This procedural process applies to all support services that involve Head Start owned audio, video recording (hereafter referred to as recording) of children, families and staff. No personal devices will be used (cell phones, etc.). Also see the following policies for more details and information in regards to confidentiality:

  1. Computer and Network Policy
  2. Student Educational Record Policy
  3. Confidentiality of Records Policy
  4. Communication and Reporting Policy


  1. Recording the voice and/or image of an individual creates a type of record that requires unique handling and storage, particularly if the content may be considered sensitive. Therefore, only what is necessary for the purpose of support services should be recorded.
  2. Individuals must be informed in advance that such recording will occur, and be informed about the storage, confidentiality, and future use of the resulting tape.
  3. Recordings/taping must include the following elements for consideration:
    1. type of recording that will be utilized;
    2. people who will have access to recording;
    3. mechanisms in place to protect the confidentiality of the person(s) being recorded;
    4. clear indication of when the recording(s) will be destroyed or that recordings(s) will be kept indefinitely;
    5. use of the recording(s):
      1. portfolio documentation
      2. reflective consultation
      3. TS-Gold feature
      4. training use for internal purposes
  4. If the taping is an integral part of the support services, documentation of the considerations listed above must be included. It is important that this information be clearly stated, preferable prior to the taping, so that it is clear to the individuals that a recording will be made.
  5. After recording, follow storage procedure. See #4 in “Checklist for Videotaping”
  6. Return camera to designee.

Checklist for Videotaping

  1. Reserve camera from designee.
  2. Charge video camera.
  3. If camera’s memory is full, then recordings need to be downloaded/store per site procedures.
  4. Recording storing process is as follows:
    1. recordings need to be burned/copied to DVDs.
    2. recordings are not to be stored on laptops / desktops.
    3. view recorded DVD to assure successful transfer of recording.
    4. Delete recording on camera and laptop, if necessary.
  5. Complete the parent notification form
    1. Inform staff, children and families of support service tool: videotaping.
    2. Purpose of recording.
    3. Recording will include (indicate whether children, staff or any other classroom adults identifier will be recorded).
    4. Storage of recording (indicate measures taken to assure confidentiality and protect individuals privacy; example: kept in a locked cabinet and will be (indicate the length of time the recording will be kept, destroyed upon completion of the support service or retained indefinitely).

Policy Council approved January 2013. February 2012