External Lecturer Agreement Forms

When an external lecturer gives a lecture (either on-campus, or by sending a narrated PowerPoint), the programme team need to ask them to fill in an ‘External visiting lecturer agreement on lecture recording’ form.

The agreement in the form covers the visiting lecturer’s rights and their personal data in the recording, and how the University may use the recording.

External visiting lecturer agreement on lecture recording

There are three forms available from the External visiting lecturer agreement on lecture recording page, depending on whether the lecture is:

  • University teaching delivered as part of a taught course
  • Public Lectures
  • Restricted Audience Seminars (delivered to a restricted audience within the University of Edinburgh)

The programme team should fill in the first section of the form, and ask the external lecturer to sign and date it.

Retention period

All lecture recordings should only be retained for as long as the retention period agreed with the external lecturer.

By default, the retention period is until the end of the following academic year. But, as long as both parties agree (on the form, or in an email) a different retention period can be set (e.g. five academic years).

The programme team must delete the lecture recording at the end of the retention period, or obtain a further agreement with the external lecturer specifing a new retention period.

Optional variation of the agreement for recorded lectures

If your speaker is delivering a lecture as part of a University taught course, you will see a section entitled “Optional Variation of the Agreement: live streaming of the Lecture” on the agreement form. Depending on how your external lecturer responds, this is how the Digital Education Unit processes it:

  • If your external lecturer signs this section: The DEU uploads the video on Media Hopper Create (MHC) and makes it public. This means that the University could make the link available to the general public (e.g., on the university website), so anyone with the link can access the video on MHC.
  • If your external lecturer does not sign this section: The DEU uploads the video on Media Hopper Create, but only embeds the video in a Learn course’s page. This means that students will only be able to watch the video embedded on their Learn course’s page. The public would not be able to find it by searching on MHC.

Please note: Your external lecturer’s choice needs to be communicated to the DEU so we can set the privacy settings accordingly on MHC.

Signing on behalf of the University

Any agreement form must be signed on behalf of the University. In the Vet School, our Directors of Teaching have been authorised by the Head of School to sign the forms on behalf of the University:

  • Director of Undergraduate Teaching: Alex Corbishley
  • Director of Postgraduate Teaching: Fiona Borthwick

Filing the forms

Once a form has been filled in for a Vet School programme, and signed by the external lecturer and Director of Teaching, it should be sent for filing. Create an email with the following details:

  • To: Craig Johnstone and Chris Robb (create email)
  • Subject: External Lecturer Agreement forms
  • Attachments: Attach the forms.
  • Body: Confirm the date and title of the recording(s), and ask for them to be filed.