Information Services

Educational Media Studio User Agreement

The user agreement outlines the responsibilities of the user and service.

User Responsibilities

Preparation for ALL filming types

  • Understand the filming options and video outputs (for more information visit How can I use the Educational Media Studio?
  • Make sure all videos can be filmed within the allotted booking timeslot. If videos require additional filming time, the user will be responsible for booking additional timeslots.
  • Ensure all internal and external contributors understand ownership of materials lies with the University and all content will be openly licenced unless otherwise agreed. For more information see Copyright and Licensing for Filming
  • Complete the University’s Returning to the University Estate H&S training Cardinus (online health and safety training)
  • If the user feels unwell or is displaying signs of COVID-19 they should not attend the studio.
  • Notify the Media Production Team immediately of any changes to the requirements or agreed dates

Preparation for Advanced media production

  • Completed and signed the media proposal form confirming requirements a minimum of 3 working days prior to filming
  • Provide final scripts and storyboards a minimum of 2 working days prior to filming
  • Provide any data to support graphics production or required images with agreed attribution and appropriate reuse licensing
  • Confirm use of the standard UoE media production branding, or provide any variations of templates, logos or styles to be used before filming commences

While at the studio

  • To adhere to the University’s health and safety regulations regarding COVID-19. If measures are not followed then you may be asked to leave. Further information can be found here:  Health and Safety webpages
  • To ensure social distancing we ask users not to arrive more than 5 minutes before their booked session. The studio does not have and should not be used as open working spaces. If users do arrive before their booked session they may be asked to wait outside the building by a member of the media production team until their designated booking time. This is to ensure the safety of all users including all media production staff and any users attending sessions.
  • Ensuring that, unless required for filming an interview style video, no more than two people (the user and the media producer) are allowed in the media studio at any given time due to social distancing. This means that the user can bring another colleague to the filming session if they are part of the same recording, but they should avoid bring another colleague to the filming session to observe, unless required for accessibility reasons. 
  • Users must remove all personal belongings, including any rubbish, or other items they have brought onto premises prior to leaving.

After Filming for ALL filming types

  • Responsible for content stored on Media Hopper Create

  • Ensure all content is appropriately subtitled to meet the University's accessibility guidelines and requirements. 

After Filming for Advanced media production

  • Provide feedback on rough cut footage no more than 2 working days after first receipt.
  • If you wish to make a copy of the rushes (raw footage from your video), your media technician will load this material onto Media Hopper Create. You must review any rough cut footage within 7 days. After 7 days the channel and related content will be deleted and all copies held by the Media team will be deleted
  • Once signed off the media team will hand over full ownership of the video to the user.
  • The user is responsible for attributing the appropriate licenses and managing all content on Media Hopper. 

 

Studio Responsibilities

Preparation for ALL filming types

  • Complete a H&S Risk Assessment and Operational Plan for all studio spaces and implement agreed actions as required. Plans will be reviewed regularly with H&S and Local Building managers.
  • The studio and common area spaces will be cleaned (as agreed with and meeting the University’s health and safety standards) by the technicians prior to the booking. All cleaning is recorded in a daily cleaning log which is reviewed by the Media Studio Service Manager.
  • The Educational Media Production Team will notify you of any changes to the booking and liaise with you to re-arrange if required.

Preparation for Advanced media production

  • Contact the user to discuss and agree requirements so that the studio space can be set up as required.

While at the studio

  • Conduct a studio induction with any new user of that studio space covering all H&S measures and familiarisation of media equipment. This will take no longer than 10 minutes and will be completed on the day of your booking prior to commencing recording.
  • Ensure that all users of the studio are following H&S measures at all times. If someone is unable to follow the measures they may be asked to leave.
  • Ensure a trained member of staff is available throughout the booking to provide support as required.
  • If a user does not follow instructions on social distancing or health and safety regulations they will be asked to leave the studio.
  • If a user exhibit's symptoms of COVID-19 or being unwell they will be asked to leave the studio and rebook the session. This is to ensure the health and safety of all staff.

After Filming for Advanced media production

  • Final edits will be shared via a private Media Hopper Create channel that will be created by the technician and shared with the user.