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 Recording Library including content produced from classroom recordings and the Desktop Recorder software.

Definition of Terms

  • Academic Technology (AT): Department that administers the CourseStream system and equipment.
  • Classroom Recording: Recorded lectures within CourseStream-enabled classrooms. 
  • Desktop Recorder: Mediasite software that installs on personal computers or laptops from which instructors can record screencasts, webcam-based video, and/or audio for upload to the CourseStream system.
  • CourseStream Recording Library: Repository of recordings available for review or viewing within the My Mediasite area in iLearn courses.
  • Recording Retention: The length of time CourseStream recordings will be held in the CourseStream Recording Library 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 download and preserve past recordings onto their own storage device.
  • 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 Overview

All CourseStream recordings will be kept for a minimum of one year after their creation and be available in the instructor’s CourseStream Recording Library. Twice a year, AT will aggregate a list of CourseStream recordings that are a minimum of one year old (365+ days) and that have not been viewed in the last 365 days. These recordings will be flagged for removal from the CourseStream Recording Library in an effort to maintain efficient use of the CourseStream storage system.  Exceptional instances where recordings may be removed at other times are discussed below.

The recurring dates of deletion will be:

Fall – September 15

Spring – March 15


AT administrators will notify each instructor who has a recording flagged for removal that their recording(s) have been scheduled for deletion a minimum of 30 days before the scheduled deletion date. Instructors wishing to retain any of these flagged recordings may download a copy of their recordings to store on their own storage device (ex: computer, hard drive, cloud service, etc) using the AT Help Center instructions.

The recurring dates of notification will be:

Fall – Early August, Early September, Mid September

Spring – Early February, Early March, Mid march


Exceptional Instances Affecting Retention

  1. Instructors with large CourseStream Recording Libraries may be contacted by AT administrators outside the normally scheduled recording deletion periods and AT will work with individual instructors on migrating and removing content.  These instances will be handled on a case-by-case basis.
  2. Recordings that are found to violate local, state or federal laws may be removed at any time. Examples are recordings that violate copyright or FERPA laws.

Ownership of Recordings

CourseStream recordings are subject to intellectual property guidelines for online instructional materials as defined by the SF State Academic Senate.

Please review SF State’s policy for more information.

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.

Please review the CSU Responsible Use Policy for more information.

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 and avoid referring to students by name. This can be facilitated by adjusting the zoom settings on the camera in CourseStream-enabled 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)