CourseStream Use Guidelines

This guideline documents operating procedures for the CourseStream lecture capture service at San Francisco State University, addressing the areas of:

  • Content retention, deletion, and preservation by faculty
  • Intellectual property and content ownership
  • Acceptable use
  • Student privacy and FERPA

Its purpose is to facilitate effective management of the overall system, efficient use of storage and other resources, and to document usage guidelines.  This guideline applies to recordings created and stored in the CourseStream Content Library including content produced from classroom lecture capture and desktop recorder.

Definition of Terms

  • Classroom Recording : Recorded lectures within CourseStream-enabled classrooms. How to request a CourseStream enabled room.
  • Desktop Recorder : Mediasite software that installs to personal computers or laptops from which instructors can record screencasts, webcam-based video, and/or audio for upload to the CourseStream environment.
  • CourseStream Recording Library : Repository of recordings available for review or viewing within the My Mediasite area.
  • Recording Retention : The length of time CourseStream content will be held in the system before scheduled recording deletion takes place.
  • Scheduled Recording Deletion : The schedule by which recordings will be automatically deleted from the system.
  • Instructor Archiving : The method by which an instructor can preserve past recordings:
    • Archiving Within CourseStream (for re-use): the process by which instructors select individual recordings to avoid scheduled deletion and remain available within CourseStream for continued use.
    • Archiving Outside of CourseStream: the process by which instructors can request a copy of their CourseStream recordings prior to scheduled deletion for personal preservation within their own storage (ex:
  • Storage quota : The base amount of storage granted to instructors in the CourseStream Content Library.
  • FERPA is the Family Educational Rights and Privacy Act. This is federal law protecting the privacy of student education records and applies to any school that receives funds under an application program of the U.S. Department of Education.


Recording Retention Process

  1. Current Semester Recordings: Recordings captured using Classroom Lecture Capture or through the Desktop Recorder are published into your CourseStream Content Library and will also appear in its associated iLearn class (as you make it public).
  2. After a Semester Has Ended: Recordings remain available in the original iLearn course to which they were published and in the CourseStream Content Library.
  3. Automatic Deletion Schedule: Recordings are automatically deleted within the CourseStream system according to a schedule approximately one-year plus following the semester of its creation.
    1. Recordings produced in Winter/Spring – October 15th.
    2. Recordings produced in Summer/Fall – March 15th.
  4. Archive for Re-use Within CourseStream: Recordings can be designated for re-use within the CourseStream system and avoid Automatic Deletion. Recordings retained for re-use within CourseStream will be reviewed on an annual basis and recordings not accessed within 12 months will be deleted.
  5. Archive Outside of CourseStream: Instructors wishing to retain a copy of recordings outside of CourseStream for their own records can be provided copies by request. These will be provided as playable video files (MP4 format). Request migration of CourseStream content from previous semesters into the new coursestream powered by Mediasite.

User Storage Quota

CourseStream users are granted 10GB of storage. Requests for additional storage can be made to the iLearn Support team (, 415-405-5555).

Ownership of Recordings

CourseStream recordings are subject to intellectual policy guidelines as defined by the SF State Academic Senate.

Acceptable Use

Use of CourseStream should follow all University directives and guidelines for acceptable use of University resources and should be used for legitimate purposes as intended by the University.

Student Privacy and FERPA

Recordings that include student interactions in which it is possible to identify the students constitute protected educational records. If access to the recording is limited to the class from which it originated, FERPA does not prevent or require written consent for its usage. However, if the recording is shared beyond the class from which it originated (with another class or publicly), it requires written consent of identified students in the recording.

We recommend instructors plan recordings to not capture video of students in the classroom, avoid referring to students by name. This can be facilitated by adjusting the zoom settings on the camera in CourseStream classrooms to focus on the instructor only.

In the case of student presentations, the instructor should obtain the written consent of the student making the presentation. Photography, Visual Image, & Concept Ideas Release Form (PDF)