Research interviews conducted over videoconference call

The guidance on this page was created in response to the need to transition from face-to-face interviews to online equivalents due to COVID-19. The page content has been contributed by IT Services, The Library (Research Data Management), Information and Data Compliance (Legal), and was last reviewed on 10th December 2020.

	Microsoft Teams Preferred approved route	Skype for Business Alternative approved route (others listed below)
1 Planning and arranging a research interview call	You can find guides on how to schedule a Teams meeting here. Remember: Private meetings should never be run from a Teams Channel. An invitation link is created upon scheduling a meeting. The invitation can either be sent through adding the participant's email address in the 'required attendees' box, or the link can be copied from the meeting's description. Mark your appointment as private in Outlook/Teams and check lobby/presentation settings so that you could prevent unauthorised access to your interview if the link is accessed by anyone other than the interviewee. The person conducting the interview should be designated as the 'organiser' to be able to administrate. Participants outside your institution will be given the role of 'Guest'. They will be able to join via a browser or the Teams client. They will be admitted to the 'lobby' upon joining the call. Understand more about the Guest role on the Microsoft support page for Teams roles .	You can find help on scheduling a Skype for Business meeting through Outlook on the Microsoft support pages here. An invitation link is created upon scheduling a meeting. The invitation can either be sent through adding the participant's email address in the 'required attendees' box, or the link can be copied from the meeting's description. A link of the format https://meet.lync.com/livewarwickac-live/usercode/XXXXXXX Participants outside your institution will be able to join via a Skype Meetings App (no login required) or the Skype for Business desktop client. Find out more from Skype Meetings Web help from Microsoft support.
2 Conducting Research interview call	Conduct interview on Microsoft Teams originating from a Warwick Microsoft 365 account.	Conduct interview on Microsoft Skype for Business originating from a Warwick Microsoft 365 account.
3 Obtaining informed consent	Information on Informed Consent from Research and Information Services
4 Recording a call	Caution: The storage and access of of recording process is not stable, and changes may happen between now and into 2021. Please assess carefully which of the instructions below applies to you. We advise regular testing and attention to each recording to ensure your data is handled properly and securely. Use the built-in Record feature to capture video to Teams. The recording appears either: In the Meeting chat either as a downloadable file, where the file is only available for a defined period after the meeting. In the Meeting chat as a link to a recording hosted in Microsoft Stream. Microsoft support page for recording using Teams	Use the built-in Record feature to capture audio, video and more to your local machine. Microsoft support page for recording using Skype for Business Windows 10 client
5 Playback a call recording	Use the Skype for Business Recording Manager to play back local recordings. Videos are stored in mp4 format. Microsoft support page for playback using Skype for Business Recording Manager
6 Interview transcription	Option 1: You can use the Microsoft Stream service and have automatic captions and a transcript created for your videos. These can be edited and corrected online. Microsoft support page for automatic captions and transcripts Option 2: Use a transcription service. A procurement framework is in place for approved suppliers of text to audio transcription. Transcription Services Framework on Procurement & Insurance Services pages
7 Storage and sharing considerations	Recordings can be shared with other Microsoft 365 users at Warwick. Do not tick the 'Allow everyone in your company to view this video' in Microsoft Stream.	Recordings are initially saved on the local computer of the meeting organiser.
Please refer to storage and sending of data information sections on SIM Working Practices webpage
Optional Editing audio/video	IT Services supported software for audio editing: Adobe Creative Cloud (license required). Free and self-supported alternative is Audacity. IT Services software for video editing: Software & applications - FAQs - What software is available for creating and editing video content?
Optional Coding transcripts	Support for coding interview transcripts using qualitiative analysis software Nvivo on IT Training pages.
8 Data retention and deletion	As soon as any transcripts of audiovisual recordings have been quality-control approved or note-taking finalised, all copies of the audiovisual recording should be deleted, to minimise storage of personally-identifiable information. Transcripts should be retained for 10 years in accordance with Warwick’s Research Data Management policy. Exceptionally, with ethics approval, audiovisiual recordings may be retained for 10 years, but this must be made clear in participant consent. At the end of this period, data should be reviewed and deleted if it is no longer required.

Microsoft Teams

Preferred approved route

Skype for Business

Alternative approved route (others listed below)

1

Planning and arranging a research interview call

You can find guides on how to schedule a Teams meeting here.

Remember: Private meetings should never be run from a Teams Channel.

An invitation link is created upon scheduling a meeting. The invitation can either be sent through adding the participant's email address in the 'required attendees' box, or the link can be copied from the meeting's description.

Mark your appointment as private in Outlook/Teams and check lobby/presentation settings so that you could prevent unauthorised access to your interview if the link is accessed by anyone other than the interviewee. The person conducting the interview should be designated as the 'organiser' to be able to administrate.

Participants outside your institution will be given the role of 'Guest'. They will be able to join via a browser or the Teams client. They will be admitted to the 'lobby' upon joining the call.

Understand more about the Guest role on the Microsoft support page for Teams roles .

You can find help on scheduling a Skype for Business meeting through Outlook on the Microsoft support pages here.

A link of the format https://meet.lync.com/livewarwickac-live/usercode/XXXXXXX

Participants outside your institution will be able to join via a Skype Meetings App (no login required) or the Skype for Business desktop client. Find out more from Skype Meetings Web help from Microsoft support.

2

Conducting Research interview call

Conduct interview on Microsoft Teams originating from a Warwick Microsoft 365 account.

Conduct interview on Microsoft Skype for Business originating from a Warwick Microsoft 365 account.

3

Obtaining informed consent

Information on Informed Consent from Research and Information Services

4

Recording a call

Caution: The storage and access of of recording process is not stable, and changes may happen between now and into 2021. Please assess carefully which of the instructions below applies to you. We advise regular testing and attention to each recording to ensure your data is handled properly and securely.

Use the built-in Record feature to capture video to Teams.

The recording appears either:

In the Meeting chat either as a downloadable file, where the file is only available for a defined period after the meeting.
In the Meeting chat as a link to a recording hosted in Microsoft Stream.

Microsoft support page for recording using Teams

Use the built-in Record feature to capture audio, video and more to your local machine.

Microsoft support page for recording using Skype for Business Windows 10 client

5

Playback a call recording

Use the Skype for Business Recording Manager to play back local recordings. Videos are stored in mp4 format.

Microsoft support page for playback using Skype for Business Recording Manager

6

Interview transcription

Option 1:

You can use the Microsoft Stream service and have automatic captions and a transcript created for your videos. These can be edited and corrected online.

Microsoft support page for automatic captions and transcripts

Option 2:

Use a transcription service. A procurement framework is in place for approved suppliers of text to audio transcription.

Transcription Services Framework on Procurement & Insurance Services pages

7

Storage and sharing considerations

Recordings can be shared with other Microsoft 365 users at Warwick.

Do not tick the 'Allow everyone in your company to view this video' in Microsoft Stream.

Recordings are initially saved on the local computer of the meeting organiser.

Please refer to storage and sending of data information sections on SIM Working Practices webpage

Optional

Editing audio/video

IT Services supported software for audio editing: Adobe Creative Cloud (license required). Free and self-supported alternative is Audacity.

IT Services software for video editing: Software & applications - FAQs - What software is available for creating and editing video content?

Optional

Coding transcripts

Support for coding interview transcripts using qualitiative analysis software Nvivo on IT Training pages.

8

Data retention and deletion

As soon as any transcripts of audiovisual recordings have been quality-control approved or note-taking finalised, all copies of the audiovisual recording should be deleted, to minimise storage of personally-identifiable information. Transcripts should be retained for 10 years in accordance with Warwick’s Research Data Management policy.

Exceptionally, with ethics approval, audiovisiual recordings may be retained for 10 years, but this must be made clear in participant consent.

At the end of this period, data should be reviewed and deleted if it is no longer required.

Other videoconference routes

Software/ Platform	Comments on usage for conducting and recording research interviews	Can I use?*
Blackboard Collaborate	Research interviews can be conducted using Blackboard Collaborate. Individual bookings for Blackboard Collaborate need to be made with AV Services. More information about Blackboard Collaborate compiled by the Centre for Teaching Education (CTE).	yes
StarLeaf	Research interviews can be conducted using StarLeaf. Individual bookings for StarLeaf need to be made with AV Services. StarLeaf has features to enable phone-based interview calls, but does not offer built-in recording, so would require a dictafone to be used. StarLeaf FAQs from AV Services.	yes
Zoom	Zoom has been considered and not approved for use by IDC and ITS Security. IT Services information on Zoom Video Conferencing	no

*Evaluation criteria for 'Can I use?'

These alternatives pass ITS Security assessment, are Information and Data Compliance approved, and are available to all staff with a viable route for recording.

Research ethics implications

If you're changing from face-to-face to video-call interviews, this constitutes an amendment to your previously-approved research methodology, and should be sent for Light Touch review to the appropriate ethics committee, using the Substantial Amendment Form.

Microsoft Teams

Skype for Business

1

2

3

4

5

6

7

Optional

Optional

8

Other videoconference routes

Software/ Platform

Comments on usage for conducting and recording research interviews

Can I use?*

Research ethics implications

Software/
Platform