Knowledgebase: Microsoft Teams
Guidelines for Privacy of Online Meeting Recordings
Updated: 18 September 2020 09:56 AM

We are actively consulting with the University on making improvements to these guidelines, and are subject to change.

The meeting organizers or presenters have the ability to record audio and video in meetings hosted in Microsoft Teams, Zoom or other synchronous web collaboration service. You may have received notification in an online meeting that it is being recorded.

Consent

  • When students are being recorded during an online meeting, the Freedom of Information and Protection of Privacy act (FIPPA) requires that we provide notice that we are collecting their personal information.
  • Microsoft Teams provides notice of recording at the top of the screen. We also recommend you verbally notify students that recording has started or stopped.
  • Notice is also included in Canvas course templates and should be included in any online or hybrid courses.
  • Synchronous (real-time) online meetings and other activities in courses may be recorded for the purpose of making them available for later access (asynchronous) as a part of remote or hybrid learning to aid student learning.
  • Any recordings of synchronous online meetings will only be made available to students in the course and will not be shared outside of the course. 

Students making Recordings or Screenshots

  • Students are not permitted to record any online meeting without explicit consent of all those present.
  • Students are currently not enabled for recording Teams meetings
  • If students take screenshots for notetaking purposes, they should not be shared without consent.

Employees

  • Explicit consent of employees is not required, but it is best practice to ensure all attendees are aware that you intend to record an online meeting and for what purpose. You may announce your intention to record prior to the online meeting, in the meeting invitation, or immediately after the meeting has begun.
  • If a student attends an online meeting, the requirements of FIPPA are applicable to that meeting, whether it is for academic or non-academic purposes.

Privacy

  • Online meeting recordings are considered confidential and only to be used or distributed to the attendees of a specific meeting occurrence, unless otherwise stated.
  • If you do not want your audio or video to be recorded during the online meeting, you may keep your microphone on mute and/or your video turned off. If you are a student and have concerns about how this may affect your participation in a course, discuss alternative means of participating with your instructor, such as using a discussion or chat. 
  • Faculty should not require students to turn on their video. Students need to consider not only their own privacy, but the privacy of those in their household who can inadvertently appear on camera. Participants may consider using the background blur feature in Teams or turning on their cameras only when speaking.
  • Chat contents are not recorded in Microsoft Teams meeting recording. Chat history is persistent in the Teams application. Any recordings of course activities should not be shared outside of course publicly, on social media, on the internet, or used in other courses.

Copyright

  • Online meeting recordings may include intellectual property either of faculty members or students, or contain proprietary or confidential institutional information.
  • Your instructor owns the content they create. Lectures and course materials, including PowerPoint presentations, video demos, outlines, and similar materials, are examples of faculty intellectual property.
  • Students own the copyright to their original works and images of their creative production.
  • The institution reserves all rights to confidential institutional information.
  • You may not reproduce, distribute or display (post/upload) lecture notes or online meeting recordings or course materials in any other platforms without documented consent of the copyright holders.

Retention

  • Online meeting recordings made by Teams are retained by Stream until the recording owner deletes it.
  • Online meeting recordings containing the personal information of a student (e.g., name, image) must be retained for a minimum of one year after use in accordance with FIPPA s. 40 (1).

Exceptions

  • Explicit, documented consent is required where teleconferencing or video conferencing is used to facilitate student advising or other kinds of medical or counselling activities. Documentation can include a purpose created form, an email reply, or even in-video oral consent. 

Relevant Policy

Acknowledgements

  • This information has been derived from and informed by Queen’s University Privacy Policy for Recordings https://www.queensu.ca/accessandprivacy/faqs (with permission) and contributions from the Faculty Curriculum Development Centre and the Office of the Registrar.