Frequently Asked Questions

What kind of events do you film?

The Library provides audio / video recording services for the alternative publishing of scholarly events, such as symposia, lectures, and speaker series. We can also capture non-concurrent conference events, such as keynotes.

What does the library’s video service include?

A Library videographer will arrive within 15 minutes of an event. Each speaker will be expected to wear a small wireless microphone. Please note: it is necessary that we secure permission from each speaker before filming. Speakers must complete the Video Recording Permission Form, which includes the SMARTech Deposit Agreement, within 24 hours of the event. We also encourage speakers to supply the videographer with a copy of his or her supplementary materials, such as presentation slides, handouts, flyers, etc.

Why does the library provide this service?

EPAGE@Tech, a GT library-managed service, will provide a digital platform to disseminate GT-produced knowledge rapidly to information users at any time, in any Internet-ready location they reside, and will preserve that knowledge digitally for future learners to come.

Do I retain rights to the materials I submit?

Yes. Authors will retain copyright ownership of the materials they create, retain rights to re-use the materials in any manner they wish, and grant the Georgia Institute of Technology a non-exclusive license to distribute and preserve this material for non-commercial, educational purposes. Please see the SMARTech Deposit Agreement for more information.

Who will see my material?

All materials submitted will be published as open access in SMARTech and made publicly available on the Internet.

What are Scholarly Communication and Open Access?

Scholarly Communication is an umbrella term used to describe the process of academics, scholars and researchers sharing and publishing their research findings so that they are available to the wider academic community (such as university academics) and beyond. The American Association of Research Libraries defines Open Access as the concept of making digital works available, at no cost to the reader, on the public Internet for purposes of education and research.

Can I edit or restrict access to my materials?

As a rule, speakers are not allowed to edit materials created by our videographers. We are – under certain circumstances – willing to lightly edit material in preparation for inclusion in SMARTech. We do not wish to restrict access to repository materials as the purpose of the EPAGE@Tech program is to capture and disseminate scholarly information. If you have concerns over the security of your information, please send us an email.

In what format(s) will my film be presented?

Currently, all videos are provided as MPEG-4 (mp4) files.

Can I have my video streamed?

The Library is currently investigating technology to provide streaming media.

What kinds of supplementary materials do you accept?

We accept supplementary digital materials such as presentation slides, posters, flyers, handouts and other ephemera. We prefer PDF for text files, however we accept a variety of text, image, video, audio, and other file types. For a complete list, see SMARTech accepted formats. We reserve the right to convert materials submitted in a proprietary format to an open standard format that can be preserved and migrated over time. Speakers may upload supplementary materials when they complete and submit the Lecture Recording Permission form.

I have copyrighted material in my presentation. Is this ok?

It is the sole responsibility of the presenting author to clear all permissions to use copyrighted material prior to filming.

How long does it take before my material is available in SMARTech?

You should expect notification of availability within 10-14 business days of the event.

Who do I talk to if I have questions about the SMARTech Deposit Agreement?

Please email Julie Speer, Head of the Scholarly Communication and Digital Services department.

Do you handle video conversion and/or collections of videos for submission?

We accept born digital files, DVDs and VHS copies of materials for the alternative publishing of faculty initiatives and the intellectual and documentary output of the campus. If you have a collection of videos you would like us to archive in SMARTech, please send us an email.

Can I have a hard or uncompressed copy of my video?

As a courtesy, the Library will provide one hard copy of the presentation to the author via DVD upon request. Also, the library will archive a digital master copy of the presentation in the Archives department.

Do you have technical specifications for sessions with multiple speakers?

Each event is unique and presents its own set of challenges. If you anticipate a panel discussion, please send us an email, as we would prefer to meet with you to discuss special arrangements.

I can’t find an answer to my question. Who do I contact?

Please refer to the website or send us an email.