Graduate Policies

ENTERPRISE-WIDE CORPORATE POLICIES

1. Purpose

This Meeting Recording Policy (“Policy”) applies to Thomas Jefferson University (“TJU”) and its controlled affiliates (collectively, “Jefferson”).  The purpose of this Policy is to provide clear guidance on the use of electronic video and audio recording and transcription for meetings within Jefferson or in furtherance of Jefferson business. It aims to balance the benefits of recording for educational and operational needs with the importance of maintaining privacy, confidentiality, and mutual respect. 

2. Scope

This policy applies to all individuals within the Jefferson environment, including employees, contractors, visitors, students, and guests, regardless of role or affiliation. It covers both in-person and virtual meetings, as well as all technologies capable of recording or transcribing content.  For purposes of this Policy, a meeting is any gathering of one or more individuals. This Policy does not address the use of recording interactions with patients or in a clinical setting. 

3. Technology

• Only Jefferson approved recording and transcription systems and software may be used to record or transcribe meetings at Jefferson or with respect to Jefferson business.  Approved systems and software are set forth in Data Protection Standard 125.18.  Only artificial intelligence that is approved by Jefferson pursuant to the Artificial Intelligence Policy, 126.31 may be used with respect to recording, transcribing or summarizing meetings within Jefferson or in regards to Jefferson business.
• Use of personal devices, including phones, to record, transcribe or summarize meetings is prohibited.  Use of unauthorized systems, software or AI to record, transcribe or summarize meetings is prohibited.
• All materials recorded shall be subject to the Data Classification and Handling Policy, 126.02.
• Use of recording and transcription systems and software is subject to the provisions of all other Jefferson policies, including the Acceptable Use Policy, 126.03 and Network Security Policy 126.20.

4. Permitted Recording

• Subject to the terms of this Policy, recording and creating transcripts of meetings conducted in the furtherance of Jefferson business is permitted.
• Recording by Jefferson of classes at the University and Medical School are permitted.  Distribution of recordings of classes shall be as determined by University administration.  Recordings of classes must not include individually identifiable students unless required and the consent of the students is specifically provided.  Recording by individual students is only permitted with the approval of the faculty/instructor of the class.
• Recordings are also permitted where required as a reasonable accommodation for individuals with disabilities or other legally protected needs, with prior approval from Jefferson administration.
• The organizer and co-organizer of a meeting shall limit recordings to the minimum necessary duration and content required for the intended purpose.
• All recordings and transcriptions must be made in accordance with all applicable rules and regulations, including those related to privacy, including HIPAA.
• All recordings, transcripts and summaries of meetings at Jefferson or in the furtherance of Jefferson business are the property of Jefferson.

5. Prohibited Recordings 

Recording of the following types of meetings or circumstances is expressly prohibited:

• Meetings where Jefferson executives (VP and above) determine that recording is prohibited,
• Meetings of the Board of Trustees or subcommittees,
• Meetings in regards to litigation matters,
• Medical peer review and patient safety meetings,
• Meetings involving HR matters with respect to an individual or individuals,
• Meetings regarding highly sensitive matters,
• Meetings where recording is prohibited by the Enterprise Office of Legal Affairs,
• In settings where confidential, sensitive, or personally identifiable information is discussed,
• Informal or private conversations, unless there is a compelling reason and all involved parties have given clear affirmative permission,
• In areas where recording may infringe on the reasonable expectation of privacy, such as public areas, restrooms or break rooms, and
• When it is not possible to securely store and protect the recording from unauthorized access or disclosure.

6. Consent

Consent of meeting participants is required for any recording of a meeting.  All video and audio systems used to record meetings shall provide notice that the meeting is being recorded.  Where such notice is provided, consent will be deemed to be given unless a participant specifically objects to the recording of the meeting.  If there is an objection, the meeting organizer will have the option of continuing recording without the participation of the objecting member, or to cease recording.

Recordings of individuals that are not part of a meeting is prohibited.

7. Retention

• All recordings and transcriptions shall be securely stored and managed in accordance with Jefferson’s data security and retention policies and standards. 
• In general, all recordings and transcriptions shall be deleted by the recording software within seven days of recording or as set forth in the Data Protection Standard 125.18.
• Recordings and transcriptions that are made for training or educational purposes may be retained and posted as needed for such purposes.
• The meeting organizer and co-organizer shall be permitted to download transcripts and summaries of meetings before such deletion.  The organizer and co-organizer shall retain such transcripts or summaries only so long as is reasonably necessary.  The organizer and/co-organizer may share the transcripts and summaries only as required for the business purposes of Jefferson and only to those individuals that have a need to know the information contained in such transcripts and summaries and in accordance with the Data Classification and Handling Policy, 126.02.
• Recordings, transcripts and summaries of meetings shall not be shared outside of Jefferson, other than to consultants and representatives of Jefferson with a need to know the information and that are bound by obligations of confidentiality.

8. Enforcement

• Any person found to have violated this Policy may be subject to appropriate disciplinary action, up to and including dismissal and loss of rights granted herein.

References and Citations:

Artificial Intelligence Policy, 126.31

Data Classification and Handling Policy, 126.02

Acceptable Use Policy, 126.03

Network Security Policy 126.20

Data Protection Standard 125.18

For Policy Year 2026-2027

Posted 6/30/26