(D)
Implementation.
(1) Any individual and/or
entity not exempted under paragraph (B) of this rule must provide a proposal in
writing to the senior vice president for strategic communications and external
affairs, or designee responsible for university communications and media
relations, at least two weeks prior to the expected date of arrival for
on-campus activities. The request should be addressed to vice president for
the division of university communications and
marketing, or designee responsible for university communications and
media relations, and should be sent electronically to filmingrequests@kent.edu.
(a) The written proposal shall contain the
following information, as applicable:
(i) Name
of the chief executive officer and/or president of the production entity and/or
firm that will be held liable for any expenses beyond normal university
functions, damage to university property or facilities and/or physical harm to
university employees;
(ii) Proof of
insurance at an amount commensurate to the activities proposed, including the
type of coverage; Kent state university must be named an additional
insured;
(iii) Name of the
individual(s) to be responsible for the project, if approved, who will be
physically present during the recording process;
(iv) Detailed description of production to be
recorded on campus;
(v) Detailed
description of facilities needed; university property needed; electrical and
other utility specifications; proposed locations (inside and outside) for
recording and set-up as well as the anticipated number of parking permits, if
applicable;
(vi) Proposed hours,
days and weeks the film/video crew will be on campus;
(vii) Proposed hours, days and weeks the
film/video crew will be utilizing each proposed facility, university property
and locations (inside and outside) for recording and set-up;
(viii) Proposed air date and name of
organization and/or network airing the proposed film/video;
(ix) Any additional permits required by state
and/or federal authorities.
(b) The written proposal shall be accompanied
by a one hundred dollar processing fee. The check must be made out to Kent
state university.
(c) The written
proposal shall be reviewed by the executive director, university media
relations, or a media relations designee, for completeness.
(d) The executive director, university media
relations, or a media relations designee, shall ask that further information be
submitted in writing if the proposal is incomplete.
(e) The executive director, university media
relations, or designee, may consult with the office of general counsel,
director of public safety, and/or the vice president for
the division of university communications and
marketing as needed, depending upon the scope of the proposal.
(f) The vice president for
the division of university communications and
marketing, or designee, shall consult with executive cabinet to determine
if the proposal will severely impact the university's mission to educate
students and conduct scholarly research, its students and employees, and/or its
physical plant.
(2) Upon
approval of the written proposal, executive director, university media
relations, or media relations designee, shall work with the individual and/or
entity to negotiate, prepare, and finalize all written agreements required
prior to the commencement of activities subject to this rule. All agreements
under this rule, including location agreements, shall be executed by the vice
president for
the division of university communications and
marketing; or may be executed by the executive director, university media
relations for productions not exceeding forty-nine thousand dollars in value to
the university. Any such agreement shall include, without limitation, the
following:
(a) Upon completion of the project
subject to the proposal, Kent state university shall deliver an invoice to the
individual and/or entity detailing expenses incurred by the university to be
paid by the individual and/or entity. Such invoice must be paid within thirty
days. The check must be made out to Kent state university.
(b) The individual and/or entity that
submitted the proposal shall remit a quarterly royalty payment to the
university of a percentage of the film/ video production's gross sales revenue,
in an amount and for a duration satisfactory to the vice president for
the division of university communications and
marketing.
(c) Within thirty
days of completion of on-campus film/video activities, the individual/entity
shall deliver to Kent state university a copy of all raw film/video footage
recorded/filmed on campus, and such raw footage may be used by Kent state
university on a non-exclusive, non-transferrable, and non-commercial
basis.
(3) Sole
discretion. The vice president for
the division of university
communications and marketing retains sole discretion to deny all or part
of a request, or revoke any approvals already provided under this rule, based
upon: the production's failure to meet the conditions or criteria provided for
within this rule; the production's failure to adhere to university policies,
local, state, and/or federal law; the adverse impact of the production to the
university community; the production's interference with an existing university
event or contract; or in the event the production encroaches upon a university
location's designation as a national historic landmark.