Audio/Video Recording in Academic Settings

Policy number: 2.27

Policy section: Academic Affairs

Revised Date:

1.  Definitions

Definitions of capitalized terms are set forth in Appendix A.

2.  Policy Statement

It is the policy of the University to foster a spirit of trust and promote the open exchange of viewpoints and ideas within the University community, and to respect all applicable copyright or intellectual property rights. It is expected that University affiliates and other attendees at University classes will engage openly and forthrightly with others in educational settings and avoid unlawful or surreptitious recording.

3.  Purpose

The purpose of this policy is to prohibit unauthorized recording, including surreptitious recording and AI-generated transcripts, in both in-person and online classes, and to provide restrictions regarding the recording of attendees in classes.

4.  Basic Guidelines

1. The use of technologies for audio and video recording (including AI-generated transcripts, etc.) of lectures and other classroom activities (including review sessions, labs, etc.) is allowed only with the express prior written permission of the instructor or as approved through the University’s Disability Accommodations and Success Strategies (DASS) office and confirmed as a reasonable accommodation. Unauthorized recording outside these parameters is prohibited.
2. In cases where recordings are allowed, such content is restricted to Personal Use only, and the recording must not be shared beyond the class members without the written consent of all instructors and attendees who were recorded. When students have permission for Personal Use of recordings, they must still obtain written permission from the instructor to share recordings with others in the class. Students must not store recordings beyond the end of the term.
3. Students registered with the Disability Accommodations and Success Strategies (DASS) office who are approved for audio or video recording as a reasonable accommodation are authorized to record lectures and classroom activities consistent with that accommodation and subject to the parameters outlined above. Instructors must permit these recordings in accordance with federal disability law as aligned with the accommodation plans or suggest a reasonable alternative to DASS for review. Such recordings are limited to the student’s Personal Use in connection with the course, which may include the use of approved assistive technologies or accessibility software. All rules concerning audio/video recording should be explicitly stated in class syllabi.

5.  Exceptions

1. Notwithstanding the foregoing, SMU’s authorized personnel may make recordings of University activities in furtherance of the academic and operational needs of the University, including authorizing members of the media to record certain University events.
2. Recordings made by attendees of classes for the sole purpose of reporting conduct that is believed to violate another University policy must be shared only with the appropriate University office who can utilize the recording within the parameters established by policy on misconduct investigations. Such recordings may be given an exception to this policy on a case-by-case basis and protected as a right with the clear understanding that the recording may be shared only with the appropriate University office. Sharing a recording of a class and sharing it beyond appropriate University office is a violation of this policy.
3. This policy does not prohibit the use of SMU-approved instructional technologies to record class sessions for legitimate educational purposes when such recordings are authorized by the instructor and managed through institutionally supported technology systems, subject to applicable retention policies, access requirements, and requirements under the Family Educational Rights and Privacy Act (FERPA). Depending on how recordings are created and edited, they may include Personally Identifiable Information (PII) about students and may constitute education records that are protected under FERPA. If the recording includes the names or identifiable audio, communications, or images of students asking questions, making presentations, engaging in discussion, or leading a class (other than TAs), then the portions containing that information are PII and constitute student education records. These recordings must comply with FERPA.Questions regarding FERPA should be directed to the Office of Faculty Success. All faculty must remain in good standing with University-mandated FERPA training.

6.  Required Syllabus Statement

Each syllabus should include the following statement:

Recording of Classes. Unauthorized student recording is prohibited. A full description of this policy can be found in [hyperlink here to the new policy, 2.27]. Students who have approved accommodations for recording through the Disability Accommodations and Success Strategies (DASS) office do not need separate permission from the instructor to use those accommodations. Students are expected to communicate with their instructor early in the semester regarding how these accommodations will be implemented. Otherwise, all other uses of technologies for audio/video recording of lectures and other classroom activities are allowed only with the express prior permission of the instructor.  This policy does not prohibit the use of SMU-approved instructional technologies to record class sessions for legitimate educational purposes when such recordings are authorized by the instructor and managed through institutionally supported technology systems, subject to applicable retention, access, and FERPA requirements. In cases where such recordings are allowed, content is restricted to Personal Use only, as defined in Policy Number 2.27, and the recording must not be shared beyond the class members without the written consent of all instructors and attendees who were recorded and must not be saved by students beyond the duration of the term.

Faculty who plan to record portions of their class should include the following statement on their syllabus:

This class or portions of this class will be recorded by the instructor for educational purposes only. Your instructor will communicate how members of the class can access the recordings. Any portions of the course that contain images, questions, or commentary/discussion by students will be edited out of any recordings that are saved and/or utilized beyond the current term for other academic uses, unless explicit written consent is granted by those in the recording.

7.  Enforceability and Violations

SMU requires students to review and agree to a statement of Student Rights and Responsibilities before enrolling. The statement includes three parts: Financial Rights and Responsibilities, Honor Code and Student Code of Conduct, and Appeals and Complaints. SMU is committed to preserving the integrity of the academic environment, supporting sound pedagogical practices, and safeguarding copyright and intellectual property rights.  Accordingly, pursuant to the SMU Student Rights and Responsibilities, the University has adopted this policy on Audio/Video Recording in Academic Settings to ensure these interests are respected and upheld. These expectations apply even in situations where state law might otherwise permit one‑party consent recording, as they operate as conditions of enrollment and participation under the SMU Student Rights and Responsibilities. This policy does not affect or restrict approved disability accommodations provided under University policy or applicable law.

Violations of this policy by any member of the academic community, including students, staff, and instructors of record, will be managed under the existing policies for sanctions. Further, student violations will be governed by the Honor Code and adjudicated by the Office of Student Conduct and Community Standards.

8.  Applicability

This policy applies to all academic programs offered at the University and to the departments, colleges, and schools in which they are housed. This policy is in addition to any other applicable University policies.

9.  Questions

Questions regarding this policy are to be directed to the Office of the Provost.

10.  Related Policies

1. University Policy 3.2, Needs of Persons with Disabilities
2. University Policy 5.15, Commercial Photography
3. University Policy 9.9, Use of Video Surveillance Equipment

Appendix A: Definitions

“Personal Use” refers to use by an individual student for the purpose of studying or completing course assignments and does not include sharing any information publicly (e.g., social media venue, email, or other) or with participants inside or outside of the class.

“Personally Identifiable Information” refers to the definition provided by the U.S. Department of Education or as defined in the Family Educational Rights and Privacy Act of 1974, as amended, at 34 CFR Part 99 implementing section 444 of the General Education Provisions Act, to generally constitute information that can be used to distinguish or trace an individual’s identity either directly or indirectly through linkages with other information.

Adopted: February 11, 2026