Policy Overview
This document outlines the workflow and responsibilities for managing content developed for Bayan’s social media channels and the production thereof. This includes the roles of staff members, outsourcing processes, and approval protocols to ensure high-quality media content. This policy does not apply to general calls-to-action, posts, or announcements for advancement, student recruitment/retention, or Bayan Tours marketing purposes.
- Content Creation and Submission:
- Yasmin Elayan or any designated staff member will draft and communicate a call for students or faculty to create social media content. This will include a message and a short video recording (via Loom) with detailed instructions.
- Any content must adhere to Bayan’s Brand Guide and community guidelines of all applicable social media channels.
- Submissions should be sent to yelayan@bayanonline.org with copies to Munir, Jibril, and John. Whenever possible, submissions should be sent at least 1-2 business days prior to the requested publication date. Detailed instructions should be provided as applicable as it relates to publication date/time, channels to be posted, any backlinks to be deployed, and any specific wording, hashtag, or tagging requests.
- Any content that is not originally produced content must be identified and subject to Chief Business Officer clearance for copyright issues.
- Outsourcing Media Production:
- Yasmin will oversee the outsourcing of media production tasks to consultants via upwork.com. Typical costs for editing clips for YouTube Shorts, TikTok, or Instagram range from $15-$30.
- Payments will be made via Upwork or electronic means, with receipts submitted for reimbursement at the end of each month to John Hall.
- The budget for any given month associated with media production cannot exceed $500, unless otherwise approved by Bayan leadership.
- Editing Instructions and Management:
- In consultation with Fouad El-Gohari as appropriate, Yasmin will provide explicit instructions to the Upwork consultant for editing raw clips. This may include providing a script of the content in English or Arabic, depending on the requirements of the post. All instructions to any resource should be made in writing.
- Any content developed by any resource must be open-source or original in nature.
- Detailed directions must be given to the editor, including:
- High-quality video files
- Specific timestamps for clip curation
- Background music choices
- Scripts in English and Arabic (if applicable)
- Requirements for an intro or any text appearing in the clip
- Final Approvals and Publishing:
- All clips must be set-up for posting on the appropriate social media channels in HubSpot and set in draft status.
- When ready for review and prior to publishing, developed content clips must receive final approval from Fouad El-Gohari or Munir Shaikh, in HubSpot.
- Clips should be reviewed, maintained, stored in, and published directly from HubSpot. This ensures a full record and tracking of such campaigns end-to-end.
- Upon approval, Yasmin will schedule the clips for publication on the designated dates/times.
- Each post should be tied to a general HubSpot campaign for this type of content or a campaign created specific for the post if applicable.
- Any content featuring images, likenesses, video, etc. of any person must be accompanied by a signed media release from the individual or entity.
- Requested publication dates/times will be honored when possible, however, actual publication dates/times may be impacted by Bayan’s social media and communications calendar, as maintained and managed by Yasmin Elayan.
- Recommended Editors:
- A list of recommended editors who have previously delivered quality work for Bayan will be maintained and updated as needed.
Policy Compliance: All staff members involved in media production must adhere to the guidelines outlined in this document. Non-compliance may result in review and disciplinary action.
Contact Information: For questions or further clarifications regarding this policy, please contact Dr. Jibril Latif at jlatif@bayanonline.org.
Effective Date: 8/15/2024