Classroom Capture Policy

Understanding your role in the Stanford Medicine Lecture Capture process

IRT supports free video capture of scheduled sessions occurring in supported Stanford Medicine spaces. The media captured is published to SUNet protected pages that can be shared via URL or embedded into Canvas courses. 

How to schedule a capture

Reservations should be made by contacting the Medscheduler team at 650-723-6952 or

How to change or cancel a capture

Submit any change or cancelation requests to Medscheduler via the Classroom Reservation Change Form at least one business day prior to the scheduled event.

Advanced notice is required

Minimum one week's advance notice is required for all video capture requests. Medscheduler and AV Tech will make efforts to accommodate requests with shorter notice, but will evaluate these requests on a case-by-case basis.

Capture system hours of operation

The capture system is fully automated and capture can be schedule to take place at any time during the week. However, on-demand support for capture and classroom technology is available Monday-Friday (excluding holiday) between 7:00 A.M. to 6:00 P.M.

Speaker release form

After medscheduler provides a schedule confirmation email, the instructor/speaker should complete the Speaker Release Form prior to video capture. This form verifies that the presenter understands that Stanford Medicine does not maintain any media publication systems that are authorized to host PHI/HIPAA media and that they have reviewed their materials and removed/obscured any prohibited content.

If a speaker is unwilling to complete and submit the Speaker Release Form, please contact AV Tech so that we can attempt to provide an alternate solution.

Supported Spaces

All classrooms in the LKSC are equiped for capture, as well as the 2nd floor conference center.

For a current list of spaces and their capabiliites, visit

Special events

Pending availability of staff, AV Tech will consult and consider the supply of basic equipment and coordination of video production for approved events within our supported spaces and hours of operation. Typically, clients requesting video for special events or multi-camera production will be directed to Stanford Video.  If AV Tech agrees to produce media for a special event, the client will pay for labor costs, additional equipment rental (if required), and the media (Digital tapes and DVDs) for the following activity types:

  1. Conferences
  2. CME Activities
  3. Other conferences or events

Media captured outside the classroom

For media created outside the classroom, AV Tech can recommend a hosting solution appropriate to the client needs. Please submit a consult request for further information.

Support Contacts

Space scheduling and reservations:
650-723-6952 | M-F 7 AM - 6 PM

Classroom technical support:
650-724-7370 | M-F 7 AM - 6 PM