Policy on recording and broadcasting; promotional activities; and placing publicity material in the University Library

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This policy sets out the basis on which people may record (whether by film, photograph or other means) and broadcast images (whether by TV, Internet or other means), run promotional activities and place publicity material in and around the premises of the University Library.  It is supported by an accompanying method statement.

Policy

1. Policy

Recording and Broadcasting

1.1 Recording and broadcasting in or in the vicinity of the Library may only take place by agreement with Library staff as detailed in the accompanying method statement.

1.2 All recording and broadcasting must adhere to the requirements of data protection law.

1.3 All recording and broadcasting must alert people in the vicinity that such activities will take place, normally two days in advance and continuously while recording and live broadcasting is taking place.

1.4 All recording and broadcasting must enable anyone to opt out of, or otherwise avoid inclusion of their images in, resulting broadcasts.

Publicity material

1.5 Publicity material may only be placed in the Library by agreement with Library staff as detailed in the accompanying method statement. Publicity material in the Library that has no such agreement will be destroyed.

1.6 Publicity material may only be displayed or provided using methods and locations agreed by Library staff.

1.7 The Library boards for displaying posters and other publicity materials must be used as detailed in the accompanying method statement.

1.8 Pop-up banners or similar display methods may only be installed in locations agreed with Library staff.

1.9 The Library designated election promotion board for candidate posters during student election campaigns must be used as detailed in the accompanying method statement and may not be used for other purposes.

1.10 Media boxes for student press may only be used for such purposes, and placed in such locations, as may be agreed with the Library. Media boxes for which no agreement exists will be removed by Library staff.

Promotional activities

1.11 Promotional activities may only take place in the Library by agreement with Library staff as detailed in the accompanying method statement.

1.12 Promotional activities may normally take place only in the foyer of the J.B. Morrell building.

Scope

2. Scope

2.1 This policy applies to everyone wishing to undertake any or all of the activities described in this policy.

2.2 All activity described by this policy must be related to University business.

2.3 The Library may allow exceptions to this policy when appropriate.

Oversight

3. Oversight

3.1 The Information Services Directorate Senior Management Team monitors the effectiveness of this policy and the Library and Archives Senior Managers Team carries out reviews.

Responsibilities

4. Responsibilities

4.1 Applicants who wish to undertake activities described by this policy must seek permission to do so from Library staff.

4.2 Customer Services staff are responsible for maintaining the calendar through which activities described by this policy are managed.

4.3 Customer Services staff are responsible for managing public noticeboards.

4.4 Customer Services staff are responsible for clearing unauthorised or out of date publicity material in the Library.

Implementation

5. Policy implementation documents

5.1 This policy is supported by a Method Statement and these University policies:

Definitions

Definitions

Broadcasting, broadcasts

Broadcasting and broadcasts include any means of public or private dissemination of images, including traditional TV, live streaming via the Internet or other means, traditional print press photography, and all forms of social or other Internet and digital media. These examples are indicative, not exclusive.

The Library

The Library comprises the interior of the JB Morrell, Raymond Burton and Harry Fairhurst buildings, and the area immediately outside them. It comprises the interior of the Kings Manor Library and the reading rooms in York Minster Library.

Promotional Activities

Promotional activities include the installation of display stands, the erection of promotional banners, the provision of tables and surveying users; these examples are indicative, not exclusive.

Document history

Document history

24 October 2013 Approved by Senior Management Team
June 2018 Revised and approved by Senior Management Team

Review

Review cycle: Three years

Date of next review: 2021