Manual of Policies and Procedures

C/6.4 Use of QUT digital media for learning and teaching

Contact Officer

Pro Vice-Chancellor, Digital Learning

Approval Date

28/07/2021

Approval Authority

University Academic Board

Date of Next Review

01/08/2024

6.4.1 Purpose
6.4.2 Application
6.4.3 Roles and responsibilities
6.4.4 Storage, distribution, availability and conditions of use
6.4.5 Recording of lectures and other learning activities
6.4.6 Permissions for recording
6.4.7 Recording by students
6.4.8 Copyright and intellectual property
6.4.9 Definitions
Related Documents
Modification History

6.4.1 Purpose

QUT creates and deploys a range of digital media to contribute to quality learning experiences and learner success. This policy sets out the responsibilities and requirements for the effective management, access to and distribution of digital media for learning and teaching.

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6.4.2 Application

This policy applies to digital media created by QUT for use in learning and teaching including:

  • educational digital media resources
  • recordings of face-to-face or live-streamed lectures
  • recordings of other face-to-face or live-streamed learning activities

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6.4.3 Roles and responsibilities

Position
Responsibility

Pro Vice-Chancellor, Digital Learning

  • approves protocol for use of digital media for learning and teaching

Chief Information Officer

  • maintains recording, storage, and distribution technologies for digital media available at QUT

Head of School

  • approves exemptions for recording of lectures (e.g. sensitive material)

Unit Coordinator

  • ensures QUT technologies are used for the storage and distribution of QUT created digital media for learning and teaching
  • ensures all lectures are recorded
  • considers the appropriateness of recording of core information in other facilitated learning activities

Academic Teaching staff

  • record all lectures
  • record other facilitated learning activities where appropriate.
  • utilise QUT technologies for the storage and distribution of QUT created digital media for learning and teaching
  • adhere to copyright, intellectual property and privacy requirements when creating and recording media
  • approve a student request to record a learning activity they are faciliating

Students

  • request permission to record lectures and other learning activities.

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6.4.4 Storage, distribution, availability and conditions of use

QUT provides storage and distribution technologies to support this policy. These enterprise technologies should be used for the storage, distribution and retention of digital media created by QUT for use in learning and teaching, as they are designed to cater for privacy, copyright, information security, recordkeeping and other requirements.

Digital media resources must only be used and distributed for the purposes for which they were made and students should be advised of their availability and conditions of use.

The Open Educational Resources policy (C/7.2) provides for the broader distribution of QUT’s education content as Open Educational Resources (OERs).

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6.4.5 Recording of lectures and other learning activities

The University mandates that all lectures are recorded for the purpose of enhancing the student learning experience by providing:

  • convenient review and revision of unit material
  • improved flexibility and access to learning resources to cater to diverse student needs.

Where the student learning experience would be enhanced in the terms above, recording should also be considered for the presentation of core information within workshops, tutorials and other facilitated learning activities that occur as part of the unit of study.

For students with a disability, recordings may be provided as part of alternative teaching practices under the Disability services policy (A/8.6).

Recording of lectures and other learning activities should be undertaken according to Lecture recording and copyright guidelines.

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6.4.6 Permissions for recording

The necessary permissions must be obtained before QUT records a lecture or information delivered by a person not employed by QUT, ensuring a record of the permission is retained.

The University obtains the permission of students to record their image or voice at the point of enrolment at QUT through their acceptance of the relevant terms and conditions. Student privacy at QUT (QUT staff and student access only) provides further information about the collection of student personal information

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6.4.7 Recording by students

Where the recording of lectures or other learning activities is not provided by the faculty, students may request permission to record where this will not result in a significant disruption to the other students or the teaching space.

A request to record a lecture or other learning activities should be made to the academic teaching staff facilitating the learning before recording starts and should describe the type of recording (i.e. audio, video) and where it will be stored. Any reasonable request from a student should not be refused.

The student must undertake:

  • to use the recording solely for the personal purpose of studying or revising the material for the unit
  • not to provide the recorded material to any other persons, unless with the prior consent of the lecturer, and
  • to destroy the recorded material at the completion of study for that unit
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6.4.8 Copyright and intellectual property

QUT created digital media resources must adhere to copyright, intellectual property and privacy requirements.

Copyright in the digital media recordings created by QUT staff for learning and teaching resides with the University and will be managed according to QUT's Intellectual property policy (D/3.1). This applies to recordings of QUT lectures and other learning activities, whether recorded by QUT staff or by a student.

Copyright permissions that apply to face-to-face or live-streamed lectures and other learning activities may change when the session is recorded.  Copyright should be managed according to the Lecture recording and copyright guidelines.

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6.4.9 Definitions

Educational digital media resources are materials utilised in physical and virtual learning environments to support quality learning experiences and learner success. These materials consist of a wide variety of digitally formatted resources including audio, video, graphics, images or photos which may also include interactive components.

Lectures are typically instructive, oral presentations delivered by teaching staff or a guest lecturer. These lectures are related to the themes or concepts of the unit and may include guided interaction. Those delivered on-campus are recorded and available afterwards for download or online viewing (Unit and module protocol).

Facilitated learning activities engage learners with academics and other experts who guide and support learning. These activities may involve synchronous or asynchronous learning, on-campus or online learning, and can include combinations of didactic, active and/or collaborative learning (Unit and module protocol).

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Related Documents

MOPP A/8.6 Disability

MOPP C/7.2 Open Educational Resources

MOPP D/3.1 Intellectual property

MOPP E/2.1 Student Code of Conduct

MOPP F/1.8 Library resources and borrowing conditions

MOPP F/1.11 Acceptable use of information and communications technology resources

MOPP F/3.2 Social Media

MOPP F/5.1 Copyright

QUT Copyright Guide (QUT staff access only)

MOPP F/6.1 Records Management

MOPP F/6.2 Information privacy

Information Privacy Act 2009 (Qld)

Digital Media Protocol (under development)

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Modification History

Date

Sections

Source

Details

26.07.21 All University Academic Board Policy revised including a change of title to incorporate inclusion of a broader focus on QUT digital media for learning and teaching
21.07.17 All University Academic Board Revised and simplified policy
19.07.13 All University Academic Board Revised policy to clarify mandatory recording of classes - effective 01.01.14
22.03.13 All University Academic Board Policy revised to incorporate inclusion of a broader definition of types of classroom activities

27.07.12

All

University Academic Board

Periodic review to include privacy provision

27.03.09

All

University Academic Board

Periodic review – no change required

14.11.08

All

University Academic Board

Policy renumbered to C/6.4 (formerly C/7.11)

12.10.07

All

University Academic Board

New policy (endorsed by Teaching and Learning Committee 24.07.07)

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