Using a live-streaming service called Ustream, the School can broadcast certain events live on its Web site. If you would like to do this for an event, please follow these steps (detailed instructions below):

1. Reserve the room for your event through InfoPorte.
2. Contact the Office of Communications.
3. Get FERPA waiver forms if your event will feature students.

Please note:

• We are currently not set up to live-stream an event that also uses video conferencing.
• The following rooms are set up for live-streaming events. If you need to live-stream an event at another location, please contact David Etchison or John Zhu.
  
  • Kerr 1001
  • Kerr 2001
  • Beard 102
  • Beard 116
  • Beard 202D and 202E

1. Reserve the room for your event through InfoPorte.

On the room reservation form, when you are prompted to select a room, pick “Yes” for the Video Teleconferencing option. This will alert the IT department that you need their assistance for your event.

On the room reservation page asking you to put in contact and event information, do the following:

• Set “Remote Location” to “Other”.
• In the “Special considerations or other comments” field, specify the following:
  • That you want the event to be live-streamed.
  • An approximate start and end time for the broadcast (note that this may be different from the start and end times for the event). By default, we start broadcasting about 10 to 15 minutes before the event’s start time, and we broadcast the entire event. But some events might include segments that we would not want the public to see. In those cases, specifying the start and end times for the public segment of the event will let the IT folks know roughly when to get ready to start or stop the broadcast without having to monitor your event the whole time.
  • Whether or not you want this event recorded. We have the capability to record the live broadcast and generate a video file from it, which allows us to rebroadcast the event at a later time or just make it available all the time on our site. This could be handy for things like information sessions, which we might want to allow people to access at their own convenience. If you want to do this, specify “Record the event through Ustream”.

2. Contact the School’s Office of Communications

The room reservation form alerts the IT department of your live-stream request. However, IT is only responsible for starting and stopping the camera. The Office of Communication is the one responsible for setting up a page on the School’s Web site where people can view the broadcast. We are working on changing the room reservation form so that it will alert both departments, but until that happens, please e-mail David Etchison and John Zhu with the following information:

• Name, location, and the start and end times of the event
• A brief description of the event
• Any other special requests/considerations
• The electronic files for handouts or slideshows that you will be using during the event. We like to make these available online so people can follow along while they're watching the live stream.

3. Get FERPA releases from students

THIS IS VERY IMPORTANT. The Federal Educational Rights and Privacy Act prevents the School from releasing its students’ educational records without prior written consent from the students. This protection covers the use of a student’s image in video. Therefore, if your event will feature students, we will need a signed waiver form from each of them before we can do the live broadcast. We don’t need a waiver for incidental appearances of students in the broadcast (i.e.: students walking into the camera’s shot while taking their seats), so you don’t need to get a form from all the students in the audience, only those who will be featured in the event.

Please return signed waiver forms to the School's Office of Communications.

• FERPA waiver form
• UNC’s FERPA policy