Re: Motion re. guidelines for submission of digital images with iris registrations

[Capeiris <capeiris@aol.com>]

I presume the word "requested' does not mean "mandatory" in which case I think
the motion is OK. Dave Niswonger





-----Original Message-----
From: Michelle Snyder <AISSecretary@irises.org>
To: aisdiscuss <aisdiscuss@aisboard.org>
Sent: Thu, Sep 1, 2011 4:40 pm
Subject: [AISdiscuss] Motion re. guidelines for submission of digital images
with iris registrations


Hello everyone.

Per Cheryl Deaton, at the 2011 National Convention, President Keisling
assigned a committee to come up with "guidelines for the submission of digital
images accompanying iris registrations".  After weeks of suggestions,
discussions and numerous drafts, the committee has produced the following
recommendations.  Cheryl Deaton has presented the following motion.

"I move that we adopt the Committee's recommendations listed below regarding
the guidelines for the submission of digital images accompanying iris
registrations and the creation of a Registration Image Coordinator."

GUIDELINES FOR THE SUBMISSION OF DIGITAL IMAGES ACCOMPANYING IRIS
REGISTRATIONS

Mission Statement:
To create a reference library of images associated with fully completed
registrations received from the AIS Regisrar-Recorder.

The images should function primarily as augmentation of cultivar descriptions
and secondarily as a resource for AIS promotion.

Guidelines for Image Submission:
*Registrants are requested to submit images with registration.  Highest
quality digital images in jpeg format (4x6-300 dpi or medium setting on the
camera-Higher Resolution is preferred and not to exceed 600 or 1200 dpi).

*Once the registrant receives approval for their name requested, images should
be labeled as follows:
YYreg.number, iris name_hybridizer_registration year_type_photographer.
                    (i.e. 11-6789_Golden Panther_Tasco05_TB_JSmith)

*If possible, images of the flower (close up), stalk and clump are desired. It
is to the advantage of the hybridizer to submit the best photos possible so
they may promote the cultivar in AIS projects. The photographer retains
copyright ownership for their own uses but agrees with submission to any AIS
uses.

*The photograph of the flower should be taken in the garden with no digital
manipulation permitted. Color and form should be true to cultivar in all
respects and in sharp focus.

*It is preferred that the images are stored for reference in the AIS library.

Detailed Copyright Disclaimer:

The undersigned hereby acknowledges that by submitting a photograph of an iris
cultivar being registered with the Registrar-Recorder of the American Iris
Society the undersigned hereby grants the AIS and its agencies (Affiliates,
Regions, Sections) the right to reprint or republish such photograph in the
Iris Encyclopedia maintained by the AIS; in any of the newsletters or journals
published by the AIS or its agencies; to publish such photograph on any
website maintained by or on behalf of the AIS or any of its agencies; and to
publish such photograph in any other publication published by the AIS or its
agencies in the ordinary course of its educational and scientific activities.

The undersigned represents and warrants that he is the owner of all copyright
rights with respect to the photograph submitted to the AIS other than those
rights otherwise granted to the AIS herein or by law. The undersigned shall
retain ownership of all individual copyright rights in the photograph covered
by this agreement except for those rights granted to the AIS herein or by
law.

Flow Chart:

*Image(s) are accompanied with the Registration Form; received by the AI
Registrar-Recorder, assigned a registration number related to its registration
folder and then transferred to Registration Image Coordinator once the
registrant receives approval for their name requested.

*Registration Image Coordinator enters a cross-reference list of registration
(image) numbers and names to be maintained on a spreadsheet.

*Discs are prepared and copies are sent to the AIS slide chair, AIS library,
and Iris Encyclopedia Manager and Web Master.

*Iris Encyclopedia enters reduced images into wiki with accession number and
file name so as to be able to act as a card catalog for higher definition
images stored in library.

This process should be an ongoing process with batches sent as received by the
AIS Registrar-Recorder.

Job description of Registration Image Coordinator:

*The Registration Image Coordinator is appointed by the President of AIS and
is responsible to him/her.

*To coordinate all activities of the registration image collection, the
archiving and disposition of said received from the AIS Registrar-Recorder.

*To safeguard and store all of the digitized photos by use of the AIS disaster
plan.

Guidelines for Arciving Images in Library:

*Storage: Images may be stored on disc, thumb drive or external hard drive.

*Retrieval: By searching the Registration Image Coordinator's spreadsheet, or
the Iris Encyclopedia, one can obtain the file number for a unique image.

REGISTRATION IMAGE COORDINATOR DUTIES

POSITION TITLE: Registration Image Coordinator

BASIC FUNCTION:

To coordinate all activities of the registration image collection, the
archiving and disposition of said received from the AIS Registrar-Recorder.
The photograph of the flower should be taken in the garden with no digital
manipulation permitted.  Color and form should be true to cultivar in all
respects and in sharp focus. (JPEG format preferred (4x6-300 dpi or medium
setting on the camera - Higher Resolution is preferred not to exceed 600 or
1200 dpi).

The undersigned hereby acknowledges that by submitting a photograph of an iris
cultivar being registered with the Registrar-Recorder of the American Iris
Society the undersigned hereby grants the AIS and its agencies (Affiliates,
Regions,Sections) the right to reprint or republish such photograph in the
Iris Encyclopedia maintained by the AIS; in any of the newsletters or journals
published by the AIS or its agencies; to publish such photograph on any
website maintained by or on behalf of the AIS or any of its agencies; and to
publish such photograph in any other publication published by the AIS or its
agencies in the ordinary course of its educational and scientific activities.

The undersigned represents and warrants that he is the owner of all copyright
rights with respect to the photograph submitted to the AIS other than those
rights otherwise granted to the AIS herein or by law.  The undersigned shall
retain ownership of all individual copyright rights in the photograph covered
by this agreement except for those rights granted to the AIS herein or by
law.

REPORTING RELATIONSHIPS:

He/she is appointed by the AIS President and responsible to him/her.

MAJOR FUNCTIONS:

1. To receive from the AIS Registrar-Recorder any digital images the Registrar
receives that are associated with a registration.

2. To maintain a spreadsheet with information such that its retrieval could be
facilitated by each image having a distinct accession    number based on the
registration number.
      YY-nnnn where YY is a two-digit year indicator (e.g., 11 meaning 2011)
followed by a (1 to 4 digit) registration sequence number.

3. To distribute copies of the digitized photos to the AIS Library, Iris
Encyclopedia, AIS Web Master upon request.

4. To safeguard and store all of the digitized photos by use of the AIS
disaster plan.

SPECIFIC RESPONSIBILITY AND AUTHORITY:

Registration Image Coordinator enters a cross-reference list of registration
(image) number and name to be maintained on a spreadsheet.  It should also
contain a distinct accession number based on the registration number, for the
library.  That number would appear on the encyclopedia under the comments for
the picture and/or as part of the file name as designated above.

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