We are anticipating that more of our events will be virtual or hybrid (in real life in combination with online), and we also have a desire to create an ISPSO Academy – a library of recorded programs. Therefore, we have developed a recording policy in two parts – for specific events and also for the ongoing possible use of recordings. When the event is approved by the Board, the recording status is also approved implicitly.
A. Events The recording of an event (e.g., an Annual Meeting [AM] presentation) is likely to have an impact on how attendees participate – for some it may be inhibiting, for others it may stimulate participation. With that in mind, we need to have a policy regarding recording our events, and a consent for registrants that reflects that policy.
- The determination of whether a particular program (event, webinar, Professional Development Workshop, paper presentation, plenary session) is recorded is decided by the presenter and event organizers, as follows:
a. the event organizers decide whether the program can be recorded, and if so, then the organizers solicit the presenter’s permission to record
b. the presenter then decides if his/her particular presentation will be recorded, and if so, the presenter will also decide for what period the recording is distributed, and how widely it may be distributed.
- The following protocols will apply to any event:a. at the start of the event, the presenter or host will announce the decision on recording (or not), and the level of distribution of the recording to the attendees. They will also remind everyone that they can self-manage their exposure on the recording
b. attendees can self-manage how much they wish to be seen or heard on the recording by turning on or off their video and muting or unmuting their microphone during the program. Managing this is the responsibility of the attendee
c. the organizer or presenter can change the decision of distributing the recording at any time during or after the event, but only in the direction of LESS distribution (not MORE widely).
B. Ongoing Availability (‘ISPSO Academy’ name tbc)
- The recording may be made available beyond the period of a specific event. It may be made available to:a. ISPSO members not registered for the event (unedited or edited) via posting on ISPSO website (edited version - with or without a fee to view) and/or via posting on social media (edited version)
b. ISPSO members and non-members who wish to earn CE credits (edited version – may be for a fee)
- The extent of this availability is influenced by the following factors:a. obtaining the presenter’s consent to distribution beyond the parameters of an event (refer #A2c above)
b. the presenter must sign a contract that assigns ownership of the recording, distribution rights, and any profits that flow from the recording to ISPSO.
c. If there is conflict or ambiguity, the final decision about whether to release a recording for distribution and the extent of its distribution, rests with Director of Administration in consultation with the presenter and event organisers.
d. All ISPSO recordings will reside in the same location/account.
- Costs incurred by recording will be included in the budget for the event.
- Costs associated with hosting of recording and distribution of recording are covered by the ISPSO budget, including fees charged for viewing.
- Costs associated with Continuing Education credits are covered by fees charged to people viewing the recording to earn CE credits.