Governance

Policies and procedures

Policy No.
UP10/9
Function
Teaching And Learning
Authoring Organisational Unit
Centre for Education Futures
Date Approved
28/09/2010 Revised 21/11/2018
Next Review Date
01/09/2020
Approving Body
Academic Council

The University of Western Australia

Save this template to the preferred folder on your network drive.

Note: You must save the template each time you want to write a policy to ensure that you are using the most recent version of the template.

You can use the show/hide button on your toolbar (this looks like a paragraph mark) to hide or show instructions in the template.  If clicking on this button does not work, please go to Tools - Options - View - and un-tick “hidden text” before trying again.

Note: Please do not type or paste over instructions.

(A comprehensive set of instructions is also provided on the Template and Instructions page of the University Policies website.)

To include text in the template, except in the Definitions section, place your cursor at the end of the relevant section heading provided or at the end of the relevant instructions and press “Enter” before beginning to type or pasting in text.  To include text in the definitions section place your cursor immediately under the heading before beginning to type.

Note: If you are pasting in text you must save it as plain text first so that you do not import any additional styles into the policy document.

Formatting styles are embedded in this template and can be found in a drop-down menu on your toolbar.  Note: Please do not add to or alter the styles.  It is recommended that styles be applied once text is finalised.  Apply a style by highlighting the text and clicking on the appropriate style from the drop-down list.

If you require a numbered heading style within the policy text, please use Heading 4 from the drop-down styles list.  This will automatically apply a number to the heading and each time you use the Heading 4 style the next sequential number will be applied automatically.

Styles 1.1 (Style 1), 1.1.1 (Style 2), and 1.1.1.1 (Style 3) are available for the body of the text.  To reduce complexity, it is recommended that numbering below the level of 1.1.1.1 be avoided.  Bullet points can be used for lists if required.  The list bullet style is available from the styles drop-down list.

Note: If you press “Enter” after a heading provided in the template or after a set of instructions the Normal, Policy style will automatically be applied.

Note: Please do not use tabs in your document.

University Policy on: Lecture Capture

Overtype “Policy Name” with the name of the policy.  This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

Recording educational activities and developing multi-media learning resources is an important part of the University’s vision to enhance the quality of the student experience. The University's Lecture Capture System (LCS) is designed to enhance the institution's commitment to flexible modes of learning and teaching. The educational benefits to capturing lectures include:

· flexible learning – providing flexibility to students to access learning materials anytime and anywhere at the learners’ own pace

· multi-mode learning – providing learning materials in multiple formats to suit individual learning preferences

· deep learning – providing learners with the opportunity to contextualise and evaluate learning materials over time

· reflective learning – providing students with the opportunity to review and reflect on the specific aspects of the taught content

· accessibility – particularly useful for students with a range of special educational needs or students whose first language is not English

· pedagogical innovation – providing opportunities to explore and experiment new pedagogic approaches as well as the development of blended learning approaches

This policy sets out the conditions and requirements associated with the recording of lectures at all of the University campuses.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses.  This section is designed to stand alone.  The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for.  It must not be longer than 200 words.

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters.  It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.

Definitions:

the University means The University of Western Australia

record(ing)means audio and/or visual recording of teaching using University-approved technologies unless a different type of recording is specifically identified

lecture means a teaching activity where the primary focus is on the lecturer’s presentation, explanation and analysis of key academic content

Place your cursor immediately under the definitions heading to get the definitions style.

Policy statement:

1.1 The University is committed to making teaching resources available to all students.

1.2 Lecture recording serves as a learning object to supplement and enhance the student learning experience, and not as a replacement for student contact hours or as a means of evaluating teaching.

1.3 All lectures in recording-enabled teaching spaces at all of the University campuses are recorded and all lecture recordings for the teaching period of a unit are continuously available and downloadable through the University’s Learning Management System (LMS) for students enrolled in the unit, until the end of the Supplementary and Deferred Examinations period for that particular unit.

1.3.1 Teaching staff may request an opt-out of recording lecture(s) in a unit under one or more of the following exceptional grounds with approval of the Pro Vice-Chancellor (Education) (PVEC) on the specific recommendation of the appropriate Associate Dean (Learning and Teaching) and/or the Pro Vice-Chancellor (Indigenous Education), where relevant:

a) ethical and/or security related issues;

b) the use of commercially sensitive material;

c) the use of third-party copyright teaching material;

d) culturally sensitive content.

1.3.2 The University is committed to creating a teaching environment which respects Aboriginal wisdom, and celebrates the pursuit of Indigenous knowledge. Lectures including Indigenous content must, in the first instance, be delivered in ways that maximises lecture capture. Where such a delivery is not achievable, exemption requests to opt-out from lecture capture based on Indigenous cultural reasons must be submitted to the PVCE who considers the request in consultation with the Pro Vice-Chancellor (Indigenous Education).

1.3.3 An application for exception referred to in 1.3.1 and 1.3.2 must be made, in accordance with the procedures set out in Schedule A, to the appropriate faculty Associate Dean (Learning and Teaching) and/or the Pro Vice-Chancellor (Indigenous Education), where relevant, well in advance of the commencement of the teaching period of the unit.

1.3.4 Where a request for a lecture to be exempted from the application of this policy has been granted, students are informed via the LMS with sufficient notification prior to the exempted session (normally prior to the start of the whole teaching period), and provided with the rationale for the decision and an indication of the alternative learning support materials that are provided.

1.4 Intellectual property rights in the content of classroom learning and teaching activity belong to the University or to a relevant third party and unless separate contract terms apply, the University owns the copyright in recordings made by its employees in the course of their employment.

1.5 Students are not permitted to:

a) pass any lecture recordings to any other person by any means.

b) publish, distribute, broadcast or sell any lecture recordings in any form (this includes, but is not limited to, the internet and hard copy publication).

1.5.1 Student behaviour in the forms referred to in 1.5 is a breach of the University’s copyrights and constitutes misconduct in accordance with Statute 17: Student Discipline and the Regulations for student conduct and discipline.

1.6 The University retains the right to withdraw a lecture recording at any time if concern is raised due to potential infringement of copyright, data protection or public exposure of commercially sensitive information.

Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy.  It must be written in clear, precise and direct language.  Short sentences are preferable.  Any specialist words or acronyms must be defined at the beginning of the statement.  (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text.  The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures.  Note: Administrative procedures can be approved by the relevant Director.

Related forms: (Link)

Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made.  Forms must reflect policy and must not be used to create policy.

Policy No:

UP10/9

This is the TRIM record number.  Note: This is not the TRIM file number.  If this is a new policy, apply for the policy number (contact rorett@admin.uwa.edu.au) after the policy has been approved by the relevant position or body and before it is submitted for storing in TRIM.

Approving body or position:

Academic Council

Include the name of the body or position with responsibility for approving the policy.  This must be one of the following:

Senate

Academic Board/Council

Vice-Chancellor

Senior Deputy Vice-Chancellor

Deputy Vice-Chancellor (Education)

Deputy Vice-Chancellor (Research and Innovation)

Registrar and Executive Director (Academic Services) Executive Director (Finance and Resources)

Date original policy approved:

28 September 2010

Insert date of approval of original policy.  If this information cannot readily be ascertained insert “as per file”.

Date this version of policy approved:

20 February 2013

Academic Board - 20 September 2017

Academic Board – 21 November 2018

When the policy document has been approved by the relevant body or position insert date of approval.

Date policy to be reviewed:

September 2020

If the proposing body has not determined a date for review of the policy, a default date of ten years from the date of the latest revision approval will apply.  Enter the appropriate date.

Date this version of procedures approved:

20 February 2013

21 November 2018If the document contains procedures, include the date that these were last updated.  Procedures are approved by the relevant Director.

TRIM File No:

F33711

Insert the appropriate TRIM file number.  All policies must have a TRIM file for storing information relating to policy development and other related information.  Note this is not the policy number.  Apply for a TRIM file number at http:/intranet.uwa.edu.au/page/38742

Contact position:

Academic Secretary

Related Policies or legislation:

University Policy on Central Timetabling

Statute 17: Student Discipline

Regulations for student conduct and discipline

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s).  If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

Make an enquiry to Archives and Records.

Seek help from staff in the relevant section.

If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s).

Switch off the instructions by clicking the hide/show button on your toolbar.

Check the content of the document for clarity and accuracy.

Submit the document to the relevant position or body for approval.

When the document is approved -

if the policy does not already have a University Policy number, apply for one by completing the form at http://intranet.uwa.edu.au/archives/new_university_policy_number (Control and click to follow the link.)

include the University Policy number in the relevant table box in the template; and

complete the relevant approval date and any other table boxes at the end of the template that have not yet been completed.

Save the document in Filtered HTML format to a convenient location on your network drive (Go to File – Save As and select Web Page, Filtered from the drop-down list under the filename box.)

Apply the style-checker as follows:

Go to the following URL http://www.admin.uwa.edu.au/policytidy (Control and click to follow the link.)

Browse to find the policy document you have saved in Filtered HTML.

Hit “Submit” to bring up the preview of the converted document.

Check for errata and mis-processed characters.

Once the document is correct, click on “Download Document” to download the document to the preferred folder on your network drive.

Appropriate Director emails (rorett@admin.uwa.edu.au) the policy to University Records for storing in TRIM and publishing on the University Policies website.