How can I ensure smooth running of live online student presentations?
Before presentation day
- Orientate students in the presenter controls, for example, loading and moving between slides. You could include screenshots in a checklist or other task instructions, hold a ‘dry-run’ or provide an ‘open room’ for students to practice presenting in the virtual space.
- Ask for copies of slides if you intend to load these on behalf of students or combine all slides into one file to streamline proceedings.
- Send a checklist to students, to limit technical errors on the day. For example, ask students to consider internet connectivity, check they are using a compatible browser and resolve basic audio troubleshooting before the presentation.
- Where students are being recorded they should be made aware of the legal guidance for recorded sessions.
During the presentation
- Allocate time for students to test their audio/webcam prior to presenting.
- Allow for time to load presenter slides and switch presenter roles if needed.
- Allow change over time between presentations; either for students to join or leave, or for you to move into a different meeting or room.
- Where students are being recorded they should be made aware when a recording has been started and stopped.
After the presentation
- Avoid engaging in discussions unintended for your student audience, even if the room is empty. Students can re-enter meetings after exiting and notification of this can be missed.
- Check the viewing/download permissions associated with the recording, where presentations have been recorded.
Important note on who can see and access recordings:
- A recording made during a Microsoft Teams Meeting will be available for all meeting participants to view (but not download), via a link in the meeting chat panel. Note: Only recording owners can download and restrict viewing permissions, after the recording has stopped. Meeting ‘presenters’ become owners of recordings they initiate, additionally, the meeting organiser is automatically added as an additional ‘owner’ of all recordings made during the meeting.
Recording live online student presentations
Student presentations should not be recorded unless this is strictly necessary for internal or external verification purposes and only shared with those that strictly require access for the purposes of marking or verification. See the Policy for the Recording and Digital Delivery of Teaching.
Where recording is necessary, students must be informed that recording is taking place and an explanation provided but you do not need to ask their permission to record.
Options for recording live online student presentations
| Option | Teams Meeting | |
|---|---|---|
| Record in breakout rooms | Breakout rooms can be recorded. See help page Recording in Teams Breakout Rooms. | |
| Storing presentation recording | Teams Meetings recordings are automatically saved to SharePoint. | |
| Can students switch on record? | Anyone with moderator or presenter permissions can switch on record. Students join Teams meetings with presenter permissions by default unless amended by meeting organiser. | |
| Download presentation recording | Yes, all meeting attendees can view the recording. Any video owner can amend ‘ownership’ and ‘access’ after the recording has stopped. | |
| Sharing presentation recording with students |
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| Sharing presentation recording outside of the University | Sharing is only permissible for the purposes of external verification.
Recordings held in SharePoint can only be viewed by someone who has a University login and where they have been given permission to view it. |