Method statement - Recording and broadcasting; promotional activities; and placing publicity material in the University Library

This method statement supports the associated policy and describes the processes for recording and broadcasting, undertaking promotional activities and placing publicity material in the University Library.

1. Obtaining permission

1.1 Applicants must seek and obtain permission to undertake any of the activities described in the policy and method statement. Applicants may use any means to contact the Library, but will find lib-enquiry@york.ac.uk or the Library Help Desk the most suitable methods.

1.2 Applicants are required to obtain permission prior to activities taking place. Normally, such permission should be sought 2 weeks prior to the activities proposed, but shorter time scales will be considered on a case by case basis.

2. Recording and broadcasting

2.1 For recording and broadcasting applicants must provide:

  • Information about the purpose and intended audience of the recording and broadcasting

  • Date and duration of the recording and broadcasting

  • Location details

  • A copy of the relevant risk assessment for the location

  • A signed undertaking on forms provided by the Library to seek and obtain consent of people whose images may be disseminated in broadcasts

  • Where broadcasts are not live, the intended and actual date and method of the broadcast.

2.2 Applicants for recording and broadcasting must not begin recording and broadcasting until Library staff have alerted Library users to these activities. The Library will ensure that alerts are in place normally two days before recording and broadcasting, and continuously during recording and broadcasting.

2.3 Applicants must make it possible for Library users to opt out of, or otherwise avoid inclusion of their images in, broadcasts, and be able to assure the Library that they have in place suitable mechanisms to allow this to happen.

3. Publicity material

3.1 Publicity material may only be displayed or provided using methods and at locations specified by Library staff. The Library is happy to discuss methods and locations with applicants, and will take a facilitative rather than a restrictive view of applications.

3.2 Publicity material must meet the criteria described in clause 5.3 below.

3.3 The Library provides boards for displaying posters and similar publicity materials. Such materials may not be displayed in other locations.

3.4 Pop-up banners or similar display methods may be installed in locations agreed by Library staff.

3.5 The Library provides designated election promotion facilities for candidate posters during student election campaigns. This is the only permissible form of displaying such election material in the Library; any election material of any kind found in other locations will be destroyed by Library staff. The designated election promotion facilities may not be used for purposes other than student elections.

3.6 Media boxes may only be installed by agreement with Library staff; such agreements are not time-limited, but may be reviewed and revised, rescinded or renewed at any time by Library staff.

3.7 The locations, nature and use of media boxes may be changed only by agreement with Library staff.

4. Promotional activities

4.1 Activities can be disruptive to Library users, and so must be planned carefully with the help of Library staff, and aim to minimise disruption.

4.2 Activities are normally confined to the foyer of the J.B. Morrell building, but it might be possible to extend them beyond this area. People responsible for such activities must:

  • take care to keep their activities within the agreed locations

  • adhere to health and safety requirements, including, but not limited to, keeping fire exits and associated evacuation routes clear, and avoiding the creation of trip hazards

  • avoid impinging on users’ ability to use the Library for its core purpose of the advancement of scholarship.

5. Terms and conditions

5.1 All activities and events must operate with a minimum of noise, disruption and mess in order to preserve a suitably academic environment for study.

5.2 Library staff reserve the right to halt or cancel any activities at their absolute discretion.

5.3 Publicity material must comply with the following criteria:

  • Official University of York branded material: all material must include the University logo in line with branding guidelines.

  • Official YUSU and GSA branded material: all material must include the YUSU or GSA logo.

  • Material promoting information about resources or services the Library subscribes to, or organisations the University is working with, are not required to include a University or Library logo.

5.4 When display space is oversubscribed the following selection criteria will apply:

  • Material from University Departments, Centres, Directorates, YUSU and GSA takes precedence over material from University societies and groups.

  • Material occupying smaller amounts of space takes precedence over material occupying larger amounts of space.

  • Material that does not display an end date will be removed by Library staff at their discretion.   

5.5 Student election material is confined to posters only, and may be displayed only on the designated election promotion board. Each candidate may display one A4 poster only.

5.6 Publicity material that has not been agreed with Library staff, or otherwise contravenes the policy or method statement, will be removed and destroyed at the discretion of Library staff.

6. Definitions

Broadcasting, broadcasts

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

Library users

Anyone in, or in the vicinity of, the Library who might be recorded as a result of these activities.

8. Document history and review cycle

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

Status

Review cycle: 3 years

Date of next review: 2021