Introduction
Panopto can be used in GTA (General Teaching Area) rooms to capture lectures and other classroom activities. The University of Bath offers an opt-in teaching capture policy. Teaching staff can schedule automatic recordings using the scheduling tool.
This article outlines the process for moving, editing, and sharing recording permissions after a recording has taken place.
Sharing the saved recording with a cohort of students
Staff are expected to save the recording to the Moodle-linked folder in line with the workflow used since September 2021. Recordings will be visible alongside all other recordings made for the unit. For this there are three common workflows, depending on which folder you have scheduled the recording to be saved to.
- If the scheduled lecture recording is saved to the Moodle-linked folder for your unit, there is no need to take any further action.
- If the scheduled lecture recording is saved to a Scheduled Lecture folder, then move it to the Moodle-linked folder for your unit.
- If the scheduled lecture recording is saved to My Folder, then move it to the Moodle-linked folder for your unit.
Scheduled lecture recordings will automatically be made available 24 hours after the recording took place.
Move a recording from a Scheduled Lecture Folder to a Moodle-linked Folder
Note: Folders and groups are created in the system 2 hours before the first recording for a unit is set. Therefore it is suggested to add other teaching staff to the folder once the first lecture has been recorded for the unit.
If a unit consists of more than one member of staff who has requested automatically scheduled recordings, ensure that your programme admin team has added all those teaching on the unit to the SAMIS Roles Admin tool so that they have the correct permission on the Scheduled Lecture folder in Panopto.
How to move a scheduled recording to a Moodle-linked folder video guide
Note: The video below demonstrates how to move a scheduled lecture recording to a Moodle-linked folder.
Move scheduled lecture recordings to a Moodle-linked folder
How to move a scheduled recording to a Moodle-linked folder step-by-step instructions
Scheduled lecture recordings are automatically saved in Panopto within a top-level folder named #Scheduled-Lectures_Y2324
- Log into Panopto
- Click on Browse on the left-hand side
- Click on All Folders or My Folders
- Click on #Scheduled-Lectures_Y2324
- Click on the relevant unit folder which will be named in the following format: [AcademicYear]-[UnitCode] e.g. Y2324-ABC123
- Alternatively, use the search box to search for the name of the folder from your available folders.
- Note: At this stage if you cannot see the Scheduled Lecture Folder, ensure that your programme admin team has added you to the unit on the SAMIS Roles Admin tool so that you have the correct permissions.
Anyone with Creator access can then move the recording to the Moodle-linked folder.
Hover over the recording (or multiple recordings) in the top left-hand corner and a tick-box will appear. Click to tick it.
A move icon will appear – click the move icon.
Type in the name of the Moodle folder you wish to move the recording to – this will have the same name as your Moodle page. Ensure that the folder has Moodle AY2324 after the folder name for the current academic year.
Or alternatively use the drop-down menu to navigate to the folder within the #Moodle > Moodle AY2324 folder structure.
Click move.
Once the recording has been moved, a green tick will appear before the name of the recording. Click on the name of the folder to view it in its new location.
The recording will move from the scheduled lecture folder to the Moodle-linked folder.
The recording will automatically be released to students for viewing after 24 hours. The availability is set at the recording level, not folder level. Therefore the recording will be released after 24 hours regardless of which folder the recording is moved to in Panopto. This allows those staff with creator permissions on the folder/recording to perform any editing that is needed.
If staff wish to release the recording sooner than 24 hours then they can change the availability in the video settings by changing the Session becomes available date to a date that has passed.
It will also be visible in the Panopto block in the Block Drawer on the right-hand side of the Moodle page along with other non-scheduled recordings.
For further visibility for students, you can link and/or embed the recording into your Moodle page using a page or label.
Releasing the recording to students before 24 hour automatic release
The recording will automatically be released to students for viewing after 24 hours. The availability is set at the recording level, not folder level. Therefore the recording will be released after 24 hours regardless of which folder the recording is moved to in Panopto. This allows those staff with creator permissions on the folder/recording to perform any editing that is needed.
If staff wish to release the recording sooner than 24 hours then they can change the availability in the video settings.
Move the recording to the Moodle-linked folder.
Navigate to your chosen recording and click the Settings cog.
Choose Overview and scroll down to where it says Availability.
Turn on and off the availability and choose appropriate times for your recording to be available.
If staff wish to release the recording sooner than 24 hours then they can change the availability in the video settings by changing the Session becomes available date to a date that has passed.
Editing the recording
Those with creator permissions on the folder the recording is saved in can edit the recording.
Those with viewer permissions will be able to watch the recording only.
Further guidance about how to edit recordings in Panopto can be found here.
Can’t find your recording in the folder/on the Panopto platform
First ensure that your programme admin team has added you to the unit to the SAMIS Roles Admin tool.
If they have done this, contact the IT/AV Service Desk for further support.
Renaming the recording folder and individual recordings
Do not rename any automatically generated folders in Panopto.
Users can rename individual recordings so that they become easily identifiable to other users.
Scheduled lecture recordings are automatically given the standard naming convention.
For example for the 2023-2024 academic year:
Yxxxx-ABC12345/23456-(Lec/Sem)-week(weekno)
Y2324-ABC12345-Lecb-week15
Which could be renamed to a naming convention such as:
AcademicYear-UnitCode-Topic-WeekNumber
Y2324-ABC123456-Introduction to Exercise Science-Week1
Making scheduled lecture recordings available only to a subset of students (e.g. those with Disability Action Plans)
To make recordings available only to a subset of students, for example students with Disability Action Plans, you should create a restricted folder in the Moodle-linked folder for the unit. Then move relevant recordings to the restricted folder.
First navigate to the Moodle-linked folder for the unit and click on +Add folder.
Type in a suitable name for the folder, such as the unit code and the words Restricted Videos. Press return.
Click on the sub-folder you have just created.
Then click on the Share icon.
Click Change.
Click Stop Inheriting.
Remove the viewer group by clicking the x next to Viewer.
Type in the name of the student(s) you wish to share the recording with. Ensure the permission is set to Viewer.
Click on their name to select them. Then disable the Send an email to notify people option.
Click Save.
Their name(s) will appear in the permissions list. The cohort will not have permission to view any recordings in this folder.
Finally, move the recording to the restricted folder that you have just created to the restricted sub-folder instead of the parent Moodle-linked folder for the unit.
Sharing recordings with multiple cohorts
It is possible to share a folder of recordings with multiple cohorts. You may need to do this if you are teaching on a shared unit that uses more than one Moodle space.
Move the recording to a Moodle-linked folder for one of the units. Then share either the individual recording(s) or entire folder with the cohort using the sharing option.
To share the entire Moodle-linked folder with other cohorts, click on the Share icon in the top-right-hand corner.
To share a recording(s) with other cohorts, hover over the video thumbnail and tick the checkbox that appears.
Click on the Share icon.
Search for the Moodle page name within the sharing options. The cohort group will appear in the permissions list with ::Viewer after the name.
Add the group, disable Send an email to notify people, and save changes.
If a shared sub-folder instead of a parent Moodle-linked folder is used, the recording will NOT display in the Panopto block on the Moodle page. For increased visibility, link and/or embed the recording within the relevant topic on your Moodle page.
If you need to share recordings or a folder with those teaching on the unit, then instead of sharing with the ::Viewer group, you can share with the ::Creator group. This will share the recordings or folder with those listed as a Teacher on the corresponding Moodle page.
Recording retention information
Retention information is set out in the Digital Teaching Capture policy.
Scheduled recordings are specifically for the unit that the students are studying on (the timetabled event and associated module of study):
All data captured through the University recording service will normally be retained for a period of 2 years following the end of the academic year in which it was recorded, in accordance with Ordinance 22.4.
Recordings are available if they:
chose to share recordings of their teaching activities with students who are not registered on their unit but are studying the same or a related course of study or module or segment