Communications Policies and Procedures

Copyright Policy

 FDCW is responsible for managing its assets, including its intellectual assets, in a way that maximises their contribution to the goals of the organisation. Subject to these responsibilities, FDCW is committed to the widest possible dissemination of its ideas and programmes where these may assist others.  The purpose of this policy is to clarify the status of material subject to copyright used by FDCW.

 Production of copyright material

Material created by FDCW’s employees and contractors in the course of their employment, irrespective of whether it is created using FDCW’s facilities or materials, or during working hours, will belong to FDCW. What constitutes ‘the course of employment’ will be determined by role description and duties.

A contract may vary the default position of when copyright belongs to FDCW.  The employment contract overrides the default position that exists at law.  Employees and contractors may be required to sign additional documents vesting or assigning copyright to FDCW where that material was created by the employee or contractor using FDCW’s resources and during paid hours. An example of this is if they are required to engage in a project or duties that are outside of their normal employment duties.

If any material was created using FDCW’s resources, or during paid hours, then the onus is on the employee or contractor to demonstrate that it was not created in the course of employment. Where any uncertainty exists, employees and contractors must discuss this with the Executive Director (ED).

Work by independent contractors and volunteers is owned in accordance with the written contract under which the work was created. FDCW will ensure that there is a written contract for work by an independent contractor or volunteer specifying ownership. At law, unless a written contract specifies otherwise, then independent contractors and volunteers will own copyright in everything that they create.

Any dispute between FDCW and its employees, contractors or volunteers on issues of copyright ownership will be determined by dispute resolution procedures, subject to the judgement of any court or tribunal.

Copyright notice

FDCW employees, contractors and volunteers should ensure that FDCW publications (including any books, handouts, workbooks, learning logs, newsletters, brochures, forms, reports and computer software) contains the following statement: ©FDCW [Year of creation of material]. This statement should not be included in normal business letters, emails, invoices, or receipts.

Use of copyright material

FDCW employees, contractors and volunteers must observe all applicable copyright laws and regulations.

FDCW employees, contractors and volunteers may use copyright material belonging to or licensed to FDCW only for the purposes of their work for FDCW. Where the material is used by FDCW under licence, employees, contractors and volunteers must act in accordance with that licence.

FDCW employees, contractors and volunteers may not reproduce, publish, distribute or adapt third party copyright material in the course of their work for FDCW without the authorisation of the copyright owner. 

Staff, contractors and volunteers may not download or reproduce text, photos or illustrations without authorisation of the copyright owner. This includes for use in internal or external newsletters, reports or presentations. All non-generic images and illustration should be sourced from, and with the consent of the creator. Generic images may be obtained from a stock image supplier.

When reproducing or using third party copyright material, it cannot be assumed that just because something is on the internet that it is free for everybody to copy and use. This includes images on Facebook or photo sharing websites. Acknowledgement of source of the material does not overcome the need for authorisation; actual authorisation is still required.

The ED is required to institute procedures that will ensure that all uses of third party copyright materials are recorded, and that all compensable uses of copyright material are appropriately processed.

Copyright on FDCW materials

All materials produced by or on behalf of FDCW are subject to copyright. Permission to reproduce such materials depends on the category into which they fall:

1.      materials that are copyright and can’t be reproduced other than for the purposes of and subject to the provisions of the Copyright Act and any licensing agreement

2.      materials that are copyright and can be circulated and/or reproduced as long as any reproduction features specified credits and disclaimers

3.      materials that are copyright and that may be reproduced without conditions

4.      materials that are not copyright

The copyright policies of FDCW are binding on all employees and contractors whether paid or voluntary. FDCW’s copyright policies, as amended from time to time, are part of the conditions of employment of every employee and contractor and will be included in the induction material given to every volunteer.

Moral rights

Where it is reasonable to do so, FDCW employees, contractors and volunteers should ensure that:

a) when reproducing any written material, photo or illustration, the creator should be acknowledged when it is appropriate. It is appropriate to acknowledge the author of a report or article in a newsletter. It is not appropriate to acknowledge the creator of a marketing brochure or promotional flyer, or where it is desirable that correspondence be sent out in the name of the ED or a Board member

b) when reproducing any written material, photo or illustration, a person should not be falsely attributed as the creator unless it is reasonable to do so. For example, some correspondence may need to go out in the name of the ED or Trustee even though it was written by somebody else

Responsibilities

It is the responsibility of the ED to ensure that:

  • employees, trustees, volunteers and contractors are aware and have ownership of this policy

  • any breaches of this policy coming to the attention of the ED are dealt with appropriately

MEDIA RELATIONS POLICY AND PROCEDURES

FDCW works with the media in order:

  • to advocate for the vision and goals of FDCW and to promote FDCW’s work

  • to inform the public of the details of FDCW

  • to assist in fundraising for FDCW

 FDCW welcomes the opportunity to talk to the media and through them, to debate issues in public. In dealing with the media, employees, contractors, trustees and other volunteers should be conscious that they may be seen as representatives of FDCW and should avoid making comments or participating in photo opportunities that may damage FDCW’s long-term reputation.

 The media have a role to play on behalf of the community in holding FDCW to account for its policies and actions. It is important that they have access to employees, contractors and trustees to assist them in this role. To balance this, FDCW must have the capacity to defend itself from any unfounded criticism and to ensure that the public are properly informed of all the relevant facts.

 FDCW operates on the values of

  •  honesty: FDCW will never knowingly mislead the public, media, contractors, or employees on an issue

  • transparency: FDCW will promote openness and accessibility in our dealings with the media, whilst complying with the law and maintaining confidentiality when appropriate

  • balance: Information provided to the media by FDCW will be objective, balanced, accurate, informative and timely

 FDCW seeks to establish and maintain an open relationship with the media to communicate important public information about its work and its goals. Contact concerning any significant matter in the name of or on behalf of FDCW should only be made by employees, contractors, trustees or volunteers where:

  • they have consulted with the Communications and Marketing Manager (C&M Manager)

  • they have the required expertise to speak on the issue under discussion

  • they have some experience in media relations.

 Where any of these criteria do not apply, employees, contractors, trustees and volunteers are recommended to exercise extreme caution and to seek guidance from the Executive Director (ED).

 

MEDIA RELATIONS PROCEDURE

Responsibilities

The C&M Manager, the ED and the Board Chair are all authorised to speak on behalf of FDCW. Other employees, trustees, contractors and volunteers are advised to ensure they are properly briefed and guided by the C&M Manager, the ED or Board Chair before talking to the media on any FDCW issue. Where information or public comment is requested or required, the C&M Manager will determine the most appropriate person to respond. Employees, trustees, contractors, volunteers, and third parties, are encouraged to deliver public presentations that discuss FDCW’s work and its goals.

 Processes

Significant statements on behalf of FDCW will be made as authorised by the C&M Manager, ED or Board Chair as detailed above. It should always be made clear whether the views put forward regarding any issue relating to FDCW are those of the organisation or of an individual. At all times consideration should be given as to how the correspondence may affect the reputation of FDCW.

 The C&M Manager is responsible for:

  • preliminary discussions on any story

  • producing FDCW’s Communications and Marketing plan, consistent with FDCW’s strategic plan.

  • coordinating any media conferences for FDCW

  • authorising all media releases from FDCW and for uploading them onto FDCW’s website. All media releases must be checked and approved by the ED before distribution

  • being involved in any approaches to the media to feature FDCW’s work

  • receiving and coordinating a response to all approaches from press, radio or TV or specialist press

 

All FDCW employees, contractors, trustees and volunteers are responsible for:

  • providing advice (preferably before the issue becomes public knowledge) to the C&M Manager on any issues that are likely to be complex or contentious or to be sustained for any length of time. In such a situation the C&M Manager will work with the relevant staff, contractors and trustees to produce a communications plan which will ensure that balanced, timely information is provided to keep all parties informed

  • ensuring that no photos of employees, contractors, volunteers or stakeholders will be released to the public via advertising, news media, or the internet, or by any other means, without the approval of the C&M Manager, who will satisfy themselves that FDCW’s Confidentiality Policy and Privacy Procedure have been observed

  • notifying the C&M Manager of any contact made in FDCW’s name to the media and providing the name of the reporter or writer and the media outlet they represent

 Any significant media contacts with FDCW’s employees, contractors, volunteers or trustees on any issue likely to prove contentious will, where possible, be recorded.

 Any filming or taping of FDCW’s proceedings by the media is subject to prior permission of the C&M Manager, ED or Board Chair.

 Every effort should be made to assist the media in their inquiries. Media queries involving requests for information that will require substantial staff work to produce, must be authorised by the ED. It will usually be necessary to provide information in addition to that which is requested in order to set the facts and figures in context. Requests for detailed information of this nature, whether from local, national or international media, should be referred to the C&M Manager