What is the Shared Repository, and how do I add media to it?

The Shared Repository in Kaltura My Media and Media Gallery is a space where instructors, graduate students, librarians, and instructional designers can publish media files to make them available to all instructors in either UVACanvas or UVACanvas Connect. Any instructor can publish files from the Shared Repository in their course's Media Gallery or embed files from the Shared Repository in their Canvas course site.

The Shared Repository is recommended for sharing media files you create as Open Educational Resources (OER) (opens new window).

This article describes how to prepare a media file for publication in the Shared Repository and publish it in the repository.

Note:

  • You must be included in an administrative role in at least one Canvas course site to be able to publish content in the Shared Repository. By default, all instructors and graduate students have a personal Workspace in UVACanvas where they are enrolled as a Teacher. If you do not have a Workspace and would like to add content to the Shared Repository, please request a Workspace by filling out the Request a Workspace form (opens new window).
  • When someone embeds a file from the Shared Repository in a Canvas course, they have an option to use a Downloads Enabled Player. Selecting this option will allow viewers to download the media file, its audio transcript(s), and any files attached to it. Please note that students and other course participants may be able to download files you have shared in the repository if a Downloads Enabled Player is used. We recommend referring to the UVA Library's Copyright resources page (opens new window) for additional information about rights and responsibilities when sharing materials.

Upload or create the file to share.

If you haven't already uploaded or created the file you plan to share, follow the steps in one of the articles below to add it to My Media.

Go to My Media.

Screenshot of links in menu.

Select My Media from your Global Navigation Menu.

Select the file.

Screenshot example of My Media with a video file outlined.

In My Media, choose the file by selecting its thumbnail or name.

Add details to the file for searching.

The Shared Repository does not have a way to organize files by department or subject matter. Therefore, you should add details such as a meaningful Title, a Description, and Tags to your file so those who want to use it will be able to find it when searching the repository.

If you have not already added these details to your file, follow the steps below to edit the file and add them. If you already added details, skip to the step to publish the file.

Select Actions, then Edit.

Screenshot of the Actions drop-down menu.
  1. Scroll down on the page under the media player.
  2. Select the Actions menu.
  3. Select Edit.

Edit or add details as needed.

Screenshot illustrating the numbered steps below.
  1. Make sure the file's Name is meaningful and edit it if needed.
  2. Enter a Description for your file, for example, a brief summary of the file's content.
  3. Add Tags for searching. When you start to enter text in the Tags field, existing tags that include the same text will appear in a drop-down list. You may select one of these existing tags to use it or create a new one by entering text and pressing Enter on your keyboard.
  4. Select Save.

Select Publish.

If you were already editing the file to add details as described in the step above, you can select the Publish tab.

If you did not need to edit the file because a description and tags were added previously, select Publish from the Actions menu.

From the editing page, select Publish.

Details editing page with Publish tab highlighted.

Select the Publish tab.

Or select Actions, then Publish.

Screenshot of the Actions drop-down menu.
  1. Scroll down on the page under the media player.
  2. Select the Actions menu.
  3. Select Publish.

Set the Publishing Status to Published.

Screenshot of the publishing status options.

If your file was not previously published in the Media Gallery of any Canvas course, change the Publishing Status to Published - Media page will be visible to users according to entitlements based on the selected destinations in the options below.

Publish in the Shared Repository.

Screenshot illustrating numbered steps below.
  1. Under Publish in Gallery, select the Shared Repository (UVACanvas) or Shared Repository (UVACanvas Connect) option. The name of the repository will indicate whether you are publishing the file within UVACanvas or UVACanvas Connect.
  2. Select Save.

Note: To make a file available in the Shared Repository in UVACanvas and UVACanvas Connect, follow the steps to publish it in My Media in both UVACanvas (opens new window) and UVACanvas Connect (opens new window).