DScribe Process - Clear Materials

dScribe Process: Clearing Materials

This is a written version of the dScribe workflow. This page lays out the steps a dScribe should take after identifying and classifying a content object - steps that ensure the object passes through one of our "policy checkpoints" (endorsement, copyright, and privacy) before it is marked as "cleared" for review and publication.

Much like the Casebook, the Content Clearing Guidelines document is organized according to content type. To utilize this document effectively, simply find the content type most closely associated with your content object (e.g. Illustration) and follow the instructions to arrive at a recommended action for clearing the object.

People
Photographs of People may present three policy concerns: Endorsement, Copyright & Privacy. Below is a list of steps that will assist you in making sure you clear these policy checkpoints before recommending an action for clearing the given content object.

Instructions for dScribe:

Endorsement:


 * Regardless of which one of the four “photograph of people” sub-types you’re dealing with (Student, U-M Patient, Public Figure, or Member of the Public) the first thing to take into consideration in clearing the photograph is whether use of the photograph in the learning material might suggest that the University endorses a product, organization, or other entity.  If so, escalate the photograph to a dScribe2 for review.  If there is no apparent concern regarding endorsement, move on to the next policy checkpoint: COPYRIGHT.

Copyright:


 * After passing the ENDORSEMENT checkpoint, you will next need to determine whether the photograph has citation or copyright information. If this information isn't available with the object, determine whether you can easily find the information through a quick search or conversation with the faculty or staff person who arranged the lecture.


 * If the instructor, the University of Michigan, or some other institution / organization / individual holds the copyright and has provided U-M with permission to publish the object (or its parent material) under a Creative Commons license, then move directly on to the next policy checkpoint: PRIVACY.


 * If the copyright does not belong to one of the aforementioned parties and you cannot determine this information by asking the faculty member, then recommend one of the following actions:


 * - search for a new item and replace the existing,
 * - seek permission to use the item from the copyright holder,
 * - re-create the item using your knowledge of how it is being used in the context of the course material,
 * - request that the item undergo commission by a professional artist,
 * - remove and add a citation or annotation,
 * - retain (for reasons explained later).


 * If the faculty member can provide the necessary copyright information or a determination of the object's copyright can be made via search, then the next question is whether or not U-M has permission to use and allow for the reuse of the content object under a Creative Commons license. If no, suggest one of the previously recommended actions. If yes, then proceed to the next policy checkpoint: PRIVACY.


 * Remember: even if the image is of an object but significant product / organization information appears in the photograph or the use of the photograph might suggest a University endorsement, classify it as "product or organization information" and follow the guidelines outlined under ENDORSEMENT.

Privacy:


 * After determining the copyright status of the selected “photograph of people” we then determine whether the people in the photograph can be identified. This means more than just a photograph of someone’s face. It might mean there are individually identifiable elements of a person that might lead others to identify the said individual.  These might include elements like a unique tattoo, or a unique deformity, or perhaps an eccentric style of clothing. If there is any question about whether the photograph contains an identifiable element, escalate it to the dScribe2 for further review.


 * If the individual within the photo cannot be identified, recommend an action. If the individual can be identified, there are a series of questions that will lead you through the clearing process


 * - Is the person a U-M patient? If so, you follow these steps _____ before recommending an action. If not, move on.
 * - Is the person a U-M student? If so, you follow these steps _____ before recommending an action.  If not, move on.
 * - Is the person a public figure? If so, is there a reasonable expectation of privacy?  If no, you can use the image, but may choose to recommend an action.
 * - Is the person a member of the general public? If so, we ask another question:
 * - Is there a reasonable expectation of privacy given the location of the photograph?


 * If no, you can use the image or recommend another action. If yes, you need to establish whether U-M has permission from the individual to use the image (permission is inherent in licensing).


 * If yes, you can use the image or recommend another action. If no, you likely cannot use the image without securing permission and should determine the most appropriate recommended action.

Objects
Photographs of Objects may present three policy concerns: Endorsement, Copyright & Privacy. Below is a list of steps that will assist you in making sure you clear these policy checkpoints before recommending an action for clearing the given content object.

Instructions for dScribe:

Endorsement:


 * Regardless of which one of the four “photograph of object” sub-types you’re dealing with (Art, Artifact, Specimen or Other) the first thing to take into consideration in clearing the photograph is whether use of the photograph in the learning material might suggest that the University endorses a product, organization, or other entity. If so, escalate the photograph to a dScribe2 for review. If there is no apparent concern regarding endorsement, move on to the next policy checkpoint: COPYRIGHT.

Copyright:


 * After passing the ENDORSEMENT checkpoint, you will next need to determine whether the photograph has citation or copyright information. If this information isn't available with the object, determine whether you can easily find the information through a quick search or conversation with the faculty or staff person who arranged the lecture.


 * If the instructor, the University of Michigan, or some other institution / organization / individual holds the copyright and has provided U-M with permission to publish the object (or its parent material) under a Creative Commons license, then move directly on to the next policy checkpoint: PRIVACY.


 * If the copyright does not belong to one of the aforementioned parties and you cannot determine this information by asking the faculty member, then recommend one of the following actions:


 * - search for a new item and replace the existing,
 * - seek permission to use the item from the copyright holder,
 * - re-create the item using your knowledge of how it is being used in the context of the course material,
 * - request that the item undergo commission by a professional artist,
 * - remove and add a citation or annotation,
 * - retain (for reasons explained later).


 * If the faculty member can provide the necessary copyright information or a determination of the object's copyright can be made via search, then the next question is whether or not U-M has permission to use and allow for the reuse of the content object under a Creative Commons license. If no, suggest one of the previously recommended actions. If yes, then proceed to the next policy checkpoint: PRIVACY.


 * Remember: even if the image is of an object but significant product / organization information appears in the photograph or the use of the photograph might suggest a University endorsement, classify it as "product or organization information" and follow the guidelines outlined under ENDORSEMENT.

Privacy:


 * After determining the copyright status of the selected object photograph we then determine whether the object in the photograph might merit a concern over presenting individually identifiable information. It might seem strange, but here's an example: a photograph of a sign up sheet at an even that lists email addresses or phone numbers. Maybe even a photograph of a prescription label on a medicine bottle listing a person's name, address, and other information. If there is any question about whether the photograph contains an identifiable element, escalate it to the dScribe2 for further review.


 * If the object within the photo does not present a concern over the identification of an individual, then recommend and action.

Illustrations
Illustrations may present three policy concerns: Endorsement, Copyright & Privacy. Below is a list of steps that will assist you in making sure you clear these policy checkpoints before recommending an action for clearing the given content object.

Instructions for dScribe:

Endorsement:


 * Regardless of which one of the Illustration sub-types you’re dealing with (cartoon, graphic, map, medical (drawing or sketch), art, diagrams, graphs, charts, tables, other) the first thing to take into consideration in clearing the Illustration is whether use of the illustration in the learning material might suggest that the University endorses a product, organization, or other entity. If so, escalate the illustration to a dScribe2 for review.  If there is no apparent concern regarding endorsement, move on to the next policy checkpoint: COPYRIGHT.

Copyright:


 * After passing the ENDORSEMENT checkpoint, you will next need to determine whether the Illustration has citation or copyright information. If this information isn't available with the object, determine whether you can easily find the information through a quick search or conversation with the faculty or staff person who arranged the lecture.


 * If the instructor, the University of Michigan, or some other institution / organization / individual holds the copyright and has provided U-M with permission to publish the object (or its parent material) under a Creative Commons license, then move directly on to the next policy checkpoint: PRIVACY.


 * If the copyright does not belong to one of the aforementioned parties and you cannot determine this information by asking the faculty member, then recommend one of the following actions:


 * - search for a new item and replace the existing,
 * - seek permission to use the item from the copyright holder,
 * - re-create the item using your knowledge of how it is being used in the context of the course material,
 * - request that the item undergo commission by a professional artist,
 * - remove and add a citation or annotation,
 * - retain (for reasons explained later).


 * If the faculty member can provide the necessary copyright information or a determination of the object's copyright can be made via search, then the next question is whether or not U-M has permission to use and allow for the reuse of the content object under a Creative Commons license. If no, suggest one of the previously recommended actions. If yes, then proceed to the next policy checkpoint: PRIVACY.


 * Remember: If significant product / organization information appears in the illustration and it's appearance might suggest a University endorsement, classify it as "product or organization information" and follow the guidelines outlined under ENDORSEMENT.

Privacy:


 * After determining the copyright status of the selected Illustration we then determine whether the information or object portrayed through the illustration might merit a concern over presenting individually identifiable information. Much like the examples used in photographs of objects, there may be instances where the information included could present a significant privacy concern. If there is any question about whether an illustration contains identifiable elements, escalate it to the dScribe2 for further review.


 * If the illustration does not present a concern over the identification of an individual, then recommend and action.