, for example, pausing the recording in the lecture hall at the beginning of the class and/or deleting the recording before it is published within the 24-hour window.

Visiting and guest lecturers

The recording of teaching policy applies equally to external visiting and guest lecturers with the exception of evidencing consent where, because of the different employment situation, they will be required to sign a consent form as they did previously.

 

Scheduling recordings of teaching

  • Teaching events categorised as lectures will be scheduled for audio & screen recording if they are timetabled into a room with Echo360.
  • Any teaching event not categorised as a lecture will not be scheduled for recording .
  • Echo 360 coverage across the estate is expanding but in some locations is still limited. The upgrade of the estate will prioritise expanding coverage to rooms with a capacity of 45 students or more. Teaching staff who wish to record their teaching but are roomed in location that does not currently support Echo360 recording are able to loan personal recording equipment by submitting a request through the IT Helpdesk.
  • To add video to a recording, please contact the Echo360 team via the UofG Helpdeskat least one week before the class event. If the event is less than a week away, please email echo360@glasgow.ac.uk
  • An example of a recorded lecture can be view viewed via Echo360 – set “sources” to Video 1 to view slides plus audio only.

Please note that if there is a room or timetable change, the recording schedule will not update automatically. If a room change occurs due to a change made by central timetabling, CTT will alert the Echo360 team to update the recording schedule. If a room change occurs due to a change requested by the School, Lead School Timetablers should alert Echo360 to the change through helpdesk

Opting out of recordings

  • Timepoint 1: When timetabling is launched in February, all teaching events categorised as lectures will be scheduled for recording if the room(s) they are allocated have that functionality. In the normal process of timetabling communications, teaching staff should be made aware of this change and should be given the option of opting out of recording for an event or course by informing their Lead School Timetabler. The School timetabler should update CMIS to remove the flag from all affected events or add in any non-lecture events where recording is requested.  Such requests may lead events or courses to be moved to another room.
  • Timepoint 2: When the final timetable is issued to Schools in June/July, all teaching events labelled as a lecture should note whether they are scheduled for recording (taking into consideration prior opt-out or recording equipment availability in the timetabled rooms). As part of the regular timetable review, Lead School Timetablers and teaching staff should confirm if there are any changes to be made to the recording schedule, either to opt-out of lectures or to opt-in to recording other types of events and the event should be updated on CMIS.
  • Ad-hoc opt-out: In addition to the two formal timepoints associated with timetabling activity, staff may also opt-out on an ad-hoc basis throughout the academic year by informing their Lead School Timetabler who should update the event on CMIS. The following principles apply to ad-hoc opt-out:
    • Requests to change the recording schedule that are submitted to CMIS no later than one week before the timetabled event will be guaranteed, that is, no recording will take place.
    • Requests to change the recording schedule that are submitted to the CMIS less than a week before the timetabled event will still be processed by the Echo360 team, however, it is not possible to guarantee that the recording schedule will be updated in time, particularly at peak times. In such cases, teaching staff should familiarise themselves with alternative methods for preventing the recording, for example, pausing the recording in the lecture hall at the beginning of the class and/or deleting the recording before it is published within the 24-hour window.

Individual opt-out data will only be available to Lead School Timetablers, the Space Management and Timetabling team, and the Echo360 team in order to process requests. An aggregated report that details the number of lectures that were recorded and the number of opt-outs by School and College but that does not contain any personal information about individual teaching staff or events will be disseminated to relevant Learning and Teaching Committees in order to evaluate the impact of the policy.

Communicating to students about recordings

Information about which lectures will be recorded should be added to course handbooks. Where teaching staff have opted-out of recording all or some of their lectures, we would encourage staff to provide one of the following reasons to help students better understand when and where recording is appropriate: 

  • Recording facilities are not available in the room(s) in which the lectures on this course are delivered. 
  • The approach to lecturing undertaken in this course is not suitable for recording, for example, there is a high degree of interactivity;
  • Recording the lecture would require the lecturer to change their teaching approach to facilitate the recording and this change would be detrimental to the student experience; 
  • There are legal, ethical or privacy reasons for not recording part or all of a lecture on this course. 
  • There are personal reasons that make it inappropriate for lectures on this course to be recorded; 

Where lecture recordings are provided, students should be provided with guidance on how to use lecture recordings in course handbooks or on Moodle where the recordings are published. Staff may use and adapt the following template if desired: 

  • Lectures on this course will be recorded. The recording will include any content that is being presented via the projector (e.g. slides/visualiser) and the audio of the lecturer. Recordings will be published to Moodle automatically 24 hours after the lecture. Please note that this lecture series has not been designed for hybrid delivery. Therefore there may be elements of the lecture that are not picked up by the recording (e.g. if there is Q&A from the audience or equipment failure) and you should not expect the recordings to be as high quality as those designed for online delivery. 
  • There is also a large amount of evidence that attendance is highly predictive of performance. Lecture recordings are provided to help you recap the lecture and to give you flexibility for when illness or other unavoidable good cause means that you cannot attend the lecture.  
    There are a number of studies that find that students who do better tend to both attend the live lecture and use the recording to revise. Lecture recordings can also help you take better notes in lectures. Summarising and paraphrasing what the lecturer is saying is better than writing down what they say word for word even though it’s more difficult. The recording can help reduce any worries you might have about missing anything as you can use the recording to add to your notes later. 
  • An example of a recorded lecture can be viewed via Echo360: set Sources to Video 1 to view slides plus audio only.

 Student guide

Guidelines on transcription for recorded lectures

  • Transcription guidance for on-campus recorded lectures follows the University’s Audio and Video Accessibility guidelines.
  • On-campus recordings of lectures are suggested to fall under the “Requested” priority category, that is automated transcripts where students can request edited transcripts, e.g., for disability reasons.

Evidence-base for lecture recordings

Visiting and guest lecturers

The recording of teaching policy applies equally to external visiting and guest lecturers with the exception of evidencing consent where, because of the different employment situation, they will be required to sign a consent form as they did previously.

Adding Echo360 recordings to Moodle

Each course has an associated Echo360 course where the recordings are stored. In order to access the recordings and link them to Moodle, you must be listed as a teacher on that course. The names of all teaching staff associated with each event are sent from central timetabling to the Echo360 team before the start of term.

To add your Echo360 recordings to your Moodle page, navigate to your Moodle page and:

  • Select “Turn editing on” at the top of the Moodle page
  • Select “Add an activity or resource” in the section you wish to store your lecture recordings. You can use the search function to search for “Echo360”. Select the Echo360 activity to add it to your Moodle.
  • Enter a title in the “Activity name” box such as “Lecture recordings” and select save and display.
  • You may now see one or more courses suggested. If this is the course you want, then select it, otherwise, you can search for the correct one by selecting “Link to a different section”.
  • You can search for your course using the course code (e.g., PSYCH1001). Your course may have multiple sections, for example, if your lecture is delivered multiple times a day, or if multiple course codes are associated with a single class. Select the section you want the recordings from.
  • If you cannot find your course, please contact the Echo360 team via the IT Helpdesk.
  • Having selected your course you will be presented with two options; “Link to Section Home” or “Link to a Classroom”.
    • Link to Section Home will create a repository of all recordings for the entire course. In most cases, this is what you will want as it means that each recording will become available to students without further action.  
    • Link to a Classroom provides a link to a specific date and recording.

Please note that recordings will become available to the lecturer immediately after the end of the session, but will not become available to students until 24 hours after the end of the event. This delay is to allow teaching staff time to check their recordings and make any edits if desired.

Remove recordings

To remove the recordings from Moodle or link to a different section, there are two options “Reset LMS” and “Unlink LMS Course”:

  • Reset LMS removes your association with your Moodle user and your Echo360 user. This should only be used if advised and would only apply if for example, your email address changed
  • Unlink LMS Course is useful if you have accidentally added the wrong course. You will be returned to the selection to add a new course

For more technical guidance on how to use Echo360 for creating, editing, and publishing lecture recordings, please visit How to use Echo360 for lecture recording.