NJMS In-House Video Guidelines

How to Manage In-House Video Requests

Overview:
In this document, the NJMS AV and Marketing and Communication teams have provided
guidelines, a checklist, preparation tips, and a reviewal process for the NJMS Community to
adhere to when creating in-house DIY and professional video projects.

DIY Video Guidelines: "Do It Yourself"

• Establish firm objectives on what it is you want to accomplish with your video.
• Confirm which platform (i.e. YouTube, Facebook, Instagram, etc.) your final video will be played.
• Confirm the total running time of the video. Note: Videos produced for social media and the NJMS website should be no longer than 2-3 minutes.
• Select a clean, quiet location with great lighting. Avoid outdoor shooting, so that your voice in the recorded footage does not compete with surrounding environmental sounds, and to reduce the possibility of picking up sounds from the wind.
• Make sure to shoot your video in a horizontal/landscape orientation (not vertical).
• Check your appearance right before recording your interview. Please remove all employee ID badges.
• Prepare to be filmed with or without your white coat. If you decide to wear your white coat, please make sure the coat is clean and includes the Rutgers NJMS logo.

o Try not to wear busy clothing patterns (i.e. close, high-contrast pin stripes, plaid, etc.) Blues, greens, grays and earth tones all work great for video.

• Look directly into the camera.
• Allow 5 seconds of "lead time" at the beginning and end of your recording - with you smiling at the end.
• Speak loudly and clearly. Be mindful of your pace - not too fast, not too slow.
• Make sure you do not appear as if you are reading off a script; prepare notes for yourself in advance. Be sure to include natural pauses.
• Start by introducing yourself: your name, title, and department.
• Avoid saying "umm." Instead, pause and continue speaking once you have gathered your thoughts.
• If you fumble over a sentence, pause, collect your thoughts, then state the entire sentence correctly.

DIY Video Reviewal Process:

• The AV team will create a OneDrive folder to place the videos for review. AV will share the folder with the client and the Marketing and Communications team.
• AV and Marketing and Communications will provide comments, edits, or recommendations before approving the final video.
• Once the final video has been approved by the AV and Marketing and Communication teams, you can proceed with placing the video on the confirmed platforms.

Professional Video Request Guidelines:

• All video requests must be submitted two months ahead of its deadline in order to create a schedule to produce the video in a timely manner. See the Video Project Planning Checklist below.
• All video request details must be submitted to the AV and Marketing teams for review.
• The client must review the Video Project Planning Checklist and establish firm bjectives on what it is they want to accomplish with their video.

o Client must know:

• If there is a budget available to create the video
• Topic and objective of video
• Determine total running time of video
• Target audience
• Which platforms the video will appear
• Deadline/Go live date

o Note: This must be determined before the planning process. Once this is done, then AV will meet with the client to discuss further details.

• Departments and offices are responsible for writing their own script for the NJMS Office Marketing and Communications to review during the pre-production phase.
• Clients must select a clean, quiet location to use as the background setting for the video shoot. AV and Marketing Communication may also be able to recommend suitable locations.
• Post-production will be managed and reviewed by the AV and Marketing and Communication teams.
• All videos created for the Rutgers New Jersey Medical School website must be reviewed by the A/V and Marketing and Communication teams to make sure it follows the Rutgers Visual Identity and Branding Guidelines.

Video Project Planning Checklist:

Pre-production
• Meet with AV and Marketing and Communications for a discovery meeting to discuss details about the video.
• Confirm who will be included in the video.
• Confirm if a narrator will be needed.
• Select a location for the video shoot (i.e. office, hallway, lab, clinical exam room, etc.).
• Write a script or outline with talking points for the interviewees or narrators to follow.
Once the script is complete, send it to AV and Marketing and Communications teams for review.

Production
• Bring a hairbrush and comb on the day of the video shoot to check your appearance right before recording your interview.
• Prepare to be filmed with or without lab coats

o If you decide to wear your white coat, please make sure the coat is clean and includes the Rutgers NJMS logo
o Try not to wear busy clothing patterns (i.e. close, high-contrast pin stripes, plaid, etc.)
o Blues, greens, grays and earth tones all work great for video

• Look directly into the camera.
• Allow 5 seconds of "lead time" at the beginning and end of your recording - with you smiling at the end.
• Speak loudly and clearly, not too fast.
• Make sure you do not appear as if you are reading off a script, prepare notes for yourself in advance. Be sure to pause.
• Start by introducing yourself: your name, title, and department.
• Avoid saying "umm." Instead, pause and continue speaking once you have gathered your thoughts.
• If you fumbled over a sentence, pause, then say the entire sentence the correct way.

Post-production
o Client must designate one individual who will assist the AV team in the post-production phase in order to edit and complete the final video.

Video Reviewal Process:
• The AV team will create a OneDrive folder to place the videos for review. AV will share the folder with the client (designated for the post-production process) and the Marketing and Communications team can provide comments, edits, or recommendations in order to produce a final version of the video.
• Once the video has been approved by the AV and Marketing and Communication teams, the final video will be placed on the confirmed platforms.