Scheduling an automatic lecture recording

Introduction

Re:View (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 scheduling an automatic lecture recording.

For help and support contact the Audio Visual (AV) support team.

How to schedule an automatic lecture recording

The Re:View Scheduler tool allows teaching staff who are correctly listed in SAMIS to schedule lecture capture recordings in any configured GTA (General Teaching Access) space according to events listed in the teaching timetable.

Important: If your single timetabled event is in more than one room at the same time, contact the AV Support Team to manually schedule lecture recordings on your behalf instead of using the scheduler.

To access the scheduler, first ensure you are either on campus, or if off-campus, you’ll need to connect via the University of Bath VPN.

Now enter into your web browser the address https://www.bath.ac.uk/review-scheduler/

You’ll be asked to sign in with your University username and password and then will be presented with the home screen.

You will be presented with a screen similar to this:

The page lists all of the units you are teaching on along with the events in date ascending order.

If you do not see a unit that you are teaching on, then check that you are correctly listed in SAMIS. If not, ask your programme admin team to add you.

You can filter the list by unit codes by entering in a comma-separated list. For example: MN10574, MN30371 will just display those events matching those codes.

To mark events for scheduling, tick the box next to each event or tick the Select All box to select all events.

Once ticked, the events will be marked in yellow.

After reviewing the selection for errors, press Submit and the schedules will be set.

To unset the schedules, untick the events listed. They will again be shown in yellow indicating a change and press Submit to reverse the change:

Note that scheduled events are set to start recording at the start of the timetabled event (usually 15 minutes past the hour) and stop 5 minutes before the end, e.g. if the end time is listed as 16:15 it will actually end at 16:10 – this is important to note as it is to allow for changeovers.

Further important notes:

We have just been advised that Programme Admin teams do not yet have access to add additional staff roles, so we recommend the unit convenor continues to schedule recordings in the meantime.

• If a unit consists of more than one member of staff who has lectures scheduled for automatic recording, ensure that your programme admin team has added all those teaching on the unit to SAMIS.
• 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. 
• Once the recording has been processed, staff are expected to move the recording to the Moodle-linked folder. This ensures that all lecture and pre-recorded content is in a single folder for students to access.

Schedule an ad-hoc or non-timetabled recording

• If the ad-hoc booking is created by Timetabling with a module code – then it will appear in the Scheduler and can be scheduled to record.
• If a module code is not created by Timetabling, then a manual recording system is available on Teaching PCs. Staff can open a browser on the PC and use Panopto Capture to manually start, pause, and stop recordings. Staff can also use Teams or Zoom. There will be a limited choice of camera for any of these methods as some cameras are reserved for Scheduled Lecture Capture recordings.
• Finally, as a last resort, the AV Support Team can schedule a non-timetabled recording in situations where the member of staff does not have access to a Re:View (Panopto) account, e.g. A guest presenter.

Recording manually in GTA spaces without scheduling

A manual recording system will still be available on teaching PCs. Staff can open the Panopto Capture in a browser to manually start, pause, and stop recordings without the need to schedule them in advance. Staff can also use Teams or Zoom. There will be a limited choice of camera for any of these methods as some cameras are reserved for Scheduled Lecture Capture recordings.

Cancelled or rearranged lectures

If a lecture is cancelled or changes times due to unforeseen circumstances, then teaching staff need to untick the box in the scheduler to cancel the recording and click submit. As long as the session is cancelled +2 hours in advance, then the scheduler will adjust correctly.

If you are not available to cancel the recording:

Staff must communicate with Timetabling to remove their event from the timetable. As long as the session is moved +2 hours in advance, then the Scheduler will adjust correctly.

It is possible that a timetabled slot could be recorded without the session taking place – however the indicator lights should be able to show when a room is ‘live’.

If a timetabled session which did not take place has been recorded (for example, the session was cancelled at the last minute due to staff sickness), then staff with Creator access on the relevant Re:View folder should delete the recording from Re:View.

Unable to see a scheduled lecture folder in Re:View

If you are teaching on a unit and cannot see a scheduled lecture folder in Re:View, this could be because :

• The first scheduled recording has not taken place. Scheduled lecture folders are automatically created in Re:View two hours before the first recording for the unit takes place.
• You are not listed on that unit in SAMIS. Ensure that your programme admin team has added all those teaching on the unit to SAMIS.