Record teaching activities

At a glance

Clarify your responsibilities for recording teaching activities, including which classes must be recorded, how to communicate arrangements to students, and privacy and copyright considerations. Understand how to respond to student requests to record classes and manage recordings in line with Monash's privacy and recordkeeping requirements.

Jump to these sections:

Educator responsibilities
What activities need to be recorded?
Privacy and copyright considerations
When recordings cannot be provided on time
Zoom AI companion
Managing recordings
Class recording requirements at a glance

Class recordings play an important role in supporting student learning, revision and accessibility. They complement active and engaging teaching approaches and help ensure a consistent learning experience across units for students.

Expand the accordions to learn more

Educators are responsible for ensuring students clearly understand:
- Which activities are recorded
- Who can access the recording
- How and where recordings can be accessed in Moodle as part of a clear weekly routine
- Remind students when recording is about to commence at each class.
This information should be communicated to students at the start of the teaching period and reinforced throughout the unit. Consistent application of these expectations enhances clarity for students, strengthens continuity of learning and supports alignment with unit delivery best practices.
- All scheduled lectures and seminars must be recorded and made available on Moodle within 24 hours of being recorded (or by Monday morning where a recording occurs on a Friday). Confirm this timeline to students at the start of the teaching period so that the routine is clear.
- Where a class is delivered more than once, only one class is recorded.
  - If your class is recorded automatically via Echo360, normally the first class is recorded. If you would prefer a later activity to be recorded, you can request this by contacting the Timetabling team.
  - If your class is recorded manually via other platforms, you can make the decision on which instance to record. The recording must be uploaded to Moodle within 24 hours of the class and students must be informed of when it will be available.
- Other activities, including tutorials, workshops, applied or other learning activities, may also be recorded, as determined by the faculty or unit teaching team.
- If the platform supports it, you should enable automated captions and transcripts for all recorded and live-streamed classes and other video and audio learning resources that are available on the Learning Management System.
- Students must be made aware before class recordings are taking place.
- Where teaching is delivered online, participants may choose not to use their webcam if they prefer.
- Where Zoom sessions are recorded, participants are normally notified through Zoom's recording notification.
- Guest speakers who are not Monash staff should be asked to sign a release form before the activity is recorded and/or live streamed.
Where an activity is not recorded due to special circumstances or where a recording cannot be uploaded within the expected timeframe, educators must:
- Inform students in advance, and
- Provide
  - An updated timeframe for when recording resources will be available, and
  - Alternative ways for students to engage with the class content.
Monash staff and students can now opt in to Zoom AI Companion to generate meeting summaries, transcripts, action items and live captions. It captures both meeting audio and chat history to produce AI-generated outputs.
Zoom AI Companion must be enabled by the meeting host. Participants can request that the host turn it on, and the host can accept or decline the request.
Currently, Zoom AI Companion can be used for:
- staff meetings with colleagues and external stakeholders
- student meetings with other students.
It’s not yet approved for:
- educator–student meetings
- research activities.
Before using Zoom AI Companion, you should:
- Ensure it’s used only for appropriate activities and avoid sessions involving sensitive, personal or confidential discussions.
- Inform participants before enabling Zoom AI Companion and displaying the introductory slide.
- Ensure participants are comfortable with Zoom AI Companion being enabled and provide opportunities to raise concerns.
During your meeting:
- Participants will receive an in-meeting disclaimer from Zoom when AI Companion is enabled and can ask for it to be turned off at any time.
After your meeting:
- Always review AI-generated outputs for content sensitivity and accuracy before sharing. Do not treat these resources as authoritative.
- Share reviewed outputs only through appropriate Monash-managed channels.
- Manage AI-generated records in accordance with the University's privacy, recordkeeping and data governance requirements.
Learn more about Zoom AI Companion on the eSolutions page.
All recordings, including Echo360 class recordings, Zoom recordings and Zoom AI-generated content must be managed in accordance with University privacy and recordkeeping requirements.
- By default, Zoom AI Companion data is retained for 30 days and accessible only to the meeting owner, meeting hosts and co-hosts. For Monash users, Zoom AI data is saved within Australia and will not be shared to train Zoom's or third-party AI models.
Educators should ensure that:
- Access to recordings must be restricted to students enrolled in the relevant unit or teaching activity.
- Recordings, including Zoom AI-generated content, should be retained for as long as needed to support their intended educational purpose. Monash’s video capture platforms currently retain all recordings unless they’re actively removed.

Class recording requirements at a glance

	Class recordings (Echo360 and Zoom)	Zoom AI companion	Student initiated recordings
Inform students before recordings take place	Y	Y	Not applicable
Manage recordings in line with Monash’s privacy and record keeping requirements	Y	Y	Y
Inform students when recording will be accessible in Moodle	Y	Y	Not applicable
Ask students to not share class recordings broadly	Y	Y	Y

Learning and Teaching: Teach HQ

Learning and Teaching: Teach HQ

Record teaching activities

At a glance

Class recording requirements at a glance