Video Recording Studio Policy

The Video Recording Studio at Ponce Health Sciences University (PHSU), located at both the Ponce and St. Louis campuses, supports the production of School of Medicine and institutional video content. Its purpose is to provide clear orientation and step-by-step guidance to ensure proper preparation and completion of video recording sessions, resulting in high-quality products that reflect the university’s standards. All faculty and authorized users are required to follow the established procedures when utilizing the studio, ensuring consistency, professionalism, and efficiency across all recorded projects.

Recording Studio Location

• Ponce Campus- Academic Tower, Fourth floor, Room 431
• Saint Louis Campus - First floor, Room 122

Contact

• Recording Studio (Ponce Campus): 787-840-2575 Ext. 5718
• Project Coordinator (Ponce & STL Campus): 939-380-1580

Video Recording Process

Pre-Production Phase

Process	Applicable to School of Medicine	Applicable to Institutional Videos
Schedule a recording date. The scheduling can be done through email or phone with the Project Coordinator. The Project Coordinator will send an Outlook invite to confirm the recording session scheduled date. The recordings should be scheduled with at least two weeks of anticipation of the requested deadline.	X	X
Faculty must share the Power Point presentation that will be used for the video at least 5 working days prior to the recording ession scheduled date with the Project Coordinator. During this time the presentation will be revised and edited under the video recording standard format. When the edits are completed, the Project Coordinator will share the documents with the faculty and will add the presentations to the Outlook invitation. If the Power Point is not received with anticipation, the recording will be rescheduled. The Project Coordinator will arrange the necessary support for the faculty. Image replacement Video translation Power Point presentation editing	X
Faculty must prepare the recording script to have the content ready for the recording session.	X	X

Recording Session

Process	Applicable to School of Medicine	Applicable to Institutional Videos
Faculty must arrive at least 10 minutes prior to the scheduled time with the revised Power Point presentation and recording script.	X	X
Recording sessions have a duration of approximately 60-90 minutes per topic. The duration depends on the length of the video and the preparedness of the faculty. Please take this into consideration at the time of scheduling a recording session.	X	X

Production Phase

Process	Applicable to School of Medicine	Applicable to Institutional Videos
During this time, the video will be edited. The full standard process takes approximately 5 working days. The editing process can be delayed when: Faculty didn’t prepare accordingly prior recording, continuous pauses, repetitions, and fillers. If there were technical issues or interruptions when recording. The quantity of videos pending to be edited.	X	X

Post-Production Phase

Process	Applicable to School of Medicine	Applicable to Institutional Videos
After the video is edited, the Recording Studio Supervisor will send the video link to the faculty for their revision.	X	X

Under Faculty Review

Process	Applicable to School of Medicine	Applicable to Institutional Videos
The faculty will receive an email from the Recording Studio Supervisor with the video link for their revision and approval.	X	X
If there’s any changes that need to be made to the video, the faculty must inform the Recording Studio Supervisor. The Video Editors will make the required changes.	X	X
The Recording Studio Supervisor will resend the video link with the requested changes.	X	X
The timeframe for faculty video revision is 3 working days. If the Video Recording Studio is not contacted during that time, the video will be considered approved and will move to the deployment phase.	X	X

Completed 1.5 Version or Completed Video and Video Deployment

Process	Applicable to School of Medicine	Applicable to Institutional Videos
The video is revised or passed the revision time and is considered complete and ready for Canvas deployment.	X	X
After the video is completed, the Director or the Educational Technologists of the Ed Tech & Online Learning Division will deploy the video in Canvas platform for Ponce and Saint Louis Campus.	X
After the video is completed, the Director or the Educational Technologists of the Ed Tech & Online Learning Division will share the video in a One Drive link.		X

Recordings in Spanish

Applicable to School of Medicine

Faculty may record in Spanish or in English. The process of the Spanish recordings takes approximately 1-2 weeks longer than the English recordings. English recordings as stated above which takes about 3 weeks of completion from Production phase till Deployment.

After the Spanish video is recorded and edited, the Project Coordinator sends a translation request. The translation process has a duration of 3-5 working days.

During this process, the Project Coordinator recruits a person to record the 1.5 English version. When the 1.5 English version is recorded and completed both versions can be uploaded into Canvas.

Every 1.5 version Spanish video must be paired with a 1.5 version English video.

The version 1.5 Spanish videos cannot be deployed to Canvas until the English version is also available.

Therefore, the video team suggests that the Spanish video process starts at least three weeks prior the ICS date.

Remote Recordings

Applicable to School of Medicine and Institutional Videos

• Remote recordings will be offered on a case-by-case basis. These recordings are to be approved first by the Department Chair or Course Director.
• Remote recordings will be through the Zoom platform.
• Faculty must prepare a space to record with no interruptions and loud noises.
• Phone must be turned to silent mode.
• Faculty must connect in the recording session 10 minutes prior to the time scheduled. Faculty preparation applies as previously described.

Payments for the Video Refresh Project Assessment

Applicable to School of Medicine

• For a recording to be considered completed, the faculty must revise the video and provide approval for deployment on Canvas.
• All faculty of the School of Medine that records for the curriculum of first and second year will receive the following payment for the completed recordings.
• There are two rates of payment. One for narrations and one for whole video recording.
  • Narrations: Are recordings in English from a previous Spanish video 1.5 version.
    • Faculty will be provided with translated script, presentation and the updated Spanish video as a reference.
    • The narration payment rate is $75 per topic.
  • Whole videos: Are recordings in English or Spanish that are recorded new in the 1.5 version.
    • The whole video payment rate is $150 per topic.

Videos are paid by topic in accordance with the course schedule. If the video has been divided into more than one part due to length, they will not be counted as an additional topic.

The payments are processed by semester.

• Spring semester payment report is sent to the Finance Department in the month of May. The payment will be registered by June.
• Fall semester payment report is sent to the Finance Department in the month of November. The payment will be registered by December.
• Videos that are not completed and approved by May will be processed in the Fall semester and will be received in December.
• Videos that are not completed and approved by November will be processed in the Spring semester and will be received in June.

Video Recording Preparation

Dress code

• Do not wear green, yellow, white, or strong pattern clothes.
• Professional attire is required.

PowerPoint & Script

• Please prepare and revise the presentation script prior to the recording session. It is important for the person who is scheduled to record to come prepared for recording.
• Faculty must add to the Power Point presentations, the image and content references.
• When adding the Power Point presentations images please make sure they have good resolution.
• The presentation will be edited with a blank template.
  • The font that is used for the presentations is Gotham Ultra for the Titles, size 36.
  • The font that is used for the presentations is Gotham light for the body, size 28.

Policies

• The faculty will be able to record after completing the corresponding pre-production phase.
• Faculty must make sure to schedule a time that they have available. The Recording Studio will not receive last-minute recordings.
• There will not be any last-minute video editing and deployments. The faculty must comply with the standard procedure. Please revise the timeframes stated above.
• If a faculty member postpones their recording session, the final delivery will shift based on the timeframe detailed above.
• Recordings should have a duration of no longer tan 20 minutes per topic. Videos with longer duration will be divided in parts.

We appreciate your time, diligence, and cooperation. Working as a team will be the key to ensure a recording experience of excellence.

Additional Contacts

Ponce Campus

Carlos Sellas, Psy.D. Director of the Ed Tech & Online Learning Division | csellas@psm.edu

Rebecca D. Hernández Ortiz, Project Coordinator | rehernandez@psm.edu

Marcos Correa, Recording Studio Supervisor | mcorrea@psm.edu

Edwin Vélez, Educational Technologist | ervelez@psm.edu

Dariel Rivera, Video Editor Ponce | darivera@psm.edu

Recording Studio | recstudio@psm.edu

STL Campus

Daniel Garza, Video Editor STL | dgarza@psm.edu

Recording Studio STL | stlrecordingstudio@psm.edu