From Michael Dennin regarding the Privacy Consideration

    Use this Step-by-Step Zoom configuration page

    Dear Faculty,

    As we prepare for remote instruction for Spring quarter and you spend more time with UCI’s learning management system (LMS), with Canvas and with Zoom, I write to offer the following:

    We have prepared this script for you to announce at the beginning of class meetings:

    “This [class meeting/discussion group/etc.] is being conducted over Zoom. As the instructor, I will be recording this session. I have disabled the recording feature for others so that no one else will be able to record this session. I will be posting this session to the course’s website at [LMS/Canvas location]. If you have privacy concerns and do not wish to appear in the recording, you may turn video off (click “stop video”) so that Zoom does not record you. If, when you disable live video, you also want to use a profile image (other than a picture of you) instead of your name, please let me know which image you will be using so that I know who you are during the session. If you would like to ask a question, you may do so privately through the Zoom chat by addressing your chat question to me only (and not to “everyone”), or you may contact me by another private method. If you have questions or concerns about this, please contact me.”

    You can protect the privacy of your students and enable students with disabilities to absorb each session by taking the following steps:

    1. Record your sessions in Zoom (after modifying your settings as described below), record the session locally, and upload the recording into YuJa for embedded distribution with YuJa Media Chooser. This will: (i) make it very difficult for someone to grab the link and share/download the session and (ii) allow you to modify the settings in your Zoom profile settings.
    2. Modify settings as follows in your Zoom profile:

      Settings/meeting: turn OFF “auto saving chats”

      Settings/meeting: turn ON “allow host to type closed captions or assign a participant/third party device to add closed captions”

      Settings/recording: turn OFF “local recording: allow hosts and participants to record the meeting to a local file”

      Settings/recording: turn ON “cloud recording: allow hosts to record and save the meeting in the cloud”

    3. I encourage you to provide your remote instruction via UCI’s LMS/Canvas. Although it is not perfect (and we are working to improve it), it provides you with the best protection related to copyright issues in two ways: (a) you have more protection from claims that you have infringed someone else’s copyrights when you use another’s work in your materials if your course is delivered via LMS/Canvas, and (b) the technology of LMS/Canvas makes it more difficult for anyone to copy and distribute your materials.

    Thank you for all you are doing for our students so that they can continue their academic progress,

    Michael Dennin

    Professor of Physics and Astronomy

    Vice Provost of Teaching and Learning and

    Dean, Division of Undergraduate Education

     

 

Mike Dennin's March 19 dear colleague email

Dear Colleagues,

RE: Privacy Guidance for Remote Teaching Operations

When teaching remotely, it is important for faculty to respect and
protect the privacy rights of the students. There are a few simple steps
that will help ensure this is accomplished:

The two main categories to consider are the remote delivery of the
course and remote proctoring of assessments. The following is an initial
list of issues to consider. For the full list of privacy practices,
please go here [1].

Remote class and content delivery:

*

Instructors and staff should use only platform(s) selected, vetted and
approved by the University. In addition to standard Canvas tools, Zoom
and Yuja, a list of approved tools can be found here [2]. Utilizing
Canvas as the main platform provides a secure starting point for sharing
files with students and ensuring only authorized people have access to
course materials, either your own or student generated ones.
*

Recordings should be stored only on University-approved services (e.g.,
in the UCI Yuja or Zoom cloud storage, not in one's personal Google
account or anywhere else).
*

Before recording begins, individuals should be informed that the session
will be recorded.
*

Instructors are encouraged to provide other means of participation for
students who do not want to be recorded (e.g., participating in Zoom
without video, submitting questions and comments through the chat
function).

Remote Exam proctoring:

*

Respondus, Examity and ProctorU are the approved products in use at UCI.
Instructors should not use any other products to proctor exams.
*

These products monitor individual students and behaviors using video and
video analysis during a remote exam to preserve its integrity. Before
using this software, instructors should notify students that they will
be recorded. Use this language: “This program uses video recording or
other personal information capture for the purpose of facilitating the
course and/or test environment. Pursuant to the terms of the agreement
with UCI, the data is used solely for this purpose and any vendor is
prohibited from redisclosing this information. UCI also does not use the
data for any other purpose. Students who wish to opt-out need to contact
the Vice Provost for Teaching and Learning at 949 824 3291.””
*

Instructors are encouraged to contact the Division of Teaching
Excellence and Innovation [3] and the Academic Integrity Office [4] to
discuss privacy-protective alternatives.

Michael Dennin

Vice Provost for Teaching and Learning

Dean, Division of Undergraduate Education

Thea L. Bullock

Campus Privacy Official