Hello all,
The time for voting on the below motion has now passed and I am
pleased to announce the motion has passed.
Michelle
"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 Registrar-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) is (are) accompanied with the Registration Form; received by
the AIS 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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