PROV-005: Recording of Class Sessions and Distribution of Course Materials

Date: 08/24/2020 Status: Final
Last Revised:
Policy Type: Executive Vice President & Provost
Oversight Executive: Executive Vice President and Provost
Applies To:

Academic Division.

Reason for Policy:

This policy describes the approval processes for and allowable uses of recorded class sessions, as well as the distribution of course materials.

Definition of Terms in Statement:
  • Non-Recorded Course Materials:

    Course-related educational materials including, but not limited to, lectures, syllabi, lecture notes, exams, problem sets, and presentations.

  • Recording(s):

    An audio/visual documentation of class activity or materials. Recordings can include traditional audio and video recordings and still photography of class lectures, activities, and course material, as well as new communications technologies that provide for streaming and digital transmissions or recording of such instructional content or communications between faculty members and students or students engaged in class activities. Recordings can be student-initiated, faculty-initiated, and University-directed recordings.

Policy Statement:
  1. Recordings of Class Sessions:
    1. Instructor authorization is required for all Recordings.
      1. Students: The University prohibits the recording of class sessions by students, regardless of purpose or modality, unless written permission has been obtained from the instructor, and all students in the class as well as guest speakers have been informed that recording will occur. Instructors may revoke permission at any time, and permission to allow a recording is not a transfer of any copyrights in the recording.

      2. Instructors: The University prohibits the recording of live class sessions, regardless of instructional modality, unless all students and guest speakers who are present have been informed that recording will occur and may be stored in the course LMS. Instructors are encouraged to include a statement in their syllabus indicating the possibility of class recordings. When recording class sessions, instructors should not require student participation as a factor of student grades (exceptions may apply in certain clinical and professional settings). Authorization to record a class session for research purposes is subject to Institutional Review Board (IRB) protocols.

        Authorizations provided to a student to record a class session should only be given when Recordings will be used for the purpose of individual or group study with other students enrolled in the same class during the same term.

    2. Recordings may only be used for certain purposes.
      1. Students: Even when authorized by the instructor, Recordings may only be used for the purpose of individual or group study with other students enrolled in the same class during the same term.

        Recordings may not be reproduced or shared without explicit written permission from the instructor. Furthermore, Recordings may not be exchanged or distributed for commercial purposes, for compensation, or for any other purpose other than study by students enrolled in the same class during the term the recording was made. Improper distribution of such materials by students disrupts the University’s learning environment and is therefore a violation of the Standards of Conduct, which could subject a student to disciplinary action.

        Students must provide a copy of any and all Recordings to the instructor upon request. Students must destroy Recordings at the end of the term in which they are enrolled in the class unless they receive the instructor’s written permission to retain them or are entitled to retain them as an accommodation authorized by the Student Disability Access Center (SDAC).

      2. Instructors: Any Recording(s) that visually or audibly identify students in the class, or contain sufficient context that may result in the identification of a student, may only be reproduced or stored for instructional purposes with students enrolled in the same class during the same term, and may only be stored on University-owned password-protected sites. Furthermore, recordings may not be exchanged or distributed for commercial purposes or compensation. The University may have the right to use and retain copies of such recordings for instructional purposes, such as for accommodations provided through the Student Disability and Access Center (SDAC). The distribution of Recordings for research purposes is subject to Institutional Review Board (IRB) protocols.
  2. Distribution of Course Materials:
    Students may not copy, reproduce, display, or distribute Non-recorded course material(s) to other individuals without explicit written consent of the individual who created the material(s) in question. Students may neither exchange nor distribute any Non-recorded course materials for commercial purposes, for compensation, or for any other purpose other than study by students enrolled in the class during the same term. Improper distribution of such materials by students disrupts the University’s learning environment and is therefore a violation of the Standards of Conduct, and could subject a student to disciplinary action.

  3. Accommodations:
    It is not a violation of this policy for a student determined by the Student Disability Access Center (SDAC) to be entitled to educational accommodations, to exercise any rights protected under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, including needed recording or adaptations of classroom lectures or materials for personal research and study. The restrictions on third-party web and commercial distribution apply in such cases.

Related Information:

PROV-008: Teaching Courses for Academic Credit
STU-002: Rights of Students at the University of Virginia Pursuant to the Family Educational Rights and Privacy Act (FERPA)
Guidelines and Best Practices for Recording and Storing Class Sessions
Records Management at the University of Virginia

Major Category: Executive Vice President & Provost Policies
Next Scheduled Review: 08/24/2023
Approved by, Date: Executive Vice President & Provost, 08/22/2020