Kaltura - Information on storage, acceptable use, copyright, accessibility, and harassment policies as well as applicable state, local, and federal laws and regulations
This document is for UW-Madison users of the Kaltura media streaming service who upload media and have questions about the upload message.
Kaltura displays a message reminding users of certain responsibilities and things to consider when using the Kaltura MediaSpace media streaming service. This message reads:
Users must read the message and check the checkbox for Kaltura MediaSpace to display the interface to upload a media file. This reminds Kaltura users of several rules for using Mediaspace:
- Keep a copy of any media they upload to Kaltura MediaSpace.
- Abide by applicable UW System and Institution acceptable use, copyright, accessibility, and harassment policies as well as applicable state, local, and federal laws and regulations.
Keep a backup of your media
- If you leave UW-Madison you'll have a local copy of your media to bring to another institution. While you can submit a request to get links to download your media, the links only last for 24 hours and it can take a while to download your media.
- If you accidentally delete a piece of media you can re-upload it. Alternately if you are a co-editor or co-publisher for a piece of media that is deleted by the owner you can also re-upload it. You can submit a request to restore deleted media, but sometimes this is not possible. Having your own backup copy is your best option.
- The message mentions that "Materials uploaded to this service may be deleted if it has not received any plays within two years." This is currently not implemented at UW-Madison but our Kaltura contract requires it. At some point we will have to implement this and want to encourage Kaltura users to think about keeping local copies of their media. Exactly how the media deletion system will work has not been determined. Learn@UW-Madison will communicate to campus when more details and a timeline are available.
Options to store your media
Keeping a local copy of your media on your computer and/or a local USB hard drive is one option. As of July 2022, a portable 1TB USB hard drive can be purchased for about $30. We also encourage you to check with your department IT professionals to see if they have other suggestions like a departmental server.
While backup services are not explicitly a storage option they should always be considered as part of your course materials storage and backup strategy. You never know when a hard drive might fail, you lose a USB drive, or when you might accidentally delete something you need. Bucky Backup is an example of a campus backup service to consider. Alternately check with your departmental IT personnel to see if they have an alternate service they use or recommend.
Users should read UW System's Copyright information page. Media with copyrighted material in them should at least be behind a password protected portal like Canvas for class use. Additional resources on copyright include:
- UW-Madison Office of Legal Affairs - Copyright Law (particularly helpful: "Can I use video clips as part of classroom instruction?")
- UW-Madison Libraries - Copyright Resources
- UW System Acceptable Use of Information Technology Resources
Accessibility and Captioning
Users should consider captioning their media to make it more accessible to all users. See the following resources on accessibility at UW-Madison:
- World Wide Web Accessibility Policy
- Make it accessible
- Learn@UW - Captioning transcripts, and audio descriptions at UW-Madison - Getting Started
There are a number of options to caption media:
- Instructors teaching a student with a disability can work with the McBurney Disability Resource Center to get their media captioned.
- UW System has a contract with 3Play and AutomaticSync for captioning. See the Media Captioning, transcription, and audio description vendor rate comparison document for details on pricing.
- Machine captioning can be used with shorter videos and when users have time to edit and increase their accuracy. For more information please see:
FERPA and HIPAA compliance
- If content hosted in Kaltura MediaSpace identifies students, or contains content contributed by students, then it is an educational record, and FERPA regulations apply.
- FERPA regulations require that the content be protected from disclosure without student consent.
- Disclosure in this context includes use outside of the class such as posting student content openly on the Internet.
- Faculty who intend to post original student work in such a manner may do so with the students’ permission or by providing an opt out option for individual students.
- For additional information on FERPA please see the Office of the Registrar's resources on FERPA.
- Be careful to not store or accidentally record and share material with electronic Protected Health Information (ePHI) in Kaltura MediaSpace.
- For more information in HIPAA please see the Office of Compliance's resources on HIPAA.