East Anglia’s Children’s Hospices (EACH) – document for internal use only

Marketing and Communications procedures for seeking, recording and archiving family permissions and related photographic images, audio visual recordings and family stories. Photographic images (applicable to audio visual recordings) A.

Pre-permission storage 1. Download or scan into hard drive from printed copy, camera, memory stick or e-mail. 2. Delete original from own e-mail system, camera or memory stick, or return hard copies. If received by e-mail, request the photo is deleted on the sender’s system (unless received from family) 3. Transfer photograph to shared drive – S : M&C : Pictures Children : Photos: Check Permission. NB. All shared drive folders referred to in this document are restricted to M&C staff only. 4. Name the file to include child’s name and site e.g. ‘Surname, Firstname – Q’ (if known). 5. Delete from hard drive and recycle bin.

B.

Requesting permission for use 1. Speak with Care staff at the relevant site to obtain child’s name if not already known (then name file as per point A4, if applicable). 2. Check with Care record for family permissions status & relevant Head of Palliative Care Services (HPCS) or Palliative Care Manager (PCM) to ascertain approaching family is appropriate. 3. If appropriate (see B2), access family contact details and seek verbal or written permission: Verbal - using the letter template as guidance (below), record the details of the conversation on a consent form and follow procedures for storage (section C). Written - send letter in accordance with the agreed template (below), including a printed copy of the picture. - if permission is received via e-mail, copy and paste trail of conversation into a Word document and follow the procedure for storage (section C). - refer to photograph file name on retained copy of letter. Permission letter template Where possible, the letter should request permission of use to be ‘at the discretion of the M&C team’ and should include reference to: -

EACH do not use names in publicity materials/articles, unless permission is granted.

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the likely long term use of photographs (e.g. leaflets, newsletters & annual reviews). When this is the case, materials to be sent to families at time of publication.

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on occasions the photograph may appear in a one-off article, flyer or news release (making them aware it could appear without their specific knowledge).

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any change of mind is welcome (inc. change in family circumstances). Families should feel free to communicate that back to us for consent to be withdrawn.

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Photographs will on occasions be e-mailed or copied for sending to sources outside the organisation (e.g. media organisations).

C.

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An offer to e-mail a copy of the photo/s or as many printed copies as they wish.

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A return slip mechanism to include space for a parental signature and date

Storage of photographic images and permissions 1. Scan and store permission slip (or copy of verbal consent form) in two different folders – S : M&C : Pictures Children : Returned Permission Slips & Permission Review folders 2. File a hard copy of the slip in a folder, retained at the M&C office at Quidenham. 3. The scanned permission slip file name to include name of photograph file, as follows: Returned Permission Slips - ‘Surname, Firstname – Q_permission’ Permission Review – ‘090324 Surname, Firstname – Q_permission’ (date reference required for reviewing permission expiry). 4. Move relevant photo/s to the folder - S : M&C : Pictures Children : Photos: Permission granted. Delete any photo/s where permission has been declined. 5. Archive photographs at point of two years from date of receiving permission - this means they will not be used for new materials/articles but kept securely for reference or exceptional use. The Permissions Review Folder to be reviewed once every three months by M&C staff and any photographs older than two years will be archived. 6. When M&C staff are made aware of the death of a child the folder will be reviewed, and any photo of that child will be archived and the file name amended to include the words “DO NOT USE”. The file name of the scanned permission slip to be amended in this manner. 7. If photographs are to be e-mailed to an external source (e.g. news organisations), save file with new name NOT including child’s name (e.g. just initials). Once sent, delete from both shared drive and e-mail system. 8. Any photograph where permission has not been received after 12 weeks must be deleted.

D.

Changes in family circumstances Permission to use photographs is at the discretion of M&C staff, so ongoing communications with the Care teams is still needed to be made aware of: 

changes in family situations – e.g. a marital split.

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an ongoing complaint or conflict with Care.

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when a child is approaching end of life.

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notification of deaths (see point C6 for procedure when this occurs).

Family Stories Where possible, requesting permission to use a family story should be done verbally as opportunities

are often volunteered directly by families or via a member of the Care team - this also provides opportunity to clarify how their story will be used and answer any questions the family may have. A.

Requesting permission 1. Check with relevant HPCS or PCM to ascertain if it is appropriate to work with the family. 2. Access family contact details and seek verbal permission from the family, recording details of conversation on a consent form. The conversation should include: -

requesting permission to use their story and that this will be at the discretion of the M&C team.

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the possible long term use of story (e.g. leaflets, newsletters & annual reviews). When this is the case, materials to be sent to families at time of publication.

- on occasions the story (or extracts of) may appear in a one-off article, flyer or news release (making them aware it could appear without their specific knowledge). -

any change of mind is welcome (inc. change in family circumstances). Families should feel free to communicate that back to EACH for consent to be withdrawn.

3. The story should then be written and final approval sought from the family, with a final copy being sent to the family. A record of the verbal approval should then be included on the consent form, and/or email correspondence saved in the relevant folder (see point B). B.

Storage of text and permissions 1. Store the consent form or copies of e-mail correspondence in the relevant family story folder e.g.– S : Pictures Children : Family stories : 2009 : Q-Surname, Firstname. 2. File a hard copy of the consent record, retained at the M&C office at Quidenham. 3. Family story to be stored as a Word document in the relevant family story folder e.g. – S : Pictures Children : Family stories : 2009. 4. Extract a copy of any useful quotes and save anonymously in – S : Pictures Children : Quotes (e.g. “A quote from an Ipswich Mum…”). 5. Story not to be used after 2 years – folder named according to year, to be archived annually by M&C staff.

C.

Changes in family circumstances Permission to use family stories is at the discretion of M&C staff, meaning ongoing communications with the Care teams is still needed to be made aware of: 

changes in family situations – e.g. a marital split



an ongoing complaint or conflict with Care



when a child is approaching end of life



notification of deaths – when this occurs the story folder will be archived and folder name amended to include the words “DO NOT USE”.

For internal use only

Marketing and Communications family consent form for using photographic images, audio visual recordings and family stories Purpose - to link M&C procedures to the Care record Name of child/young person:

__________________________________

Ipswich / Milton / Quidenham (delete as applic.) In addition to original consent given for photographs and artwork to be displaying in the hospice, discretionary permission has also been received for M&C purposes, for the following: use of agreed photograph/s use of agreed audio visual recording/s use of an agreed family story __________________________________

(parent / guardian / young person) understands that:

the photo / recording / family story will be used at the discretion of M&C staff. the photo / recording / family story is likely to be used over a long period of time For example, on posters, in leaflets, newsletters, website and annual reviews. on occasions the photo / recording / family story may appear in a one-off article, flyer or news release without their specific knowledge. consent can be withdrawn by the family at any stage. names are not used in any publicity materials or articles unless permission is granted: YES / NO - permission given to use name (delete as applic). Specific to PHOTOGRAPHS: the family is aware that photograph/s could be e-mailed or copied for sending to sources outside the organisation (e.g. news organisations). a copy of the photograph/s have been sent to the family and an offer made to supply more if they wish. Specific to FAMILY STORIES: a final copy of the family story has been seen and approved by the family. OTHER PERMISSIONS: ____________________ is willing to give talks about their experience of receiving care and support from EACH. ____________________ is in communication with a Fundraiser (_______________) about a specific fundraising project.