Miami Valley Communications Council (MVCC) Public, Educational, and Government Access Policies

The Miami Valley Communications Council (MVCC) is dedicated to fostering community engagement through media production, providing resources, training, and opportunities for residents, students, and organizations within its member cities: Centerville, Germantown, Kettering, Miamisburg, Moraine, Oakwood, Springboro, and West Carrollton. Affiliate cities have limited access to MVCC amenities. Below are the policies and procedures governing public, educational, and government access, organized for clarity and professionalism.

Overview of Access Services

Government Access

MVCC collaborates with its member cities to provide:

• Professional networking opportunities
• Educational experiences
• Coverage of local events
• A fully equipped public access television studio

MVCC serves as a video production house for its eight member cities, producing high-quality content to support local government communication.

Educational Access

MVCC partners with media educators and students to offer hands-on media production experience, focusing on:

• End-to-end production processes
• Technical skills development
• Teamwork and communication

Content produced by students is aired on the Educational Access Television (EATV) channel.

Public Access

MVCC invites citizens to utilize video production resources through its public access television program, which:

• Encourages community connection through inventive and meaningful media
• Maintains a welcoming environment with supportive staff
• Offers crew call opportunities for community members to volunteer for on-site productions (e.g., parades, concerts, plays)

Scheduling: To ensure equitable access, producers and volunteers must schedule facility use via phone, email, or the MVCC website’s scheduling calendar.

Training: Training is provided to prevent misuse or damage to equipment and ensure safety.

Note: Public access is subject to legal regulations and the policies outlined below.

Policies at a Glance

The following policies ensure fair and responsible use of MVCC resources:

1. Program Submission: Volunteers must submit a copy of their program for airing. Producers retain intellectual property rights.
2. Certified Volunteers Only: Only certified volunteers may use MVCC equipment.
3. Self-Sufficiency: Producers should recruit their own crew for larger projects and aim for self-sufficiency.
4. Geographic Restriction: Equipment must remain within Montgomery, Greene, and Warren Counties.
5. Non-Commercial Content: Programs must be fully non-commercial.
6. Media Storage: Volunteers are responsible for their media storage. Flash drives must be scanned before use at MVCC.
7. Representation: Volunteers may not identify as MVCC employees or representatives.
8. Content Restrictions: Programs containing misinformation, slander, obscenity, or defamation of any racial, ethnic, sexual, gender, age, or religious group are prohibited.
9. Prohibited Uses: Volunteers may not use MVCC resources for paid freelance work or sell studio time.
10. Equipment Responsibility: The signee at equipment checkout is responsible for any loss, theft, or damage.

Detailed Policy Sections

1. Training

MVCC provides comprehensive training to ensure proper use of equipment and facilities. Key details include:

• Training Scope:
  • Field “check-out” equipment
  • Studio and podcast equipment
  • Editing software (Adobe)
• Class Registration:
  • Admission is on a first-come, first-paid basis.
  • Nominal fees apply for residents of member cities; non-residents pay a slightly higher fee.
  • Students can become certified free of charge.
• Training Programs:
  1. Basic TV Production:
     • Duration: Four-day class, held every other month on Wednesdays
     • Content: Camera operation, accessories, on-site shoot configuration, shot composition, Adobe editing software
     • Requirement: Final project
     • Outcome: Certification to check out equipment
  2. Studio Production:
     • Duration: Four-day class, held every other month on Thursdays
     • Content: Lighting grid, cameras, microphones, Tricaster technology, Adobe editing software
     • Requirement: Final project
     • Outcome: Certification to use the studio
  3. Podcast Production:
     • Duration: One-day workshop
     • Content: RODEcaster mixer, microphone use, podcast planning
     • Outcome: Certification to use podcast equipment
• Certification for Experienced Producers:
  • Individuals with current certification from other access facilities may bypass classes by:
    • Paying associated training fees
    • Providing proof of certification or video knowledge (e.g., resume, video samples)
    • Attending a policy discussion with MVCC staff
    • Completing required paperwork
• Certification Maintenance:
  • Valid for one year
  • Requirements:
    • Complete or assist in two cablecast programs annually
    • Contribute at least 12 hours annually to productions
  • Failure to meet requirements necessitates re-certification with applicable fees.
• Free Access: Certified users access facilities free of charge.

2. Equipment and Facilities Use

MVCC provides equipment and facilities to certified volunteers on a non-discriminatory, first-come, first-served basis, with the following guidelines:

• Access Priority:
  • Schools in member cities receive priority for designated educational equipment.
  • Timeliness of material, rarity of events, or reservation length may influence scheduling.
• Production Support:
  • MVCC encourages community productions and may provide limited production assistance, as agreed upon in advance.
  • Producers must recruit and train their own crew, with assistance available upon request.
• Usage Restrictions:
  • Equipment and facilities are for producing programs for MVCC access channels only.
  • Private or commercial use is prohibited.
  • Producers must disclose program content and purpose to recorded individuals without claiming MVCC representation.
  • Use of MVCC name/logo requires Production Supervisor approval.
• Minors:
  • Volunteers under 18 require a parent or responsible adult to co-sign for equipment use, assuming financial responsibility for damages.
• Safety and Conduct:
  • Use of equipment/facilities while under the influence of alcohol or drugs is prohibited and results in suspension.
  • Eating, drinking, smoking, or vaping in studios, control rooms, or edit suites is prohibited.
• Equipment Responsibility:
  • Producers are liable for loss, damage, or theft of equipment, covering repair/replacement costs.
  • Equipment must be inspected at check-in and check-out with staff.
  • Malfunctioning equipment must be reported immediately; attempts to repair equipment may lead to suspension.
  • Lost or destroyed equipment may result in permanent suspension.
• Production Timelines:
  • Programs must be completed within three months of the initial production date, or they may be erased at MVCC’s discretion.
  • Incomplete programs may lead to loss of privileges unless an exception is granted in writing.
• Props and Storage:
  • Producers provide their own props; MVCC is not liable for loss or damage.
  • MVCC provides SD cards for cameras, which are formatted after use. Producers must back up media on personal drives.
  • All media drives must be scanned for threats at MVCC’s scanning station.

3. Reservation Procedures

To ensure equitable access, equipment and facility reservations follow these procedures:

• Staff Oversight:
  • Only MVCC staff can make reservations or check out equipment.
  • Requests are confirmed within 1-2 business days, subject to staff availability.
• Paperwork:
  • All registration, reservation, and cablecast forms must be accurate and truthful.
  • Volunteers may not sign out equipment for others or uncertified individuals.
• Reservation Rules:
  • Producers must specify dates and times for equipment, editing suites, or studio use.
  • A 30-minute grace period applies; failure to arrive may result in reassignment.
  • Three missed reservations may cancel a program proposal; repeated abuse may lead to permanent suspension.
• Equipment Checkout:
  • Submit an equipment reservation form two weeks in advance.
  • Pick-up and return times are determined case-by-case.
  • Late returns may result in suspension.
  • Equipment reservations cannot exceed one month without check-in and paperwork revision.
  • Equipment must remain within Montgomery, Greene, and Warren Counties, with exceptions granted only by the Volunteer Production Supervisor.
• Editing Suites:
  • Edit time is reserved for programs intended for MVCC broadcast.
  • Series producers may reserve regular edit time.
  • No eating, drinking, smoking, or vaping in edit suites.
• Studio/Podcast Station:
  • Certified producers may reserve the studio or podcast equipment upon availability.
  • Producers ensure crew certification and appropriate conduct.
  • Studios must be returned to pre-production condition after use.
• Multi-Camera Remote Productions:
  • Requires certification in Basic TV Production and training in portable production units.
  • Proposals must be submitted 2 weeks to 3 months in advance and must not disrupt MVCC government operations.

4. Program Content and Ownership

MVCC supports creative expression while maintaining community standards. Key policies include:

• Ownership:
  • Volunteer producers retain intellectual property rights and assume legal responsibility for their content.
  • Programs created with MVCC equipment may be aired on MVCC access channels.
• Content Restrictions:

  Programs may not:

  • Promote products, services, or fundraising
  • Include lottery or raffle information
  • Contain obscene or unprotected speech
  • Feature explicit sexual content or excessive violence
  • Slander, libel, or defame individuals or groups
  • Advocate violence or spread deliberate misinformation
  • Programs with artistic/social merit may air with restrictions (e.g., scheduled between 11:00 PM and 6:00 AM).
• Content Editing:
  • MVCC will not edit content without producer permission, except for minor technical adjustments for cablecast quality.
• Copyright and Clearances:
  • Producers must secure clearances for copyrighted material (e.g., music, programs) and talent releases.
  • MVCC provides media libraries to assist with clearances.
  • Producers assume full responsibility for disputes and hold MVCC harmless.
• Funding and Credits:
  • Producers may seek funding, with credits limited to a name or logo at the program’s start or end.
  • Non-profits may include contact information but cannot solicit products or funds.
• Prohibited Uses:
  • Selling channel/studio time or using MVCC for paid jobs is prohibited.
• Program Copies:
  • MVCC will not duplicate programs for third parties without written producer permission.
  • Digital copies require one week and a producer-provided USB drive.

5. Cablecasting Guidelines

MVCC ensures high-quality broadcasts that comply with technical and community standards:

• Ownership and Rights:
  • MVCC retains ownership of cablecast files and may air programs multiple times or erase outdated content.
• Technical Standards:
  • File Format: MP4/H.264, 1920x1080 resolution, 29.97p or 59.94i fps
  • Audio: 2-channel, -20db at 48Hz, 192kb
  • MVCC staff will assist producers in meeting these standards.
• Storage:
  • MVCC is not responsible for long-term media storage; producers must back up their files.
• Scheduling:
  • Program schedules may change without notice.
  • Programs not meeting technical standards may be removed but can be resubmitted after corrections.

6. Scheduling for Cablecast

To schedule programs for airing:

• Submission Process:
  • Submit accurate “Request for Cablecast” or “Request for Series Cablecast” forms to the Volunteer Production Supervisor.
  • Forms are forwarded to the Programming Supervisor for scheduling.
  • Producers agree to MVCC guidelines by signing forms.
• Scheduling Timeline:
  • Programs are aired no sooner than two weeks after submission.
  • Specific time/date requests are accommodated based on availability, but MVCC reserves scheduling discretion.
• Priorities:
  1. Live programs (with demonstrated need)
  2. Programs by MVCC-certified producers
  3. Locally produced programs within the service area
  4. Programs recorded in Montgomery, Greene, or Warren Counties
  5. Non-locally produced programs
• Series Scheduling:
  • Series are scheduled for up to 26 weeks, with renewal reviews.
  • Failure to submit new programs for two consecutive cycles may result in reassignment.
• Non-Local Programming:
  • Requires a local sponsor, a completed “Request for Cablecast” form, and all necessary clearances.

7. Loss of Privileges

Violations of MVCC policies may result in:

• Warning
• Temporary suspension
• Permanent suspension

Infractions Include:

• Disregarding building rules or safety regulations
• Late equipment returns
• Missing reservations (no call/no show)
• Returning dirty or improperly packed equipment
• Reserving equipment for uncertified individuals
• Eating, drinking, smoking, or vaping in restricted areas
• Abusive behavior toward staff or volunteers
• Unauthorized rewiring of edit suites
• Loss or damage to equipment
• Attempting equipment repairs
• Using equipment for commercial/private purposes
• Operating under the influence of alcohol/drugs
• Falsifying paperwork
• Exceeding equipment travel boundaries

8. Dub Requests

• Producer Copies:
  • Producers receive one free DVD or MP4 copy on a personal thumb drive.
  • Additional DVD copies cost $2 each; MP4 uploads are free.
• Community Requests:
  • Community members may request DVD copies of permitted programs for $2 each, provided the producer has granted permission via the “Request for Cablecast” form.

For further inquiries, contact MVCC staff or the Master Control Operators. These policies ensure equitable access, protect equipment, and maintain high-quality community programming.