Cameras On Policy
Policy Brief & Purpose
The use of online learning and general interaction with our staff is part of the everyday experience for Datalaw’s learners. We offer a fully remote, online approach in every aspect of our apprenticeship delivery. The use of video for live teaching sessions is a fundamental part of our delivery model, and learners will require the use of cameras for the duration of their programme.
This policy aims to set out our approach to the use of cameras during live online sessions. In devising this policy, we have taken into account the following issues:
- Our need to ensure that our learners receive a standard of learning that meets their needs, and that is compliant with our quality policies and procedures.
- Creating a learning environment that allows us to be certain that all learners are actively engaged in their programme.
- Creating an environment where we can fulfil our obligation to our learner’s welfare and safeguarding needs.
- Our obligation to respect learner concerns about their privacy, level of access, and equitable treatment.
- Creating a confidential opt-out request for learners who wish to be exempt from the use of a camera in certain circumstances, and when the specific requirements for the programme do not prevent this.
- Encourage learners to use tools such as blurring their background, using a virtual background, or angling the camera so that little of the background shows.
- Having clear policies regarding the use of recordings, and how they may not generally be used other than for specific purposes. For example, Coaches may not post any recording containing learner cameras, names, images, or audio outside of the course.
- It is recognised that some learners may need to be encouraged more than others to use their cameras. Below sets out some useful tips for Coaches in encouraging implementation of this policy.
Rationale
We believe that it is in the interests of learners and their Coach/Tutor to use cameras to allow interactions to simulate a real face to face environment, enhancing the remote learning experience. We require learners and Coaches/Tutors to have their cameras turned on during all sessions and workshops, and each interaction is recorded to maintain an accurate record. Furthermore, Datalaw believes having access to previous session recordings is fundamental for learning, providing opportunities to revisit key topics throughout the course for revision purposes.
We believe that this is important, for the following reasons:
- Provides the Coach/Tutor with visual interaction/feedback during teaching and learning.
- Coaches/Tutors can assess the degree to which a learner is present and engaged throughout the learning session.
- Coaches/Tutors can be assisted in identifying any possible welfare or safeguarding concerns as a result of being able to see the learner.
- It helps to enhance the interactive nature of an online class.
- Facilitates the taking of attendance or verifying that the learner is in attendance.
- Produces a record of the sessions/workshop for future viewing, to revisit and relearn fundamental areas.
Requirements
We recognise that learning in an online environment can be challenging. We believe that the more participation and discussion that takes place, the more successful the session will be. Coaches/Tutors expect learners to participate as if they were in a face-to-face class environment.
Learners should have their name clearly displayed on screen so that the Coach/Tutor can properly refer to them by their name.
Learners should actively participate in both group and individual sessions when instructed, showing respect for peers and coaches/tutors.
Learners should assume that interaction with the Coach/Tutor and their peers is required during online learning sessions. This will be commonly done through audio and visual (camera and microphone), but may also be done through chat facilities, polls, or some other means.
Learners need to be available with camera-on during the whole scheduled session/workshop and learners must therefore show their face in order for us to establish that a learner is present and engaged.
We will consider that a learner who, without an agreed exemption by the Coach/Tutor, does not have their camera on, as absent from the session. This will also apply to learners who have their camera on initially, but then turn it off for significant periods of time.
We expect the same level of interaction and commitment from a learner as if they were attending a face-to-face programme.
Learners may have the choice of blurring the background of their video or using a virtual background.
Learners should treat the online classroom as they would a face-to-face class environment. By this we mean that they should make sure that they attend on time, with their face showing, and have completed any preparation work, so that they are able to actively participate.
As part of our efforts to maintain learner privacy, learners are prohibited from downloading and sharing recordings of sessions and workshops. Learners may not post any recording containing learner or Coach/Tutor cameras, names, images, or audio outside of the course.
Exemptions
In Datalaw we recognise that there may well be circumstances when a learner is not able, or it is not appropriate, for them to have their camera on. Learners are able, ideally in advance of the learning session, to obtain consent from the Coach/Tutor to have their camera turned off.
There may be circumstances where learners with disabilities or certain medical conditions may not be able to use a camera. In such circumstances, an exemption from using the camera during sessions will be agreed during the enrolment of the learner.
It is recognised that the functionality of the internet and Wi-Fi may prevent learners from having their camera on. In such circumstances, learners should notify their Coach/Tutor of any potential problems and ask for permission to proceed without the use of the camera.
A learner may request at any time to stop the recording of a 121 session if personal details are to be discussed, the Coach will immediately halt the recording and resume once concerns have been addressed.
Quality Assurance
Datalaw may use recordings of learner sessions and workshops in order to maintain the quality of the provision to ensure that learners are receiving a standard of learning that meets their needs.
Quality assurance activities, in line with the quality strategy, will frequently take place and for training and development purposes ensuring all sessions and workshops are compliant with our quality policies and procedures.
In the event of a complaint, recordings may be accessed to identify and investigate.
Encouraging the use of Cameras
Coaches/Tutors may find some of the following points helpful in seeking to reinforce or implement this policy.
- Build relationships with learners focused on trust. Relationships need to be cultivated between the learner and the Coach/Tutor to enable them to speak openly and confidently. Explain the secure storage of the recordings and the benefits of having access to all previous sessions for their personal development.
- Discuss any issues or barriers with learners. When you can identify the barrier, you can proactively plan to reduce it. Allow learners to show only a portion of themselves. Let learners dip their toe into onscreen time by adjusting the camera to show only the top of their head or a shoulder. If you call on them, they can give a quick wave or pop their head into the frame.
- Give them the confidence to use their cameras in the group workshops by use of icebreakers/play games/peer interactions. Consider activities that will require cameras to be on for participation, everything from rock, paper, scissors to voting with a thumb up or down.
- Use video features. Ask learners to turn on cameras or encourage them to play around with virtual backgrounds.
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Created Date: |
4th February 2026 |
Next Review Due Date |
4th February 2027 |
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Reviewed by |
Sharon Parsons Quality Department |
Signature |
S E Parsons |