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Concordia University Educational Technology Guidelines for Faculty and Students

(Updated January 2019)

Concordia University Educational Technology Guidelines for Faculty and Students © Concordia University

Concordia embraces the use of new and innovative technologies in education and in its interactions, including those technologies developed by third parties. Educational software or services developed and owned by third parties, including those linked to textbooks, in-class surveys, lecture capture, virtual classrooms, course assignments and quizzes can be invaluable tools for the development and teaching of courses.

The guidelines below aim to balance innovation and people’s right to protect their personal information, their image and their intellectual property. It is therefore important that users of educational technology, whether they are faculty, students or guests, respect the guidelines that follow.

Concordia-approved technologies

The following guidelines pertain to only some educational technologies. Some Concordia-approved (i.e., licensed by Concordia) have already been vetted for privacy concerns and can be used without any additional precautions taken for obtaining consent. For a comprehensive list of technologies that fit into this category, please visit the Centre for Teaching & Learning’s site.

 

1.       Personal Information and Image Rights:

a.    Participants in Concordia activities (including students and guests) may not be obliged to reveal personal information about themselves and others. “Personal information” is information that allows a person to be identified (e.g., name, email address, student number, etc.).

b.    People must consent to the release of their personal information.

c.    Consent to release personal information must be given freely. It may not be mandatory.

d.     When using third party technologies (such as tools, e.g., Zoom, Adobe Connect, etc.; or social media, e.g., Facebook, Instagram, etc.) as part of a course:

i .    Consent – Any external service where student personal information is provided to a third party can only be used if the students concerned have provided consent. Consent should be provided directly by students to the third party by having the students sign up with the external service. This allows students the opportunity to read the privacy policy and the terms of use of the service and to decide if they are comfortable with using the service.

Should a student not be comfortable with an external service’s privacy policy, terms of service or with providing any information to an external party, alternate options, which do not penalize the student and which do not imply the provision of personal information by students, should be made available. If they want to avail themselves of them, students are responsible for discussing these alternate options with their instructors and for working with their instructors to find acceptable solutions.

Student personal information should never be provided directly by an instructor to those external to the University without the prior informed consent of the student.

ii.    Course Outline – instructors should inform students of their intention to use third party technology as part of the course in their course outline. Standard wording is available at the bottom of these Guidelines.

iii.    Filming – students may choose to not have their image recorded if video capture is used as part of the course, this does not include the use of teleconferencing when it is not recorded. Recordings of class activities that contain images of students may only be shared by instructors for the purposes of course delivery and development.     

· If in-person courses are recorded, students must inform their instructor that they do not want to be recorded and their instructor should take reasonable steps to comply. When possible, students who do not wish to be recorded should not sit in the view of the cameras that are recording and should take care to not stand in front of the cameras. It should be noted that it may be impossible to avoid incidental filming of students.

· If video recording is used for virtual classroom or teleconferencing interactions, students may choose whether or not they want to withhold their image from being displayed. Students may not be penalized should they choose not to have their image recorded. In cases where this prevents participation in course activities, alternate means of participation by the student may be required by the instructor.

iv. Pseudo-data – Students may opt to use pseudonyms, email proxies and the University’s VPN service (to protect name, email address and IP address, respectively) when registering and identifying themselves using educational technology. Students are responsible for ensuring that their instructors are informed of their pseudonym and any other relevant pseudo-data prior to using it.

2.       Intellectual Property:

a.       Ownership of intellectual property is governed by the applicable collective agreement, the Policy on Intellectual Property, VPRGS-9, the Policy on Copyright Compliance, SG-2, and the Copyright Guidelines for Instructors, and any applicable laws, including the Copyright Act, RSC 1985, c C-42.

b.       It is the responsibility of anyone presenting work (e.g., images, text, sounds, software) using educational technology to ensure that they respect applicable intellectual property policies and laws, including, but not limited to, the Policy on Intellectual Property, VPRGS-9, the Policy on Copyright Compliance, SG-2, and the Copyright Guidelines for Instructors, and the Copyright Act, RSC 1985, c C-42.

c.       Except as required pursuant to applicable Concordia policies and collective agreements, participants in Concordia activities (including students and guests) may not be obliged to transfer copyright, ownership of intellectual property, or rights to use their own work.

 

3.       Guest Lecturers:

a.    These guidelines apply to guest lecturers as well.                                                 

b.    If a guest lecturer is invited to participate in a classroom lecture that will be recorded, the inviting instructor shall provide a copy of the present Guidelines to the guest lecturer and shall ensure that the guest lecturer signs the “Guest Lecturer Recording Consent and Release Form”. The completed form shall be collected by the course instructor and sent to the Office of the Provost, Innovation in Teaching and Learning for archiving where it will be conserved for 3 years.

 

4.       Retention of and Access to Recordings:

a.       Recordings should only be saved on University approved servers, and should only be accessible to individuals who have a secure access to those servers and who have a legitimate reason to view the recordings.

b.       Recordings of courses or other academic or extracurricular activities should normally only be used for the purposes for which they were intended when they were created. For courses, only instructors are authorized to share links to these recordings and sharing should be limited to academic purposes.  

c.       Usage of services, including the viewing of the recordings by all users (instructors and students) may be tracked by Concordia or by the third party software providers for statistical and administrative purposes. The information gathered is available only to the instructor and authorized personnel.

d.       Concordia may save recordings in accordance with its retention rules.

To report technical issues please contact the IITS Service desk @ ext. 7613 or email help@concordia.ca. Students with questions should refer to their course instructors. For support related to teaching and learning for course instructors please email teaching@concordia.ca. For questions about copyright please contact copyright.questions@concordia.ca.

Standard Wording for Inclusions in Course Outlines

As applicable, please include this wording for the use of third-party software/websites that require personal information (name, email, student number, etc.) in your course outline:

Students are advised that external software and/or websites will be used in the course and students may be asked to submit or consent to the submission of personal information (for example, name and email) to register for an online service. Students are responsible for reading and deciding whether or not to agree to any applicable terms of use. Use of this software and service is voluntary. Students who do not consent to the use the software or service should identify themselves to the course instructor as soon as possible, and in all cases before the DNE deadline, to discuss alternate modes of participation.

As applicable, please include this wording for the use of third-party software/websites for work submission in your course outline:

Students are advised that external software and/or websites will be used in the course and students may be asked to submit or consent to the submission of their work to an online service. Students are responsible for reading and deciding whether or not to agree to any applicable terms of use. Use of this software and service is voluntary. Students who do not consent to the use the software or service should identify themselves to the course instructor as soon as possible to discuss alternate modes of participation that do not require them to give copyright or the right to use their work to a third party.

By using the external software or websites, students agree to provide and share their work and certain personal information (where applicable) with the website/software provider. Students are advised that the University cannot guarantee the protection of intellectual property rights or personal information provided to any website or software company. Intellectual property and personal information held in foreign jurisdictions are subject to the laws of such jurisdictions.

If applicable, please include this wording for the use of third-party technology to record a course in your course outline:

Note that, as a part of this course, some or all of the lectures and/or other activities in this course may be recorded. Recordings will be focused on the instructor and will normally exclude students. It is possible, however, that your participation may be recorded. If you wish to ensure that your image are not recorded, speak to your instructor as soon as possible.

Also, please note that you may not share recordings of your classes and that the instructor will only share class recordings for the purpose of course delivery and development. Any other sharing may be in violation of the law and applicable University policies, and may be subject to penalties.

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