28 Murray State College Audio and Pictorial Capture Policy

Policy Updated – June 2025

Murray State College is committed to respecting student privacy in accordance with the Family Educational Rights and Privacy Act (FERPA), which designates certain photos, videos, and recordings as part of a student’s educational record. As part of the teaching and learning process, audio, video, and photographic recordings may be used for instructional, testing, or institutional purposes. However, unless a student provides written consent or a valid FERPA exception applies, Murray State College will not share these recordings or any information from a student’s education record with third parties.

Procedures for Use of Audio and Pictorial Capture

Image and Video Guidelines: Murray respects student privacy under the Family Educational Rights and Privacy Act (FERPA), which protects certain photos and videos as student records. Unless a student consents (or a FERPA exception applies), Murray will not disclose information from a student’s education record to third parties.

Public Spaces: In public spaces, permission is generally not required to take photographs or videos, as there is a lower expectation of privacy. However, the use of these materials may be restricted if consent has not been obtained. At Murray State College, public spaces may include events, such as sporting activities, commencement, or occasionally non-sensitive invited events.  It’s essential to exercise good judgment when captioning or describing individuals in photos or videos. For example, avoid assuming someone is a participant in an event if they are simply part of the crowd. Clear and accurate descriptions are essential when photographing sensitive events, such as demonstrations or protests.

Recording of Lectures and Student Privacy: Lectures may be recorded for educational purposes, including accessibility, review, and asynchronous learning. These recordings will be securely stored and shared with currently enrolled students in specified courses and necessary institutional personnel through the learning platform or a private link. While recordings enhance learning, they also raise considerations about freedom of speech, academic expression, privacy, copyright, and FERPA compliance. Students will be informed in advance when recordings are used within the course. If recordings, photos, or videos will be shared publicly or outside the course, students must be notified and given options if they do not wish to be included. Murray State College supports FERPA, which does not require students to participate in recordings or photos as a condition of enrollment. When in doubt, it is best to obtain permission before a photo or video is shared publicly.

Testing Center: The Testing Center uses video monitoring and recording to ensure security and academic integrity. Recordings may capture student activity, including interactions with staff and testing materials, and are stored securely with access limited to authorized personnel. Recordings are considered educational records under FERPA if used in academic integrity reviews and will not be shared externally unless required by law or institutional policy. Students must follow all Testing Center policies, and any violations observed may result in disciplinary action. For questions, contact the Testing Center staff.

Remote Proctoring:

• Purpose: This applies to all students, faculty, and staff involved in administering and taking proctored exams in remote learning environments.
• Recording Requirements
  Students may be required to enable their webcam, microphone, and screen for recording during proctored exams or assignments. This may include audio/visual monitoring, screen capture, and the use of multiple devices simultaneously. Identity verification through institutional methods, such as student ID, facial recognition, or multi-factor authentication, may also be required. Additionally, exams or assignments may be proctored using live or AI-based software to monitor for potential academic misconduct.

Data Privacy and Security: Recorded data will be securely stored for a specified period (typically 30-90 days) and accessed only by authorized personnel, including faculty, proctors, and academic integrity officers, in cases of suspected misconduct. All recordings will comply with data privacy laws, such as FERPA and GDPR, and institutional policies.

Student Rights and Responsibilities: Students will be notified in advance if they are required to be recorded during the exam and will be informed about how the recordings will be used. By participating in the exam, students consent to the recording policy. Students with disabilities or privacy concerns may request alternative proctoring methods in advance.

Misconduct and Violations: Any suspicious activity flagged in the recordings will be reviewed by the instructor and, if necessary, by an academic integrity team before disciplinary action is considered. Students have the right to appeal academic misconduct findings through the institution’s appeal process. Students are prohibited from recording the exam themselves or sharing recordings without authorization.

Enforcement and Modifications: This policy and related procedures will be reviewed periodically and updated as needed to address changes in technology, legal requirements, or institutional needs.