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UCAR policy, procedures & guidelines for social media participation

     Social Media Guidelines (UCAR Policies & Procedures)

     Social Networking Security (CISL Security Engineering Group)

Please become familiar with the above guidance as you plan, create, and maintain any social media channel in support of UCAR and NCAR's mission. 

Many UCAR policies apply to social media as well. These include:

     2-1 Ethical Conduct

     2-2 Congressional & Agency Interactions & Lobbying

     3-1 Official Communications

     3-4 Solicitation & Distribution of Materials

     3-5 Publication and Information Dissemination

     3-6 Access to and Use of Computer & Information Systems


Fair Use, copyright, and release forms for photos, videos, slides, etc.

1. Fair use does not permit posting of images without permission

Courts have ruled that publicly visible websites and social media channels are publications. The Fair Use clause of the U.S. Copyright Act states that you may publish only short quotations of copyrighted material for scholarly purposes. Copyrighted images are not allowed without the express permission of the copyright holder.

Sources for legally publishable images

Clicking on "Search tools" reveals the "Usage rights" pulldown menu:

Select "Labeled for reuse". If you will be doing more modification than just cropping, choose "Labeled for reuse with modification."  You can also try the noncommercial options.

 

Always check the terms of use for the specific image you're interested in publishing. For more on this topic, please see the UCAR Office of General Counsel FAQ on Fair Use.

Get permission/licensing from a copyright holder

Both individual and institutional copyright holders may be open to giving you permission or a no-cost license. Some (not all) professional photographers may be happy, when asked, to help you communicate your science. Most news media have a link somewhere on their website addressing permissions (e.g., http://www.nytimes.com/content/help/rights/permissions/permissions.html). Disney is notoriously vigilant and successful in tracking down copyright violators, but also provides a web form for requesting use in presentations via their FAQ (Who do I contact to license Disney intellectual property...for use in publications, exhibitions, presentations, and thesis’/dissertations?). 

2. Get consent from presenters to use their image/video

a) Speaker/Presenter Consent

Communications and UCAR's Office of General Counsel have developed a Speaker/Presenter Consent form to:

  • assure that NCAR|UCAR has consent from all speakers to publish their talk/panel/workshop, etc. in keeping with our research and education mission.
  • assure that we obey all copyright and use laws, in keeping with UCAR Policy 3-5: Publication. This copyright policy applies to all multimedia, including slide shows, audio, video, photos, and illustrations.  

Staff are not asked to sign this form - see below: Guidelines for Use of Images/Video of Staff

Download Speaker/Presenter Consent Form

     Speaker_Consent.doc


Sample e-mail cover message

-----------

Dear <Presenter's Name>,

Your presentation <Enter Presentation Name Here> on <Insert Date Here> will be webcast live and/or videotaped at <Enter Location Here>.

Does your presentation include images, music, or video? Before arriving in Boulder, please review your presentation slides (if any) for material for which you may not hold copyright. Examples include:

  • cartoons, illustrations, or photos from news media sources, commercial photography sites, etc.
  • music or video from YouTube, individual performers’ sites, news or multimedia websites 

You will need to either contact the copyright holder for permission or remove the material and replace it with a substitute from open sources (such as those with a Creative Commons license or offered via a .edu or .gov digital image library, such as the NCAR|UCAR Image & Multimedia Gallery at http://opensky.ucar.edu).

AFTER the above review, we ask that you complete and sign the attached "Speaker/Presenter Consent" form. Any dissemination by UCAR will be in keeping with our educational mission. In support of that mission, we make our materials freely available to the academic, governmental, and professional communities, the news media, and the public. Your granting permission to UCAR does not prevent you from continuing to use your presentation, or permitting others to use it.

Please return the completed form via e-mail at your earliest convenience. If you are unable to scan your signature, please type "my return of this form constitutes my signature" on that line.

Feel free to contact me directly if you have any questions.

<signed>

-----------

 

Questions about speaker consent? Contact Zhenya Gallon (Communications)

b) All other non-staff participants, including children

Download Model Release Form

          ModelReleaseConsent.doc (for adults or children; children under 18 must have signature of adult parent/guardian)

Sample e-mail cover message

-----------

Your likeness appears in one or more images taken in association with research, education, outreach, or other activities consistent with the mission of the National Center for Atmospheric Research and/or the University Corporation for Atmospheric Research. To help us expand the audience for our research in service to society, we ask that you give us permission to use all images in which your likeness appears by completing and signing the attached "Model Release and Consent Agreement" form.

Any dissemination by UCAR will be in keeping with our educational mission. In support of that mission, we make our materials freely available to the academic, governmental, and professional communities, the news media, and the public.
 
Your granting permission to UCAR does not prevent you from using, or permitting others to use the image(s).

Please return the completed form to via e-mail at your earliest convenience. If you are unable to scan your signature, please type "my return of this form constitutes my signature" on that line.

Feel free to contact me directly if you have any questions.

<signed>

-----------

Questions? Contact Zhenya Gallon (Communications)

c) During a public event

During a conference or workshop open to the public, or while staffing a booth at a public event, post a copy of our Photo/Recording Policy. For adults at public events, displaying this info prominently should be sufficient. However, itt is still a best practice to obtain individual signed consent forms whenever possible, especially from the parents of children under 18.

          Event_Photo_Recording_Policy.docx (display prominently at registration desk, exhibit booth, meeting spaces, etc.)

d) Guidelines for Use of Images/Video of Staff

UCAR creates or obtains images or likenesses of employees in the form of photos, audio/video recordings, and the like that relate to employee work activities, including but not limited to attendance at UCAR events. In support of the nonprofit research and education mission of UCAR, such images and recordings may be used, copied, displayed and/or distributed by UCAR in news, business, education and other promotional materials, in a variety of online, print, or other formats.

If you do not wish to be photographed, videotaped or otherwise recorded during an event, please inform the person making the recording, and make mutually agreeable accommodations to permit further recording without you.

If you wish to remove an image or recording that UCAR has included on a UCAR website, please use the site's contact information to request removal.

Questions? Contact Helen Moshak, moshak@ucar.edu, ext. 1112


Provide link to Terms of Use within the Profile/About section

For any site (other than Twitter) that provides a Profile, About, or similar section, and especially for blogs, mini-blogs, and visual/multimedia galleries, provide a link to UCAR's Terms of Use:

UCAR Terms of Use


Comments policy

  • If your social media channel permits public comments, display the following comments policy:

We encourage the free exchange of ideas.  Discussion is welcome but uncivil discourse, including vulgar language, personal attacks, or offensive terms targeting individuals or groups is not.

We expect participants to treat one another with respect and will remove comments and/or prevent future posting by anyone who fails to do so.  Comments that make unsupported accusations will also be removed, as will any promotion of or links to products or services.  All comments are governed by UCAR's Terms of Use


No advertising on YouTube

Be sure you uncheck the "Advertisements" box in Channel settings:

CREATOR STUDIO/CHANNEL/Advanced:

 

Advertisements box is unchecked but an ad is displaying anyway?

If audioswap (using a free but licensed audio track) or someone has claimed copyright to some part of the content then ads can be inserted.  The automated content matching may also have triggered something.  Do any of these apply?

Look here when logged into the UCARConnect channel for any content matches or claims:

 

 

 

 

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