Scheduling Lecture Capture

Lecture Capture is the term used for the automatic process used to capture lectures in suitably equipped teaching rooms at Warwick.

Automated Lecture Capture must be scheduled in advance and this guide details the options available.

Lecture Capture scheduling is provided by the Digital Learning team. Please allow at least 5 working days for new schedules to be setup and for changes to existing schedules to be actioned. We cannot guarantee that requests made after this time or on the day of a recording can be actioned. See the service description for more details.

In-room support and hardware/equipment queries should be addressed to Audio Visual Services in IDGLink opens in a new window.

Lecture Capture Scheduling Service Description

Scope of the service

The Lecture Capture Scheduling service is provided by the Digital Learning 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.

Scheduling Requests or amendments should be made at least 1 week (i.e. 5 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.

Schedules will not be checked for, or corrected on, the accuracy of data 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 5 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@warwick.ac.uk.
With timetabling issues or changes: Contact the Cental Timetabling Office room.bookings@warwick.ac.uk.
With making scheduling requests or amendments to bookings: Contact Academic Technology via lecturecapture@warwick.ac.uk or helpdesk@warwick.ac.uk.

Departmental and Faculty Scheduling Role

The Departmental Scheduler model enables departments to take direct responsibility for managing their own lecture capture scheduling, rather than relying on central requests. This approach is already successfully used by Warwick Business School, Life Sciences and parts of Warwick Medical School, helping to create a more resilient and responsive service while giving departments greater control over their teaching recordings.

Under this model, trained departmental (or Faculty-level) staff can create and/or manage lecture captures directly, making changes quickly when teaching arrangements alter and avoiding the need to submit capture request forms. Experience from existing Departmental Schedulers suggests that the effort involved is broadly comparable to completing request forms, but with the significant benefit of increased visibility, ownership and flexibility for the department, particularly for late changes and ad hoc requirements.

Training and support is provided by the Digital Learning team. Initial training typically takes around one hour and focuses on the scheduling process, the supporting tools and common risks and considerations. Ongoing support remains available for troubleshooting, guidance and developing confidence with the system as experience grows.

For resilience and continuity, departments are encouraged to nominate at least two staff members to be fully trained and granted access to both the Moodle scheduling tool, which uses room booking data, and EchoVideo itself. Staff with responsibilities related to room bookings, module administration or Moodle support are particularly well placed to undertake this role.

For more information please email .

In this guide:

Before requesting Lecture Capture
Requesting Lecture Capture scheduling
Making changes to scheduled recordings
Department and Faulty scheduling (schedulers only)

Error: Access denied for the source page. from 8ac672c69bd67a68019bda8a97d2072e

Before requesting Lecture Capture

Ensure that University of Warwick presenters have:
1. completed the opt-in consent formLink opens in a new window for Lecture Capture
2. accessed EchoVideo at least once via Moodle to set up their EchoVideo accountLink opens in a new window
Ensure that any external presenters or students have provided written consent to your department or been offered an alternative to being recorded.
Check that the room is enabled for Lecture CaptureLink opens in a new window and know what can be captured in there.
Know what you want to capture i.e. one screen, two screens, camera etc.
Check the length of recordings or bookings are shorter than 8 hours. We strongly recommend that long sessions be broken down into shorter ones.
Check if your department has a departmental scheduling team that can process this on your behalf e.g. WBS, SLS, WMS.

It is essential that the presenter of the session is the person presenting and not the person requesting on their behalf e.g. a departmental administrator. This is also the case for room bookings (see 'Record a whole module' below).

Requesting Lecture Capture scheduling

Lecture Capture requests are made via the Schedule Lecture Capture booking formLink opens in a new window. The form offers three options. See below the options for more guidance on each one.

Record Lectures (and/or seminars) for a module as shown in the Central Timetable

Use this option if:

your class was booked via the Central Timetabling (CTT) Room Bookings system
you want to use data (including presenter, module name, rooms, dates, and times) from Central Timetabling.

Record a single or recurring event

Use this option if:

your class or event was not booked via Central Timetabling (CTT) Room Bookings or is part of a longer booking, or
your class is locally timetabled, or
your event is a conference or workshop, or is not part of an academic module.
it is a single event or one that repeats at the same time and in the same room each week.

Record multiple events using a spreadsheet

Use this option if:

your classes are booked in local / departmental rooms or are parts of a longer booking in Central Timetabling (CTT) Room Bookings.
you need to record multiple lectures or seminars that are not in Central Timetabling Room Bookings
and/or are recurring events.
you are an admin in departments and need to record multiple events which match the above.

Record all Lectures (and/or seminars) for a module as shown in the Central Timetable

Select this option to record 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.

If you would like to exclude some timetabled sessions, please specify which ones in the Notes field of them form.

You may select Lectures and/or Seminars to be recorded but please note that these are as defined in the Central Timetable Room Booking system.

Prerequisites

The room must be enabled for lecture capture
A presenter must be recorded in the room booking, and have given consent
Every room booking/event should have a single presenter and this must be the person presenting that session in order for consent and ownership to be managed correctly.

Record a single or recurring event

This option is for events that do not appear in Central Timetable Room Bookings. Use this process to record one event or one that repeats at the same time and same place each week. For example, you might want to record in room L3 on Tuesday at 14:00 - 16:00 for 10 weeks. You can let us know of any weeks you want to exclude in the form notes.

So that we publish the recording to the correct section of EchoVideo and that is viewable by the right people it is essential that we have an accurate course and section name provided in the form. If students are accessing recordings via the Lecture Capture block in Moodle, let us know the URL of the relevant Moodle course so that we can identify which course/section it links to. Otherwise, let us know who the intended audience of the event(s) is and we will identify an existing section or create a new one if appropriate.

Record multiple events using a spreadsheet

The spreadsheet method should (preferably) be used only for events that are not booked via the Central Timetabling Room Bookings system. Whilst every effort is made to ensure that recordings are set up correctly, this is reliant on the person completing the spreadsheet to provide accurate data – errors will mean that they either cannot be scheduled, or could be recorded in the wrong location or at the wrong time.

You can add as many schedules as you like to the spreadsheet.

There are two options available to you:

a macro-enabled spreadsheet for use with SITS modules that has been simplified to support easy schedule creation.
the full Echovideo spreadsheet which allows for more complex schedules to be created for workshops, conferences, open days etc.

SITS Modules (when not using room bookings)

Download the SITS modules spreadsheet to a location on your computer.
Right-click on the downloaded file.
Go to Properties.
Depending on where you have saved the file, there may be a Security section at the bottom of the pop-up. If so, select Unblock at the bottom of the window, click Apply and then OK.
Open the file.
Click Enable content (macros).
If prompted with Do you want to make this file a trusted document?, click No.
Begin by editing the data pre-populated in row 2 of the table. This will then be duplicated on the next row when you Add a new capture, ready to be edited again.
Further instructions for use are contained in the spreadsheet. This file should contain the latest list of modules for this academic year and of Lecture Capture-enabled rooms.

Ad hoc sessions

Download the ad hoc recordings spreadsheet

Please use this only if you are certain that your data is accurate. If there are any errors e.g. locations which are not lecture capture-enabled or instructors who have not provided consent, the spreadsheet will be returned to you to be amended. You may need to access EchoVideo to check the details and format for sections, for example.

You must complete the mandatory fields, as marked by an asterisk (*) below. It is essential that all data is correct. As prerequisites for submitting the form, you must have checked and confirmed:

That the Presenters have completed the online Lecture Capture consent form.
That there is no clash with any events in these locations in Central Timetabling.
That all the data is accurate and reflects the information recorded in the EchoVideo system (course identifiers, section names etc).
That the rooms you have listed are Lecture Capture-enabled and that you have checked their names in the room data sheet of the Excel workbook.

Field	Content
External Id	Must be unique. Manually add module code – date – start time (i.e. AT101-010318-1000). You can also copy the following formula into the cell. =CONCATENATE(L2,"‐",TEXT(C2,"yyyymmdd"),"‐",(TEXT(D2,"hhmm")))
*Name	The name of the individual class / session
*Start Date	In yyyy-mm-dd format
*Start Time	24HH format. E.g. 14:00
*End Time	24HH format. E.g. 15:00
End Date	Not required
Days Of Week	Not required
Exclusion Dates	Not required
*Campus Name	As per EchoVideo (e.g. Gibbet Hill, Business School, Central Campus, Westwood). See Room name.
*Building Name	As per EchoVideo (e.g. WBS Scarman, Medical School, Sciences). See Room name.
*Room Name	As per EchoVideo (and Tabula) - usually the room door label. Choose this from the drop down list to autocomplete building and campus.
*Presenter	Warwick email address. Presenter must have completed Consent form or the recording cannot be scheduled.
Guest Presenter	Optional.
*Term Name	Academic year – 2026‐27; 2027‐28 etc.
*Course Identifier	Module code or EchoVideo Course ID.
*Section Name	EchoVideo section name. If this does not already exist in EchoVideo, please note this on the booking form so that we can manually create it. Modules will normally already have a section, please check the exact format in EchoVideo but will usually be Module code (Academic year) E.g. AT101 (2026/27)
Availability	By default this is immediate; if you wish an item to be published at a later date, please set this to unavailable. The recording will need to be manually made available when ready.
Should Caption	Default: TRUE. However captioning is NOT available at Warwick, recordings will be transcribed
Should Stream Live	Default: FALSE
*Input 1	Input options vary by room. A safe default is Display.
*Input 2	Input options vary by room. A safe default is Display. If you want to record the camera, input 2 can be set to Video. Depends on the room equipment available.
Capture Quality	Default: high (we recommend changing this to highest if recording blackboards).
Stream Quality	Default: high (if streaming live)

Contact lecturecapture@warwick.ac.uk for support with completing the spreadsheet.

If all the above is in place and correct, recordings will take place automatically at the scheduled time and place and will be stored in the EchoVideo section that you have indicated in the booking form/spreadsheet. They can be accessed by students via the EchoVideo lecture capture block in the corresponding Moodle course or where you manually share them. [see sharing guide]

Making changes to scheduled recordings

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

Changes to schedules require time to process and scheduled recordings cannot be altered after the start time.