Kaltura is Penn State's video storage system, available to all faculty, staff, and students to store, manage, and publish video.

Introduction to Kaltura Team Channels for Extension

Kaltura is widely supported at Penn State with tutorials, documentation, and IT support.

Kaltura channels allow members to organize, share, and collaborate on collections of media.

Each Extension sub-team has a Kaltura channel set up for them. Educators can be a member of more than one Kaltura Channel (i.e. Tree Fruit, Vegetables and Small Fruit).

Extension teams will use their Kaltura channel to store videos and video clips. This way, videos and clips created by educators can easily be accessed by all on the team in one common place, even if the original creator leaves Penn State. Educators should store videos on their team channel instead of their own personal Kaltura "My Media" space, where others cannot access it.

Extension teams will independently and collectively manage their Kaltura channel to do the following:

  • upload and caption videos
  • set up playlists to organize videos
  • add descriptions and tags to videos
  • add, remove, and manage team members as staff enter and exit the organization

Ag Communications, Marketing and Digital Education staff will not be actively managing team channels or videos; however, they will be members of these channels in order to access video URLs if needed for publishing web content.

Access Kaltura

All Penn State students, faculty, and staff members can access Penn State's Kaltura MediaSpace, which is the online platform for video and multimedia content, by logging in with their PSU Access Account user ID and password.

(Kaltura is also available as a mobile app, Kaltura MediaSpace GO (KMS Go), which offers a convenient and easy-to-use application to view, record, manage, and edit video. See Penn State's Quick Start Kaltura Guide for iPhone, and the Quick Start Kaltura Guide for Android and Google Phones.)

Access Team Channels

Each person can manage their own videos in their own media space, under My Media.

To access the Extension Team channels you have been given access to, from the Kaltura home page, click on your name in the upper right, then select My Channels. You'll see the Extension team channel(s) you belong to.

Menu options to access My Media, My Channels from the Account drop-down under your name at the top right of the main Kaltura Mediaspace page.

Extension Kaltura channels are set to "Private," meaning that access to the overall channel is restricted to the specific members. (Individual videos can be set to be "Public" to allow them to be published to the Extension website, social media channels, or other outlets. See Video Access below.)

Kaltura Learning Path and Help Documentation

Because Kaltura is a university-wide resource, it is well-documented and centrally supported. Extension educators should access and use the Penn State Kaltura resources online, which are always up to date with the application.

This overview guide links out to Penn State's central Kaltura documentation.

Kaltura Learning Path

For a thorough overview of Kaltura functionality, including how to upload, create, share, and publish videos, see the Kaltura Learning Path for Non-Instructional Staff ( i.e. for non-Canvas users). Extension educators new to using Kaltura should invest some time to thoroughly familiarize themselves with the tool.

Common Kaltura Functions

The following are specific resources for common functions in Kaltura.

Upload Videos

To upload videos to Kaltura from your computer, follow these steps:

  1. Upload the video into your My Media. See Kaltura: Uploading Media to My Media from Your Computer
  2. Publish the video to your Extension Team Channel. See Kaltura: Publish Media to Channel in MediaSpace

You can also upload videos directly to your team channel:

  1. From the team channel, click Add to Channel in the upper right.
  2. Click Add New in the upper right again, then select Upload Media.
  3. Browse to the video file on your computer, then select Upload.

To upload videos to Kaltura from your phone using the Kaltura app, see:

Create a Playlist

To create a playlist within your team channel to help organize your media, see: Kaltura: Organize Media in Channels with Playlists

It is recommended that Extension team members plan and communicate together to set up any playlists and tags they may wish to use to organize their videos.

Note that videos can also be listed individually; they do not need to be assigned to a playlist.

Name and Describe videos in Kaltura

Give your videos a clear and succinct name that will make sense to the public who may be watching them, as well as your teammates. Please append the date of publication to the video name.  

For example: 

     “Managed Grazing to Reduce Parasites on Lambs in Pasture 11-18-2020" 

It is recommended to also provide a description for your video, especially to help other teammates identify it. To add a description to an uploaded video:

  • Under Actions, select Edit.
  • On the Details tab, in the Description field, type a 1-2 sentence description, then click Save at the bottom.

Closed Captions

To create and edit closed captions for your Kaltura video, see: Order and Edit Machine Captions

All videos that Penn State Extension publishes to the public should be closed captioned to meet accessibility standards. Through Kaltura, Extension educators have the capability to close caption videos on their own. To do this, follow the steps in the above article to order automatic closed captions. These machine captions are imperfect and will need to be corrected to meet the standards for optimum accessibility, so you'll need to edit the resulting closed captioned file, also detailed in the article. For short videos that are several minutes long, this is not a lengthy or difficult process.

Share Your Video

After uploading a video to Kaltura, you need to publish the video to make it viewable by the public.

  • Under Actions, select Publish.
  • Under Publishing Status, select "Unlisted" to make the video available to anyone with the link. This will make the link shareable and enable the video to be embedded in a web page, such as an article. 

See Kaltura: Sharing a Link to Your Media File for more details.

Embed a Video

To embed a video within an Extension article in Plone, follow these instructions:

  1. In Kaltura, click the "Share" tab
  2. Under the "Share" tab, click "Embed"
  3. Don't change the default settings that are automatically set: options should remain as Embed - no transcript, Responsive turned off. 
  4. Copy the iframe embed code
  5. In the Plone CMS, open the article where you would like to insert the video, then click the "HTML" button in the 'Text' field to view the HTML source code
  6. Find the spot in the HTML source code where you want the video to appear (not within a <p> tag)
  7. Paste the embed code
  8. Click the "Update" button in the HTML source code editor
  9. Save the page

(For more details, see Kaltura: Embed Media with the Share Tab)

Adding Members to a Kaltura Channel 

Permissions have been set up to allow any member of an Extension Kaltura Channel to add or remove another team member, such as if an educator joins or leaves the team or organization.

See Kaltura: Add Members to a Channel in MediaSpace 

New members should be added and assigned the role of Manager, which allows them to view media, add media to the channel, and manage the channel (assign other users). Members of the Web, Marketing, and Digital Education team are also added as channel members.

To Get More Help

For a detailed list of all Kaltura documentation, see the Penn State Kaltura Knowledge Base where you can browse or search by what you are trying to do.

Get help/troubleshooting: The quickest way to obtain trouble-shooting help or technical assistance with Kaltura is through Penn State IT help where you can chat with a support staff or put in a help request.

If you need assistance from Ag Sciences marketing and communication, such as for:

  • advice on your strategy or approach to a video
  • producing a Learn Now video, Extension's premium videos supported by the Digital Education team
  • using videos on social media
  • assistance embedding a Kaltura video in an Extension article

please put in a Workfront Request.


(Channel setup roles and permissions – For Internal Use)

This section describes the settings for Extension channels that establish the collaboration and publishing permissions for users. This is background intended for Team leads and/or Ag Communications, Marketing and Digital Ed staff who may be assisting with channel management.

Channel Setup: 

From the main channel page, select Edit Channel to view these settings.


Under Privacy, the channel should be set to “Private”. This restricts access to manage the media in the channel to only the specific people added to the channel (e.g., members of your media production team). 

NOTE: This is because you cannot grant members of a shared repository rights to co-edit channel content. You can only grant members of a private channel co-editing rights.)

**Individual videos are set with a publication status of Unlisted, to make them viewable by anyone with the link, such as when embedded in an Extension article or shared via a link. 

See Kaltura: Create a Channel in MediaSpace for more details.


Members tab:  

Channel members should be added as the “Manager” role, to enable all to co-publish, edit and manage videos as well as other users.   

See Kaltura: Add Members to a Channel for more details.  


Collaboration tab: 

Uncheck ‘Global Settings’ 

Check ‘Co-Editor’ and ‘Co-Publisher’. This allows channel members the ability to co-edit and co-publish all content in the channel.  

See Kaltura: Grant Channel Members Rights to Co-Publish and Co-Edit Channel Content in MediaSpace