This document details how to send the recording of a Zoom webinar for closed captioning by the Digital Education team. Webinar recordings that are published publicly to the web must be captioned to meet accessibility guidelines. Note that webinar recordings sent only to participants afterwards do NOT need to be captioned.

Access Zoom Webinar Recordings in Kaltura

Once you have finished recording a Zoom webinar, provided you have selected Record to Cloud, your recording will be uploaded automatically to Zoom's cloud service and to the My Media page in your Kaltura Media Space.

Important note: Zoom will send you an email once your recording is finished uploading and in this email are two links; ignore these links; instead proceed with the instructions below, going to the Kaltura Media Space.

Share your Webinar Recording with ONLY the registrants of the live Webinar

After the live webinar, you may choose to share the recording with only the registrants of the event. This is common for webinars with a fee. Note that webinars shared ONLY with participants do not need to be closed captioned.

Follow these instructions to make the recording available in Kaltura and share your webinar recording with ONLY the registrants of the live webinar event. 

  1. Log into your Kaltura Media Space and go to your My Media
  2. Find your recording and check the small checkbox to the left of the video thumbnail.
  3. With the checkbox of the recording you'd like to share checked, click Actions.
    The Actions button is located above your media on the My Media page. It is on the right side of the webpage.
  4. In the Actions dropdown menu, click + Publish.
  5. You will be brought to a new screen that gives you three publishing options:
    1. Private - Media page will be visible to content owner only.
    2. Unlisted - Media page will be visible to anyone with a link to the page.
    3. Published - Media page will be visible to individuals according to entitlements on published destinations.
  6. Select Unlisted as your publishing option.
  7. Click Save.
  8. Go to your My Media page again.
  9. Find your recording and click on the title.
  10. Click on Share (located below the recording).
  11. Copy the Link to Media Page. This is the link to share with the registrants of the live webinar.
  12. To share the recording with only the registrants of the live webinar, submit a request to the Cvent team to add the recording link from Kaltura to a post-event email to registrants. Please allow 48 hours for the Cvent team to process your request to email the recording link to the registrants of the live event.

Have a Webinar Recording closed-captioned for publishing on the website

All webinar recordings that are to be published on the Extension website for free or for-fee must be closed-captioned by the Digital Education team.

The Digital Education team will take the following steps:

  • process closed captions for the video in order to meet accessibility standards
  • review the webinar for branding, copyright and recording quality standards

Follow these instructions to grant the Digital Education team access to your recorded webinar.

  1. Log into your Kaltura Media Space, and go to your My Media page.
  2. Find your recording and click the Edit button, this will bring you to the Video Details page. These next steps are extremely important, as they will allow the Digital Education team to make any fixes needed to your recording.
  3. Name your recording using the following naming convention:
    a. [Course and/or Webinar Name]: Webinar on [Date]
    Example: Making Awesome Videos: Webinar on 12.01.2019
  4. Add Tags (add Webinar and any other relevant words) to the Tags text box.
  5. Click Save.

    Please note that these next steps require ownership of the media. You can check whether or not you are the owner of a media on the My Media page underneath the media’s publishing status and tags. By default, ownership of media in Kaltura is determined by who recorded the media. If you are the owner of the media, proceed with the steps below.

    If you’re not the owner of the media you will need to contact whoever recorded the webinar and ask them to transfer ownership of the media to you. Kaltura has a step-by-step webpage, with images, on how to change ownership of a media, that can be followed if needed.

  6. Click the Collaboration tab.
  7. Under Media Collaborators, click the Add Collaborator button.
    a. A new pop-up will appear asking you to enter the user ID ( and to select the permissions you'd like to give. You will need to add 2 collaborators, with the permissions co-editor / co-publisher.
  8. Enter the user IDs and (Keri Griffin and Lori Clayton, multimedia specialists from the Digital Education team) and check the co-editor and co-publisher permissions. Then press Add.

    If done correctly, you should see the names, user IDs, and permissions of the people you've added underneath the Media Collaborators section. (Note: if you've accidentally added the wrong person you can remove them as a collaborator by pressing the button in the column to the right of Permissions.)

  9. Submit a Process a Webinar Recording Request to let the Digital Education team to know that your webinar has been recorded and shared via Kaltura. (At this time, Kaltura does not notify people that have become a collaborator on a video; therefore, you must notify them.) In the "Subject" box, write the name of your webinar. Under "AgSci-MC-Webinar Processing Form" provide the webinar name, date, Kaltura link, and whether or not you have added the appropriate media collaborators.
  10. The Digital Education team will review your webinar recording and verify the branding, copyright and image credits, and recording quality. We will also have the video close-captioned for accessibility. Someone from the team will be in touch with you via Workfront if there are questions about content or copyright.
  11. Once the Digital Education team has completed their steps, they will notify you via Workfront that your recording is complete, and forward the request to the Web team to have your webinar published on the Penn State Extension website. The Web team will notify you via Workfront when the recording is published.