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University of Illinois Springfield

Podcasting Resource University of Illinois Springfield

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Guidelines and Policies

Scope

The purpose of this document is to establish appropriate procedures and guidelines for delivering quality and meaningful podcasts to a worldwide audience via resources supported by the University of Illinois at Springfield [UIS] and Information Technology Services [ITS]. The guidelines and policies outlined in this document are valid for all podcasts that are produced as communication for/from UIS–by its colleges, divisions, departments, academic courses, organizations, and other units.

Rationale

Podcasting allows the UIS faculty to design and deliver projects that promote empowerment of the student. Elements within these projects enable the instructor to deploy an apt technological means to increase student motivation to learn. Various sources that provide for information technology resource funding and support would expect that these resources are put to use towards the university’s mission that “provides an intellectually rich, collaborative, and intimate learning environment for students, faculty, and staff, while serving local, regional, state, national, and international communities.”

There are three types of podcasts that are supported by the ITS department – audio, enhanced, and video.

  • An audio podcast consists of audio only.
  • An enhanced podcast consists of audio and images with hyperlinks that allow the user to access a website.
  • A video podcast, also known as a vodcast, is a video packaged specifically to be delivered as a vodcast.

To learn more about podcasting within a learning environment, please visit The Podcasting Resource at UIS website.

Policy Statement

Unless otherwise specified in this policy or other university policies, use of podcasting resources at UIS is restricted to the purpose of the university’s mission. UIS Strategic Plan

The UIS podcasting resources cannot be used in a manner that violates the law, for political campaigning, personal private gain, or activities that are not approved by the university. In addition, all activities listed in the UIS IT Policy [Acceptable Use of Information Technology Resources] apply for all UIS podcasts.

Definitions

Podcasting: Technology that allows syndication and delivery of multimedia content to a user’s computer or MP3 player.

Podcast: A multimedia file that is made available to users over the Internet via syndication.

Course: A course offered by any degree program that is offered by UIS. A listing of degree programs are available at the UIS Graduate and Undergraduate Catalog section on the UIS website.

Public access: A campus event that is sponsored by an organization or unit of UIS.

Server: UIS ITS server or Apple iTunes U server that hosts the recorded podcasts and its episodes. The server is primarily for digital media files–audio and video–and not to be mistaken for a course management system to store files in other formats.

Edited podcast: Podcast that requires editing within a multimedia production environment.

Faculty member: UIS full-time and part-time instructors that offer course(s) in an academic program listed on the UIS Graduate and Undergraduate Catalog.

User: Any individual accessing the podcast through the Internet.

Security and Authentication

Course podcasts are accessible to the students that are registered for that course. Students will access the course podcast using their UIS NetID and password.

If the instructor chooses to leave her/his course podcasts open and unrestricted, authentication is not required for these podcasts and they can be accessible to anyone that accesses the resource that hosts the podcasts.

Public access podcasts [Community, Campus Life, etc.] are open to the general public. There is no authentication required to access these podcasts and their related episodes.

ITS will have access privileges to all course-related and public access podcasts and their episodes. This is purely for maintenance and support purposes.

Privacy

The Podcasting Policy Team does not monitor podcast content. However, upon monitoring, it reserves the right to remove file(s) that violate any university policies and procedures, and U.S. law upon consultation with the UIS Legal Counsel.

Storage

All recorded podcasts are stored on the Apple iTunes U server. ITS receives reports from Apple regarding usage. If any particular course or public access podcast, and its episodes, are occupying large amounts of storage, the Podcasting Policy Team reserves the right to request and/or remove recorded podcasts and related episodes in consultation with the concerned faculty member, department, and unit.

For additional information on iTunes U, please refer to the Overview section of the Podcasting Resource at UIS website.

Archiving

ITS maintains an archive or backup of all files that were recorded and/or edited by the ITS department.

ITS does not archive or backup files that were directly uploaded to the podcasting server. Please maintain an archive and/or backup of your podcasts in your local directory or any external storage device.

Procedure for Requesting a Podcast: Course-related

A faculty member will be required to complete a podcast request form. The faculty member will be contacted by ITS personnel with the necessary information within two business days.

The following steps are followed when a faculty member requests a course-related podcast:

  1. Submit Course Podcast Request Form.
  2. ITS creates a course podcast folder on the server.
  3. ITS personnel meets with instructor to review podcasting process.
  4. Podcast is recorded and/or edited.
  5. ITS personnel [or faculty member] uploads podcast files for course.
  6. Faculty member reviews podcast and related content.
  7. Upon faculty approval, registered students are added to the podcast folder.

Procedure for Requesting a Podcast: Public access

A full-time employee from an official UIS department or unit will be required to complete a podcast application form. The individual will be contacted by an ITS administrator with the necessary information within two business days.

The following steps are followed when a UIS unit requests an public access podcast:

  1. Submit Public Access Podcast Application Form and Podcast Information Form.
  2. Upon approval to podcast, ITS creates public access podcast folder created on the server.
  3. ITS personnel meets with contact person to review podcasting process.
  4. Podcast is recorded and edited by ITS.
  5. ITS personnel uploads files for event.
  6. Individual contact reviews podcast and related information.
  7. Upon unit approval, ITS makes podcast available to the general public.

Recording a Podcast

Submitted podcasts and vodcasts of poor recording quality cannot be accepted. Just as UIS maintains a high standard for academic achievement, all UIS podcasts and vodcasts will have to meet the standards outlined below.

All UIS podcasts, course-related and public access, must meet the following standards:

  • Audio format: MP3
  • Data rate: 128 kbits/sec
  • Channels: Stereo
  • Output sample rate: 44.100 kHz
  • Encoding quality: Better

All UIS vodcasts, course-related and public access, must meet the following standards:

  • Video format: H.264
  • Data rate: 256 kbits/sec
  • Image size: 320×240
  • Frame rate: 30
  • Key frame: Every 24 frames

If you do not know what these standards mean or whether your recording meets these standards, please contact the ITS Media Lab.

For detailed information pertaining to recording, software requirements, and so forth, please visit the Create a Podcast section on The Podcasting Resource at UIS website.

Recording a course podcast in a classroom

If you are teaching in a classroom and would like to have your lectures recorded as a podcast, please indicate this when you complete the Podcast Request Form.

As the instructor for the course, you can directly upload your course podcast to your podcast folder from the classroom computer. Please have an ITS personnel meet with you in the classroom prior to the beginning of the semester or the class to understand the upload process.

Should you wish to have your podcast edited, please contact the ITS Media Lab. ITS requires at least twenty-four hours to deliver the edited podcast.

Recording a course podcast in your office

If you are recording a podcast in your office, please indicate this when you complete the Podcast Request Form.

You may need to check-out a microphone from the ITS Media Lab. When you check-out the microphone, ITS staff will schedule a date/time to visit your office and install the necessary software.

As the instructor for the course, you can directly upload your course podcast to your podcast folder from the office computer.

Should you wish to have your podcast edited, please contact the ITS Media Lab. ITS requires at least twenty-four hours to deliver the edited podcast.

Recording a course podcast in ITS eSuite

If you prefer to record your podcast at the ITS eSuite, please indicate this when you complete the Podcast Request Form.

You can reserve a date/time for your recording(s). ITS personnel will assist you to record your podcast. ITS personnel will edit, test, and upload your file to the server.

ITS requires at least twenty-four hours to deliver the edited podcast.

Recording a course podcast with your personal, portable digital recorder

If you are using your personal digital recorder, please consult the Administrator or User Guide for operational procedures. You will need to export the recorded file into an MP3 file to be delivered as a podcast. The software that came with the recorder will most likely convert the file accordingly. Note: ITS does not provide support for converting audio recorded in proprietary formats into MP3 files.

Recording a public access podcast

A public access podcast is different from a course podcast. A public access podcast is a general interest podcast that is open to the public. On the other hand, a course podcast is restricted to students who are registered for the course. General public cannot access a course podcast, unless the instructor makes her/his course podcast available to the public.

The process for a public access podcast begins with an application form. Once the podcast application is reviewed and approved, the department or unit is informed.

Tagging

It is important that all podcasts are tagged appropriately, which identify the primary content for metadata that is used in categorizing UIS podcasts. If any fields are left blank, ITS reserves the right to tag these fields with default labels that have been identified for university podcasts.

The Podcast Information Form provides you with the information that needs to be identified for your podcasts. Please consult with the Multimedia Education Coordinator should you need assistance with the process.

Artwork

All UIS podcasts will be embedded with artwork that has been approved by the university.

Instructors can embed their own [copyright free] artwork for their own courses. For optimal display, the course image should be 300 pixels tall and 300 pixels wide. Course images must be a JPEG or GIF file with the appropriate file extension, .jpg or .gif.

If no image is provided by the instructor, if the image does not meet the defined standards, and if the image violates any intellectual property or copyright laws, the course artwork will be substituted by a default UIS artwork.

Podcast Page Hyperlinks

All course podcast pages will have the following links as shown below:

  • University of Illinois, Springfield
  • Brookens Library
  • Program/Department Name
  • Course Website

All public access podcast pages will have the following links:

  • University of Illinois, Springfield
  • Brookens Library
  • Podcasting Resource at UIS

UIS Copyright Policies

While creating your podcasts, please ensure that all necessary rights and permissions have been obtained for the material you plan to include in your podcast. For example, if you incorporate text from a course textbook, blog, journal, magazine, newspaper, you will need permission from the author to include the material in your podcast. However, if you are using work that is in public domain, you need not obtain permission of the original author or copyright owner.

If a podcast involves recording students, guest lecturers, community members, and so forth, the academic program or administrative unit will need to have their interviewee(s) sign a consent release form [Model Release Form]. This signed consent form from the speaker(s) is required before ITS can record, edit, and upload a podcast.

If you plan to include preexisting sound recording in you podcast, please ensure that you have the necessary permission to use the recording.

For all practical purpose, UIS copyright policies will be used in determining fair use of your podcast content.

“It is the policy of the University of Illinois at Springfield that faculty, staff and students shall comply with federal copyright law. The following guidelines concerning the copying of copyrighted material for classroom use and scholarly research are provided to assist faculty, staff, and students in their efforts to comply with federal law.” UIS Policy and Guidelines for Classroom Copying of Copyrighted Materials, Course and E-Reserve and Copyright Information, and University of Illinois Web Privacy Notice.

Intellectual Property

For detailed information on intellectual property of all course-related podcasts, please review Article III: Intellectual Property.

  • All public access podcasts are the property of UIS.
  • Intellectual Property and ‘UIS on iTunes U’: Any unauthorized use or distribution of ‘UIS on iTunes U’ material is prohibited by UIS.

Acceptable Use of Information Technology Resources at UIS

“The primary purpose of information technology resources at the University of Illinois in Springfield is to enhance and support the educational mission of the University. Access to the University’s technology resources is a privilege granted to University students, faculty, staff, and approved guests. These resources include hardware, software, computer accounts, local area networks as well as connections to other computer networks via the Internet. Everyone using these resources is responsible for using them in an appropriate, ethical and lawful manner.” Acceptable Use of Information Technology Resources

Liability

Podcasts are not an entitlement. The university is not liable for failure to record or post a podcast to the server.

Disclaimer

The university reserves the right to decline or reject to post a podcast if the material is of questionable taste or if the podcast does not further the mission of the university, based on any one of the criteria outlined in this document.

Document History

First draft: Munindra Khaund, December 7, 2006
Submitted for review: Tulio Llosa and Sherry Hutson, December 8, 2006
Review and suggestions: Sherry Hutson, December 19, 2006
Second draft: Munindra Khaund, December 20, 2006
Submitted for review: ‘UIS on iTunes U’ Team, December 20, 2006
Review and suggestions: Sherry Hutson, December 22, 2006
Third draft: Munindra Khaund, December 27, 2006
Submitted for review: Farokh Eslahi, January 3, 2007
Review and suggestions: Farokh Eslahi, January 3, 2007
Final draft: Munindra Khaund, January 8, 2007

 

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