Student Video Recording Policy

Policy Manual

  • Policy Number: P 013
  • Last Revised: 08/08/2011

Purposes

The purpose of video recording UNR Med student clinical encounters with standardized patients (SPs) or patient simulators is to provide course coordinators with a comprehensive, consistent, and objective record of student instruction for clinical history taking, physical examination and clinical knowledge and reasoning skills and student clinical communication with patients.

The value of such a record is to provide faculty with an instructional and assessment tool for evaluating and monitoring mandatory clinical curricular activities, to support student grading, teaching, and record keeping. This capability provides students with specific and consistent feedback on their clinical encounters. It also supports consistency when teaching standardized patients, teaching faculty, and clinical observers.

The purpose of this document is to comply with item #3 of the UNR Med Privacy Notice and Authorization/ Consent for Release of Information, Photographic and Video Mediums Release Form ["…for monitoring and evaluating clinical practice techniques by video recording interviews and physical exams with standardized patients or the human patient simulator."]

As such, this policy is presented as the only UNR Med authorized policy and procedures guide for recording mandatory curricular clinical activities within UNR Med facilities. This policy is to be adhered to explicitly by UNR Med faculty and staff when recording, storing, accessing and disposing of UNR Med student video recordings. Video recordings of students that are not mandatory clinical activities are to be proposed by faculty and approved by the Associate or Assistant Deans of the Office of Medical Education and consented separately by students on a case by case basis.

This policy and these guidelines are intended only to address mandatory clinical curricular activities of undergraduate students. Only those mandatory clinical student encounters being video recorded are addressed within this document. Since clinical observation is a conventional and supportive task of medical education with intrinsic educational value for learners, video observation is to be assumed during any student clinical activity within UNR Med facilities.

Video recordings of UNR Med medical residents are to be proposed by Graduate Medical Education faculty and approved by the Associate Dean of Graduate Medical Education and consented separately by graduate students.

Video Recorded activities and Locations

Productions of said recordings under this policy are related solely to mandatory clinical teaching activities in Reno, Las Vegas or other locations. All recording of students is to be conducted on an approved request basis (See, Request Approval, below) in conjunction with use of UNR Med facilities or equipment.

All recordings are confidential education materials intended solely to support mandatory clinical activities and to be produced solely from secure video equipment or software in use at UNR Med facilities. Other video recording is not addressed under this policy. Security and privacy needs of UNR Med recordings and equipment are the responsibility of attending UNR Med faculty and staff.

Approval of Request for Recording

Requests for student video recording will be provided to SPE faculty by course coordinators at the start of planning for student encounters. These written or electronic requests are to be provided on a Video Request And Authorization form (VRA form) that includes the course title/Identification, course coordinator, activity, and rooms to be scheduled for recording, the equipment operator, date and time of the recording, and the signature of the approving Assistant or Associate Dean of Medical Education.

A completed VRA form including the above information, VRA, with copies sent to the requesting course faculty (I E. course coordinator) AND the Simulated Patient Education (SPE) Program faculty, or facility administrator. Course coordinators will be responsible for submitting the request and confirming approval is on file with SPE program faculty. VRA forms will be available to course coordinators in electronic or hard copy from the Office of Medical Education. A copy of the completed and signed VRA form is to be retained at the video control room during room set‐up and recording and stored with corresponding recordings. The original completed VRA form is to be kept on file by SPE Program faculty, in paper or digital format, or by the Assistant or Associate Dean of Medical Education.

Recording, Access, Security and Discarding of Recordings

All UNR Med recordings of students are to be produced with the approval of the Associate or Assistant Dean of Medical Education AND one of the following: course coordinator, SPE Program faculty, or Office of Medical Education Evaluation and Assessment Specialist. Recordings will be completed only by these supervising faculties or by their designated, trained staff or faculty.

Tape or DVD recording

Medical students are to be actively monitored by faculty or production staff when accessing UNR Med tape or DVD student video recordings or equipment. A designated UNR Med video suite or equipment will be made available for students to privately view recordings. Students are to view only encounters in which they participated. Course Coordinators will arrange and approve private viewing of recordings by students. Students viewing a tape or DVD video recording must be located within a secure environment on the UNR Med campus and course coordinators or designated and trained personnel are responsible to assure students receive private access to their own recordings.

It will be the responsibility of the course coordinator or recording personnel to assure that recordings are accurately labeled and placed in storage. Labeled tape or DVD video recordings will be stored in a designated and secure cabinet or on a secure server and accessed with UNR Med equipment available for this purpose.

Digital recording

Course coordinators will arrange and approve viewing of digital recordings of students. Digitally recorded student encounters will remain on designated secure servers and will be stored and identified using secure (Password protected) software access. A designated UNR Med digital video suite or equipment will be made available for students to privately view recordings. Students are authorized to view only encounters in which they participated. Course coordinators or designated and trained personnel are responsible to assure students receive private access to their own recordings.

Post Production

Post production is not the intended purpose of video recording UNR Med students due to the extensive responsibilities, costs and liabilities of this activity. Automated titles and labeling will be used when available with recording software.

Additional post production requests of student recordings are to be made by supervising faculty and considered on a resource available basis.

At no time, are recordings of student encounters to be distributed to any student, or faculty member, attached to email (or other electronic communication), or posted on a website (UNR Med or other). Recording software offers the option for remote viewing of recordings using secure password protected software access. All student recordings are the property of UNR Med and are to be handled as strictly confidential educational materials. No copies of student recordings are to be accessed or viewed except as described herein.

Recording, labeling and Storage

The Office of Medical Education retains the right to store or dispose of recordings at the request of the supervising faculty, and the discretion of the Associate or Assistant Dean of Medical Education. Storage of any student video recordings will not exceed one (1) year after graduation of the student, unless an exception is authorized (see Storage Exceptions).

Storage Exceptions

The following exceptions are available upon request of the course coordinator AND approval of the Associate or Assistant Dean of Medical Education:

  1. retaining UNR Med student recordings until one year after graduation of the student(s); or
  2. if otherwise requested in writing by the recorded student AND the course coordinator, AND authorized by the Associate or Assistant Dean of Medical Education.

Discarding Student Recordings

At the completion of the storage period, all student recordings are to be modified, defaced, erased, or recorded such that the audio and video content previously captured has been removed and no video or audio signal remains of the previous recording.

Recording Procedure Guidelines

  1. Whenever possible, recording rooms for student clinical activities are to be identified 48 hours in advance of video recording.
  2. While recording student mandatory clinical activities, only those cameras in use for the reserved rooms are to be powered "on." The cameras in unreserved rooms are to remain powered "off," when feasible.
  3. When recordings are completed, video tapes, DVDs, or digital files are to be labeled with the course title, supervising faculty, equipment/program user, date, and activity.

Advisory Group

Formation of one advisory group of UNR Med faculty and staff for video recordings is recommended for the periodic or annual review and revision of this policy and these guidelines. The Associate or Assistant Dean of OME will use one common advisory group. Such a group may be composed of faculty and staff representing OME, course coordinators, the UNR Med Dean's Office, OFAD, TLT or others, but should not exceed seven members