Staff Information

Studying

On this page you will find all of the information you need as a staff member who works closely with the Encore system. You will find training packages, case studies, policy guidelines and student feedback for the Encore system.

The Encore lecture capture system is now installed into over 120 teaching spaces across the University of Sheffield campus. In the 2018/19 academic year, 89% of the lectures were captured. 

Students throughout the university have praised the system and let it be known that the Encore service has helped them throughout their studies and enhanced their revision techniques throughout their academic career.

We are adding more Encore enabled rooms over the next academic year so please keep an eye on the Encore enabled rooms list to ensure you know what rooms are enabled so you can record as many of your sessions as possible.


Essential Information

How to Use

Staff Help Guides

This page houses a range of help guides for staff members at the University of Sheffield to learn more about the Encore lecture capture service.

Below you will find a link to a range of resources available to you to walk you through; how to share content, how to edit Encore recordings, how to download and use Universal capture, how to add interactive polling slides into your presentations within the Encore system, and more. Please click the link below to access the written and screencast guides.

Staff Help Guides

Please note: this link will pull you into Encore as a student. Please test any information from these guides in your via your Blackboard module site. You do this by accessing one of your modules in Blackboard and clicking on the Encore tool link on the left hand menu of the site.
OR by logging into Encore via MUSE > My Services > View all Services > E for Encore.

If you require any further assitance please get in contact with the IT Service Desk and they will direct your call: it-servicedesk@sheffield.ac.uk (0114 222 1111)



Supporting Students

Circle of hexagons showing icons for students use of encoreThe University is reintroducing an institutional wide campaign, that will run each year, to support students in their use of lecture capture.

 The aim of this is to:

  • Help students to understand the purpose of lecture captures
  • Help students to use lecture captures effectively

We are asking you to take some simple actions to support this campaign. See the Elevate guidance on Supporting students to use lecture capture.

Guidance for students is available from 301.

The campaign is based around a lecture capture guide, written as part of a collaborative piece of work by staff from a number of institutions, including Sheffield. Here is the research underpinning the campaign:

Nordmann, E., Kuepper-Tezel, C.E., Robson, L., Phillipson, S., Lipan, G. and Mcgeorge, P. (2018). Lecture capture: practical recommendations for students and lecturers. Preprint DOI: 10.31234/osf.io/sd7u4.
eaching.

FAQs

Staff FAQs

Below you will find the most frequently asked questions we get as a team from staff members throughout the university.

If the answer to your query is not in the list below please follow this link to contact the IT Service Desk.


What is Encore?

Encore is the Lecture Capture solution that the University of Sheffield has adopted. Encore records the visual input that is shown through the projector in the room and captures the audio from the microphones that are in the room.

Most of the Encore enabled rooms across campus have an Encore device light installed in the room. This light can be BLANK/OFF, RED, FLASHING AMBER and SOLID AMBER. For more information on the device light please see the below FAQ.

We now have over 120 rooms across the University of Sheffield campus that are Encore enabled, please keep an eye on the Encore Enabled Room's list as we are adding more rooms and this list is kept up to date for you. Some rooms that are enabled are not pool teaching spaces, so please check with your departmental room bookings team to see if you are eligible to use the space.


What is the Device Light?

The device light is found in all Encore enabled rooms to indicate the system status. Below is a table to explain each colour of  device light colour colour of the device light means.

Amber

Flashing Amber

Red

If you enter a room that hasn't had a recording prior to yours starting, the Encore device light colour will turn amber five minutes before your recording is due to start. This is to let you know that recording will start soon. 

If the device light is flashing amber.

This means the device is paused and will not be capturing anything from the audio and visual feeds. 

To pause Encore recording, press down on the device light and it will start to flash amber. 

To resume recording, press down on the device light again and it will turn red.

If the device light is red. 

This means the Encore device is currently recording, capturing the audio and visual inputs from the room.


What is Recorded?

The Encore system records the visual input that is shown through the projector (laptop, visualizer & desktop PC), and it records the audio in the room through the microphones provided.


Can recordings have transcriptions added?

From the 16th September 2020 all video and audio content uploaded or created in the Encore lecture capture system will automatically have transcriptions added to the content.

You are able to edit your transcriptions by following this guide:


What do I need to do in the room?

When you enter an Encore enabled space we have set-up the equipment to make it as seamless and easy as possible for our users. You simply turn up, plug in your device or turn on the desktop PC, turn on the projectors and teach. The Encore recording will happen automatically from the start of your session, so if you are booked into a room from 11am-12pm the Encore recording will start at 11am and finish at 12pm.

The only room across all Encore enabled rooms that require you to turn on a microphone is;
> Students Union Auditorium

All other Encore enabled rooms have boundary microphones that start recording when the Encore recording starts and stops when then Encore recording stops. This means that you can enter a room and not think about anything that you wouldn't normally do and teach as normal. The boundary microphones DO NOT feed into the speaker system in the rooms, they are there for the Encore audio and do not amplify your voice via the in room speaker system. If you would like your voice projected through the in room speaker system you will need to turn on a microphone available in the room.

Please Note: Using an in room microphone as well as the boundary microphone will not have a negative affect the audio on the Encore recording.


Can I record an Encore capture from my home or office?

Universal Capture

If you are away from campus and would like to record a session for your students you can do this from your home or office as required. The Universal capture software allows you to download and use the Encore system on your own personal Windows or Mac laptop device. You can publish recordings captured on Universal Capture straight into your courses in the Encore system too for seamless recording and sharing of teaching materials to your students.

Please follow the guide below for downloading, setting up and using the Universal Capture system. If you experience any issues please email the Encore Team at encorehelp@sheffield.ac.uk


How do I access the recordings?

Once your recording has finished capturing in Encore it will then process the recording and it should be available online for you within the same length of time as the recording e.g. if your recording was an hour long it should be available online within an hour after it has completed. At peak times this time frame may differ slightly, however, it will be available within 24 hours of the recording being completed.

If you are the owner of the recording you will receive an email once the recording is available for you to view. You can click the link in the email from Echo360 and this will take you to your recording.

You will be able to access all recordings that belong to you in your 'My Content' tab from the Encore homepage. Once you have logged into your Encore account on the left hand side of the screen you will see four options; Courses, All Content, My Content & Shared With Me. If you click 'My Content' this will show you all of the recordings and presentations you have available in Encore that belong to you. You will also be able to access any recordings or presentations that have been shared with you by clicking 'Shared With Me' on the left hand menu of the homepage, and you can see all content linked to you by clicking on 'All Content', this will show your own recordings, presentations and shared recordings and presentations in one area.


How do students access recordings?

In the first instance students will access Encore recordings through the Encore Lecture Capture link in the Blackboard site the recordings correspond to. If the students have not accessed the Encore link in Blackboard they will not be able to login to Encore manually, as they will not have an account activated, the students clicking the link in Blackboard is in turn activating their Encore account.

Please Encore ALL of your students access the Encore link in Blackboard as quickly as possible.


How are Encore recordings scheduled?

Teaching Events:

If your event is a module teaching event your recordings can be scheduled automatically through the CMIS Room Bookings system. If your room booking for the event has a module code attached to it and it is in an Encore enabled room it will automatically be picked up by the Encore system to be recorded UNLESS you have asked your Room Bookings team to add a 'Do Not Record' flag to the room booking.

Non Teaching Events:

If you event is a non-teaching event such as a conference, meeting, training session and so on you can request a recording via the Booking Request Form.

If you are booking with this form please allow 7 WORKING DAYS for your request to be processed. If it is a busy time of year we may take longer to get to your email than usual and so the 7 days are in place to ensure we have time to process ALL requests.


How will I know if my teaching session has been recorded?

If you have set-up your teaching events in CMIS and are set as teaching events, in an Encore enabled space, and do not have the 'Do Not Record' flag added, they should be picked up by the Encore script and be recorded.

For peace of mind, you can use the below link to double check that your session will be captured by Encore. You simply change the date to the date of your teaching event and add in your module code and it will show you a list of the scheduled recordings for that module code on a specific date, or within a range of dates.

Check your Recordings


Where do student's access help and support?

Students can access help and support on the student webpages that are listed on the homepage of the Encore webpages.

There are help guides, previous case studies, FAQs we receive from students as well as information on how to contact the Encore team if they encounter any issues when using the system.


How do I edit my Encore recordings?

Within Encore you can edit the recordings you have captured if needed. Some like to edit the first couple of minutes or last couple of minutes out as they tend to be students entering the room or even students chatting at the end of the session.

If you would like to edit your recordings below is a help guide to walk you through the editing window in Encore.


How long are Encore recordings available to student's for?

Encore recordings once they have been completed will not be kept on the Encore server for longer than 2 academic years after they have completed, unless you manually download and keep the MP4 files for the recordings and re-upload them to your library. As an institution the decision was made to record the session, archive it at the start of the next academic year and delete it at the start of the second academic year.

If you are the owner of the recording you can download and keep the MP4 files of the recordings, if you are not the owner you will need to ask the owner of the recording for permission to keep a copy of their recording.


Can I delete or unpublish recordings from Encore or Blackboard?

If you are the owner of the recording in Encore and would like to either remove or un-publish a recording from Blackboard (MOLE) then you do have the ability to do so.

Instructors who are enrolled onto the course in Encore have the ability to un-publish recordings from Blackboard (MOLE), but only the owner has the ability to delete the Encore recording.


Can student's download Encore recordings?

Student downloads of Encore recordings is turned off by default for the institution so students are unable to download Encore recordings.

Students can download the Echo360 app and download Encore recordings to watch offline, however, that is simply downloading the recording within the app rather than downloading the recording onto their device.


Can I share Encore recordings?

If you are the owner of the Encore recording (it will display in your 'My Content' area if you are) you are able to share the recording.

You can share to an individual, create a link or embed code or share to a course in Encore if you are an instructor on that course.

Please follow the below help guide to learn how:


Case Studies

Using Lecture Capture - Case Studies

Encore is widely used across the University of Sheffield campus in teaching and learning practice. Below are some video case studies filmed with some of our academics discussing; how they use lecture capture, the benefits of using lecture capture and why they chose to use the Encore lecture capture service.

If you have any further questions or queries regarding the Encore service, please contact the IT Service Desk:
Email: it-servicedesk@sheffield.ac.uk

Phone: 0114 222 1111


How I use Lecture Capture for my Students


Why I Use Lecture Capture in my Teaching


The Benefits of using Lecture Capture in my Teaching and Learning Practice


Universal Capture - Case Studies

Universal Capture allows you to record Encore captures on your own personal laptop or PC and upload them into the Encore system for your students to view. Below you will find some written case studies from some of our staff on using Universal Capture, what help and support they accessed and the benefits they have seen from using the software so far.

If you have any further questions regarding using, downloading or receiving help and support for the Universal Capture software please contact the IT Service Desk:
Email: it-servicedesk@sheffield.ac.uk

Phone: 0114 222 1111


Jonathan Davidson - Electronic and Electrical Engineering

Professional Role: Lecturer - admin role not relevant to this

How did you hear about Universal Capture software?

An email from colleagues after the university closed.

Why did you choose to use the Universal Capture software?

I had previously used an online video capture tool, then uploaded to Kaltura. UC seemed to do the same but was easier to use. Once I tried it out, I found that the online Echo360 it connects to is very powerful - you can upload videos, download and edit your own recordings offline and share it with students - both through MOLE and directly.

Did you access any help and support regarding Universal Capture?

No - although I did some Googling on its capabilities - more the capabilities of Echo360 than UC itself.

What additional help and support would you like to see in the future with regard to using Universal Capture?

Recommendations for webcams - ones with high quality video. Also, what is the best webcam to use as a visualiser stand in (e.g. with manual focus at 6/12 inch depth - autofocus is very poor when you capture yourself writing)

I can use the software without IT Services support - but the software itself could be more powerful (see below)

Would you recommend for your colleagues to use Universal Capture? Why?

Yes - because it can produce good quality videos. You do need a good webcam - and that is hard with spending restrictions.

What you like to see improved about the Universal Capture software in the future?

In UC itself - the ability to capture more than two video streams simultaneously. For me, I like a webcam on me (as I teach a profoundly deaf student who lip-reads), a webcam pointing at sheets of paper (like a visualiser) and a screen capture so I can bring up documents.

In UC - ability to just save the video to computer for editing, rather than having to download from Echo360 after it has uploaded (a minor concern, to be fair)

In Echo360 - The ability to upload videos with multiple streams so they can be shown as if UC did a two-stream capture. I like to edit my videos in Adobe. I ask my students to give me videos of their problems and I splice them together with my own videos. The ability to do that in Echo360 itself would be an alternative, but is unlikely to be as powerful as Adobe. I don’t think showing more than two streams to students is needed - the ability to upload a video file with two video and one audio stream is all that is needed here - presumably that is easy to implement.


Samuel Rigby - Civil and Structural Engineering

Professional Role:
Senior Lecturer in Blast & Impact Engineering

How did you hear about Universal Capture software?
Round-robin email sent to academic staff in the department with guidance on moving to online teaching

Why did you choose to use the Universal Capture software?
It felt like the best option for me. I have a (now) 8 month old son, and things like “live” lectures on Blackboard Collaborate wouldn’t have worked. Plus I had re-designed my course so that it could be delivered in shorter, snappier lectures, so I needed something that wasn’t constrained to an hour long session at a particular time. Auto-upload to Encore was a real selling point too, as it made collating and signposting to the lecture materials very straightforward.

Did you access any help and support regarding Universal Capture?
I watched a few of the tutorial videos on the Sheffield website but it’s fairly self explanatory

What additional help and support would you like to see in the future with regard to using Universal Capture?
Not sure it’s necessary, unless there are some cool “hidden” features that I’m not aware of. For what it does it is very easy to use.

Would you recommend for your colleagues to use Universal Capture? Why?
Yes. I can’t see any alternatives being as straightforward, plus as mentioned above the linking to Encore is fantastic and an easy way to organise your videos.

What you like to see improved about the Universal Capture software in the future?
It appears to make my microphone input a little tinny. I’m guessing this is part of the audio compression to save on file size but it does alter the quality of the sound somewhat. There’s an option to download the video in HD, but there doesn’t seem to be a way to change the sound settings. I think for lectures and things featuring a lot of speech, it needs a really crisp, high quality audio file.


Policy & Further Information

Further Information

The University of Sheffield has in place an opt-out policy, this means if a staff member or department does not want their taught sessions to be captured by the Encore Lecture Capture System they will need to complete an opt-out form from their department.

All of the information on the policy, copyright guidelines and opting out of being recorded can be found below.


Lecture Capture Policy

There is a policy for the implementation of the Lecture Capture system within the University of Sheffield that is linked below.

If you need any further clarification or have any questions about the Lecture Capture Policy please contact the IT Service Desk.

Lecture Capture Policy 2020


Copyright Guidelines

Copyright is a key aspect to the implementation of the lecture capture system at the University of Sheffield and we do have copyright guidelines to ensure that our staff members do not breach any copyright guidelines whilst using the lecture capture system.

If you need any further clarification or have any questions about the copyright guidelines please contact the IT Service Desk.

Copyright Guidance


Opting Out of Recordings

The University of Sheffield does have an opt-out process in place for any staff members who wish to not be recorded by the Encore system for their teaching sessions.

Each department manages this rather than it being managed centrally, each department has an opt-out form that they will send you. You then fill in this form and the opt-out request will either get approved or denied by your Department.

Once you have opted out of being captured, your room bookings team should be alerted so they can add a 'Do Not Record' flag to all of your room bookings so that you do not get captured by the Encore system.

Guidance for departments


Encore Enabled Rooms

Encore Enabled Rooms

We now have over 120 rooms across the University of Sheffield campus that are Encore enabled. This list is kept up-to-date with all of the rooms that are equipped so you can check the room you are teaching in prior to booking it if you would like to have your sessions captured. Some rooms in this list are Encore enabled, however, not all are pool teaching spaces. Please check this list and ask your Room Bookings team to see if the room is a pool teaching space.

Enabled Rooms List


38 Mappin Street

38MS Workroom 1 (B02)
38MS Workroom 2 (G11)
38MS Workroom 3 (106)
38MS Workroom 4 (107)


9 Mappin Street

9MS-G14


AMRC

AMRC-11
AMRC-14
AMRC-15


Alfred Denny Building

ADB Computer Room (A04)
ADB-LT01 (A307)
ADB-LT02 (A304)


Arts Tower

AT-LT01
AT-LT02
AT-LT03
AT-LT04
AT-LT05
AT-LT06
AT-LT07
AT-LT08
AT-LT09
AT-SR13.19


Barber House Annex

BHA-A19


Bartolome House

BA-ALG04
BA-BB15a
BA-DB07
BA-DB13
BA-EG03
BA-AG03


Broad Lane

BROAD-F110

BROAD-LT02 (E119)
BROAD-LT03 (E118)
BROAD-LT04 (E116)
BROAD-LT05 (E115) 

BROAD-LT06 (F116)
BROAD-LT07 (F120)
BROAD-LT08 (F125)
BROAD-LT09 (F128)
BROAD-LT10 (F133)
BROAD-LT11 (F135)
MAPP-LT14
MAPP-LT15


Cathedral Court

CC-D06


Dainton Building

DB-LT01


Dental School

DS-LT01 (B25)
DS-SR01 (B31)
DS-SR02 (B35)


The Diamond

COMP1 (201)
COMP2 (208)
COMP3 (207)
COMP4 (206)
DIA-LT01 (A01)
DIA-LT02 (A02)
DIA-LT03 (A06)
DIA-LT04 (A07)
DIA-LT05 (A08)
DIA-LT06 (A10)
DIA-LT07 (A11)
DIA-LT08 (C12)
DIA-LT09 (D08)
DIA-WR1 (G04)
DIA-WR2 (G05)
DIA-WR3 (205)


Elmfield Building

EF-LT01 (118)


Firth Court

FC-F02 (David Rice Lecture Theatre)
FC-FG02
FC-FHALL


Geography Building

GB-B08
GB-C03


Hadfield Building

HB-LT20 (G55)
HB-LT21 (E07)
HB-LT22 (E11)


Hicks Building

HI-F20
HI-F24
HI-F28
HI-F38
HI-F41
HI-K14
HI-LT01 (B06)
HI-LT02 (B08)
HI-LT03 (D10)
HI-LT04 (D12)
HI-LT05 (E07)
HI-LT06 (E11)
HI-LT07 (E12)
HI-LT09 (H05)
HI-LT10 (H10)
HI-LT11 (H20)
HI-LTA (B17)
HI-LTB (C40)
HI-LTC (C44)
HI-LTD (D64)
HI-LTE (E55)


ICOSS Building

CO5b


Jessop Building

JB- Ensemble Room 1 - G03
JB- Ensemble Room 2 - G04


Medical School

HH-HR
HH-LT01 (B07)
HH-LT02 (B08)
HH-LT03 (FU43)
HH-SR01 (B09)
HH-SR02 (B10)
HH-SR03 (B11)
HH-SR04 (B12)
HH-SR05 (B15a)
HH-SR06 (B18a)
HH-SR07 (B15b)
HH-SR08 (C13)
HH-SR09 (C14)
HH-SR10 (C15)


Pam Liversidge Building

PLB-D05
PLB-E05
PLB-LT01 (A11)
PLB-LT02 (A14)


Portobello Centre

PC-B51
PC-B57b
PC-B57c
PC-C02_A

PC-C20_B
PC-C29

PC-C29b


Regent's Court

RC-204
RC-205
RC-2040_A
RC-2040_B


Richard Robert's Building

RRB-A87
RRB-B79
RRB-B81
RRB Auditorium (B74)


Sheffield University Management School

SUMS-LT01 (Fretwell Downing) (B015)
SUMS-LT02 (B005)
SUMS-LT03 (Lowe Memorial) (C002)


Stephenson Building

SB-LT01 (107)
SB-LT02 (120)


St George's Church

SG-CHURCH


Student's Union

SU-AUD


Please contact IT Service Desk if there are any rooms that are not Encore enabled that you feel should be so we can work towards equipping those rooms.

Guest Speakers

Guest Speakers Guidelines

What do we do when guest speakers deliver sessions?

When an external speaker delivers a teaching session it is important to obtain consent if you intend to record the event. Fill out the Guest Speaker form (PDF), a copy should be retained by the department. If a session is being delivered by a guest speaker then this can also be a reason for Opting Out.

Can we make recordings available for external purposes, e.g. a conference?

Recordings can be shared externally as long as you are the owner. Public links can be created to share directly on external facing websites or the original files can be downloaded and shared on outward facing platforms such a iTunesU.

Will I be able to record open day presentations or events?

One off events can still be recorded but you will need to check that the room in enabled and then fill out the booking form. It is important to make the audience aware that the event is recorded and gain consent from guest speakers ahead of time.

Known Issues

Important Information

We work hard to ensure the Encore service works for our customers, however, on occasion there are some issues that take a little longer to fix and they are listed below.

If you have any further questions on any known issues listed below or need to report a fault please do this as soon as possible by contacting the IT Service Desk.

Known Issues


Diamond Lecture Theatre Dual Screens

An issue that can affect Lecture Theatres in the Diamond where dual screen recordings show a duplicate of one projector rather than both

This issue only occurs if the left projector feed is chosen last, to avoid this issue ensure that you select the left-hand source first and then the right-hand source when using Dual screen.

If you need to change the source of the left hand projector, ensure you re-select the right hand source again.


Diamond Lecture Theatre 9 - Dual Screen

There is an issue which prevents the second screen being captured whilst using the dual screen option in Diamond LT09. Due to the setup of the room this issue cannot be fixed.

To increase the chances of your session being recorded, please make sure that you use the Single Screen option.