Use of webcam

When running a virtual class or virtual office hours, considerations should be made as to whether the use of webcam is necessary. 

Please note that to use a webcam, learners require:

• a stable, high-speed internet connection (upload speed) that allows them to participate via webcam without significant delay or disruption 
• a private and quiet physical space that they are comfortable sharing with their instructor and fellow learners

If the use of webcams is necessary for planned learning activities or assessments, this should be mentioned in the course outline and joining instructions; and a reminder should be provided prior to relevant classes.

Recording

Depending on the nature of the virtual session, recording may not be necessary. For example, virtual office hours do not need to be recorded. A virtual session may be recorded if it is required (as per QA's decision) for the purpose of Quality Assurance. 

If a virtual class will be recorded;

• learners must be informed that the class will be recorded before or at the start of the class. A notice to learners should include a notification that:
  • Anything presented and anyone speaking will be captured in the recording.If a learner does not want their voice or likeness captured, they should turn off their camera and microphone. If audio or video participation is a course requirement, this should be noted in the course outline, and curse joining-instruct and discussed if learners have concerns.
  • Sensitive personal information should not be discussed or shown during the recording.
  • learner identification should not be displayed to other students.
  • A chat log, including private messages, is captured as part of the recording.
• If covering sensitive or controversial topics, instructors should consider recording only their lecture portion, or allowing learners to participate anonymously, depending on the activity. (In Zoom, learners can rename themselves. In Google Meet, this is not possible).
• If students will be required to participate during the recording, they should be given the option to use a pseudonym, though they must identify themselves to the instructor. The student may also opt to use only audio options (phone in or camera off) if video participation is not required.

After the session 

Recordings of virtual sessions are not allowed for sharing to learners. Recordings only for the reason of Quality Assurance.

The Training Manager is responsible for the retention and deletion of the recording in accordance with QA record retention schedule. We recommend that the recording is retained no longer than 2 years after the recording is made. 

Notes

• Recordings are subject to the QA policies and guidelines.
• Recordings may only be used for the purpose for which they were obtained or compiled as reflected in the notice of recording.
• Those joining by phone will have their phone numbers masked. This is a default in Zoom and Google Meet meeting setting.

Automated virtual proctoring system 

If after careful consideration, automated virtual proctoring is deemed necessary for assessment, the following are elements of a virtual proctoring systems that require consideration of privacy concerns. 

Student identification

In an automated virtual proctoring system, the identification process is done by students showing an ID card to the webcam. Learners should use their government-issued ID or Passport to identify themselves. Showing only the learner photo and name (all other information on the card should be covered). If a learner is known to the instructor / invigilator, it is acceptable for the learner to write their learner number on a piece of paper and show it to the camera.

Only the instructor and other teaching assistants or invigilating staff should have access to the ID information for the purposes of ID verification and must not use the information for any other purpose. 

Use of webcam 

The use of webcam is required when using a virtual proctoring system, for learners to show their identification and a 360 degree view of surroundings in which they will complete the online exam. While completing the exam, the webcam is pointed toward the student’s face and it captures the student’s front view throughout the exam. 

Recording 

A virtual proctoring system records learners completing the exam. It is important to inform learners in the course outline that the exam cannot be taken without a recording. Therefore, a notice of collection must be provided to learners ahead of the exam and should be posted in a prominent location within the learning management system.