Policies & Procedures

Intellectual Property/Copyright

01: This policy emphasizes agency honesty and makes it clear that all work commissioned must be the client's own work/product. If found that Clients commission is infringed, the Agency will not be able to continue work with client, until the Client provides non infringed content.

02: While this primarily refers to personal student information, the policy underscores the importance of protecting data and intellectual property. For your project, maintaining confidentiality of creative works and ideas would align with this policy.

Workflow Process

03: The Agency evaluation processes are based on formal structures for assessing worker performances, which provide timely feedback. Similarly, your workflow should include checkpoints at different stages of the client order process to ensure smooth progress (Agency polices and Procedures).

Quality Standard

04: The Agency emphasizes the importance of maintaining safety and quality in the work environment. For your project, this translates into strict adherence to quality standards when handling equipment and printing photos (Agency Policies and Procedures).

05: The policy on agency conduct sets expectations for professional behavior, ensuring all members of the community work without interference. Applying this standard to your quality assurance process ensures all orders meet professional expectations (Agency policies and Procedures).

Equipment Policy

06: This policy ensures equal access to photography equipment for all trained members, who must reserve items like cameras and lighting kits through an official booking system. Members are responsible for equipment care; damages or losses may incur repair or replacement fees, and repeated issues may lead to suspension of privileges. The Equipment Manager oversees maintenance and inspections, with the executive board reviewing the policy as needed.

Safety Procedures

07: Members must complete training on equipment use, set up gear on stable surfaces, and use proper transport gear for heavy items.

08: Assess locations for hazards (e.g., uneven terrain, weather) and wear appropriate clothing/gear. Postpone shoots in extreme weather.

09: Members must stay in groups, avoid restricted areas, and take regular breaks to prevent exhaustion.

10: Members must provide emergency contacts. An emergency point of contact will manage incidents during shoots.

11: Stop the shoot if an injury occurs, administer first aid (first aid kit available in ER and Studio). In case of more serious situations contact campus security and if necessary, call 991. Report any and all incidents to. Management

Social Media & Promotion Policy

12: All content intended for the association's social media platforms or website must be submitted to the designated social media manager or executive board for approval before posting. This ensures consistency and appropriateness in all public-facing communications.

13: All promotional materials must adhere to the association’s branding guidelines, which include the use of the official logo, colors, and tone of messaging. This maintains a cohesive and professional visual identity across all platforms.

14: Members are encouraged to submit photos, videos, and content ideas for the association's social media, ensuring that all contributions align with the Algonquin Creative Collective’s objectives and values. Contributors will be credited in posts featuring their work, unless anonymity is requested. This policy helps maintain a professional presentation and ensures that all promotional efforts reflect the association’s mission.

Conflict Resolution & Code of Conduct

15: The Ombudsperson policy provides a confidential, impartial, and independent process for resolving any disputes related to Agency activities. This process includes mediation and investigation to resolve worker concerns without taking sides, ensuring fairness in resolving internal conflicts (Agency policies and procedures).

16: This policy outlines the process for workers to raise concerns regarding their working environment, without fear of reprisal. The procedures ensure that complaints are addressed and resolved efficiently (Agency policies and procedures).

17: This policy emphasizes the importance of treating everyone with respect and dignity. It encourages a climate where all members of the Agency, including workers and higher-ups can work in an environment free from harassment and discrimination. This policy can guide your team in creating a respectful working environment and using available mechanisms for dispute resolution (Agency policies and procedures).

Conflict Resolution & Code of Conduct

18: The Agency Conduct policy ensures that all members of the Agency have the right to work without undue interference. The policy sets clear expectations for behavior, stressing the values of respect, integrity, and fairness. It also outlines the disciplinary procedures for handling any misconduct (Agency polices and procedures).

Client Interaction and Feedback

19: Establishes guidelines for handling client feedback and complaints professionally and without fear of reprisal. This can be mirrored in managing client dissatisfaction and resolving issues promptly.

Client Communication

20: Maintain regular updates and document all communications. Designate a primary contact person to streamline correspondence, and reply within 24 hours of receiving any email or communication.

21: Use a quality checklist with a two-member review requirement, and log any quality issues along with their resolutions.

22: Store data securely with restricted access, and regularly update protection measures to maintain data security.

23: Define ownership and usage rights in client agreements, ensuring proper attribution for all team contributions.

24: Encourage open communication and informal discussions, while documenting any conflicts along with their resolutions.

25: Conduct post-project evaluations with clients and hold team debriefs to foster continuous improvement.

26: Set clear behavior expectations and outline disciplinary actions, while encouraging team-building activities to strengthen collaboration.