CTL Policy #702: EFP Video Productions

Description

EFP stands for “Electronic Field Production”. An EFP is a single-camera video production in which video is acquired “in the field” or “on location.” The acquired footage is then brought back to the CTL and edited into a final “edited master” using one of the CTL editing systems.

Primary Contact

Conference & Facilities Manager (Lee McKarns - 4568)

Alternate Contact(s)

Video Production Manager (David Stoneburner – 3688)
Associate Director, CTL (George Frey – 3685)

Effective Date

January 1, 2006 (revised)

1. All requests for EFP’s mustfirst be referred to the Conference and Facilities Manager. All details of the job are discussed with the client.
2. The CTL will not produce videos containing copyrighted materials without written authorization from the copyright holder(s). Clients are responsible for obtaining all copyright clearances.
3. The Conference and Facilities Manager will discuss the job with Associate Director for Instructional Support. They may determine that the project needs to be outsourced due to time and resource constraints, and a list of local production houses will be given to the client. If they determine that the EFP project shall be produced in house, an EFP project producer will be determined and the job assigned accordingly.
4. Once an EFP project producer has been determined, the EFP project producer meets with the client(s) to go over the CTL Service Agreement and has the client sign the agreement if necessary. Turnaround time will vary depending on the project; the EFP project producer will determine the turnaround time once the necessary details and arrangements are made with the client.
5. The EFP project producer then fills out a CTL Video Production Request form(s) with all required client, project, and equipment information (account number, authorized signature, name of event, date and time of event, contact person and telephone number, total number of copies, videotape(s) delivered/held, etc.). The EFP Project Producer then puts a copy of the Video Production Request form(s) in the Video Production Manager’s mailbox and books the request in the CTL job database, which automatically generates a job number.
6. Talent Releases and Copyright Clearances may have to be acquired prior to any video assignments being shot (depending on the type of event).
7. The Video Production Manager then assigns Student Production Assistants to crew the video assignments according to workload and availability.
8. The EFP project producer edits the project once all the video clips have been shot and all the graphics, titles, animations, etc. have been created.
9. Once the project has been edited, the EFP project producer meets with the client to review the edited master. Changes are made if necessary. Final approval is then obtained in writing from the client.
10. Once the job has been completed, copies of the edited master shall be made by following the Tape Duplication Procedure.
11. Once copies have been made, the edited master is given to the client.
12. Once the tape(s) have been labeled and boxed, the CTL Front Office staff will either deliver the tapes to the client or call the client for pickup according to the box (“Hold/Review” or “Deliver”) that has been checked on the appropriate CTL request form (unless otherwise indicated on the appropriate request form).
13. Once the tape(s) have been delivered or picked up, copies of all request forms, production forms, service agreements, copyright clearances, talent releases, etc. are submitted to the front office for billing (if necessary) and filing. There is a charge for all tapes unless otherwise indicated on the appropriate CTL request form.
14. Ownership of CTL-produced videos shall be consistent with current Wright State University policy.

IF the Conference & Facilities Manager is not available to talk with the client:

1. A CTL Video Production Request form is accepted or filled out with all required client & project information (account number, authorized signature, name of event, date and time of event, and the name/telephone number of the contact person, etc.). The client shall be told that someone in video production will contact them ASAP to get further information and details.
2. The CTL Video Production Request form is then placed in the Conference & Facilities Manager’s mailbox.