(1) This document sets out Charles Sturt University's policy on the use of and management of CSU Replay and all associated CSU Replay recordings, including capturing, publishing and dissemination of recordings, access administration, as well as retention and quarantine of recordings. (2) The objectives of this Policy are to: (3) This Policy applies to all University Staff and University Students who have access to and use any aspect of CSU Replay in the capture, editing, publication, distribution, and viewing\streaming\downloading of recordings (either in audio and\or video format), including (but not limited to) any the following CSU Replay components: (4) Nothing in this policy permits University students or staff members to be exempt from complying with broader University policies and guidelines. (5) For the purpose of this Policy: (6) DIT, in partnership with DLT is responsible for the management of CSU Replay service. (7) Any misuse, inappropriate content, illegal content and abuse in the capture (recording), editing, publishing and distribution of CSU Replay recordings (echoes: audio and or video) and associated data may have serious implications for the University's reputation. The University expects all those capturing, editing, publishing and distributing recordings on its behalf to do so in a responsible manner. (8) The University and individuals as information providers and users have responsibilities to manage the access to and the security of information, within laws, policies, guidelines and codes of practice. The Executive Director, Division of Information Technology is responsible for promulgating processes to manage the access to and the security of information contained within CSU Replay. (9) The Executive Director, Division of Information Technology delegates daily technical management of CSU Replay to the CSU Replay System Officer. The CSU Replay System Officer has overall responsibility for all aspects of the system administration of CSU Replay in accordance with the CSU Replay System Officer position description and associated policies, procedures and processes. (10) The presenter remains responsible for all content within the recordings published by them into the CSU Replay System. This includes responsibility for ensuring the integrity, accuracy, legal compliance, approving access rights, setting the availability of recordings created or held within their CSU Replay Module/Section. (11) The presenter remains responsible for understanding the context in which recordings are made and ensuring relevant 3rd party policies are adhered to, these include but are not limited to the recording of material from: (12) Each individual is responsible for his or her actions and should not take any action which they know to be outside the law or in breach of University policies, guidelines or codes of conduct. (13) The University Copyright Coordinator is responsible for ensuring that all Copyright policies, procedures and guidelines associated with CSU Replay remain current and are available to all CSU Replay Users. (14) University Heads of School and Executive Directors are responsible for the implementation and monitoring of the Policy within their schools or departments, and for ensuring that those for whom they are responsible, including visitors and contractors, are aware of the CSU Replay policy and associated guidelines. (15) All CSU Replay information and recordings whether stored on CSU Replay Central (EchoSystem Server) or downloaded from the server to an external device remains Charles Sturt University Copyright material. (16) Charles Sturt University owns the Intellectual Property of all CSU Replay recordings and associated information created using any CSU Replay Component in accordance with University Intellectual Property Policy . (17) Each individual using CSU Replay to record, edit or upload (ingest) audio and or video recordings is responsible for ensuring that they read and adhere to all University Copyright policies and guidelines in the capture, edit, upload and distribution of CSU Replay audio and or video recordings. (18) Any individual using CSU Replay to record any material or event is responsible for ensuring that they notify University Staff, Students and the public verbally that they are recording, and are to ensure that they respect each individual's rights to privacy. (19) If an individual requests that their image or voice not be recorded during a lecture or event then CSU Replay is not to be used to record the individual's image or voice. During the capturing of recordings a presenter can pause or stop the recording appropriately to ensure the individual is not recorded. (20) Individuals capturing a CSU Replay recording are responsible for ensuring that CSU Replay Recording Signs are placed at the main entries of rooms and areas in which the recordings are taking place, as well as displayed at the start of the presentation, lecture or event either electronically or on paper. (21) The CSU Replay system automatically publishes recordings to Interact and ITunesU approximately 30 mins following the conclusion of the recorded event. (22) In publishing any recording it is the individual's responsibility to ensure that they adhere to all copyright and privacy policies and guidelines. (23) If a University staff member or student utilising CSU Replay to record any material or event believes a breach of policies or guidelines has occurred they are to contact the DIT service desk or student central immediately requesting the recording be quarantined until further notice. (24) If an individual requests that their image or voice not be recorded during a lecture or event then CSU Replay is not to be used to publish recordings containing the individual's image or voice. (25) Prior to uploading and publishing any CSU Replay Personal Capture or third party recording to CSU Replay it is the presenters responsibility to ensure that they have received consent to publish the recording from any individuals that appear (in either video and or audio) within the recording. (26) The presenter is responsible for setting recordings available and unavailable. Presenters must ensure that in making any recording available that they adhere to all relevant University policies and guidelines. (27) The CSU Replay System allows access to recordings based on University login and password. If a presenter requires further restrictions on who may download or view recordings above that provided by CSU Replay then the recordings should be removed from CSU Replay and made available to the restricted audience via other means i.e. Interact which has the ability to restrict downloading or viewing by cohort, or email which allows delivery of material between individuals. (28) The CSU Replay System Officer is responsible for creating and maintaining processes associated with defining access levels and managing access to CSU Replay. It is the responsibility of all DIT staff whose role entails administering access to CSU Replay to ensure that they adhere to CSU Replay Access Administration policies, procedures and processes. (29) All CSU Replay recordings shall be stored and managed on the CSU Replay system for a period of 12 Months. (30) Following 12 Months the recordings shall be deleted from the CSU Replay system and it is the responsibility of the presenter to ensure any copies of the recording are stored and managed externally to the CSU Replay system. (31) Any University staff member or student may request a recording be quarantined through the IT Service Desk Request or Student Central. (32) A University recording may be quarantined for any of the following reasons: (33) The CSU Replay System Officer is responsible for quarantining CSU Replay recordings. A quarantined CSU Replay recording is to be made unavailable to all individuals excluding the CSU Replay System Officer and the relevant University Head of School and Executive Directors. (34) The CSU Replay system administrator is to immediately notify the relevant University Head of School or Executive Director following quarantining of a recording. (35) The Head of School or Executive Director will determine the appropriate course of action regarding the recording and provide direction to both the presenter and the CSU Replay System Officer. (36) The CSU Replay System Officer may move or copy files between presenter accounts only under direction from the presenter or appropriate Head of School or Executive Director. (37) In the event that a presenter or other person nominated by this policy is unable or unwilling to fulfil their responsibilities under this policy then the appropriate University Head of School or Executive Director shall provide direction to the CSU Replay System Officer regarding the management of the Departments recordings.Records Management Policy - CSU Replay Use and Management
Section 1 - Purpose
Scope
Section 2 - Glossary
Top of Page
Section 3 - Responsibilities
Section 4 - Copyright of CSU Replay Recordings
Section 5 - Intellectual Property of CSU Replay Recordings
Section 6 - CSU Replay Capture of Recordings
Copyright Requirements
Privacy Requirements
Section 7 - CSU Replay Publishing of Recordings
General Requirements
Privacy Requirements
Availability of CSU Replay Recordings
Section 8 - CSU Replay Access
Section 9 - CSU Replay Retention Periods
Section 10 - Quarantine of CSU Replay Recordings
Section 11 - Management of CSU Reply Recordings
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This is not a current document. It has been repealed and is no longer in force.