The purpose of this guidance document is to provide a framework which ensures that the privacy of participants is protected when virtual conferencing platforms are used to deliver learning and for the operational purposes of the College. A formal policy and procedure are in development.
As an educational institution governed by the provisions of the Freedom of Information and Protection of Privacy Act (FIPPA), we must follow certain rules about how we collect, use, disclose, and secure personal information. While using video conferencing platforms, employees must consider the privacy of all participants.
The College will:
- Adhere to legislation regarding the privacy rights and protections of individual participants and observance of copyright as required.
- Maintain secure and safe options for virtual conferencing.
- Use approved platforms.
- Continue to plan a fulsome policy and related procedures which will enable employees to make informed decisions regarding video conferencing. These are expected to be finalized in spring 2021.
Fleming College currently approves and supports the following video conferencing platforms:
- Cisco WebEx and Jabber
- Microsoft Teams
- D2L Virtual Classroom
- Zoom (Employees initiating a Zoom meeting must use a Fleming licensed version. Licenses are available on a very limited basis.)
These platforms have been vetted via Fleming’s purchasing policy/procedure and align with the procurement code of ethics. This ensures that these platforms can be supported and maintained appropriately and meet all privacy and security requirements.
Unless expressly approved by Fleming Information and Technology Services (ITS), unapproved video conferencing platforms must not be used.
ITS has web pages devoted to each approved platform with instructions on privacy protective settings and secure use. These best practices can be found under “Collaboration” on the ITS Services page.
- Fleming ITS Webex page
- Fleming ITS Microsoft Teams page
- Fleming ITS Zoom page
- D2L Virtual Classroom information coming soon!
A video conferencing session should only be recorded to support student learning and success or for the agreed upon purposes identified at the start of the session. Participants may not record any portion of a video conferencing session without the prior knowledge of the host and other participants.
Students with accommodation requirements will adhere to a “Classroom Recording Agreement” as provided by Accessible Education Services. This agreement outlines the rights and responsibilities of students and faculty when recordings are created for accommodation purposes.
Notice of Recording
Participants must be made aware of any recording and the rationale for the recording. The host of the video conferencing session must provide participants with a notice of collection in advance of the session. The following notice should be posted in D2L, on the course outline for courses that are delivered remotely, in the meeting invite, and in the meeting chat so that it is available for the entire session.
This synchronous session is being recorded. As a result, your image, voice, name, personal views and opinions, and course work may be collected under legal authority of section 2 of the Ontario Colleges of Applied Arts and Technology Act, 2002. This information will be used for the purpose of supporting student learning. Any questions about this collection can be directed to the Privacy and Policy Officer at firstname.lastname@example.org or by mail to 599 Brealey Drive, Peterborough, ON K9J 7B1.
Faculty may use the following PDF or PowerPoint slide containing the “Notice of Recording” when recording synchronous learning sessions and in course material, as needed.
Faculty, staff, and administrators may use the following PDF or PowerPoint slide containing the “Notice of Recording” when recording meetings and PD sessions.
Use, Disclosure and Retention of Recordings
- Recordings should only be used for the purpose(s) originally stated in the notice of collection.
- Access to recorded synchronous sessions should be limited to the video conferencing participants and those requiring access to the recording for the intended purpose(s) outlined in the notice of collection provided prior to the session.
- Recordings should only be stored and posted on Fleming-approved platforms.
- Recordings containing the personal information of participants must be retained for a minimum of one year.