GW SON SAIL Center AV Recording Policy

Policy Statement 

The intent of the Audio and Video Recording Policy is to inform students, staff, faculty, and visitors about the guidelines for audio and video recording, storage, and distribution of electronic information captured in the SAIL Center.

Reason for Policy 

The purpose of this policy is to inform and reduce risk to students, staff, faculty, visitors, and academic institution regarding the routine capture and use of audio and/or video recordings in the SAIL Center. This policy includes guidelines for storage of audio and video recordings.  

Who is Governed by this Policy

Students, staff, faculty, external organizations, VIP participants, and visitors to the GWU SON SAIL Center.  

Policy

1. The GWU SON SAIL Center is equipped with video and audio recording devices in  every simulation room. Videos are used solely for educational purposes for training  unless there is a signed consent to participate in research or a signed a video  release form. If a participant has a signed a consent form, the video will be archived and accessed by the IRB approved research team per protocol guidelines. If a  participant has not signed consent or video release, the individual will be excluded  from this simulation activity (Palaganas, Maxworthy Epps, & Mancini, 2015, p. 360).
2. Video Distribution Policy - Video recording will not be distributed unless the  learner and standardized patient consent has been obtained. Permissions granted  through B-line software provide qualified, SAIL approved individuals with limited  access to video recordings. Any and all video distribution for the purposes of  research, the parent agency will need to provide the simulation center with a  research protocol narrative, and an approved IRB that has been reviewed for Family  Education Rights and Privacy Act (FERPA) compliance and additional learner  consent. A distribution log will be maintained to track the release and distribution of  recordings and associated information. GW FERPA Office of Compliance
3. Video Destruction Policy - The simulation center adheres to the George Washington University policy of records management 

4. Electronic Materials Video - All video is stored in the secured, password protected B‐Line server. This storage array is located on a virtual, private network embedded  within the university network. The data stored at this location is behind firewall software. The B-line system allows the Center to assign and restrict access to sessions for review or debriefing to only those instructors/faculty involved in the  specific session. Instructors cannot view sessions recorded by other groups.  Learners are not provided password access to the system, unless a specific request  is made by the session faculty member. The Center retains B-line recorded session  as defined by the aforementioned GW Video Destruction policy. Beyond that time  period, only those sessions recorded as part of an IRB approved research study (or  a study determined by the IRB to be “exempt”) will be retained. The sessions that  are part of a research study will be retained for the duration of that study. In  addition, the same HIPAA and FERPA rules of confidentiality that apply to clinical  care within the healthcare institution also apply to those activities taking place at  the Center.

References 

Palaganos, J.C., Maxworthy, J.C., Epps, C.A., & Mancini, M. E. (2015).  Defining Excellence in Simulation Programs. Wolters Kluwer.