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Schedule a lecture capture

The lecture capture scheduling team is available 9am - 5pm, weekdays only. During busy periods (i.e start of term) please allow at least 2 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.

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 Echo360.

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.

Before requesting your schedule

  1. Ensure that University of Warwick presenters have completed the opt-in consent form for automated lecture capture, and that any external staff have provided written consent to your department.
  2. Check that the room is enabled for lecture capture.
  3. Check that recordings or bookings are shorter than 4 hours. If you want to record a session that is longer than 4 hours, you will need to break your request down into shorter sessions.

Requesting your schedule

Please read this information carefully before submitting the online booking form.

My class was booked via the Central Timetabling Room Bookings system.
I want to use data (including module name, rooms, dates, and times) from Central Timetabling.
I want to record lectures (requests for seminar recordings should be noted in the additional information section of the booking form).

Use this process to record all the lectures for a module as booked in the Central Timetabling system. If there is more than one instructor, they must all have completed the online consent form for the sessions to be recorded. Individual sessions can be excluded if required.

  1. Open the online booking form.
  2. Check the name and amend this if necessary to identify the instructor.
  3. Provide a contact email address.
  4. Select Yes.
  5. Provide the module code and name.
  6. By default the option at this point is to record all lecture in the module. The data in room bookings must be accurate for this to take place.
  7. Select the recording option. For more information on this, please see the Getting started with Lecture Capture guide.
  8. By default, recordings will be made available automatically but this can be overridden if the instructor would like to edit the recordings before making them available.
  9. Please provide any additional notes in the other requirements box e.g. to add a guest instructor, to exclude an event, request that the event be livestreamed, or if you have a question.
  10. Click submit.

Use this process to record one or a few sequential events. If you only need to exclude one or two events from a module, use the process above and note which dates you want to exclude.

  1. Open the online booking form.
  2. Check the name and amend this if necessary to identify the instructor.
  3. Provide a contact email address.
  4. Select Yes.
  5. Provide the module code and name.
  6. Change the record all lectures in the module to No. The data in room bookings must be accurate for this event.
  7. Identify the event by choosing the room, date and start time.
  8. If this is for a recurring event where all the details are the same, set the date and time for the first event to be captured, then change from single to recurring in the drop down and provide details for how many events are to be captured. *If any of the details need to be manually amended e.g. room or instructor changes, please see Record Multiple Events, below.
  9. Select the recording option. For more information on this, please see the Getting started with Lecture Capture guide.
  10. By default, recordings will be made available automatically but this can be overridden if the instructor would like to edit the recordings before making them available.
  11. Please provide any additional notes in the other requirements box e.g. to add a guest instructor, tell us this is a seminar, request that the event be livestreamed, or if you have a question.
  12. Click submit.
My class or event was not booked via Central Timetabling Room Bookings.
My class is locally timetabled or my event is not part of an academic module.
  1. Open the online booking form.
  2. Check the name and amend this if necessary to identify the instructor.
  3. Provide a contact email address.
  4. Select No.
  5. Provide the event title. This should provide enough information for us to identify the section that it is to be added to. If the section does not already exist, please provide details in the more information section at the bottom of the form.
  6. If this is for a recurring event and any of the details need to be manually amended e.g. class name, room or instructor changes, please see Record Multiple Events, below. Otherwise, you can select recurring here and complete the details.
  7. Select the recording option. For more information on this, please see the Getting started with Lecture Capture guide.
  8. By default, recordings will be made available automatically but this can be overridden if the instructor would like to edit the recordings before making them available.
  9. Please provide any additional notes in the other requirements box e.g. to add a guest instructor, to exclude an event, request that the event be livestreamed, or if you have a question.
  10. Click submit.

If you are using rooms that are not bookable through the Room Bookings system, or if you need to book multiple non-modular events, you will need to download and complete a spreadsheet for upload into the Echo360 system directly. It is absolutely vital that all information is completed accurately or it will not be possible to schedule the recording(s).

  • Download the 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 Echo360 to check the details and format for sections, for example.
  • Instructions for completing the spreadsheet.
  • Watch our lecture capture spreadsheet training video which takes you through the process, step by step.
  • Contact lecturecapture at warwick dot ac dot uk for support with completing the spreadsheet.
  1. Open the online booking form.
  2. Check the name and amend this if necessary to identify the instructor.
  3. Provide a contact email address.
  4. Select No.
  5. Provide the event title. Note that you will need to include section information in the spreadsheet.
  6. Select the room where the events will take place. If this is in more than one room over the course of the bookings, please choose the room for the first of the events.
  7. Select the date and time for the first of the events to take place. This will help us to prioritise urgent booking requests.
  8. Leave the default Single recording option.
  9. Select the recording option. For more information on this, please see the Getting started with Lecture Capture guide.
  10. By default, recordings will be made available automatically but this can be overridden if the instructor would like to edit the recordings before making them available.
  11. Please provide any additional notes in the other requirements box e.g. to add a guest instructor, to exclude an event, request that the event be livestreamed, or if you have a question.
  12. 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.
  13. Attach your completed spreadsheet - we will use this data to directly create the schedule in Echo360 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.
  14. Click submit.

For queries about changing an existing schedule or further help submitting your request, please contact us at lecturecapture@warwick.ac.uk

If this is related to changes, please note the timescales as indicated at the top of this page, and include the following:

    • Module code and name (or event title)
    • Echo360 Section where the recording will be stored
    • Date and time for the event to be amended
    • The amendments required e.g. change date / time; replace the instructor; delete the scheduled recording
    • If you are using the spreadsheet, please highlight any changes.
    Changes to schedules require time to process and scheduled recordings cannot be altered after the start time.
    The information on this page relates to Lecture Capture Scheduling and Echo360 and was last updated June 2021.

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