Those who are submitting material for the SLAQ website should note the following guidelines:

1. All text for the web site should be submitted as plain, unformatted text, in a Word document, saved as a Word 97-2003 document or as the text of an email message. For large files, please consult with the Web Manager about formats before sending the text. The Web Manager will acknowledge receipt of your email. If you are not the author of the information please make sure you have permission to provide the information for the website.
2. The following formats do not meet the criterion for "plain, unformatted text" and will not be accepted: documents containing Word tables; documents with embedded images; html files; Publisher files; Excel files.
3. Images should be sent as .jpg or .gif files as attachments to an email message, not embedded in the body of the message.
4. If sending sound files (e.g. .mp3) and video files (e.g. .wmv) please sent as attachments to an email message. Sound and video files should be as small as possible consistent with the requirements of likely usage. For large files, please consult with the Web Manager before sending.
5. Copyright and copyright permissions are an important concern on the web, as they are in the print environment. As a general rule, the permission of anyone who is involved in the creation of a file (whether a document or an image or a sound or video file) is required, even if that involvement is small.
   In relation to photographs: if the person submitting the image file is not the photographer, then the permission of the photographer is required for the image to be added to SLAQ website. This permission should be in the form of an email message addressed to the Web Manager. The message should indicate that the person sending the photograph is the copyright holder (photographer) and that permission is given for use of the photograph on the web site. If the submitter is not the copyright holder, then the message should indicate the name of the copyright holder and that permissions have been give for use on the web site. Note that people in photographs should be aware of the intended use of the photograph -- that is, they must have been informed that the photograph may be used on the SLAQ web site. This need not necessarily be a big chore: at a SLAQ conference, "Smile -- I'm taking your photo for the SLAQ web site" will do, as long as people do understand and do have a real chance to opt out!
   Sound and video files should also be accompanied by a copyright statement. This should be in the form of an email message to the Web Manager, indicating that the submitter is the copyright owner of the file and gives permission for its inclusion on the SLAQ website. If the submitter is not the copyright owner, then the message should indicate the copyright owner and that permissions have been obtained. Care should be taken to cover all copyrights associated with a sound or video file -- for example, the words to any songs, any rights accruing to a composer, any rights of any other performers. For a sound file of a speaker at a conference, the permission of the speaker is required.
   While these procedures sound complex, they are necessary. Permission cannot be assumed. On the other hand, we have found that, by and large, people have been generous with permissions when asked.

Last updated 20 July 2008