Reflect policy

PDF icon Reflect policy v3 (PDF to download).

Policy clauses

1. Recording and publishing

  1. The Reflect system is available in all centrally timetabled and Reflect-equipped rooms (See: Rooms Directory). Timetabled events and teaching activity will be set to be recorded automatically, however staff have control over the recording process and subsequent editing (Refer to clause 1.IX).
    Guidance icon Guidance on this clause
  2. The University recognises that some sessions, as a whole or in part, are not appropriate for publishing. For example, where the session is a tutorial or workshop, where students have requested that their contributions are not made openly available, where there are ethical concerns, commercially sensitive information, unpublished research, Box of Broadcast recordings and personal data. (Refer to clause 1.VII).
    Guidance icon Guidance on this clause
  3. Where Reflect is available staff are expected to publish the recorded content for their students within three working days, unless clause 1.II applies.
    Guidance icon Guidance on this clause
  4. By default, published content is only available to students who are registered on the module for which the recording was made.
    Guidance icon Guidance on this clause
  5. Recordings of teaching and other events, such as Inaugural Lectures and presentations by non-University members can be shared more widely, subject to permission from the contributors and those who appear in the recording.
    Guidance icon Guidance on this clause
  6. Staff assigned to a module have an option to download a recording for repurposing. Students do not have access through Reflect to download recordings.
    Guidance icon Guidance on this clause
  7. If a recording is not expected to be published, in accordance with clause 1.II, the member of staff responsible must notify their Head of Department allowing enough time for this position to be evaluated. Staff whose sessions are excluded from publication will be expected to communicate the decision made to their students and to make equivalent academic content available (lecture notes, slides etc.) within three working days.
    Guidance icon Guidance on this clause
  8. Students will be notified that teaching activity in centrally timetabled and Reflect-equipped rooms is being recorded and their contributions may be published unless they have notified the University of their decision to opt-out.
    Guidance icon Guidance on this clause
  9. Staff are able to manage the recording process by pausing the recording, for example to facilitate discussion or when requested to avoid capturing student input, and by editing the recording prior to publishing.
    Guidance icon Guidance on this clause
  10. The University will not use Reflect recordings for staff performance management. Staff may choose to use recordings for personal reflection on their teaching practice.
    Guidance icon Guidance on this clause
  11. Reflect recordings will not be used as evidence in student appeals and complaints.
    Guidance icon Guidance on this clause
  12. Students may not opt-out of recordings that form part of a University award (e.g. summative assessments), unless there are exceptional circumstances or they have a recognised disability. Alternative and equitable materials can be accepted in these circumstances.
    Guidance icon Guidance on this clause

2. Copyright, Intellectual Property, Data Protection and Performance Rights

  1. Under the General Data Protection Regulation (GDPR), the University documents the legal basis for the processing of data in the Reflect service on its Information Asset Register.
  2. The University owns the intellectual property, including copyright of all recordings.
  3. Members of staff using the Reflect capture system will be asked to register with the service.
  4. In terms of copyright, moral rights (i.e. the right to be identified as the author of copyright work and the right to object to any derogatory treatment of the work) do not apply to works created as part of staff employment, but those rights can be asserted by individuals wishing to exercise them by adding the following text: ‘**Name** asserts their right to be identified as the creator of this work.’
  5. Reflect content provider(s) and presenter(s) cannot take or re-use a recording without prior permission from the University of Leicester.
  6. The University expects that all users will abide by the laws of copyright and fair dealing; use of third party materials in any presentation or teaching activities must adhere to UK copyright law. Staff, including guest lecturers and non-University members, are responsible for ensuring that the material does not breach copyright, and are expected to have obtained approval from the lawful owner of the material before use.
    Guidance icon Guidance on this clause
  7. In accordance with the University’s Policy on the Recording of Lectures and Teaching Sessions, personal recordings on learners’ devices require prior consent from the members of staff involved in recording and publishing the captured materials. Only in exceptional circumstances, such as a recognised disability, will consent be given. No copying, circulating, or re-recording by students of these recordings is permitted.
  8. Students who download, copy, circulate, or edit Reflect recordings may be subject to disciplinary proceedings.
  9. The University has the right to take down and delete any recordings that have taken place without consent.
  10. Any recordings that contain personal data must be kept in accordance with the University’s Information Security Policy.

3. Access

  1. The Reflect system is installed in all centrally timetabled and Reflect-equipped rooms and is available for installation on University staff computers.
    Guidance icon Guidance on this clause
  2. The Reflect system is compatible with industry standard accessibility software to enable all students to access recordings.
  3. Students who have disabilities, long term conditions or specific learning difficulties may need an alternative approach to lectures, such as note-taking. Students in this situation should seek advice from the AccessAbility Centre.

4. Archiving and re-use

  1. All Reflect recordings made in centrally timetabled and Reflect-equipped rooms are available through the cloud service for the length of the programme unless clause 4.V applies. At the end of the programme recordings are archived on the third party supplier server for one year and then deleted.
  2. Archiving means that links to the recording will no longer be viewable through a web interface but can be retrieved.
  3. Archiving takes place after the Summer resits have taken place; including captures that are being used for Distance Learning courses.
  4. The Reflect system will notify staff of the pending archive before the end of the academic year.
  5. Reflect recordings for activities and events such as flipped classroom teaching, distance learning programmes and external speakers should be reviewed annually, and on request can be retained beyond the length of the programme (Refer to clause 4.I).

5. Upgrades, Maintenance Periods and Withdrawals of Service

  1. The Reflect system is provided using a cloud service managed and maintained by the Reflect third party supplier (the Supplier).
  2. There are two major releases and up to six minor updates made each year. Downtime is only required for major upgrades – the Supplier strives to release these during the summer and winter breaks between terms. All releases and updates take place between 3:00am and 8:00am GMT on Saturdays. The University is unable to significantly influence the dates chosen by the Supplier for their releases.
  3. Three weeks’ notice of these releases and updates are given by the Supplier. These will be communicated to staff and students through appropriate media channels.

6. Institutional Governance

  1. Overall responsibility for institutional use of and policy relating to the Reflect system rests with the Learning and Teaching Committee (LTC), who annually review the policy.
  2. The LTC will monitor and evaluate the use of Reflect to ensure that it enhances the student experience and is pedagogically sound.
  3. The Leicester Learning Institute will advise the LTC on the use of, and support for the Reflect system under this Policy.
  4. The Leicester Learning Institute will lead the development of the Reflect system ensuring that it fosters a range of teaching styles and that it aligns with the latest capabilities, student and staff expectations, and the University estate.

Share this page:

Need help with Reflect?

For urgent help, when equipment is not working in a teaching room, call Teaching Room Support on 0116 252 2919.

Contact the IT Service Desk for all other technical problems, such as issues with Reflect recordings. Make sure you provide the module code and start/end times of the teaching event.

Phone: 0116 252 2253

For general Reflect enquiries about the use of Reflect in your teaching, email