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• Provide notice to students of the recording in the syllabus and through a verbal announcement at the beginning of each recorded session.
• Ensure storage and access to the recording is secure and limited to students enrolled in the same class by utilizing Canvas.
• Delete the recording within a reasonable time after the class ends to prevent inadvertent disclosure or use.

• Avoid recording students or omit them from your recordings. If the recording includes only the instructor, it is not a student education record and not subject to FERPA. You may do this by editing the recordings to de-identify students (which can include avoiding or removing any mention of the student鈥檚 name, blurring the student鈥檚 image, altering voice recordings, etc.). Recordings can also be planned so that students (such as those asking questions) are not shown in the video or referred to by name, and their voices altered.
• Provide notice to students of the recording in the syllabus and through a verbal announcement at the beginning of each recorded session.
• If you want to move forward with sharing recordings with a third party and student participation included, instructors must collect consent for each enrolled student identifiable in any recordings shared with third parties. Consent must be collected prior to sharing any identifiable information with a third party. Before students provide consent, instructors should educate students on how and where the recording will be shared. If shared on a public platform, students should be informed how recordings may be used and distributed outside of the consented to third-parties.
• Students are not required to provide consent in order to participate in class and should not be negatively impacted by opting out. Students who choose not to provide consent cannot be prevented from participating in class activities.
• Instructors are responsible for updating and removing original content if a student later revokes their consent. If a student wishes to revoke their consent, they should email the Office of the Registrar and their instructor.
• Consider the safety of the TAs and students as recordings are shared on different platforms. Omit the location or setting of the recording and consider waiting some time before posting recordings.听
• If you鈥檙e creating a webpage, consider posting terms and conditions about how commenters may appropriately interact with your content.
• Ensure guest lecturers understand that recordings are protected by FERPA and that this can impact how their interactions with students are recorded or shared.听

We strongly encourage instructors to consider omitting students from recordings. However, if an instructor has discussed sharing recordings with their department chair and considered all ramifications for the participants of recordings, instructors may contact the Office of the Registrar to begin this process.

Follow these steps to send an excel spreadsheet to the Office of the Registrar. Please note that we will send out the DocuSign envelope within 2鈥�3 days of receipt.

1. Go to your "Teaching Tools" tab in MyCUInfo.
2. Select "Go to Faculty Center."
3. Select "Change Term" to select the term for the class.
4. Click the "Class Roster"听button next to your class.
5. There will be a button where you can download your entire class roster information.
6. Click the "Contact Details" tab in the Class Roster.
7. From the "Contact Details" tab, click the spreadsheet icon with a red arrow pointing down. When you download it, you may receive a warning message that the data could be corrupted. Click "Okay."
8. Keep the following columns and delete the others:
   • ID
   • Name
   • Email Address
9. Then create the spreadsheet for our office with these columns included:
   • Column A = Student ID
   • Column B = Student Name
   • Column C = Student email
   • Column D = Faculty Name
   • Column E = Faculty Email
   • Column F = Semester & year of course (ex: Spring 2023)
   • Column G = Subject (ex: ENGL)
   • Column H = Course Number (ex: 1001)
   • Column I = Class Section (ex: 001)
   • Column J = Course Title (Ex: Writing, Reading, Culture)
   • Column K = Purpose of Disclosure (This will be provided by the instructor and should briefly detail how the recordings will be used.)
10. Once completed and saved, send the excel spreadsheet to the Office of the Registrar via Large File Transfer
11. The Office of the Registrar will prepare the envelope in DocuSign and send out the FERPA consent form to each student in the class.
12. You will receive a report of which students have completed the FERPA Consent form every week.
13. The envelope will be available for 30 days and then expire. Students will receive a reminder every five days. After a student completes the FERPA consent form, it will automatically be saved into the student鈥檚 record.