When scheduling, you will want to think about the following. We have some pages to help and the rest will come with experience.

• Consent - Warwick operates an opt-in lecture capture policy for staff and research students who are teaching. Has the presenter consented to be captured - if not, then you must not record them. If students are being captured, have they given consent to you and to the department or have you notified them and given them the option to opt out?
• Ownership - the capture should be owned by the presenter, not by the person creating the capture where possible for GDPR/Consent purposes. NB Ownership also confers EchoVideo permissions e.g. only the owner can insert the recording into Moodle using the EchoVideo media embed tool.
• Room equipment Link opens in a new window - does the room have one or more displays, document visualisers, teaching PCs, camera etc. This will dictate what can be recorded.
• What people want to record - some people want video, many people do not. Are they recording just their presentation on the screen [may need to just capture a single display], handwritten content on the visualiser as well [both displays], or capture handwritten content on a blackboard or whiteboard [either one display and the video, or video only, and setting the quality to highest].
• Camera controls - if they are being captured using an in-room camera, they may need to be notified to turn this on at the start and off at the end.
• Local vs centrally timetabled room bookings - managing clashes for example. Have you confirmed your local rooms are booked for the correct staff? If you are creating a schedule for a centrally timetabled room, have you booked it correctly for the same period?
• Modules vs ad hoc recordings - what module occurrence is this for, where is the capture going to appear on EchoVideo, what section.
• Lecture or Seminar - care should be taken before recording seminars as these are generally more interactive and students may be recorded. You should ensure that students are notified in advance and given options to participate without being recorded if required.
• Linking to Moodle / MyWbs etc. How will people see the capture?

If you use the room booking system

1. Use the Lecture capture scheduling tool for recordings with individual class bookings.

2. For recordings where you have block-booked a room for an extended period via room bookings, and if you have access to EchoVideo for scheduling, you can either
   • use one of the options below depending on the number of items rather than creating a single very long recording or,
   • preferably, amend the room bookings so that they are broken up to reflect the structure of the day and then use the lecture capture scheduling tool.

If you do not use the room booking system

1. For single or small numbers of recordings, use the Schedule an ad hoc capture process. This is quick and straightforward.
2. For recurring recordings, use Schedule an ad hoc capture process and use the 'repeat' option to create weekly individual schedules with the same details. You can edit these individually if you wish.
3. For larger numbers of recordings, use the Schedule via CSV import. This can take some time to get used to but is very flexible and can handle any number of recordings.

Please read the following before opening EchoVideo -https://admin.EchoVideo.com/hc/en-us/articles/360035033992- Getting-Schedulers-Started- and then please note:

Departmental Schedulers should never use the manage terms button to amend Term(s).

This is important as changing dates could mean students lose access across all recordings in that term until the dates are corrected.

Your standard instructor account on EchoVideo will not permit you to schedule a new capture. You will need to change roles each time you want to schedule something.

1. Log into EchoVideo.
2. Click on the profile icon at the top right and then on Change.
3. Select Scheduler and click OK.

You may need to add courses and sections under a department for non-module related events. Adding a new course should be a rare occurrence but if, for example, you run a lot of annual conferences, then you may wish to have a 'course' level folder to hold all of these events called 'Conferences'.

We recommend the following:

1. Click on the Courses tab. You will only see the courses that you are in your delegated department.
2. Search for the Course (module code or other relevant text), and click on the> icon on the left to open it.
3. Find the section that you want to add the capture to and click on it.
4. Click the New Capture button.
5. Provide the following information:
   1. Title - This is the name of the class and of the capture. It can be any text but you should make it meaningful.
   2. Presenter - This person must have given consent to be recorded and have logged into EchoVideo already. If you add someone here who has not given consent, you are accepting any legal ramifications arising. Appearing in Echo does not mean that someone has given consent - always check and confirm.
   3. Campus, Building, Room - rooms must have lecture capture to appear here. They may have different names or locations to those you are expecting. If unsure, please ask.
   4. Inputs - Each room has 2 inputs and the options will depend on what equipment the room has and what the person wants to record. This is not easy to explain and will come with experience.
      • A (audio) - audio is always recorded. Use this on its own for podcasts.
      • AD (audio/display-1) - presentation only i.e. record a single display, usually the teaching PC.
      • ADD (audio/display-1/display-2) - presentation and one other input i.e. both displays, or one display and the camera (see also ADV). This is a safe option that may record more than required but will not miss anything. Remember cameras have to be enabled in most rooms.
      • ADV (audio/display-1/video-2) - presentation and video. Cameras are sometimes connected directly in rooms with a single display.
      • AD (audio/display-2) - video only. Note this is not the same as the AD above. This is now input 2 with the camera attached to it (may also appear as AV)
   5. Quality - the default, High, is suitable for most recordings. 'Highest' is used when people are writing on a blackboard or whiteboard.
   6. Livestream - choose whether the capture will be live streamed ('simultaneously' plus 1 minute). If you are doing this, you can stream live to Moodle as an embed using the external tool link, or make this section public to share more widely. You cannot share individual captures.
   7. Start date, start time, end time - note that there is an absolute max of 8 hours*, we recommend keeping captures to only 4 hours to minimize recording and editing issues. Start and end times are AM and PM, not 24HH clock.
   8. Repeats - Use the repeats option to copy this ad hoc event over multiple days/weeks. You can amend individual captures if there is a need to amend just one of the sequence at a later date. For multiple events that have different details such as days of the week, rooms, or presenter, use the CSV import.
   9. Course, Term, and Section should already be set. You can change these if required.
   10. Select whether you want the recording to be released immediately or select never in order to release manually.
   11. Optionally add sections that this recording will appear in with the same name.
6. Click Save.

Step1: Complete the spreadsheet

Follow the instructions on the schedule a recording guide. You will want to check the section names, room locations and date format etc to be certain it will work. The file must be a CSV (not a CSV UTF-8) file or you will not be able to find it to upload. XLSX will not work.

Read this Echo guide: https://admin.EchoVideo.com/hc/en-us/articles/360035035592 for a lot of detail.

Pay particular attention to the inputs - each room has 2 inputs and the options will depend on what equipment the room has and what the person wants to record. This is not easy to explain and will come with experience. If you need help, please ask - alternatively, set up some tests to determine how your local rooms are configured.

Step 2: Upload the spreadsheet

1. Click on the Imports/Exports tab
2. Click the Import CSV button
   1. Choose Version -Version 2
   2. Choose an object -Schedule
   3. Choose an action -Create
   4. Scroll down and click on Upload CSV
   5. Click on Select Files to Upload and find your CSV
3. Click upload
4. EchoVideo will process any rows that are correctly formatted and create a schedule. Any row that is incorrect will fail and will not be processed. These rows will need to be amended and the import tried again until it works.

Step 3: Troubleshoot errors and reupload

Without trying to be too pessimistic, errors are inevitable. The list below contains some common examples and what to do about them.

1. UTF-8 - if it will not import at all, sometimes giving the error 'An unknown error occurred', resave the XLSX or CSV as a standard CSV, not CSV-UTF-8.
2. Section not found - check that the section ID is identical. The easiest way is to find the section, click on the edit / pencil icon, and then copy/paste the section name.
3. External Id is not unique /Schedule has duplicate Schedule Section details for publishing - the extID must be unique (and should not have any special characters such as : ; , £ $ & * " !, although - works.) We have suggested one way of doing this in the instructions, you can add additional characters as required. NB If you have uploaded a spreadsheet, and some rows completed, and you then reupload the spreadsheet with the same rows included, it will show this error and can be ignored e.g. if you upload a 20-line spreadsheet, which gives 4 errors, and you reupload this with the errors fixed, you should see 16 errors relating to the external ID (and the 4 corrected rows will have completed).
4. Invalid date: 01/11/2021 - the format will change if you open into Excel and you will have to change it back to yyyy-mm-dd.
5. Campus not found /Building not found /Room not found - the field has probably been completed manually and there is a spelling error or the room, building or campus do not match. Use the predefined room list or manually correct it. Rooms are case sensitive and must match the name of the Room [and therefore the EchoVideo device] in EchoVideo - the predefined list uses data exported from Echo so should always be correct.
6. Schedule timing clash with another Schedule. More tricky to resolve. You may need to contact the LCS team to check for other captures taking place in these locations at that time if you are not aware of them. Potentially this will be a dual module, and/or another person has already requested that this event be recorded.
7. Name not found - Either the person has never logged into EchoVideo (direct them to this moodle site) or the field has the wrong details (name instead of email, or the email address is misspelled or has a space on the end.
8. User not found - The person has never logged into EchoVideo, direct them to this moodle site.
9. Field External Id is required, Field Start Date is required, Field Start Time is required, Field End Time is required, Field Campus Name is required, Field Building Name is required, Field Room Name is required - this indicates a 'blank' line in the spreadsheet below the actual data. It can be ignored or you can try deleting the lines to correct it. It is unclear how this happens but is an Excel issue.
10. Unknown Error - Check the date is for this academic year. Check for ? in the UID. If all else fails, copy the scheduling data into a new copy of the scheduling spreadsheet.
11. Schedule has duplicate Schedule Section details for publishing - What???

If you need to make a change to a capture that you have scheduled:

1. Go to the course, and then section where the schedule is located
2. Hover over the section, and click on the calendar item that appears on the right hand side.
3. You should see a list of captures. Click on the > symbol on the left-hand side to open the capture timetable.
4. Click on the schedule you want to change, and then on the pencil icon on the modal that opens.
5. Make any changes you want - room, time, date etc.
6. Save the changes.