Scope of the service

The Lecture Capture Scheduling service is provided by the Academic Technology team and is responsible for recording consent for automated lecture capture received via the online consent form, and for entering lecture capture recording schedules received via the lecture capture booking form into EchoVideo.

The Lecture Capture Scheduling Service is available 9am-5pm Monday to Friday only. Any scheduling requests or amendments made outside of these hours will not be actioned until the service is available.

Scheduling Requests or amendments should be made at least two working days prior to the event. It cannot be guaranteed that scheduling requests or amendments can be actioned after this time or on the day of a recording.

The Lecture Capture Scheduling team will not check the accuracy of data or correct the requests submitted. Schedules will be entered into the system exactly as requested. Accuracy of data and schedule requests is the sole responsibility of the requester. The Lecture Capture Scheduling team is not responsible for scheduling errors resulting from incorrect data in the central timetable or incorrect data provided by the requester.

Out of scope of the service

• Actioning schedule requests or amendments outside 9am-5pm Monday to Friday.
• Actioning schedule requests less that 2 working days prior to the event.
• Checking the accuracy of, and correcting, scheduling requests.
• Checks of in-room equipment.
• Responding to issues with in-room technologies prior, during or after an event.
• Resolving technical issues with recording equipment prior, during or after a recording.
• Providing additional technologies or services in-room.
• Providing information, support or training on in-room equipment.

‘Customer’ Responsibilities

• To provide accurate data correctly formatted.
• To maintain accurate timetable data in the timetabling system.
• To make amendments to the timetable as quickly as possible.
• To request schedules or amendments at least two working days prior to the event.
• To notify the Lecture Capture Scheduling team of any changes to a schedule as early as possible.

For help:

With issues while using a room:

Contact Audio Visual Services via phone 024 765 22463 or email helpdesk at warwick dot ac dot uk.

With timetabling issues or changes:

Contact the Cental Timetabling Office room dot bookings at warwick dot ac dot uk.

With making scheduling requests or amendments to bookings

Contact Academic Technology via lecturecapture at warwick dot ac dot uk or helpdesk at warwick dot ac dot uk.

Use this process to record all the events for a module as booked in the Central Timetabling system. If there is more than one instructor, each person must have completed the online consent form in order for sessions to be recorded. Individual sessions can be excluded on request.

1. Open the online booking form.Link opens in a new window
2. The option to Record all Lectures (and/or seminars) for a module as shown in the Central Timetable will be selected by default. The data in room bookings must be accurate for this to take place.
3. Provide the module code and name. If you are setting up recordings for a module occurrence and do not want this to appear in the main occurrence, then please let us know in the notes field as we will need to manually create the EchoVideo section and link it to the corresponding Moodle space.
4. Select the event type to be recorded - lectures, seminars, or both.
5. Select whether recordings will be made available automatically at the end of the event. If you select No, you will need to release these manually via the EchoVideo interface.
6. Select the recording option. For more information on this, please see the notes on the form or the Getting started with Lecture Capture guide.
7. Tell us if you want the event live-streamed, and if so, how you would like people to be able to access the stream so that we can advise further.
8. Please provide any additional notes in the other requirements box e.g. to exclude an event (please note the week and the date) or if you have a question.
9. Confirm that you have completed the form having read these instructions, that presenters have consented to be recorded, and that the rooms match the options chosen.
10. Click submit.

Use this process to record one or a number of sequential events that do not appear in CTT room bookings.

If you only need to exclude one or two events from a module booked via CTT, use the Record a whole module process and note which dates you want to exclude.

1. Open the online booking form.Link opens in a new window
2. Choose the option Record a single or recurring event
3. Select the location where the events will take place - choose the campus, then building, and finally the room. This list represents the most up-to-date information that we have for rooms that are lecture capture enabled.
4. Select the date for the event (or the date of the first event for recurring sessions).
5. Set the start and end times in HH and MM i.e. 11:05 to 12:55 for example for 2 hour session with time at the start and end for people to enter and leave.
6. Set the number of weeks. This is 1 by default indicating a single event. If you want to record for 10 weeks and exclude week 6 reading week, select 10, and make a note of the exclusion in the notes field.
7. Provide the event title - this is what people will see when they access lecture capture to watch the recording.
8. Provide the course and section names. See the notes on the form for more information.
9. Choose the academic year or set this as open to remove any time limitations (e.g. for a conference or training event that will remain available and is not linked to an academic year module).
10. Select whether recordings will be made available automatically at the end of the event. If you select No, you will need to release these manually via the EchoVideo interface.
11. Select the recording option. For more information on this, please see the notes on the form or the Getting started with Lecture Capture guide.
12. Tell us if you want the event live-streamed, and if so, how you would like people to be able to access the stream so that we can advise further.
13. Please provide any additional notes in the other requirements box e.g. to exclude an event (please note the week and the date), add an extra Warwick presenter, or if you have a question.
14. Confirm that you have completed the form having read these instructions, that presenters have consented to be recorded, and that the rooms match the options chosen.
15. Click submit.

1. Open the online booking form.Link opens in a new window
2. Select the Record multiple events using a spreadsheet option.
3. Please provide any additional notes in the other requirements box.
4. Tell us the date of the first recording (for administrative purposes).
5. Complete the spreadsheet and save this with a meaningful name e.g. AT101 introduction to modern architecture 21032021 v1.xlsx - if you need to send this again with changes (see below) it will help to have a version number to refer to.
6. Confirm that you have completed the form having read these instructions, that presenters have consented to be recorded, and that the rooms match the options chosen.
7. Attach your completed spreadsheet - we will use this data to directly create the schedule in EchoVideo so it is important that all data is accurate. Please check the instructions or contact us on lecturecapture@warwick.ac.uk if you need help.
8. Click submit.

Amendments to a schedule

Please use the Amend Scheduled Lecture Capture Booking(s) form to make changes to, or delete, a schedule that you have already requested.

Other Enquiries

For any other enquiries, please contact us at lecturecapture@warwick.ac.uk