Recording Guidelines

These guidelines are intended to provide clear information on how and when lectures will be recorded and made available on the HNE Health Libraries website.

These guidelines apply to recording of education sessions including, grand rounds, forums, departmental education, management development resources and other lectures across the Hunter New England Local Health District (HNELHD).

Definitions

 

Word/Term	Definition
Lecture	A formal class where a staff member presents material to a large group. E.g.Grand Rounds
Tutorial	A class where small groups meet with an expert. E.g. Pharmacy education
Seminar	A relatively informal class, which focuses on participation and interaction. E.g. General Surgery Network Education
Workshop	A highly interactive class that requires high levels of participation and is task orientated. E.g., Hospital Non Specialist Program
Presenter	Person delivering education
Organiser	Contact person/ program developer
Sponsor	Person who requested recording and is responsible for attendance records
Attendee	Person receiving education

Recordings will be stored on the HNE Health Libraries server for two years from the date of uploading. At the end of this period the recording will be deleted. A reminder about impending deletion will be sent to organisers so that they may download content for their own purposes.

All recordings must be viewed in full by a HNE Health Libraries staff member before uploading to the HNE Health Libraries website.

HNE Health Libraries recognise that unforeseen circumstances might arise during sessions, and that recordings may inadvertently contain sensitive material or material unsuitable for release. In such circumstances this content will be obscured, redacted, or removed. If this is not possible these recordings will not be uploaded.

Guest lecturers may request access to their recorded lectures.

No person may share or disseminate recordings with third parties unless under prior agreement with organisers and presenters.

Recordings will be retained for two years from the date of uploading and will then be deleted. A reminder about impending deletion will be sent to organisers so that they may download content for their own purposes.

HNE Health Libraries commit to:

• Providing fair and equitable access to recorded education
• Editing, producing and uploading of recorded lectures
• Ensuring patient data/sensitive matters of discussion are removed, obscured, or redacted
• Supporting stakeholders in capture of attendance data
• Supporting engagement with Colleges/Accreditation agencies around collection of CPD data
• Appropriately storing recordings on library server/website
• Supplying research support for educational presentations
• Providing recordings within two weeks where possible

HNE Health Libraries will not Develop the program.

HNE Health Libraries require sponsors to:

• Get permission from presenters and complete the requisite agreement
• Get permission for sharing with external stakeholders

Decision-making matrix

Benefit to HNELHD	Response	Example
Multidisciplinary collaboration		Grand Rounds
Executive function/communication		Staff Broadcasts
Exam preparation/matriculation		General Surgery Network Education & IMG/HNSP
Rural/remote access		Rural Critical Care
District wide standardisation and access		Pharmacy Education
Aboriginal health		Closing the gap forum
External stakeholders requiring access		CHA (Children s Healthcare Australasia)
Research engagement/participation		HPREP (Health Professionals Research Education Program)
Staff wellbeing		Online meditation
Excellence/Management development		NUMs and MUMs
Job interview preparation		Job skills
CPD reporting		JHH Adult Medicine Grand Rounds

 

For example, JHH Adult Medicine Grand rounds would achieve the following score

Benefit to HNELHD	Response	Example
Multidisciplinary collaboration	Y	Grand Rounds
Executive function/communication		Staff Broadcasts
Exam preparation/matriculation		General Surgery Network Education & IMG/HNSP
Rural/remote access	Y	Rural Critical Care
District wide standardisation and access	Y	Pharmacy Education
Aboriginal health		Closing the gap forum
External stakeholders requiring access		CHA (Children s Healthcare Australasia)
Research engagement/participation	Y	HPREP (Health Professionals Research Education Program)
Staff wellbeing		Online meditation
Excellence/Management development		NUMs and MUMs
Job interview preparation		Job skills
CPD reporting	Y	JHH Adult Medicine Grand Rounds

If the education package score less than 3 in the decision-making matrix it is unlikely to be suitable for inclusion on the library website.