Consent and Recap Protocol

Practical policy for recordings, screenshots, participant names, AI-generated notes, public sharing, and corrections.

This protocol applies to all Learning Machines: Text, Images, Video sessions and any public materials derived from them.

Participant action: Submit or update your consent for the public written recaps and optional use of specifically approved words in promotion — one short form covering Sessions 1–3. Recording access is handled separately and cannot be changed through this form.

1. Recordings

What we record:

• Full session video and audio (Zoom cloud recording)
• Facilitator screen share and chat log

Default: We record every session for asynchronous access. Participants are notified at registration (interest form) and again at the start of each session.

Participant options:

• Participants may turn off their camera and/or microphone at any time without explanation.
• A participant who prefers not to appear in recordings should be directed to an asynchronous-only participation option. Recordings will not be edited retroactively to remove individual participants.
• Recordings are shared after each session by unlisted YouTube link. Anyone with the link may be able to view or reshare it; unlisted does not mean private.
• Written-recap consent controls public use of a participant’s name, words, and described work. It does not grant or revoke access to an existing recording and cannot remove a participant from that recording.

Boundaries:

• Do not describe an unlisted recording as private, access-controlled, or limited to registered participants.
• Written-recap consent is not permission to create promotional clips or excerpts from a recording. Any identifiable promotional use requires separate affirmative permission.
• YouTube, Zoom, and other external services process uploaded or submitted material under their own account settings, retention policies, and terms.

2. Screenshots

What may be screenshotted:

• Tool interfaces and demo sequences (no participant faces or names)
• Participant work products that the participant has consented to share

Default for participant work: We do not screenshot participant work — their screen, chat input, or project — without explicit permission.

How to get permission: At the end of each session, ask: “May I screenshot your work for the recap? How do you want to be credited?” The answer must be affirmative. Silence is not consent.

What we do not do:

• We do not screenshot chat messages with names attached without permission.
• We do not use participant screenshots in social media, blog posts, or promotional materials without written confirmation.

3. Participant Names

Interest form: Participants choose a display name at registration. Options:

• Full name
• First name only
• A chosen alias
• Anonymous

Default in recaps: Use the display name the participant provided. Do not correct or change it.

If a name was not collected: Use no name. Do not guess or infer from other sources.

Referring to participants in recaps:

• “A participant shared…” (anonymous)
• “One educator said…” (role-based, no name)
• “[Display name] showed…” (only if participant consented to name use)

Pronouns: Use the pronouns participants provided. If pronouns were not provided, use they/them or restructure the sentence to avoid pronouns.

4. AI-Assisted Notes and Recaps

What we used AI for:

• Organizing and drafting session summaries and recaps from facilitator notes, session transcripts and captions, and chat exports
• Generating first-draft outlines for session documentation

What source material was processed: The transcripts, captions, and chat exports used for recap drafting included participant display names, speaker labels, attributed messages, and descriptions of participant work. AI-assisted tools therefore processed those identifiers and contributions as part of the drafting workflow. The recap consent form governs what may appear publicly; it does not change the fact that this source material was used during drafting.

What we never publish without human review: Every AI-assisted recap must be reviewed by a human before publication. The reviewer checks:

• Are all names correct and using the display name the participant chose?
• Are all pronouns correct?
• Are participant quotes accurate? (AI-generated paraphrases of quotes must be verified against the transcript or removed.)
• Is any participant identified in a way they did not consent to?
• Does the recap characterize any participant’s position, project, or statement inaccurately?

Disclosure: Recaps that were AI-assisted include a note: “This summary was drafted with AI assistance and reviewed by a human facilitator.”

What we do not do:

• We do not publish AI-assisted recaps without human review.
• We do not claim that submitted records are excluded from a third-party provider’s retention or model-improvement practices. Facilitators should review the relevant account settings and terms before submitting session records.

5. Public Sharing of Prompts, Outputs, and Projects

Participant projects: Participants may share their projects in the optional studio showcase. Each participant specifies at the end of Optional Studio:

• A one-sentence project description (in their own words)
• How they want to be credited (display name, role, or anonymous)
• Whether the project may be linked, described, or shown publicly

Nothing is shared publicly without explicit affirmative consent from the participant.

Prompts and outputs: If a participant’s prompt or model output is referenced in a recap or teaching material:

• The participant must consent to the reference.
• The prompt and output must be attributed as the participant described (or anonymized).
• If the output reveals sensitive personal information or could be used to identify someone who did not consent, it is not shared.

Frozen and generated examples used in tools or teaching: “Pre-generated” is not a sufficient source label. Genuine model outputs should record the product and model, date, exact prompt, relevant settings, completeness or excerpt status, facilitator editing, and whether participant material is present. Use the labels defined in docs/evidence-status-standard.md.

The ELIZA comparison is a historical provenance gap: its frozen comparison text was added to the repository on May 18, 2026, but the original product/model, generation date, settings, completeness, and editing history were not preserved. It is labeled Provenance incomplete · do not attribute to a named model. The examples were not drawn from participant transcripts or participant work.

6. Corrections and Removal Requests

How to request a correction: Participants may contact the facilitator at any time to:

• Correct a name, pronoun, or display name
• Request that a quote be removed or reworded
• Request that a project description be updated or removed
• Request that a screenshot or clip be removed from materials

Response time: Corrections will be addressed within 5 business days. Participants will receive confirmation when the correction is made.

Removal: If a participant requests removal of their name, words, or described work from public written materials, we will remove or anonymize it. We cannot retroactively remove a participant from the existing session recording or undo copies and reshares. We can remove embeds and links from Learning Machines pages we control, but that does not invalidate an unlisted YouTube URL that has already been shared.

No retaliation: A request for correction or removal never affects a participant’s standing in the camp, their eligibility for future programs, or their relationship with the CC Fest community.

7. End-of-Camp Consent Review

The end-of-camp form collects these choices from each participant:

A participant who does not complete the form is treated as anonymous or removed from the public written recaps and as no promotional use by default. The form does not alter an existing session recording.

8. Quick Reference — What Requires Consent