Digital Media Capture Memorandum of Understanding

Digital Media Capture and Distribution

ITCS maintains digital media capture systems that are used university wide for educational purposes. ITCS will provide limited administrative access to department application administrators for Mediasite and Panopto. This access can include account, file and folder management as well as the ability to schedule meetings or events used to capture or to enable faculty within their respective units to capture digital media for later distribution.

ITCS Responsibilities

ITCS provides centralized support for digital media capture systems for all ECU faculty, staff, students and external users during normal business hours (8:00 am – 5:00 pm), Monday through Friday, excluding university closings. Additional evening and weekend support is available to students via the Pirate Techs Service Desk.

ITCS provides regular group and individual training for supported digital media capture systems for ECU faculty, staff and students. Additionally, ITCS provides administrative training to prospective Departmental Application Administrators within the academic units at least once per semester.

ITCS provides appropriate administrative access to department application administrators.

Equipment needed for certain digital media capture systems will be installed in approved locations as part of the room refresh/upgrade schedule. Additionally, ITCS will provide hardware, operating system and software support for the digital media capture equipment.

ITCS will notify department application administrators of any scheduled down times or planned upgrades.

ITCS sends platform-specific educational material and terms of use to all users at the beginning of each fall and spring semester.

Department Application Administrator Responsibilities

New department application administrators must attend the required administrator training course(s) for each platform for which they are responsible.

Current department application administrators are required to attend annual training and agree to this Digital Media Capture MOU.

Department application administrators must complete the FERPA training and quiz located within PiratePort and agree to the Confidentiality Agreement for Digital Media Departmental Administrators.

Department application administrators must follow procedures provided by ITCS administrators for each platform they administer.

Department application administrators must continue to stay up-to-date by attending any subsequent administrative training.

Department application administrators are responsible for educating faculty and staff users using digital media capture. This education includes making faculty aware of the Media Consent Release Guidelines, copyright, privacy and security regulations included in the following section of this document. In addition, administrators must train faculty on how to manage folder permissions and distribute recordings.

Specifically, when recording others, be aware of the requirements contained in the Media Consent Release Guidelines.


Access to digital media captured for the purpose of an ECU-registered course is restricted to course instructors and students registered for that class. Access to this content may only be granted to ECU faculty, staff or external guests at the permission of the instructor of record for that course. Student and guest access to course content will be removed at the completion of each semester.

Access to past presentations or events recorded by someone no longer employed at the university must be approved by the department supervisor prior to an ITCS application administrator moving the content into a staging area for the faculty. This request for access must be documented in a service request by an ITCS application administrator. Access to faculty-generated content and its use are governed by the copyright policy at

FERPA: Digital media content that is protected by FERPA must be password protected to ensure that this content is not accessible to persons outside ECU. This includes any digital media recordings that include student identifiers or student interaction.

Sensitive Information: No sensitive information is approved for these systems. Sensitive information includes social security numbers, proprietary research data, legal data, personnel information, driver’s license numbers, and credit and debit card information.

Sensitive Health, Protected Health and HIPAA Data: Content that is protected by HIPAA, or considered sensitive personal data, health, protected health or otherwise should NOT be posted online in any form, even if it is protected by password. This includes sharing any HIPAA, PHI, and other sensitive data while using any of ECU’s digital media capture programs. HIPAA, PHI, and other sensitive data should be 100% offline and should be protected in accordance with the privacy rules.


Information protected by copyright should not be uploaded to these systems. All users of university IT services are reminded that unauthorized downloading and sharing of music, video and software is a violation of Title 17, of the U.S. Copyright Act, Sections 504 and 505 and is punishable with civil and criminal penalties ranging from $750 to $250,000 and up to 10 years of imprisonment.

For more information concerning compliance with the U.S. Copyright Act, visit the U.S. Copyright Office website at and check out the FAQs. ECU resources are available at and filesharing.


All ECU faculty, staff, students and external users are expected to follow applicable security policies regarding the capture of digital media. These include but are not limited to the following:

Content Sharing with Sources External to the United States

It is the responsibility of the instructor of the course and the recorder of the content to ensure any tool they use to record digital media and any content that is recorded is approved to be shared with sources external to the United States. If there are questions on country, content, or access, then please contact the Research Compliance Officer within the Office of Research Integrity and Compliance (ORIC).

Digital Media Platforms

In the Request for Digital Media Capture Service ticket, please check the box for each system you will be administering for your academic unit.

  • Mediasite: ____
  • Panopto: _____

Acknowledgment and Agreement

As a departmental application administrator, you acknowledge by agreeing to this document via email within the IT Service Request ticket, that you have read and understand the applicable regulations and policies in place for the systems you administer. As a department application administrator, you must agree to the content of this document annually and adhere to all applicable regulations, policies and procedures to maintain administrator privileges. Failure to comply will result in the removal of administrative privileges. In the event that you no longer need administrator access, please notify ITCS for each digital media platform you administer.


Article ID: 67473
Mon 11/25/19 2:34 PM
Fri 3/18/22 2:28 PM
Service Owner
Learning Technologies