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Media Products for Non-Science Audiences

PPD-1103

Purpose and Scope

This document provides policies and procedures for producing media and products for non-scientific audiences. The provisions of this section apply to posters, multimedia, podcasts, PowerPoint presentations, exhibit booth displays, web pages and other digital media, and similar products that are produced by or attributed to the Virginia Institute of Marine Science (VIMS). Included are media products produced cooperatively by VIMS and a private organization. Also included are public service announcements.

Policy

VIMS public-dissemination products in any medium or format require approval by the VIMS Office of Communications & Marketing and must conform to the VIMS Permissions Policy (PPD-1105). It is VIMS’ policy to subject products intended for public audiences to the same high standards for accuracy that govern VIMS’ peer-reviewed publications and to ensure that the products are appropriate in content and form for their intended audience.

Exceptions

This section does not apply to information and products (such as journal articles, technical reports, observatory data, scientific posters, legislative testimony or briefings, or presentations to scientific colleagues) that are intended primarily for other scientists or policymakers and are typically subject to peer review, or to productions by private organizations produced in cooperation with VIMS or sponsored in part by VIMS through grants or cooperative agreements, provided that the VIMS contribution does not exceed 50% of the total production costs.

General Procedures

To minimize duplication or fragmentation of effort and to encourage coordination, the initiating unit must contact the VIMS Office of Communications & Marketing as early in the planning process as possible, and no less than 2 weeks before the product is printed, duplicated, displayed, or broadcast.

Media prepared by or for VIMS may be available for public showing, provided that: (1) use of the material does not imply endorsement by VIMS of a commercial product or service or of the particular viewpoint of a commercial firm or special-interest organization, and (2) the public is not charged a fee expressly and exclusively for viewing the product.

The VIMS logo will be shown at the opening or close of a motion picture film, slide show, or recording (See PPD-1104, VIMS Visual Identity System). Credits for producers and directors, whether VIMS staff or outside contractors, will be appropriate in size and placement.

When VIMS is named in the narration accompanying a recording, slide show, or film, it will be identified at least once as part of William & Mary (W&M).

The Office of Communications & Marketing may develop more detailed policies or guidelines to oversee production of public products within VIMS. Current guidelines governing public media involve a product that:

  • Is designed for mass-media viewing by large numbers of people (g., television, public lectures, etc.)
  • Anticipates distribution of more than 100 copies
  • Deals with an issue sensitive to VIMS or W&M policy.
  • Includes music (there are regulations on the use of copyrighted or original music).
  • Features a professional narrator from outside VIMS.
  • Requires more than 40 hours of pre- and post-production time.

VIMS employees who authorize the use of state or federal funds for the production of a public product will be accountable for meeting all VIMS, W&M, and other applicable regulations such as copyright laws, proper use of visual identification, contract management, and appropriate distribution to the public.

Authorization

Prior to beginning work on a public media product, the initiating unit must contact the Office of Communications & Marketing for approval with a detailed explanation of the proposed product. Prior to duplication of the completed product, the initiating organization will work with VIMS Communications & Marketing to arrange a selected date and venue for final approval.

Periodic Review

All persistent public media (e.g., digital media products, web sites, and print materials) will be reviewed by the responsible division annually, and those deemed unsuitable for further circulation or broadcast will be retired. All audiovisual records are to be maintained and disposed of in compliance with approved records-disposal regulations. Projects taken out of circulation should be reported to the Office of Communications & Marketing.