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

[cheryl deaton <region15kids@hotmail.com>]

Yes Dave,
At this time, since we haven't changed the definition, "requested" means
exactly that.  What do you think of the guidelines?  We hope that we have
covered most contingencies for present and future applications, but I would
appreciate your comments.
Cheryl Deaton


> To: aisdiscuss@aisboard.org
> Subject: Re: [AISdiscuss] Motion re. guidelines for submission of digital
images with iris registrations
> From: capeiris@aol.com
> Date: Fri, 2 Sep 2011 15:00:03 -0400
>
> 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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