Kaltura - Information on storage, acceptable use, copyright, accessibility, and harassment policies as well as applicable state, local, and federal laws and regulations

This document is for UW-Madison users of the Kaltura media streaming service who upload media and have questions about the upload message.

On January 6th, 2020 UW-Madison added a message reminding users of certain responsibilities and things to consider when using the Kaltura MediaSpace media streaming service. The message reads:

A screenshot showing the message displayed before a user can upload media to Kaltura MediaSpace: "Kaltura MediaSpace is a video delivery tool, and by using it you agree that this service is not for long-term storage of media. Material uploaded to this service may be archived or deleted if it has not received any plays within two years. Remember to keep a backup copy of your media files.  By using this service, you agree to comply with all UW System and Institution acceptable use, copyright, accessibility, and harassment policies, as well as applicable state, local, and federal laws and regulations. Options to make your video more accessible with captions are available in our Captioning - Getting Started document. For more information on this message please see our KnowledgeBase document." Under the message is a checkbox with the text "I agree to the above terms and conditions"

Users must read the message and check the checkbox for Kaltura MediaSpace to display the interface to upload a media file. The message is intended to serve a number of purposes:

  • Remind users to keep a copy of any media they upload to Kaltura MediaSpace.
  • Remind users to abide by applicable UW System and Institution acceptable use, copyright, accessibility, and harassment policies as well as applicable state, local, and federal laws and regulations.

Recommendations for creating and uploading media to Kaltura MediaSpace to help lighten the load on the system

These recommendations are more important while Kaltura MediaSpace is seeing unprecedented usage during Fall 2020:

  • Upload a short (<5 second) sample video first so you know what to expect from the recording and upload process.
  • Break up your course content into 4-6 minute mini-lecture segments. Shorter videos keep your students attention and are faster to upload and process. See the Video Guidelines article for more info on recommended duration.
  • Upload material in the order you need it and upload early to allow time for file upload, processing, and potential errors.
    • Even when Kaltura MediaSpace is running smoothly other internet service providers may experience slower ervice which could limit your upload speed. Test your speed by going to speedtest.net, and click Go to run the test. Upload speeds and Kaltura's upload performance varies, but an upload speed of 10 Mbps should be able to upload a 250 MB file to Kaltura in about 4.5 minutes.
  • Don’t upload all your course content at once. Space it out over a few days if possible.
  • Camtasia is newly available for instructors to create screeen and webcam recordings. Powerpoint for Office 365 slideshows can be used to create narrated slide lectures (Win, Mac). If you use Kaltura Capture only record one input - webcam or screen. Recording both inputs doubles the file size, the time it takes to upload and process your file. Consider recording a short intro video with your webcam and the rest of your lecture segments with just the screen.
  • Upload and processing times will lengthen when there are a lot of users uploading content (for example during the COVID-19 situation). It may take a half-hour to an hour to upload a 15 minute video. Keep an eye on the Learn@UW-Madison KnowledgeBase for notifications regarding performance impacts and outages. When Kaltura is being heavily used processing times may lengthen to 24 hours or more.

Keep a backup copy of your media

Users should keep a copy of media they upload to Kaltura MediaSpace. There's a few reasons for this:
  • If you leave UW-Madison you'll have a local copy of your media to bring to another institution. While you can submit a request to get links to download your media, the links only last for 24 hours and it can take a while to download your media.
  • If you accidentally delete a piece of media you can re-upload it. Alternately if you are a co-editor or co-publisher for a piece of media that is deleted by the owner you can also re-upload it. You can submit a request to restore deleted media, but sometimes this is not possible. Having your own backup copy is your best option.
  • The message mentions that "Materials uploaded to this service may be deleted if it has not received any plays within two years." This is currently not implemented at UW-Madison but our Kaltura contract requires it. At some point we will have to implement this and want to encourage Kaltura users to think about keeping local copies of their media. Exactly how the media deletion system will work has not been determined. Learn@UW-Madison will communicate to campus when more details and a timeline are available.

Options to store your media

Keeping a local copy of your media on your computer and/or a local USB hard drive is one option. As of January 2020, a portable 1TB USB hard drive can be purchased for about $45. We also encourage you to check with your department IT professionals to see if they have other suggestions like a departmental server.

While backup services are not explicitly a storage option they should always be considered as part of your course materials storage and backup strategy. You never know when a hard drive might fail, you lose a USB drive, or when you might accidentally delete something you need. Bucky Backup is an example of a campus backup service to consider. Alternately check with your departmental IT personnel to see if they have an alternate service they use or recommend.


Users should read UW System's Copyright information page. Media with copyrighted material in them should at least be behind a password protected portal like Canvas for class use. Additional resources on copyright include:

Accessibility and captioning

Users should consider captioning their media to make it more accessible to all users. See the following resources on accessibility at UW-Madison:

There are a number of options to caption media:

FERPA and HIPAA compliance

  • Content hosted in Kaltura MediaSpace identifying students, or content contributed by students, constitutes an educational record and FERPA regulations apply. Those regulations require that the content be protected from disclosure without student consent. Disclosure in this context includes use outside of the class such as posting student content openly on the Internet. Faculty who intend to post original student work in such a manner may do so with the students’ permission or by providing an opt out option for individual students. For additional information on FERPA please see the Office of the Registrar's resources on FERPA.
  • Be careful to not store or accidentally record and share material with electronic Protected Health Information (ePHI) in Kaltura MediaSpace. For more information in HIPAA please see the Office of Compliance's resources on HIPAA.

See Also:

Keywords:Kaltura, upload, message, information, media, disclaimer   Doc ID:96875
Owner:Learn@UW Madison .Group:Learn@UW-Madison
Created:2020-01-03 10:08 CDTUpdated:2020-09-24 08:36 CDT
Sites:DoIT Help Desk, Learn@UW-Madison
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