How to share Zoom recordings for concluded Canvas courses

The Canvas Zoom tool is removed from concluded Canvas courses at the end of each quarter (after June 28 for Winter and Spring 2020 courses). For privacy and to ensure compliance with the TEACH Act, recordings should not be generally accessible to students beyond the end of the term. 

The host of the meeting will still have access to recordings at https://stanford.zoom.us/recording. From there, they can be shared with those who have a documented purpose for needing access to them, such as a student with an incomplete or a staff member who needs access for purposes directly related to their instructional responsibilities for the course. 

Without such a purpose recordings should not be reshared with students if the video contains third-party content which you did not receive express permission to use. If you are willing to edit the video, please see the last two options below.

Someone specifically needs continued access 

If you are sharing a recording with the staff of the course or a student with an incomplete, please document this reason in an email to them listing the sole purpose of the recording’s use, such as to complete an incomplete course, and the requirement to not share or further distribute the URL of the video (disable download unless it’s specifically needed).

  1. Visit https://stanford.zoom.us/recording.
  2. Click a recording and then click Share.
  3. Make sure that “Only authenticated users can view” and password protection are enabled for your recording (they should be if you followed advice for changing your recording settings.)  
  4. If you had previously enabled download of this recording, please disable “Viewers can download” unless they expressly need to be able to download the file.
  5. Add a reasonable expiry date to the link, not to exceed a year.
  6. Click “Copy sharing information to clipboard.”
  7. Click Done.
  8. Paste sharing information into email to your colleague or student. 

If you want to extend recording access to former students

If you want to reshare recordings with all your students, you would need to 1) edit the recordings to remove third-party content which you did not receive express permission to use then 2) share using one of the two methods below

Sharing in Canvas Zoom tool (subject to change)

If none of your recordings has third party content, you may follow the instructions below.

  1. After the Zoom tool has been removed from your course, follow steps 1-5 and 7 in the instructions above (Someone specifically needs continued access) to protect and expire each recording that would be available in the Zoom tool.
  2. Email the Canvas Support Team at canvashelp@stanford.edu to re-enable the Zoom tool. Please include the URL of the course in your email and affirm that your videos will not include any third party content to expedite the process.
  3. When you let students know that they are receiving extended access, let them know these videos are only for their personal use and that access will be turned off at a date of your choosing, but not to exceed a year.

Sharing in Canvas Course Videos tool (aka Panopto)

Panopto will allow you to edit, restrict access to those students in your course, as well as finer grained controls. If you are removing third party content from your recordings, you can upload them to the Course Videos tab to remove those clips. You will need to download the recordings from Zoom, then upload them into the Course Videos tool (GSB faculty should contact the Teaching and Learning Hub for Panopto alternatives). 

Download your video recordings from Zoom

  1. Visit https://stanford.zoom.us/recording
  2. Click the recording you want to download (you can only see recordings if you are the host that scheduled the meeting)
  3. Click Download.

Upload video to Panopto 

Panopto is a tool for editing and hosting videos for your course. It limits viewing to your course by default, lets you organize videos by folder to share to specific members, or unpublish or expire videos by date. 

  1. If you have already used the Course Videos tool, skip this step. Else, email the Canvas Support Team at canvashelp@stanford.edu to enable the Course Videos tool in your Canvas course (GSB faculty should contact the Teaching and Learning Hub for Panopto alternatives). Please include the URL of the course in your email and affirm that your videos will not include any third party content to expedite the process.
  2. Upload videos to Panopto
  3. Use Panopto to edit video to remove third party material for which you have not obtained express permission to use.
  4. Please contact canvashelp@stanford.edu to confirm third party content has been removed and provide an access end date.

If you want to distribute recordings more generally

To share the video with any Stanford instructors or students who were not course staff nor students in the course, you must edit your video to remove third party content, as well as remove students’ personally identifiable information from the recording (voice is fine, but not images of the students or names or other personal identifiers such as ID that are visible or audible).