Remote Learning Data Practices

Video and audio recordings

Attending and/or participating in a Yale class provided on the Zoom platform may include recording of class. We recommend as a best practice that instructors who intend to record their Zoom sessions inform students at the beginning of the semester through the syllabus or similar mechanism. In addition, when an individual class is about to be recorded, a notice will be provided to the student by Zoom upon entering the session. By continuing into the session, students agree to the University’s use and distribution of their image and/or voice in the video or audio capture or electronic reproduction of such classes. These images or excerpts are property of Yale University and may be included, for example, in course recordings supplied to students and may be otherwise used to support the University’s mission. Students should be provided the option, and without penalty, to participate in live sessions with their video turned off and their audio on mute should they oppose being captured by the recording. Students should also be given the option, without penalty, to only watch live session recordings if they oppose being captured by the recording.

Online exams and proctoring

Equitable assessment of student learning is a recognized challenge for Yale instructors teaching remotely. As a first step, instructors may consider modified assessments or develop alternatives to standard in-class exams. The Poorvu Center for Teaching and Learning provides resources to assist instructors who wish to develop new forms of assessment for their online courses. However, we acknowledge that major changes may not always be possible. Some instructors will continue to rely on forms of assessment that resemble traditional in-class approaches and thus require proctors.

In a September 14 message to faculty teaching in Yale College, Deans Gendler, Cooley, and Chun announced the recommendation that online proctoring should be conducted using Zoom and Yale personnel. (Click here to read the full letter.)

The Poorvu Center the Registrar, Yale Summer Session, and the Office of General Counsel outlined best practices and guidelines for instructors who use remote proctoring to conduct midterms and finals. (Click here to read the guidelines and best practices).

Retaining access to course sites

Canvas course sites remain in an active state (participation may continue) for the academic year in which they were taught (Fall or Spring through the end of the following Summer). Prior to the following academic year (see this help article for more information), courses are “concluded” putting then into a read only state for faculty and students. In this state, both students and faculty can continue to access the course site material, but can no longer complete assignments or participate in discussions, send or receive feedback, or otherwise engage with the course. As long as both students and faculty retain an active NetID, they will be able to log back into Canvas to review these courses.

Canvas Administrators retain access to the content for the duration of their employment in a position that requires such access. An annual review of Canvas Administrators ensures access does not continue past appropriate use.


More information about protecting student data can be found on the Yale Registrar’s website or you may contact or the Poorvu Center.