In Short...

A student's enrollment in a course section is protected information under FERPA.

If it is possible to identify a student in a Zoom meeting or recording, the Zoom session or recording is a protected educational record.

Meeting Access and Settings

Planning your Meetings
Generally, do not use a personal zoom account and do not share course meeting links outside of Canvas. Use YCCD Zoom inside of your course to manage scheduling of your meetings. Adjust the following settings globally for your account at yccd-edu.zoom.us: enable waiting room, mute participants on entry, and enable chat for everyone (not everyone and anyone directly).
Any virtual meeting - office hour, lecture, study session, or other - that includes students from multiple sections requires separate meetings (send invites through inbox) or special consideration and communication with students. If inviting a guest, that should also be announced to students.

Set up and Manage Recordings

Recording Settings
Important settings to disable are: saving local recording (for participants), any recording options that include gallery view, and display participant names. Settings you want to enable include recording the active speaker (typically you) with shared screen and showing a disclaimer to participants when recording starts.
If the recording will be only for students in one course section for one-time use, direct students to access the recordings through YCCD Zoom. Cloud recordings are automatically deleted after 160 days at Yuba College. If you plan to save for potential future use you should choose the appropriate files from the cloud recording to save locally and choose a workflow to manage videos, such as uploading to Canvas Studio.

Sharing Recordings in One Term

Student privacy is protected so long as the instructor ensures that students only see students in their section and the recording is only used within that term. This may also apply to certain situations such as students attend an large in-person lecture but have smaller/separate online lab sections.

For combined sections, all identifiable student information must be hidden in the recording or it cannot be shared even within the one term. An option may be to have students sign a waiver providing permission for the recording's use within the the single term.

Sharing Recordings in Future Terms

It's difficult to be FERPA-compliant if steps aren't taken in advance to ensure recordings do not include images of students, students making presentations, or other scenarios in which it is possible to identify the student - these are protected educational records.

You might be able to obtain written consent from all students involved providing their permission for the recording to be shared broadly
You can explore editing options to remove all identifiable information

Flex Workshop Recording and Reference Document

YC FERPA Flyer_Zoom Guidelines.pdf

This page concludes the module for the 2024 Convocation Week PD sessions.