This quick-start guidance explains how to record in-person oral assessments, such as presentations or oral examinations.
Quick start – for experienced users
For more extensive instructions, download our guide [doc 49.1KB].
Note that it is not a requirement to record in-person or online oral assessments. See our guidance on designing and delivering oral assessments, which includes prompts to help you decide whether a recording is necessary.
To record an oral assessment, you will need:
- a recording tool (e.g. Panopto, Zoom, MS Teams)
- a microphone (built-in or external)
- a camera if recording video (built-in or external)
- a secure university-approved storage location (e.g. Panopto, OneDrive, Box).
Before the assessment:
- test your setup (audio, video, recording, storage)
- ensure recordings are saved to a secure university location (not your personal device).
Recommended approach:
- record directly into Panopto within your Canvas module*
- store recordings in a restricted folder accessible only to relevant staff.
*If you use the standard Panopto recording setup in general teaching spaces, you can often adjust the camera position from the controls on the lectern to ensure the cameras are directed towards the interview, rather than the front of the room.
This is possible in any of the large lecture theatres or seminar rooms that have the touch panels on the lectern; if the room has a push button panel in the lectern, then you cannot move the camera. In this case, it would be better to use Panopto on a separate device with its own camera.
Step-by-step guide
What to do when recording oral assessments.
- 1. Prepare in advance
Allow time to:
- set up and test your equipment
- install any required software (e.g. Panopto)
- run updates
- do a short test recording and playback.
- 2. Choose a recording method
You can use any of the following:
- Panopto (recommended)
- Zoom (University of Sussex account)
- MS Teams (University of Sussex account)
- a built-in recording app (e.g. on a laptop or tablet).
Important notes:
- Zoom recordings are automatically transferred to Panopto (and deleted from Zoom after 30 days)
- MS Teams recordings are deleted after 60 days unless you download and store them elsewhere.
- 3. Set up secure storage
Recordings must:
- not be stored on personal devices
- be stored in a secure university system.
Recommended options:
- Panopto (preferred)
- Shared OneDrive
- Box.
Best practice:
- create a dedicated “Oral assessments” folder within your module
- restrict access to markers, moderators and external examiners (if required).
- 4. Check your equipment
Ensure you have:
- a working microphone (clear audio is essential)
- a camera (if video is required)
- a stable internet connection (if recording online).
Tip: do a short test to check sound levels and visibility.
- 5. Recording the assessment
Before starting:
- confirm the correct folder/location is selected
- check camera framing (both student and assessor visible if required)
- check audio levels.
During recording:
- start recording before the assessment begins
- ensure the student is aware the session is being recorded.
After recording:
- stop the recording
- if recorded using a tool other than Panopto, upload the recording to the dedicated Panopto folder
- wait for it to fully upload/process before closing your device
- if cameras in the room were adjusted, restore them to the original position.
View further guidance on using Panopto to make a recording [doc 49.1KB].
Additional considerations
See below for important considerations while making a recording.
- 1. Consent and transparency
As recordings are in support of assessment, it is not necessary to request students’ consent to being recorded. Nevertheless, please do explain:
- that the session is being recorded
- why it is being recorded
- who will have access
- how long it will be stored.
- 2. Accessibility and inclusivity
To guarantee your recording is accessible and inclusive:
- ensure recordings are clear (good audio quality is critical)
- consider captions (Panopto can auto-generate these)
- review alternative arrangements if students are uncomfortable being recorded.
- 3. Data protection (GDPR)
Recordings are personal data. Ensure:
- secure storage
- limited access
- appropriate retention period.
Panopto will handle this automatically.
- 4. Back-up plan
Recordings can fail. Recordings of oral assessments should be used solely to support transparency and consistency in oral assessment marking and moderation. As such, they are not essential.
The primary record of students’ performance in an oral assessment should be via written records completed during, and/or immediately following, an oral assessment, ideally using pre-designed pro forma (marking rubrics).
For more details, see the oral assessment guidance page on how to design and conduct oral assessments.
- 5. Room setup
For in-person assessments:
- check camera angle (not just lecturer-focused AV setups)
- ensure both participants are audible
- avoid noisy environments.
- 6. Retention and deletion
Panopto will handle this automatically.
If you are storing recordings elsewhere, they should be deleted in line with GDPR recommendations and considering retention requirements for marking, moderation and external examining, as appropriate.
Quick checklists
Use these checklists to ensure your oral assessment recordings are set up correctly, securely stored, and accessible for marking and moderation.
Top tips
For high-quality recordings:
- prioritise clear audio over video quality
- do a quick test recording every time you use a new setup
- use Panopto within Canvas for the simplest and most secure workflow.
- Before the assessment
Preparation:
- I have chosen a recording method (Panopto recommended)
- I have installed and updated any required software
- I have completed a short test recording and playback.
Equipment:
- microphone is working and audio is clear
- camera is working (if video is required)
- internet connection is stable (if applicable).
Storage:
- I have selected a secure university storage location (e.g. Panopto, OneDrive, Box)
- I am not storing recordings on a personal device
- I have created a dedicated folder (e.g. “Oral Assessments”)
- access is restricted to relevant staff only.
Student awareness:
- students have been informed the session will be recorded
- they understand why it is being recorded and who will access it.
- During the assessment
Setup check:
- correct microphone and camera selected
- audio levels are visible and clear
- camera framing captures what is needed.
Recording:
- recording started before the assessment begins
- recording continues throughout the full assessment.
- After the assessment
Saving:
- recording has been stopped correctly
- recording has fully uploaded/processed
- file is saved in the correct folder
- if external camera position was adjusted, return to the original position.
Access:
- students do not have access
- markers and moderators have access
- external examiners have access (if required).
- Good practice
For best practice, check the following points:
- I have ensured recordings are stored securely (GDPR compliant)
- I have checked institutional guidance on retention and deletion
- I have a backup plan if recording fails (e.g. second device or rescheduling process)
- the recording is clear and accessible (good audio quality is essential).
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