ReCap Policy

The purpose of this policy is to provide clear guidance to academic and administrative staff on the University’s expectations regarding the use of the ReCap system.  In order to ensure these aims are being met the policy will be subject to annual evaluation and revision. 


1. To facilitate the recording of all appropriate lectures (as per the Newcastle Offer) the University will record by default all lectures that take place in ReCap enabled venues unless members of staff choose to opt-out.  

    • All Academic Units will be contacted by the ReCap Team before the start of the semester and asked to identify any modules where lectures should not be automatically recorded (i.e. where staff teaching on the module choose to opt-out where appropriate).
    • Academic Units will also be asked to indicate whether or not recordings should be automatically made available for students to view.
    • Those lecture sessions to be recorded will be identified through the session labelling conventions used in the timetable system (i.e. those sessions labelled as ‘L’).
    • Academic Units will be given the option to request the automatic recording of other teaching sessions that take place in ReCap enabled venues (e.g. seminars).
    • Academic Units will be informed when their recording bookings have been scheduled to enable teaching staff to check bookings and cancel any recordings they do not wish to take place.  

2. The University strongly encourages all staff to record lectures wherever possible but confirms that performance rights are retained by staff and therefore staff choose: 

    • Whether their teaching sessions are recorded
    • Whether to edit their recordings
    • When to make recordings available to students
    • When recordings are deleted

3. The University acknowledges that some learning events are not appropriate for recording and as such operates an ‘opt-out where appropriate’ policy. The University recommends not recording an learning event with ReCap if it contains:

    • Commercially sensitive material, for example a recording that could cause a copyright infringement.
    • Politically sensitive material, for example a recording that would cause an issue with the Prevent policy.
    • Emotionally sensitive material, for example a recording that could cause distress to a student without the appropriate support being in place.
    • Sensitive personal data requiring explicit informed consent (i.e. falls under schedule 3 of the Data Protection Act 1998 or special category data under General Data Protection Regulation 2018) where such consent does not exist or cannot be obtained for the express purpose of using in a ReCapped situation. 

4. The University acknowledges that:

    • currently not all teaching styles are suitable for capture: for example, writing on whiteboard.
    • staff will not be asked nor required to change their teaching style for the purposes of recording the learning event.
    • the ReCap strategy of 2017 'ReCap as part of the Students's Personal Learning Journey: the five year strategy for lecture capture at Newcastle University' will seek ways to enhance the service for the continued benefit and ease of staff and students..

5. The University confirms that ReCap is provided to supplement the student experience and will not replace student contact hours.


6. The University acknowledges the principle of inclusivity and equality across the student body and as such students with Student Support Plans (SSPs) may be entitled to make a personal recording of learning events that are not captured by the ReCap service.  The ReCap service cannot therefore be used to record a learning event for only a sub-group of the module cohort.


7. In order to manage student expectations the University requires all Schools to communicate to students:

    • where and when ReCap will be used on their programme;
    • their plans regarding when recordings will be made available to students – ideally this should be within 3 working days of the recording taking place; or as soon as possible but significantly before the revision period in order to best support student learning over the entire module.
    • their expectations regarding student use of recordings, for example the fact that ReCap recordings are not intended to replace attendance at live lectures. 

To assist Schools in doing this the ReCap team will provide support materials for students and training and advice opportunities for all staff.


8. The University confirms that recordings will not be used for staff performance management purposes.


9. The University confirms that the University will support any member of staff who encounters legal challenges as a result of a ReCap recording provided that they have followed recommended procedures on management of digital rights.  Guidance on copyright is provided by the University Library at http://libguides.ncl.ac.uk/copyright  and queries can be submitted to teachingcopyrightadvice@ncl.ac.uk


10. The University confirms that recordings will, by default, be available only to students who are registered on the module for which the recording was made unless the presenter requests that a version be made more widely available.


11. The University confirms that recordings will, by default, be available via streaming only unless the presenter requests with evidence as to why a downloadable version needs to be made available.


12. The University recommends that ReCap recordings be kept for 6 years but staff retain the right to ask for recordings to be deleted at any time or kept beyond 6 years by request to recap@ncl.ac.uk (for example, personal capture recordings, public event/conference). 


13. The University will monitor the impact of the ReCap service through the reporting functionality available within the system and through feedback gathered from staff and student users.


  • Authored by the ReCap Education Steering Group 2012
  • Approved by ULTSEC on 18th July 2012
  • Amendments approved by ULTSEC on 9th December 2015
  • Revised by the ReCap Strategy Group May 2018 and amendments approved by ULTSEC 4th July 2018
  • Amendments approved by the Pro Vice Chancellor, Education 3rd December 2018