ALS: Recording and AI-Supported Learning Accommodation | Accessible Learning Services | Seneca Students

Some students registered with Accessible Learning Services (ALS) may be approved for a recording, transcription, note-taking, or lecture access accommodation. These accommodations help students access course content by allowing them to review spoken information, reinforce learning, reduce barriers related to note-taking, and engage more effectively with their studies.

Students approved for this accommodation may use a variety of technologies, including audio recording tools, AI-powered transcription services, captioning tools, and digital note-taking platforms.

All students using these accommodations must review and follow Seneca's Recording Educational Activities Policy, Student Code of Conduct, Information Technology Acceptable Use Policy, and Intellectual Property Policy.

Student Responsibilities

As a student registered with Accessible Learning Services (ALS) who has been approved for a recording, transcription, captioning, or AI-supported note-taking accommodation, I understand that I have responsibilities associated with the implementation of this accommodation.

I understand that:

Appropriate Use

• Recordings, transcripts, captions, summaries, notes, and other outputs generated by recording or AI-powered tools may only be used to support my personal educational needs and accommodation requirements.
• I may not share, distribute, sell, post, publish, or otherwise provide recordings, transcripts, AI-generated notes, summaries, or lecture materials to any other individual.
• Access to these materials is limited to me unless otherwise approved by Seneca.

Privacy and Confidentiality

• Classroom discussions may contain personal, confidential, or sensitive information shared by faculty or other students.
• I will respect the privacy of all participants and will not use recordings, transcripts, screenshots, or AI-generated content in a manner that compromises another person's privacy.
• If using cloud-based recording or AI applications, I will use only approved methods and follow Seneca's privacy and technology requirements in consultation with ALS.

Intellectual Property

• Course lectures, presentations, discussions, slides, demonstrations, and learning materials remain the intellectual property of the instructor, Seneca, or other rights holders.
• I will not reproduce, distribute, upload, post, or share recordings, transcripts, captions, or AI-generated summaries on websites, social media platforms, file-sharing services, or other public or private forums without express authorization.

Responsible Use of Artificial Intelligence

• AI-powered tools may generate summaries, transcripts, meeting notes, study guides, captions, or other learning supports; however, these outputs may contain errors, omissions, or inaccuracies.
• I understand that AI-generated content should be reviewed critically and used to support learning rather than replace active engagement with course materials.
• I remain responsible for the accuracy, integrity, and appropriate use of any AI-generated content.

Storage and Retention

• I will securely store recordings and transcripts and take reasonable steps to prevent unauthorized access.
• I agree to delete recordings, transcripts, captions, and AI-generated lecture materials once they have fulfilled their educational purpose and are no longer required.

Seeking Support

• If I have questions about this accommodation or the technology used to support it, I will contact my Accessibility Counsellor or book an appointment with an Assistive Technologist.

Faculty may notify learners that recording technologies are being used to support accommodated students; however, the identity of the accommodated student will not be disclosed in order to protect student privacy and accommodation rights.

Recording and AI-Supported Learning Options

Students approved for recording-related accommodations have access to a variety of tools and methods. Students are encouraged to meet with an Assistive Technologist to determine which option best meets their individual learning needs.

Available supports may include:

Audio Recording

Students may record lectures using a personal device, approved recording application, or other accommodation-related technology.

AI-Powered Transcription Tools

Students may use approved AI-powered transcription technologies that convert spoken content into text. These tools can support:

• Real-time transcription
• Speaker identification
• Searchable transcripts
• Review of key lecture concepts
• Study preparation

AI-Powered Note-Taking and Study Tools

Some technologies can support learning by generating:

• Lecture summaries
• Study guides
• Key concepts and action items
• Organized notes
• Searchable knowledge repositories

Students should remember that AI-generated outputs may not be fully accurate and should always be reviewed alongside course materials.

Built-In Accessibility Features

Many students may be able to meet their learning needs using technologies already available through:

• Microsoft Teams transcription and recording features
• Microsoft Copilot-enabled note organization tools (where available)
• Microsoft OneNote
• Microsoft Word Dictate and Transcribe
• Zoom transcription and closed captioning features
• Blackboard video captioning tools
• Apple Live Captions and Voice Memos
• Android Live Transcribe and other accessibility features

An Assistive Technologist can help determine which combination of tools best supports a student's disability-related needs.

AI and Recording Technologies Supported at Seneca

Seneca recognizes that AI-powered learning technologies continue to evolve and may provide meaningful access to educational content for students with disabilities.

Students approved for recording accommodations may use approved AI-powered technologies, including transcription and note-generation tools, where appropriate and in accordance with Seneca policies and privacy requirements.

Examples may include but are not limited to:

• Otter.ai
• Microsoft Teams Transcription
• Microsoft OneNote
• Microsoft Word Transcribe
• Other approved accessibility and transcription technologies

The availability of specific tools may change as technologies evolve and as Seneca reviews new products for accessibility, privacy, and security considerations.

Privacy and Security

Students are responsible for ensuring that any recording, transcription, captioning, or AI-powered note-taking technology is used appropriately and in accordance with Seneca policies.

When cloud-based technologies are used:

• Students should use institutionally approved or ALS-recommended solutions whenever possible.
• Students should avoid sharing recordings or transcripts with third-party services that have not been reviewed for educational use.
• Students should ensure that account credentials and stored content remain secure.

Seneca regularly reviews technologies to support accessibility while balancing privacy, security, and intellectual property considerations.

Faculty Implementation

When an accommodation letter identifies:

"Recording of lectures: student to record" faculty may inform the class that recording technologies may be used to support accommodation-related access needs.

Faculty are not required to identify the student receiving the accommodation.

Recording, transcription, captioning, and AI-supported note-taking accommodations are intended to provide equitable access to course content while maintaining privacy, academic integrity, and intellectual property protections for all participants.

Suggested Faculty Statement

"Students approved through Accessible Learning Services may use recording, transcription, captioning, or other assistive technologies as part of an approved accommodation. These tools are used solely for educational and accessibility purposes. Students using these accommodations are required to comply with Seneca's privacy, intellectual property, and recording policies."