Norman faculty, staff, and students can use MyMedia/MediaHub to create, store, and share video and audio content. These users can also save recorded Zoom sessions to MyMedia/MediaHub when they save a recorded Zoom session "to the cloud."

Tulsa and Health Campus faculty and staff can use MyMedia/MediaHub to create, store, and share video and audio content if they have prior approval. Please note that HIPAA/PHI content cannot be stored in MyMedia/MediaHub.  Tulsa and Health Campus students can view content that has been shared from MyMedia/MediaHub.

 

Table of Contents:

• Usage Guidelines
• Accessibility Information
  • Public Content
  • Educational Content
• Platform Information
• Copyright and Intellectual Property
  • Reuse of Copyrighted Materials
  • Recording Talent and Speaking Release
• Content Retention
• For Additional Support

 

Usage Guidelines

1. MyMedia/MediaHub can only be used for purposes directly related to the university's mission. Such uses include teaching and learning, academic research, business conducted by schools/colleges/divisions and other appropriate campus units, and business conducted under student government's auspices. The use of MyMedia/MediaHub for non-university related activities is prohibited. 
2. All usage of MyMedia/MediaHub, distribution of media, and use of university computers must comply with the Acceptable Use Policy, as mandated by OU Information Technology. 
3. Recorded media must protect the privacy and confidentiality of student, faculty, staff, patient, and/or other institutional information as required by FERPA, HIPAA, and all other applicable university policies, state laws, and federal law including the federal copyright laws. Specifically, recorded media should never include: 
   • Social Security Numbers (SSN) 
   • Payment Card Information (includes credit cards, bank cards, and other forms of payment) 
   • Financial account numbers 
   • Driver's License or State Identification Numbers 
   • Employer or Taxpayer Identification Numbers (EINs or TINs) 
   • Passport or national identification numbers 
   • Biometric data (including fingerprints or retinal scans) 
   • User names and Passwords 
   • HIPAA/Protected Health Information 
   • Copyrighted materials 
4. MyMedia/MediaHub is compliant with handling FERPA data. Users can use MyMedia/MediaHub for academic teaching and research, ensuring compliance with FERPA regulations and maintaining the confidentiality of student information. For detailed information on FERPA, please refer to the OU FERPA Information Page. 
5. The use of OU’s logos, seals, or trademarks within recorded media must conform to relevant university poilices and brand guidelines as outlined by the OU Brand Guide. 
6. Recorded media may not contain any inappropriate, foul, disrespectful, or prejudicial language, questions, or comments. Information regarding harassment and discrimination can be found at the Institutional Equity Office. 
7. MyMedia/MediaHub indefinitely archives recorded media according to the MyMedia/MediaHub retention policy. Other archival options are OU IT Network File Storage, Microsoft Teams/SharePoint, OneDrive, or encrypted drives. Departments may face penalties for improper storage, especially if unencrypted drives with University Regulated Data are misplaced or stolen. 
8. MyMedia/MediaHub administrators will routinely monitor recorded media usage and analytics for system management purposes. Usage may also be subject to auditing and security testing. 
9. Any content shared publicly or is for educational support that is stored in MyMedia/MediaHub must meet the guidelines for accessibility as governed by the OU Electronic and Information Technology (EIT) and Multimedia Accessibility Policy. Please see the Accessibility Information section below for additional information. 

Accessibility Information

Public Content:

Any content stored in MyMedia/MediaHub that is publicly shared must meet guidelines for accessibility as governed by the OU Electronic and Information Technology (EIT) and Multimedia Accessibility Policy. For public audio and video content, this means that a content creator should provide video captioning, and a script/transcript. The MyMedia/MediaHub platform will automatically generate machine-created captions and a transcript for all videos uploaded to the platform. These transcripts and captions should be reviewed and edited by a subject matter expert to fully meet accessibility standards.

Educational Content:

In accordance with University of Oklahoma policies and state and federal regulations, the University of Oklahoma is committed to full academic access for all qualified students, including those with disabilities. Faculty members are required to provide reasonable accommodations to students with disabilities, so as not to discriminate on the basis of that disability. Therefore, it is up to the individual content provider/department to provide accommodations where needed. 

Students are responsible for informing faculty of their need for accommodation and in providing authorized documentation through designated administrative channels. Information regarding specific diagnostic criteria and policies for obtaining academic accommodations can be found at the OU Accessibility and Disability Resource Center website. 

 

Platform Information

MyMedia content is stored on hosted servers managed by Kaltura, Inc. The MyMedia interface and associated technical infrastructure are maintained and supported by OU Information Technology. If you have any questions regarding MyMedia, please submit your inquiries here. 

All individuals, colleges, departments, and University groups using MyMedia are responsible for the uploading and management of all content for their respective areas as well as the creation and maintenance of site galleries and/or playlists. 

Recorded media content can be set to one of three privacy settings. 

• Private Content: Media that is only visible in the MyMedia Portal to the content owner and can only be shared by the content owner, or any collaborators that the owner has added. 
  This is the default setting when content is uploaded to the platform 
• Unpublished Content: Media that is only visible via a direct URL link. This media is not shared or searchable on the MyMedia.ou.edu website. 
• Published Content: Media that is publicly available and searchable on the MyMedia.ou.edu website. 

Uploading content is the responsibility of the content creator or producer. University of Oklahoma Information Technology offers training resources for MyMedia. For more information on recording, storing and sharing media content on OU Platforms, review the Video Creation/Storage/Sharing Decision Matrix article. 

Backup of materials uploaded to MyMedia is the sole responsibility of the content provider. Neither Kaltura Inc. nor OU Information Technology is responsible for maintaining backups. 

 

Copyright and Intellectual Property 

All materials uploaded to MyMedia maintain their prior ownership when uploaded. Ownership is covered by the University of Oklahoma’s Intellectual Property Policy.

Original content created by faculty and students and uploaded to MyMedia is protected by copyright. 

Reuse of Copyrighted Materials 

According to the U.S. Copyright Office, copyright is a protection provided to “authors of [original works], including literary, dramatic, musical, artistic, and certain other intellectual works.” 

All faculty, staff, and students of the University of Oklahoma must abide by copyright and intellectual property laws when uploading content to MyMedia. You are not permitted to redistribute audio, video, or PDF files without the permission of the copyright holder (usually the original content author and/or publisher). It is your responsibility to make sure the files you upload to comply with U.S. Copyright Law and University of Oklahoma copyright and intellectual property rights policies. 

If the University of Oklahoma reasonably believes or is notified that any of your files violate copyright law, they may be removed from MyMedia without notice. 

Recording Talent and Speaking Release

In the event that content includes pictures, audio, or video recording of students, faculty, staff, or any other third party, the content author and/or contributor may need to obtain written permission from them in advance of posting content to MyMedia. Contributors and/or content authors and publishers are responsible to maintain all obtained permissions in their records through the use of an OU Talent Release Form. 

For specific details and more information regarding talent release information as well as to download an OU Talent Release Form.

Please note that recordings of videoconference sessions (Zoom) that include students that will only be shared with the students in that specific course/section/semester do not need the students to sign release forms.   
 

Content Retention

Content considered to be inappropriate may be removed from MyMedia without warning and pending the outcome of further investigation. Content may also be removed by its owner without warning. Content may be removed by site or section administrators in accordance with expiration procedures. 

Kaltura’s storage policy is that a video with zero playbacks in a two-year span will be up for deletion. Users who have content up for deletion will receive an email titled: Action Required: MyMedia Video Deletion. Within that email, users will have the titles of all videos they own that are up for deletion. Users will then have 60 days to play videos they wish to keep; otherwise, that content will be deleted. If you feel as though your content has been deleted by mistake, please submit a ticket. 

MyMedia is neither an official data repository nor an archival database for the University of Oklahoma. Policies and procedures regarding data retention and legal discovery must take this fact into account. Content on MyMedia may be downloaded and uploaded regularly; not only by users but by site administrators. Content on MyMedia is considered an unauthenticated copy of content that exists elsewhere and is not considered a University permanent “record.” 

 

For Additional Support 

If you have any questions about Kaltura/MyMedia policies or have technical issues, please submit a ticket with your questions, or schedule a consultation.