KGF-R: Media Productions

Script Approval for use of VSB property in media productions

Prior to contractual negotiations, producers are required to receive script approval from the office of the Communications Manager.

Script Approval for inclusion of students in media productions

On occasion, VSB students may have an opportunity to become involved in productions filmed at a VSB location. If this opportunity does arise, the principal, Communications Manager, and the Area Associate Superintendent will meet to discuss the appropriateness of the production to the students’ learning experience.

A media production involving students is considered appropriate when it reflects the values of the Vancouver School Board.

It is necessary to receive individual permission from parents/guardians through a release/waiver form, which will be obtained after a parent information meeting which reviews the script and role of students within a media production.

It is expected that the school follows the above definition of appropriateness when considering a film project.

Contracts

Such contracts as may be deemed necessary are to be drafted and agreed to under the direction of the Secretary-Treasurer/Director of Facilities, in accordance with the regulations for the rental of school facilities. This contract will include a requirement for the provision of liability insurance naming the Board of School Trustees (the “Board”) as “insured”.

Requests

Requests to schools for the use of facilities for media production purposes are to be referred to the VSB Rentals Office. School personnel are not to enter into contractual negotiations concerning such productions.

The Importance of the Instructional Program

Disruptions to the instructional program are to be kept to a minimum. The use of school facilities for media productions is not encouraged during school hours, unless deemed appropriate by the principal. Since students are not permitted to take part in fund-raising activities that disrupt their educational program, filming during school hours exclusively for fund-raising purposes is prohibited.

Fees

Fees set for the use of Board facilities and resources are to be set by the Secretary-Treasurer/Director of Facilities in consultation with local school administrators as appropriate. Such fees are to be set in relation to the extent of utilization of facilities and resources.

Recruitment and Site Selection

The responsibility for the recruitment of production personnel (talent and extras) is the exclusive obligation of the producer. The same applies to site selection. Employees of the Board are not to engage in the recruitment process (of either staff or students) or in the initial selection of locations.

Payment of Students

Should students be hired by a production company to take part in productions scheduled to occur before or after normal school hours, arrangements for compensation are to be made exclusively between the parties concerned (i.e. the students, their parents or guardians, and the production company). However, in the event that students are retained for such work during normal school hours (i.e. as part of a drama class where such experience is pertinent to learning), then any resulting compensation will be provided to the school at which the students are enrolled.  Permission from parents/guardians through a school release/waiver form will be obtained for students hired for filming during normal school hours (these provisions apply only if the students are taking part in productions that are sited at a Vancouver school).

Safety

The film company will be required as part of their contract with the Board to comply with all necessary safety regulations while on school property, including those of the Board, the City of Vancouver, the Workers' Compensation Board, and any others deemed applicable.

DMT Responsibility: SUPT.