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Web Conferencing FERPA & Privacy

In order to protect student privacy, all online class sessions that are conducted through a web conferencing tool such as Zoom and Google Meet are subject to FERPA and Washington State recording regulations. To avoid potential legal ramifications, we recommend that virtual class meetings should not be recorded unless necessary. 

If a class needs to be recorded, please keep the following guidelines in mind:
  • When recording is initiated during a meeting, all students will receive a recording consent disclaimer and be presented with the option to Continue or Leave Meeting. By continuing with the meeting they are consenting to be recorded. If they don’t wish to consent, they can choose Leave Meeting to exit the meeting. 
    • If a student attempts to join a recorded meeting that’s already in progress, they will be presented with the disclaimer upon entering.
    • In addition to the disclaimer, we recommend verbally discussing this with your students as well.
  • If students don’t wish to be recorded but still need to attend the meeting, they have the option to turn off their camera and mute themselves. They can consider using Chat to communicate.
  • Never share recordings that include personally identifiable student information with anyone outside of the course.
  • If you’d like to share the recording in other courses, ensure students are muted and that their video feeds and the chat window are hidden.
  • (Zoom) The Chat window isn’t shown in local recordings. If recording to the cloud, ensure that the "Save chat messages from the meeting / webinar" option is disabled in your user settings. To access this setting, navigate to the Zoom Web Portal, click “Settings” from the column to the left, then click the “Recording” tab.
  • (Zoom) Meetings that are initiated through the Zoom Meetings tool in a Sakai course, and recorded to the cloud, are FERPA compliant. Cloud recordings within the Zoom Meetings tool are only available to the students enrolled in the course.
  • When sharing recordings with students, remind them that the recordings are for their use only. Although students may need to download recordings for their own use, recordings may not otherwise be copied, distributed, or shared in any way.

Instructor Tips

  • In some cases, you could consider recording an asynchronous video lecture to share with students instead of recording a synchronous class meeting. Lectures can be recorded with screencasting software such as Screencast-O-Matic.
  • Consider Including language in your syllabus about meeting recordings and student privacy. For example: 
    • "Some of our class meetings may be recorded to video and made available to students enrolled in the course. I will not share any recordings outside of the course, and students aren’t allowed to copy, distribute, or share recordings in any way. If you’re in a meeting that’s being recorded you will be presented with a recording disclaimer which states that by continuing with the meeting you are consenting to be recorded. If you don’t wish to be recorded, ensure that you don’t have a profile picture set in your account beforehand, turn off your camera, and mute your microphone. Following these actions will prevent your image and voice from being recorded. You can utilize the Chat feature to communicate with the class.”

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Keywords:recording, class, meeting, remote, virtual, video, call, session   Doc ID:105289
Owner:Misty B.Group:Pacific Lutheran University
Created:2020-08-25 11:08 PSTUpdated:2020-09-02 10:44 PST
Sites:Pacific Lutheran University
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