How to use the University video library
Green video library
Red video library
Footage is displayed in order from those most recently added or edited. You can change this order by clicking on ‘catalogued’ to sort by filename and creation date. Clicking the blue arrow in this box will sort oldest to newest. The library uses infinite scrolling, so you can see all the footage in your search on one screen.
Each video thumbnail has a symbol at the bottom to download individually or add to a selection (‘tick’ symbol). If you click on any thumbnail, it will expand to show a preview of the footage, along with description, consent approval categories, third party information and clickable keywords: you can also download the video here or add it to a selection with the ’tick’ symbol. Use the arrows on either side to show slide-show previews of the next videos in the current selections. Click outside the preview to return to normal view.
Searching for footage: QuickFind
The search box ‘QuickFind’ is at the top-left of the screen. It has a predictive text function based on various pre-set values such as keywords, consent categories and filename.
If you search for multiple words using ‘AND’ you will get more restricted results: so ‘student AND tower’ will only produce results that feature students and the tower, 'library AND landscape’ will search for library shots that are also landscape. If you use a lower case ‘and’ in these searches you will find less restricted, wider results: eg all student images and all tower images.
Searching for footage: Advanced search
You can get more tailored results using the 'Advanced Search’ function. This is next to the ‘QuickFind' box (displayed with a magnifying glass and + symbol). Click this symbol and a more detailed search panel will open. Here you can refine your search by using several drop-down lists in the panel on the left side – including the six GDPR consent categories, resolution, consent, season etc. Simply place and click your cursor into the clear field under each heading to see the drop-down list and remember to click ‘return’ to start your search.
You can download multiple clips. When you select footage with the ‘tick’ symbol, the ‘selected' box at the top will have a numerical value, with the number of clips highlighted. If you click this ‘selected’ box with clips in it you can 'download all’, as a .zip file.
There is consent information listed for each image stored in the University's video library and you must check this when selecting a clip to make sure you know what category consent is given for.
There are six different categories that consent can be given for.
1. University of Glasgow web pages
2. Email and online marketing
3. Social media
4. Printed materials
5. Powerpoint presentations
6. Teaching materials
You can do an advanced search for each consent category on the Video Library.
You must not use footage for a category that is not listed; for example if the video library states consent is approved for Printed materials, PowerPoint presentations, Teaching materials, then you cannot use that particular image on web pages, email and online marketing or social media, as consent has not been approved for those uses.
Third party consent
You can sort through 'third party consent' quickly to see whether footage is suitable to share externally: ‘yes’ mean you can share externally with third parties, whereas ‘no’ means that third party consent has not been approved, so it is suitable for University materials only.
Please note that under GDPR, videos which feature people must not be supplied to any third party organisation unless a data-sharing agreement is in place. For more information, contact firstname.lastname@example.org.
GDPR good practice
- Don’t download footage from the video library and then keep on your computer. It is a requirement of GDPR that personal data is not stored in more places than necessary. This also means that if a person withdraws consent for their video to be used, we can remove their video from the library immediately, and ensures that old videos are not used beyond the approved retention time (three years).
- Think about appropriate use and make sure you don’t use footage of a person in a way they might not expect. If in doubt please contact email@example.com.
- When you are editing a video, don’t automatically re-use existing footage. Go to the video library and check the footage is still on the library and if it is no longer there, then select new footage.
- When you transfer a file that contains footage of a person, rather than use your own email or an external transfer service such as wetransfer.com, you should use the University’s secure transfer system https://transfer.gla.ac.uk
Submit footage for inclusion in the video library
If you have footage of the University that you'd be be happy for us to upload to the library for others to download, please fill out the following video library metadata form and send us your footage to firstname.lastname@example.org via https://transfer.gla.ac.uk. If your footage contains people, please send us pdf copies of the relevant consent forms.
Advice and help
If you need help, please contact email@example.com.