Recording and Viewing Virtual Meetings and Classes: Q&A

All staff, faculty and students are licensed to use Microsoft Teams and Stream. When recordings are initiated in Microsoft Teams, there can only be one active recording of a virtual meeting or class. It can be initiated by the meeting organizer or any meeting participant with the “presenter” role. In circumstances in which there are participants with recording as an accommodation, the Microsoft Teams recording should be initiated by the faculty or meeting organizer for privacy and access purposes.

When the recording is stopped or the virtual meeting or class ends, the recording will be processed by the system and made available in Microsoft Stream for viewing and distribution as required.

Recordings will also be accessible from the chat window within the Microsoft Teams virtual meeting or class.

By default, the recording will only be accessible by the meeting organizer and any invited participant who joined the meeting for any amount of time. Sharing the recording with additional staff, faculty or students is accomplished from Microsoft Stream by the meeting organizer or the meeting participant who initiated the recording.

Recordings cannot be made available from Microsoft Stream for those external to the College community.

A Recording will not automatically expire. It will remain indefinitely unless the meeting organizer or the meeting participant who initiated the recording choose to delete it. As per copyright requirements, access to recorded lessons must be removed within 30 days of students enrolled in the course receiving their final  evaluation.

When a Recording is initiated, a pop-up indicator appears on the screen of every meeting participant. This can also provide a link to the organization’s privacy policy.

If a participant joins a meeting where a recording has already been initiated, there will be a text banner announcement regarding the recording.

A final method of disclosure is that when a virtual meeting or class is being recorded, a red button appears at the top left corner of the screen.

Participants can disconnect if they do not want to participate in a recorded virtual meeting or class. If a participant elects to opt-out, they can engage with their manager or faculty regarding alternate options for them to participate.