In-house video production

With this option, a media producer will work with you through all phases of the production process.

While every project is different, most will follow the five phases of discovery, pre-production, production, post-production and delivery.

This guide will help you understand your responsibilities and what to expect at each phase of the process.

The discovery process involves scoping your project to determine if it aligns with the department's priorities and if Communication and Engagement team has the resources to facilitate the project.

At this stage the project is a request and has not been formally accepted.

Business unit

  • Request a video production service from Communication and Engagement by submitting a Zendesk request or calling 02 7814 1273.
  • A media producer will be assigned to your project, depending on the content and availability of staff.

Media producer

  • The media producer will assess the request and decide if the team can take on the project or help facilitate the project using an external agency.

Pre-production begins once a project has been accepted and a media producer is assigned. This phase involves gaining a greater understanding of the project and preparing for production. Pre-production can be further broken down into 4 stages - planning, talent, location and consent.

Business unit

Planning

  • Work with the media producer to develop your idea, timeline and production schedule. Agree on the final creative brief, contracting arrangements, budget and schedule.
  • Discuss the format and accessibility requirements of the finished product.

Talent

  • Source and contact talent to appear in your video (such as students, parents, principals or other staff). The media producer can help if you are unsure of where to start.

Location

  • Find appropriate filming locations, being sure you visit the location before the shoot to check for spaces, lighting, and acoustics. If necessary, work the staff on location to determine best locations and times.
  • Communicate with school staff and locations about the shooting schedule.

Consent

  • Distribute and collect release forms for everyone that may appear on camera (regardless if permission to publish has been obtained as part of enrolment). These forms cover all types of projects including video, audio, and photography and need to be filled out on a per project basis with as much information as possible.
  • When working with students who are of an age capable of giving consent, they must sign an Adult release form as well as their parent or guardian signing a Child release.
  • Forms are available on the department's Brand Portal.

Please note: As a Government agency we cannot obtain 'In perpetuity' releases. As such, on-camera talent should be advised of the length of time their image may be used and in what context.

For example: 'Sound, video, and image recordings may be used for 5+ years as part of this project and in other promotional material for the Department of Education.'

It is recommended to use the above wording if any elements of your project could be used in other material for the department.

Copies of completed release forms should be kept physically and digitally and schools may also request copies.

Media producer

Planning

  • Create and agree on the final creative brief, contracting arrangements, budget and schedule. Provide guidance and feedback on concept, brief and script.
  • Develop a shot list and/or storyboard.
  • Book any extra equipment and external crew.

Talent

  • Plan and discuss talent options with the business unit.
  • Develop a call sheet.

Location

  • Work with the business unit to find appropriate filming locations and conduct a site visit to check for spaces, lighting, and acoustics.
  • If filming in public spaces, gain permission from the local council.

Consent

  • Work with the business unit to ensure consent forms are completed and stored correctly.
  • Confirm that all consent forms are available before filming commences.
  • Confirm that all contractors are Working with Children approved and correct contact details are on the call sheet.

Production is the phase of capturing content and involves filming the subject(s), recording audio and collecting b-roll footage for the video project.

Business unit

  • Organise the talent and locations for the day(s) of the shoot, making sure the school knows where and when filming will occur.
  • Organise catering for all production talent and crew.
  • Communicate with the media producer on location.

Media producer

  • Organise all equipment and crew, including delivery of any equipment sourced externally.
  • Manage the shooting schedule and direct talent, interviews and crew.
  • Communicate with the business unit's representative(s) on location.

Post-production includes all production work occurring after shooting. The stages of post-production include editing, graphics, music, and accessibility.

Business unit

Editing

  • Provide feedback to the media producer during the editing process (please use the timecode embedded onto the video).

Graphics

  • Use the video format guidelines to help inform the media producer about titling and graphic requirements.
  • Provide full names and titles of all talent involved in the production process.
  • If your project has special branding requirements, contact our design team at design@detcorpcomms.zendesk.com.

Music

Work with the media producer to select music that suits the message and tone of your project.

Pre-sourced music must be royalty free or a license obtained prior to editing.

Accessibility

  • Videos must comply with accessibility standards by including captions, transcripts and audio descriptions (where necessary).
    • Captions are on-screen text that describes the dialogue in the video. They are necessary for vision-impaired people to understand the content and are also useful for sighted users.
    • Transcripts provide a text alternative for hearing impaired people. Transcripts also enhance search engine optimisation to help your audience find your video.
    • Audio descriptions are auditory explanations of visual element and actions on-screen and are used by vision impaired people.

Use the department's Accessibility toolkit to learn more about making your media accessible.

Captions

  • Outsource closed captioning if the media producer cannot provide them.
  • Submit a closed caption file (.SRT) with the video if uploading to a hosting service (such as YouTube, Vimeo or Brightcove).
  • Please note: YouTube and similar services can automatically generate captions. However, these are often inaccurate and sometimes inappropriate so we must manually upload these captions.

Transcripts

  • If you are embedding the video on a website, you need to include a transcript as simple text with headings to identify the speakers.
  • If your video will be on a page by itself, include the transcript below the video.
  • If your video will be on a page with a lot of content, create a child page hidden from navigation for your transcript and include a link to the transcript under the video. Make sure the transcript page links back to the video. For an example, see Reconciliation Action Plan (staff only).
  • When embedding a video on a web page, you must include the duration before the video embed.

Media producer

Editing

  • Create an edit brief and edit the video in line with the brief.
  • Integrate feedback and changes from the business unit.

Graphics

  • Work with the business unit to gather appropriate information needed for all graphics.
  • Follow the department's Brand guidelines (staff only) to produce lower thirds, introduction and ending slides, and other graphics that may be needed.

Music

  • Work with the business unit to select music that suits the message and tone of the project.
  • Obtain correct licenses for all music used in the final video.

Accessibility

  • Work with the business unit to help them understand the importance of complying with accessibility requirements.
  • Produce closed caption files and audio descriptions, if agreed.
  • Create transcript if needed.

Delivery is the final phase of the production process and involves final sign off for the project and hand over of the finished product.

Business unit

  • The media producer will output your video ready for you to upload to Youtube or embedding on a website or LMS.
  • If publishing to social media, we recommend publishing to the corporate YouTube channel, so we can track statistics and ensure the video complies with our requirements.
  • Login to Zendesk and log a ticket with the Content and Engagement team. All tickets must include the video file, the title and description of the video and a caption file (.SRT format). Please provide 7 days notice before the date you'd like your video to be live.
  • If publishing on your Facebook page, it's often better to publish the native video rather than the YouTube link. Contact us at content@detcorpcomms.zendesk.com for more guidance on using Facebook video.

Media producer

  • Output the final video in the desired format and make the file(s) available to the business unit.

Back to Video guidelines.

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