When scheduling a meeting you may wish to review the meeting options.

Scroll down within the invite to Meeting options or Select your Virtual Classroom Session from the MS Teams Calendar. Select Meetings options

There are 5 options -  'security', 'audio and video', 'engagement', 'roles' and 'recording and transcript' .

There are applied defaults which can be modified if required: 

Security: Who can bypass the lobby? the existing default setting is  'People in my org and guests'
Audio and video: For all attendees mic and camera are selected YES
Engagement:  Meeting chat is ON, allow reactions and allow attendance report
Roles:  Co-organiser, presenter and attendee. Co-organiser and presenters share most permissions. Those attending the meeting will only be able to present if they are made presenters- this is not a default setting.
Recording and transcript : Recording and stopped by the organiser and co-organiser

Yes, you can share audio or video with audio in a MS Teams session. 

When you click on 'Share'  content you have the choice to share content and include sound:

Figure 6 : Options when you click on Share

For information consult Teaching in MS Teams .

This provides an outline and more details of the key features in MS Teams which you may choose to use within the video collaboration.

The maximum number of students that can be accommodated on the screen at any one time is 49.

How you 'view ' participants can be varied by you.

To modify click View on the top navigation bar which will open a drop down menu (Figure 5).

Figure 5: Options displayed in View drop down menu 

This video embedded below 2 mins 46 secs is all about creating rooms when you are in a session.

Figure 8: Create breakout rooms from Microsoft Teams: Successful Meetings, Webinars and Events by Gini von Courter

Only lecturers or co-hosts may record sessions. For GDPR reasons, do not use the “automatically record sessions” feature. Prior to the session being recorded you must tell students that the session is being recorded and you must put a link to the Privacy notice – Recording of taught sessions in the chat. Once you have done that, you may start the recording.

You may wish to add a PowerPoint slide :

Slide title: This session will be recorded

 This session is being recorded for educational purposes.

• The link to the Privacy Notice, recording of taught sessions will be posted in this session’s chat.
• You  (students, staff, visitors) must comply with the Recording of taught sessions policy.
• Privacy notice, recording of taught sessions link: Brightspace, click Help.
• Recording of taught sessions policy link: Brightspace, click Help, click Compliance Statement.
• Failure to comply with the Recording of taught sessions policy is a disciplinary offence and could be subject to legal action.

When scheduling a new meeting in MS Teams the default is no automatic recording with transcription of a meeting. In ‘More options’ (in blue hypertext right hand menu) you can set security, audio and video, engagements, roles, recording and transcription. 

 Once the meeting has started and you have displayed the Privacy notice – Recording of taught sessions in the chat, select More actions, Record and transcribe, Start recording. This will start the recording and the transcription: Record a meeting in Microsoft Teams - Microsoft Support

Note: if no-one has objected, to ensure students have the best educational experience, please ask them to turn on their cameras. Remind them that if they don’t want people to see their background, they can blur it or replace it with an MS Teams background or an image: Change your background in Microsoft Teams meetings.

Note: Chat is not recorded. 

Students should go to their unit or module in Brightspace and click on the widget to access Teams. They should ensure they are in the appropriate General Channel and click on “See details” (Figure 9).

Figure 9: MS Teams General Channel

Students should go to their unit or module in Brightspace and click on the widget to access Teams.  They should ensure they are on the appropriate Channel (General in most cases) and click on “See details”.  Recordings and transcriptions are accessed there.

The transcription is automatically anonymised. The person speaking when the recording starts is identified as Speaker 1 and thereafter speakers are labelled as Speaker 2,3 and so on. For ease of review of the transcript lecturers who lead the session should identify themselves to students as Speaker 1 or if there is a guest lecturer for example they may be 'Speaker 2'.

If you feel students would benefit from the session being recorded, you may give written permission provided:

1. No student participating in the session has formally objected to being recorded.
2. Recording won’t hamper the discussions.
3. All students are told the session will be recorded and are given the privacy notice at least two weeks before the session, giving them the time to object should they wish to do so.

If you give students written permission, you must inform them that they must:

1. read and adhere to the conditions in the Recording of taught sessions policy, specifically 11.2.2 Recording by students and use of taught session recordings;
2. display the Privacy notice – recording of taught sessions at the start of each recorded session.
3. submit the recording to you.
4. delete the recording from any personal device or cloud storage, including their UHI One Drive.

Recordings are subject to UHI’s retention policy. Put the recording in the appropriate university space and make it accessible to students.

Please let students know that failure to comply with the policy is a disciplinary offence and could be subject to legal action.