Library Skills: synchronous (live and face to face) training guide

We currently record the following sessions delivered as part of the scheduled bookable programme of sessions:

• EndNote demonstration
• PubMed demonstration
• Introduction to searching Ovid
• Introduction to searching Proquest

The link to the recordings should be circulated to attendees only (not all registered people) after the event, as stated in the session description. (See Contacting attendees post event). As the recordings are not being retained long term, simply send the link to the recording in Zoom or Microsoft Teams:

• Zoom: Log in to your zoom account and select 'Recordings' from the menu. For the relevant recording, click on the 'Share' button. Ensure 'Anyone with a Zoom account' is selected and then click on the 'Copy sharing information' button. Paste this information into an email to recipients taken from the attendee report in Zoom.
• Microsoft Teams: All UCL attendees should be able to view the recording in Teams by going to 'Chat' and within the chat for your event, should see the recording. If you had any attendees who do not have UCL accounts, e.g. NHS staff, they will not be able to view the recording in the chat, in which case you should email attendees after the event with a link to the recording that can be viewed by anyone. To do this: click on the recording from the chat, click on 'Open in Stream' in the top right hand corner, click on 'Share' and select 'Copy Link'. From the pop-up window, click 'Settings', select 'Anyone' and then click 'Apply'. This will have copied a link that can be viewed by anyone.

Please note the following for retaining video recordings:

• Zoom: Recordings should be uploaded to UCL MediaCentral. Recordings are automatically deleted from Zoom after 12 months.
• Microsoft Teams: Recordings appear in Stream and may be shared with UCL staff and students. For sharing as part of teaching, it is recommended that you upload recordings to UCL MediaCentral.

See Where to host your video for more information.

We have had instances of attendees recording a session themselves using Otter.ai. When Otter is used, it should send the organiser an email invite and will appear as an attendee in the meeting. Otter is not GDPR compliant so you should decline invitations and remove it from the attendees. There are also potential issues with permissions, IP and safeguarding.

The following is included in all our session descriptions:

• By registering for this session, you agree not to make a personal recording of the session for any purpose. If you have any special requirements or require any reasonable adjustments, please contact us in advance of the session.

There are some instances where people may have a requirement for a personal recording of a session for accessibility / SORA reasons, and these will be dealt with on a case by case basis when they contact us in advance. Where we grant permission, it will be made clear to the attendee:

• They may only use the recording for personal use.
• They should ensure the setting to share the recording with other participants is turned off.

The trainer should warn the participants that the recording is being made at the start of the session.