Digital Production - CLIPP

Service Agreement and Client Brief Prepared by Jaimee Westin & Eammon Jones Senior Digital Designers Status: Draft | Version: 3 | Date: 18/5/2020

CLIPP Digital Production Services CRICOS Provider No. 00103D

Section 1 – Service Agreement To be read by all potential clients…

Introduction

Working with CLIPP's Digital Production team is like having a full digital creative team by your side. We provide high quality digital design and video production support primarily for learning and teaching – more specifically – servicing academic and professional staff who engage directly with our students.

CLIPP's Digital Production team can assist staff to renew and enhance course material, produce high-end diagrams, videos or animations, and even shoot and edit promotional videos seen by external audiences*.

Scoping and project planning is a joint venture, and CLIPP staff will take care of the shoot for you using professional studio & production equipment. We will also provide you with technical expertise and editorial advice throughout post production stage.

Services include• Graphic Design (for web or print)

o Web graphics

o Instructional booklets to support course content

o Flyers, postcards and posters

o Flowcharts and infographics

• Video and Animation Production

o Pre-production assistance: Pre-production planning, hiring actors, location scouting, creation orsourcing props, film scheduling, set dressing, on-set filming and much more.

o Skills series instructional videos

o Digital dilemmas / mixed media narratives

o Animation supported by voiceover

o Promotional/Marketing* (limited capacity)

• Photography

• Audio Production

(*) The CLIPP Digital Production team are capable of creating external audience marketing material, however as our primary focus is learning and teaching, we may have limited capacity to undertake such projects. Requests for all work should must be accompanied by a detailed brief in order to determine capacity and timelines. CLIPP can provide advice on additional resourcing (staff and/or equipment) in order to cater for these requests. Due to staffing limitations, scoping documents and all required materials (images, audio, canned footage) must be gathered during the preproduction stage and prior to the commencement of any further work.

CLIPP Digital Production Services CRICOS Provider No. 00103D

Timeframes and process Our team strives to produce a high quality product, within reasonable timeframes. To apply for support, complete this scoping documentation (Section 2) and (Section 3 – where relevant) and attach to a ServiceDesk request. Alternatively, email this completed form to boldtech@federation.edu.au. The team will endeavor to respond to all requests within 3 days, we will analyse workloads to determine project schedule and discuss with you a commencement time and expected completion date. Please find below an outline of our process and estimated timeframes.

Scoping Notes Est Time

Client to read, complete and sign Service Agreement Brief

See section 2 of this document

1 – 5 days Client to complete storyboard/script template (for video, audio and animation resources) See section 3 of this document

Client to attach Service Agreement Brief (and storyboard template if required) to a ServiceDesk job

Forms and job addressed to the “Boldtech” job queue.

Sign off point from all stakeholders CLIPP will provide a sign off email within 3 days of the job being logged.

Pre-Production

Client to collate all assets, provide draft diagrams if required, search (& purchase after consultation) stock images, stock video and music files with assistance from CLIPP

CLIPP staff can assist with this step. Please house all files on SharePoint with joint access.

< 1 week

Where relevant: Client to arrange voice over to be recorded 1) by using Audacity on a laptop2) Hiring a professional voice over

Where relevant – additional costings may occur for external voice over (discuss with CLIPP)

< 1 week

Where relevant: (larger scale projects): Casting actors, location sets, props, catering, travel and admin may need to be considered.

For larger scale projects where relevant – additional costings may occur (discuss with CLIPP)

(Optional) 4 – 6 weeks

Sign off point from all stakeholders. Changes to draft diagrams, scripts, files, voice over to be completed.

Changes after this stage may not be possible. CLIPP will provide a sign off email

< 1 – 2 days

Production

Resource created A minimum of two (2) weeks is allocated PER resource.

Minimum 2 weeks

Client to review resource (see Client revisions on the next page for additional information on this) < 1 week

Sign off point from all stakeholders CLIPP will provide a sign off email < 1 – 2 days

Resource updated based on client requests. See section 3 under Client revisions 1 – 2 week* Sign off point from all stakeholders CLIPP will provide a sign off email

CLIPP Digital Production Services CRICOS Provider No. 00103D

Client revisions • 1) Revisions / Graphic Design

For all graphical resources, two sets of revisions will be permitted. Small changes are possible; such as textchanges, colour changes, and word placement, where changes are not possible without re-designing, theproject will need to be re-submitted. Timeframes will based on current outstanding workloads.

• 2) Revisions / Video - Pre-production: Prior to the video being developed:

It is the client’s responsibility to ensure pre-production assets are in order prior to commencement of the videoproduction process. CLIPP staff will determine what assets may be required and can provide assistance andadvice. All scripts and pre-recorded audio to be finalised and formally signed off by all stakeholders prior tocommencing production.

• 3) Revisions / Video – Production

CLIPP will provide a reasonable number of content drafts / revisions to the client with staged client sign-offpoints. By “locking” content at these stages we reduce potential production issues or material re-working toensure timely delivery. Minor alterations will be permitted however, in the case of major changes, it will bedeemed that the scope has changed and the request will need to be re-submitted. Timeframes will be based oncurrent outstanding workloads

Projects put on hold Clients who wish to place their resource/projects on hold, shall provide written notice, via the logged request within the Service desk system, and provide an estimated date when they intend to re-start the project. Deliverables will be reviewed at that stage.

CLIPP have limited storage capacity for current projects. If the time period exceeds 1 month (4 weeks), the client/project fund may need to provide digital storage to house material until further development can occur. The project or resource will be re-evaluated once client is ready to continue with job. Timeframes will be based on current outstanding workloads.

CLIPP Digital Production Services CRICOS Provider No. 00103D

Costs CLIPP's Digital Production team assist learning and teaching staff in kind. There is no cost to the staff member for educational materials that align with the Learning Teaching and Student Success Plan. Additonal costs may be incurred if, during scoping the project is deemed large and/or additional resources are required to cater to the timeframes or scope of project. Such resources may include (and are not limited to);

• Equipment – to assist the producers in completing the job to a high standard to meet client requirements

• Stock images or video – if time is limited, or the University marketing team do not have the correct stock images, the School or Project may need to fund purchasing of stock media to complete the project.

• Stock music – Generally music is added to a video to enhance the overall production. Stock music may be required depending on the type of video and audience.

• Additional staffing – hiring staff with the correct skills set to complete a set resource. The team have used experienced casual staff on past projects and will advise if this is required based on scope or timeframes.

CLIPP is happy to assist with advice and sourcing of the above.

Note: Once a completed project is signed off by the client further edits, including core content changes, animation adjustments or audio, will require a new submission. Timeframes will be based on current outstanding workloads.

Alternative service options At times, due to staffing limitations, the CLIPP Digital Production team may need to suggest alternative production options. If this occurs, CLIPP can assist to provide alternative suggestions for your resource/project

Resources for self help Federation University has some great software available for staff use. Software such as Kaltura allows users to capture desktop activity including PowerPoint slides, diagrams, and other graphics as well as an optional webcam stream. CLIPP have created a number of self help videos and tutorials which you can find on our website.

External video production assistance CLIPP Digital Producers work closely with a number of external, local marketing, design and production companies. We are happy to liaise with these companies and put you in touch. These service providers have experience in working with the University brand guidelines and produce high quality work for internal or external audiences. These services are for fee, and the full cost must be born by the client.

CLIPP Digital Production Services CRICOS Provider No. 00103D

Section 2 - Digital Production Brief To be completed for all video & design jobs

2a. Personal DetailsName/Surname

School

Campus

Email

Phone number

2b. Resource detailsI would like CLIPP to contact me to discuss my idea To submit my scoping documentation

Resource/project title

What type of resource is this?

What is the aim of this resource/project?

What is the timeline?

What is the deadline dependant on?

Expected lifespan of the resource/project

Intended audience

CLIPP Digital Production Services CRICOS Provider No. 00103D

2c. Pre Production I have read and agree to this Service Agreement?

I have completed Section 2 and (optional Section 3) of this document to proceed with the job?

I will attach all draft or final assets to the (ServiceDesk) job? (Assets + Section 2 + Section 3 of this document (where relevant for video))

I require additional internal resources to be created Eg: graphics to be embedded into video, (own) voice over, etc. If so – please list your requirements:

(If Video): Do you require professional voice over, script writer, actors or location sets?

Do you require stock images, stock video, stock music to be added to your resource? Please list any you have chosen. For free stock images visit Unsplash or Pexels. For music visit Incomptech

(If Graphic design): Will you need to update this resource yourself in the future? (This will effect the way the document is setup and created)

CLIPP Digital Production Services CRICOS Provider No. 00103D

2d. Branding and Distribution

Please list the logos which are required to be on this resource

Please list any specific colours which may need to be used

(If Graphic design); Does this resource need to be printed or be WEB only?

(If Graphic design): Will this resource be printed professionally or be printed on office printers?

(If Video): Where will this resource be housed? (Kaltura, FedFlix, Youtube, Other)

(If Video): Will it be ‘unlisted’ or ‘publically’ available?

Do you have any staff or students in this video/image, where you require release forms to be signed? Please attach these. More info here.

2e. Sign off points

I have read and agree to all of the terms and condition as outlined above.

Do you agree to sign off at each sign off point and carefully review all content provided?

Do you agree to work with us as a team to ensure we have scoping and pre-production assets complete before asking us to start production?

Do you agree the final sign off point may limit the number and type of changes you can make to the completed resource, and it may result in the job being re-submitted to the queue for completion or the job may have to be completed externally due to the team’s capacity?

Please sign or write your name to agree to this Service Agreement. Thank you.

CLIPP Digital Production Services CRICOS Provider No. 00103D

Section 3 – Storyboard/Script Template To be completed for all video jobs

Please find below an example of a script and storyboard format which will support your video production. The script section is recommended, while the storyboard section is optional depending on the content of the video.

Audio / Script Visuals / Storyboard

EXAMPLE:

[Introduction]

Hello, I am… Today I will be discussing the theory of…

We will look at the practical application of this theory as it relates to…

In this video you will see a number of demonstrations that will help you understand how…

EXAMPLE:

Location: Subject X’s office.

Subject X sitting behind desk.

Props: Books related to subject to appear on the shelf behind Subject X desk.

Visual effects (to be added later in post-production): 3 dot points to appear in the background – list points here.

CLIPP Digital Production Services CRICOS Provider No. 00103D