Policies and Procedures

Chippewa Valley Community Television
Policies and Procedures
(Including all revisions through June 2013)

1.0 General
2.0 Equipment
3.0 Channel Use
4.0 Use of Underwriting and Grants
5.0 Disciplinary Actions

 

 

1.0 General
The goal of CTV activities shall be to maximize the use of CTV’s limited resources, and to encourage diversity in the use of CTV’s facility and equipment resources and programming on the channel. CTV at its discretion may impose reasonable limitations on any of its resources in such a way as to assure fair and viable access for all.

1.1 Any community member who resides within the Eau Claire/Altoona Cable Company’s head end distribution area may use the Access Channel at no charge for 5 minutes to express their viewpoint. If they choose to use the equipment to produce a program or to be on the channel for a longer period of time, they must become a member first.
1.2 Any individual who is a member in good standing may reserve the Public Access facility and channel on a first come, first served basis.
1.3 CTV equipment is to be used primarily for the production of video programs for telecast over the Access Channel.
1.4 Applicants for membership under the age of 18 must have their legal guardian sign both an equipment responsibility form and a program responsibility form before their application for membership will be accepted. The legal guardian assumes all legal responsibility.
1.5 Government agencies with standing contracts with CTV will be granted first rights to CTV equipment and channel time. Producers from the Eau Claire/ Altoona cable company viewing area will share with State and Federal agencies next priority on access to equipment and program telecast time.
1.6 Membership shall be for a one-year period from the date paid. Membership may be paid in cash or in-kind through the volunteer services program. All volunteer hours must be completed before membership privileges begin.
1.7 All members in good standing will be notified of annual special meetings of the membership no less than 10 days in advance. Notification may be by mail or phone.

A. To be eligible to vote at the annual or special meetings a person must be a member in good standing 30 days prior to the meeting at which a vote is taken.
B. Each member will have only one vote.
C. An organization that is a member will have only one vote.

1.8 CTV will be in compliance with Americans with Disabilities Act regulations.

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2.0 Equipment
Exceptions to CTV rules and procedures regarding the use of equipment must be approved by the executive Director in advance of the reservation for which the exceptions are requested.

2.1 Except under uncontrollable circumstances, a producer who uses CTV equipment must submit a program for telecast within 3 months of use or pay rental charges for the equipment used and replace any tape which may have been used. Should a producer feel an extension of time is needed, a program outline may be submitted to the Executive Director and an extension can be granted.
2.2 Should members damage a piece of equipment while in their use, the damage will be assessed by the CTV staff and charged to that member with privileges suspended until the money is received by CTV. Should there be a dispute over the amount owed, the member may appeal to the Board of Directors.

A. Producers are financially responsible for any damage to or theft of the equipment while it is signed out to them.
B. The Producer is responsible for any claims arising out of the use of the equipment, and promises to indemnify and hold harmless Public Access Community Television, its Directors, officers and staff, against any such claims or any claims arising out of the use of the program material to be cablecast or any breach of the producer’s signed statement of compliance, including but not limited to any claims in the nature of libel, slander, invasion of privacy or publicity right, non-compliance with applicable laws, and unauthorized use of copyright material.

2.3 Members may reserve up to 12 hours of edit or studio time in advance. Members must limit sessions to 4 hours and leave 4 hours free between sessions. Reservations in excess of the above hours are subject to cancellation with notice if the time is needed.
2.4 Any member may reserve a camcorder up to 4 days per month with 1 of those days extending over the weekend. A member may check out a camcorder for more than 4 times, but not on a reserve basis and may only phone the Access Center after 5:00 p.m. to see if one is available.

A. Multi-camera system use is as follows: Technically advanced equipment use and availability are for use on a first come, first served basis for those who have demonstrated equipment operation competence with permission and/or technical assistance as required by the staff. Two weeks prior notice and acceptance of a written proposal for a preplanned program are required. B. Examples of acceptable technically advanced equipment situations include stage productions, athletic competition, and multi-speaker panels.
C. The multi-camera system will not be checked out to the membership if it is at any time being used for government productions.

2.5 Only staff may drive the CTV van.

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2.6 If technical assistance is needed for a project that is outside the normal staff work hours, payment of staff time may be required.
2.7 The producer is responsible for tear down and complete cleanup after each production.
2.8 Cancellations or changes in reservations of equipment must be made at least 24 hours in advance in order to allow CTV to make the reserved equipment available to other users.

A. In cases of circumstances beyond the producer’s control requiring cancellation of equipment, notification should be made as soon as possible.
B. Failure to notify in advance of a cancellation is a violation of CTV Policies and Procedures and is cause for disciplinary action.
C. Late returns are also a violation of CTV Policies and Procedures and can result in disciplinary actions on that producer.
D. Member assumes all risk of loss. Once the Member has taken delivery of the Equipment, the Member is responsible for the Equipment until returned to CVCTV and the rental agreement is ended. The rental agreement is ended when all Equipment is checked in and a missing and damage report is completed.
E. Loss and Damages: As soon as the Member discovers the Equipment is defective, Member shall notify CVCTV of the problem. Upon return of the damaged equipment, Chippewa Valley Community Television will make a determination of the damage and the repairs required. Member will have a reasonable amount of time to inspect the damage. In determining whether the Equipment shall be replaced or repaired, CVCTV’s judgment shall be conclusive.
F. Lost, Stolen, or Destroyed Equipment: In the event that after the Member takes delivery of Equipment, any or all of said Equipment is lost, stolen, damaged beyond repair, or destroyed, the Member must let CVCTV know of such loss immediately, must file a police report when theft occurs and give a copy of the police report to CVCTV. For any other incidence of loss or damage, the Member must write and sign an incident report describing what occurred, and give said report to CVCTV.

2.9 Smoke, food, and drink are not permitted in the control room, edit area or studio at any time.
2.10 At the conclusion of the edit session, it is expected that the area will be left in good condition.

A. All tapes should be boxed, properly labeled and properly stored or shelved.
B. All sound sources and equipment should be returned to normal positions or locations.
C. Editing station should be returned to normal plugging, switching and setup.
D. After the initial edit session following training it is not expected that a CTV staff member will spend full-time with the producer while editing. CTV strives toward self-sufficiency of its members.

2.11 No person – full-time, part-time employee or volunteers – is allowed to stay overnight in CTV facilities when not working.

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3.0 Channel Use
Use of CTV channel space will be available on a first come, first served basis within the parameters of overall program composition and flow, considerations of audience-building, constraints of schedule building with regard to series, live feeds and special events, and the representative diversity of programming on the CTV channel.
A Program Responsibility form must be signed before any program can be scheduled for telecast.


 3.1 Commercially produced programming, other than purchased/free film services, must have a local individual or group sponsor to accept responsibility for the program.
Members who are sponsoring imported programs must have their copyright release signed by the producer and in the CTV office 24 hours prior to any telecast of their own.

3.2 All programs must be in the CTV office a minimum of 72 hours in advance of the scheduled telecast time. This includes any taped segments for use with a live production, unless previous arrangements have been made with the Executive Director.
3.3 Channel space for live or videotaped programs must be requested through the Production Manager with a Program Responsibility form thirty days in advance. The Production Manager will honor requests on a first come, first served basis.
3.4 Producers will be offered a copyright release to have their work be included in the archives and/or excerpted in such a manner and for such a purpose.
3.5 All program rights belong to the producer. CTV recommends that the producers keep the master or edit master for the finished program to avoid questions of program ownership.
3.6 CTV will allocate 29 percent of total programming hours per week available for regularly scheduled series programming on any channel. A series is a group of programs with a similar theme or idea. These will be allocated on a first-come, first-served basis as long as other programming/production/membership criteria are met.

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3.7 Programming options all require a signed Program Responsibility form & Paid Membership Dues.

A. Entry Level 1
   1. 100% random.
   2. On time show.
   3. Three plays in a week (separate days.)
B. Level 2
   1. Monthly show.
   2. Responsibility to fill slot.
   3. Need 40% or 5 new shows per yearly schedule (can do encores other times)
   4. A monthly regularly scheduled slot would mean 12 regular slots. There is possibility of additional random play times because of Production Manager’s discretion to fill TBA’s.
C. Level 3
   1. Weekly—different file/dvd weekly.
   2. Library 8 deep—can do encore shows.
   3. Need 80% or 42 shows per yearly schedule.
   4. Proven record.
   5. Review with Production Manager annually.
D. Level 4—LIVE SHOW (whether monthly or weekly). Minimum standard before you go live:

*CVCTV Staff Member MUST Be Present*
1. You must complete previous levels—must have produced a minimum of 4 shows.

   2. Production track record.
      a. Need technical expertise—proven record to handle graphics, directing, extra video sources.
      b. This is not a question of content judgement. It is a question of being able to have the show completed within the allotted time frame.

3.8 Series Options.
A producer/sponsor may work on only one series contract. Each series would have no more than one hour of air time per week on one show (example, a producer of a ½ hour show could have two slots in one week if space is available).

A. The exception to this length of programming is related to the length of a show—for example, a sports event or movie presentation show might exceed the ‘one hour’ guideline. However, that show would then be limited to one play per week unless the traffic manager uses it to fill a TBA.
B. Series programming is encouraged to fit into a 15-, 30-, 45-minute or 60-minute format to enhance consistency in program scheduling.

   1. 30-minute program = Total Run Time (not to exceed): 28:30
2. 60-minute program = Total Run Time (not to exceed): 58:30

C. All series producers sign a Program Responsibility form with CTV agreeing to produce a specific number of programs. If you fail to produce and provide for cablecast two programs for a weekly series, or one program for a monthly or twice-a-month series, the series will be canceled by the CTV Production Manager. Any contract violation may be grounds for canceling a series. If your series is canceled, you will not be granted another series contract without the permission of the Executive Director.
D. Series contracts will be for 12 months beginning on July 1 and ending June 30. Monthly series have 12 programs; twice a month series have 24; weekly series have 52. If there is room on the channel(s), a new series can be added at the series meeting in December. Contract for those series begin in February. However, all contracts will end on June 30.
E. Spring and fall promos and campaigns by CTV will help announce series additions and schedule changes.

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3.9 Request criteria for programming levels 2 an above:

A. Pre-production conference and planning and timeline sheet on file.
B. Evidence of organization effort.
    1. Proven record (previous shows made, done on time, etc.).
    2. Member in good standing (no equipment debts, etc.).
    3. Minimum level of technical proficiency (through attendance at classes an/or other experience). Series producers need to plan to attend/participate in at least one additional class/workshop per year.
C. Make a 60- or 30-second promo highlight of your show before it can air.
D. Producer can request 1st, 2nd, and 3rd time slots for first play of entry level show. It is not, however, guaranteed.

3.10. Series Application Process

A. Turn in a “Planning and Timeline” contract form. This should usually be turned in two weeks before the series meeting in the fall and one week before the meeting in the spring. The final date will be listed in the newsletter or in some other way distributed. ONLY PEOPLE WHO HAVE TURNED IN THESE FORMS WILL BE CONSIDERED FOR SERIES.
B. Attend the annual series meeting. THIS MEETING IS MANDATORY. If you cannot attend, you can send a proxy by giving him or her written permission to represent you. If you do not attend this meeting or send a representative, you will not be given a series contract. At the meeting, contract forms will be handed out and all new and current producers will resolve their choice for cablecast time slots. If there are conflicts over the playback times, they will be resolved during the meeting using the following priorities:

1. Series that have run in the same time-slot the previous contract year. However, after two contract periods, previous series will no longer have priority (see “4”).
2. New series producers.
3. Producers who have cablecast a series in another time slot for two or more contract periods.
4. Producers who have had a series in the same time slot for two or more contract periods.
5. If two producers having equal priority status request the same time slot, the person needing fewer monthly prime time studio reservations will be given higher priority. If their studio requirements are the same, a coin flip will be used to resolve the issue.

C. After the meeting, you will fill out and submit your series contract and grid before the date listed in the newsletter, etc. Usually that date will be two weeks after the series meeting. If you do not submit them by that date, you will not be allowed to produce the series. Please plan your series and fill out the series request form completely and carefully. Make sure to sign it. The series production schedule should be completed as thoroughly as possible. It will allot you regular production, post-production and channel time. If you do not fill in the production schedule grid, your production scheduling falls into the same rules as individual program producers. CTV may not grant you a series contract if you do not thoroughly complete your paperwork.
D. The Production Manager will look over the series contract and grid. Each person must agree to the contract before it is approved. Playback times will be finalized and any reservation conflicts will be resolved using the same priority system as outlined for playback times. You will receive a printout of your reservations.
E. Submit a Playback Request Form for each series.

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3.11 Waiting List.
If there is a waiting list for members who wish their program to be regularly scheduled that lasts longer than 6 months or reaches a total of 6 producers, the production manager will do a review of the line up and call for an ad hoc committee to address the situation at the next producer’s meeting.
3.12 Waiting List resolution Procedure:

A. Production level requirements must be completed before request can be made.
B. A producer needs to file a request for time slot form with production manager.
C. A waiting list will be kept by the production manager as needed.
D. Staff may adjust regular time slot percentage as necessary (to be current with programming availability).
E. Every effort will be made to accommodate new series in available slots. If all available slots are filled, priority is given to:

1. Series which have run in the same time-slot the previous contract year.
2. New series producers.
3. Producers who have cablecast a series in another time slot and are requesting a time slot change.
4. Producers who have had a series in the same time slot for two or more contract periods.
5. If two producers having equal priority status request the same time slot, the person needing fewer monthly prime time studio reservations will be given higher priority. If their studio requirements are the same, a coin flip will be used to resolve the issue.
6. Level 3 (weekly) has first choice for 1st play—if conflict.
7. Level 2 has second choice for 1st play.

3.13 Series Default.
Any of the following reasons may result in cancellation of a regularly scheduled series:

A. Lateness
B. Demonstrating a consistent inability to begin programming and end programming at required times.
C. Poor technical performance and resultant poor technical quality of programming.
D. Content violations, as defined in the program responsibility form.

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4.0 USE OF UNDERWRITING AND GRANTS
In the interest of furthering community access programming in the Chippewa Valley, CTV will work with producers to find sources to recover administration and production costs through grants from foundations, organizations or individuals.

A. Individual program underwriting is designated a lower organizational priority than CTV organizational underwriting.
B. Producers seeking underwriting are to state their intentions prior to production approval and to clear all request and materials through CTV’s Director of Development. Soliciting present or previous CTV underwriters is prohibited.
C. Production agreement. If an independent producer is creating programs for an organization, business, or individual, and receives compensation for the production, the producer must file a 3-way production agreement signed by the organization, business, or individual providing the compensation, by he producer, and by CTV.
D. Any producer who works for and obtains a grant for an organizational member of CTV will be required to contribute the appropriate percentage based on the grant, not the individual’s salary.
E. Program or series underwriting—All monetary underwriting (contributions and grants) sought by the individual program or series producers must go through CTV in a formal, contractual way.
F. Organizational underwriting—CTV’s underwriting policy will allow individuals and businesses to be solicited to underwrite the general operational costs of CTV. For an annual fee, underwriters will be identified with an on-screen acknowledgement that will be a part of the 24-hour program guide/community bulletin board that appears on all channels while programs are not running. Underwriting will be for a 12-month (365-day) period. The on-screen acknowledgement will include any of the following options: the underwriter’s name, address, phone number, and a one-line message of product/service description.
G. CTV will receive 15% of the total return of all grants and underwriting to be divided as follows: 5 percent to the general fund, 5 percent to restricted fund (reserves), 5 percent to producers foundation which can be applied to on an annual basis.

4.1 Acknowledgement Policy. There will be no advertising on the CTV channel(s). Underwriters may be acknowledged in the credits in the same format as the producer or sponsor of the show.
4.2 Programs may not:

A. Contain advertising material designed to promote the sale of commercial products or services, or material that identifies any product, service, trademark or brand name of the product.
B. Contain direct solicitation or appeal for funds or other things of value for any and all purposes.
C. Contain CTV’s office number without the express written permission of CTV.
D. Contain political endorsements or advertising by or on behalf of candidates for public office.
E. Contain obscene or sexually explicit conduct.
F. Constitute or promote lottery information or gambling enterprise in a manner that is in violation of any applicable local, state or federal laws.
G. Contain material soliciting or promoting unlawful conduct.
H. Contain material that may create an immediate danger of damage to property or injury to persons, or of creating a public nuisance.
I. Contain libel, slander, invasion of privacy or public rights, unfair competition, violation of trademark or copyright.
J. Contain potentially offensive material between 5 a.m. and 10 p.m.

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4.3 Programming which the Executive Director has deemed to be not suitable for all viewing audiences will be telecast only after 9 p.m. A viewer discretion warning must be placed at the front of the program before the program content begins. This must be put on by the producer.

5.0 DISCIPLINARY ACTION:
CTV reserves the right for the Executive Director to refuse services on a temporary or permanent basis or otherwise initiate suspensions or services, disciplinary actions, sanctions or otherwise legal action against individuals or organizations interfering with or jeopardizing CTV’s operations or otherwise violating the CTV Policies and Procedures under which CTV provides training, equipment, facilities, channel space, and other services.

5.1 CTV staff may request that an individual or individuals leave CTV premises immediately as follows:

A. If an individual or individuals appear(s) to be under the influence of or consumes, sells, or dispenses alcohol or drugs on CTV premises; or
B. If any individual or individuals interfere(s) with the orderly conduct of CTV staff, activities, facilities, or programs; or
C. If an individual or individuals is/are currently under membership sanctions or disciplinary actions.

5.2 Resolution of Disputes. Should a dispute arise, members should first contact the Executive Director to schedule a meeting at which they will discuss the dispute.

A. If the Executive Director is unable to resolve the dispute or should be directly involved in the dispute, members may contact the Board of Directors in writing to request a review.

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