Signing Up and Getting Feedback

Please review the Communication Guide!

Timelines & Procedures

Depending on the project, you may need to submit a proposal to the staff team. Review the proposal guidelines on the blog.
We are hoping to pre-schedule all of the content you create before sharing them on our social media. There are some specific timelines for certain kinds of graphics. We will discuss specifics by category, below.
As mentioned in the Wording section below, ensure that you are getting a fellow CLCOA to check your grammar/aesthetics before you send it in to the web team. By the time it is sent to us, we expect there to be few errors on those fronts as we hope to be evaluating just the overall styling of your work.

Workshops

Workshop Content

Review the Workshop Development Guide on the CLCA Blog and follow its recommendations!

Workshop Graphics

Send polished drafts to Web Team 2 weeks before workshop

Don't start working on your graphic until you've contacted the web team and have been added to the Canva Team (read more in Canva Tips below).
All workshop graphics will have two iterations- one that can be posted one week before the workshop and one on the day before
These graphics will contain short bullet points about what the workshop will cover as well as information about registering/signing up.
You should also include possible questions students may have that the workshop can potentially answer, to give our audience a better sense as to why they should attend!

Blog Posts

All blog posts and their graphics are posted on Fridays, at 1pm PT!

If you want to design a graphic for your own blog post, please mention this when you propose your blog post to Emma and Alex!

Blog Post Content

Follow the blog post submission and proposal steps outlined in the CLCA Project Work Sign Up Spreadsheet and contact Emma and Alex, to for the writing and editing process.
Following the Audio-Visual checklist below, send the finalized blog post to Emma and Alex. Once it's perfect, follow this checklist:

Check-List for sending in blog posts to the web team!

Include:
- Title of Post
- [link or attach your blog itself - As a WORD/GOOGLE DOC, not a PDF]- make sure to DELETE comments in your final version. Comments that are RESOLVED will still appear.
- List image citations: Photo by [name] on [platform ex. Unsplash, Flickr] ([URL])
- 1 Sentence for slider
- 3 Bullet points for Instagram post
- Attach all images as attachments to the email
Then Check the Following Before Sending:
- Have you finalized both content and title with Emma and Alex?
- Find a Creative Commons Image to use for the blog post slide show (Review the #Photos section if you need help!). Share the link to the photo, too!
- Have you attached all images you want to use as attachments to the email (not just embedded in the word/google doc)? Unless they serve a functional purpose, the maximum number for pictures is 3.
- Have you noted the appropriate attributions for the images you didn't take yourself? e.g. Photo by Charlie89, from Unsplash, Unsplash License (with each item linking to the appropriate web page)
- Have you made 3 bullet points of short, key takeaways from your blog post (to appear on the Instagram graphic)?
- Have you written us a 1-sentence excerpt to appear on the slideshow on the front page of the website?
- If there is a seasonality/time-sensitive nature to your blog post being posted, let the web team know! We can't always schedule the blog post immediately, but we'll try to keep the seasonality of the post in mind.

Bingo

Bingo Content

This content and content submission has flexible timelines

Bingo projects are generally 5x5 grids with a center "free" spot, which means you will need to create 24 entries.
We may suggest removing/altering certain entries depending on fitness to the theme of the bingo.

Bingo Graphics

These don't have a hard and fast deadline but we can only post them 2 weeks after you have sent them over to us so that we have adequate time to go through the content you have put in and send you the appropriate revisions.
We want:
- 1st Slide: Primary bingo content
- 2nd Slide: "Did you get Bingo? Tag Us" type content
- 3rd Slide: Link back to our website somehow
  - e.g. for an Online Learning bingo, link back to our Online Learning guide

Videos

General Guidelines

Videos require time, energy and feedback. Be prepared to go through several rounds of edits for each stage. Check with Web Team for more information.

For Camtasia tips, check out the very bottom of the Project Work Resources page.

Content

Video projects are generally themed multi-step projects, and are often proposed by the web team to the CLCAs. However, if there are no ongoing projects, or if you feel that one should be created, follow the project proposal steps outlined on the blog. All videos should be 5 minutes or less. Once approved, a storyboarding/detailed outline is submitted and approved. Only then can you begin developing the video and audio.
Make sure that all images and music that you source from elsewhere is available for our use - this usually means that you either have expressed permission from the creator, or that it has been shared online under a type of creative commons licensing. Read more on this topic here.
Opening and Ending Cards:
- Most of our videos open with a pdf of the Chapman Learning Commons Logo. Please receive this from the web or staff team, to make sure that it isn't pixelated.
- You will be required to attribute any music or images that you source from elsewhere, in the end card. Review the Using Creative Commons Media resource guide for more direction.
- Take a look at our exisiting examples for more information on what this should look like!
Export to YouTube dimensions, for software supporting this. Most do! E.g. 1280 x 720 (720p), 1920 x 1080 (1080p)
If you're using Camtasia, look in the top left and double check your dimensions. Navigate from "File" > "Project Settings" > and make sure your dimensions are set to 1080 x 1920 pixels.
Please make sure to review the Check-list for Visual Content and Audio at the bottom of this page. Keep this in mind while developing and recording your video.
Certain space- or resource-related videos may be fast-tracked or time sensitive. Please notify the web and staff team if you may have limited availability.

Graphics for Videos

You can only sign up to promote specific videos that are already in the works. We will usually share these during CLCOA weekly meetings.
The graphics accompanying would have to go on our social media channels on the same day as when we post the video.
If it is a live event on collaborate ultra, we will be following the same timeline as workshop graphics (1 week prior + 1 day prior). Make sure you have your materials in order accordingly!

Student Reflection Series Guidelines

Start your project by pitching the idea to Emma and Alex
Once you've got their permission, start by preparing a script with what you intend to talk about (see an example here).
Once that script has been approved by Emma and Alex, get filming!
Creating the video
- Look at the existing examples of the Student Reflection Series, to see how these videos are put together.
- Create your slides using this template
- Find music from a creative commons archive or other free to use source
- Clean up your audio with Audacity if necessary
- Combine all elements and send to the web team and Emma & Alex for feedback
Finalize and upload to YouTube, and schedule the video's promotion!

Foundational Skills Video Guidelines

Please refer to the Chapman Learning Commons "T-Drive" for a Camtasia file of one of these videos, for a template of this video type.

Start your project by pitching the idea to Emma and Alex, or by signing up on the Project Work Sign-Up Sheet
Once you've got permission, start by preparing a script.
Once that script has been approved by Emma and Alex, get filming!
Creating the video
- Look at the existing examples of the Foundational Skills Series, to see how these videos are put together.
- Create your slides using the UBC Typographic PowerPoint Template (find it here)
- Film your segments using Camtasia
- Record your audio (borrow a mic from the desk if you need to, and get rid of white noise with Audacity if necessary)
- Don't add music!
- Combine all elements and send to the web team and Emma & Alex for feedback
Finalize and upload to YouTube, and schedule the video's promotion!
Make sure to create an audio transcript using the template - you can look at examples of this under the embedded videos on the Foundational Skills page, on the learning commons website.

Other Projects

We may occasionally have content and promotion opportunities that don't fall within the above categories. If you decide to sign up or propose these types of projects, be sure to get in touch with the web and staff teams (following the communication guidelines) and see whether the project is a good fit for you! If necessary, you may be asked to fill out a formal proposal document.

Graphic Specifics

Canva Tips

Before you start! Make sure that you're logged into your Canva Team profile (you will see a "WT" badge on your icon if you are) before creating a graphic - this helps us keep a record of all past promotions!

All graphics must be created on Canva (within the Canva team that we will send you the invite to) once you have formally signed up for a project.
Canva has a lot of great free elements and resources to get you into the groove of designing things. It is also extremely user friendly. But if at any point you have issues or concerns, talk to us about it! Do not use any of their content that requires payment.
Once you've made a graphic (following the guidelines below), share it to the "Promotions" folder. You can also browse this folder to see how others have created graphics previously!
- To share to the "Promotions" folder, click the "File" button on the top left then "Save to Folder". You can find the "Promotions" folder under "Shared with You".

Photos

When using photographs on our website, printed materials, or social media, they must be sourced by UBC, ourselves, or a Creative Commons source with its required attributions (aka citations).

Some citation free-sources we can use for images are:

UBC Brand and Marketing Flickr (browse their albums for images)
UBC Media Relations Flickr (browse their albums for images)
UBC Library Flickr (browse their albums for images)
CLC-owned photographs - ask the web team for any images from past projects that were taken by CLCAs or the web team

Some citation-required Creative Commons images can be found at:

Unsplash (You will need to share the photographer, source website, and license information)
Pixabay (Their images are Pixabay License, meaning no attribution is required, but as these are not owned by UBC we cite the source website in an end-credit slide).
You can review our toolkit on Using Creative Commons Media for how to properly cite CC images.

Be careful!

We cannot use any images with people in them without their written consent forms. Please ask Emma and Alex for the form if needed.
Some CLC media (like the blog post slideshows) use very specific dimensions. Check this guide or ask a web team member for specifics before taking pictures to avoid issues.
When sending the web team your chosen image, attach the image OR provide the link for where you found it. This allows us to double check your attribution prior to publication.

Wording

Icon made by Freepik from Flaticon, CC BY 4.0

Proofread! share your typed content with a CLCA on shift with you, before sending it in to the web team. This gives an added layer of protection against embarrassing typos!

Keep the following in mind when generating text for the Chapman Learning Commons:

Avoid using acronyms as much as possible. This is because people who are not familiar with the CLC might not understand what they stand for. For example, try using words like 'student staff' instead of 'CLCA'
Avoid making direct mentions of COVID-19. You can try using words like 'pandemic' or 'circumstances' but it would be best to avoid making direct mentions of COVID-19 (novel corona-virus).
Avoid making definitive, declarative statements about our space, the availability, or the hours. A lot of factors linked to the physical space undergo changes rapidly and constantly so it is best to avoid putting it on a graphic. Instead, you can mention where people can go to check that information.
Avoid sounding too severe. The CLC's role in UBC's mediascape is to be primarily peer-oriented, and sounding too stern can take away from that. Even when communicating serious subjects, such as rules, try to frame it in a friendly way. When in doubt, run your wording past the staff team for feedback!

These guidelines allow our content to remain relevant for longer, feel friendly and approachable, and be more accessible to people who aren't familiar with our terminology.

Aesthetics

Before designing your own graphic, take a look at existing promotions on our Instagram and Twitter. Get a sense for the aesthetic that we're going for, and incorporate those common themes into your own vision!

Dimensions

While Canva allows you to easily select the relevant size for your graphic, here are the dimensions in case you get lost.

Instagram
- Stories: 1080 x 1920 px
- Posts: 1080 x 1080 px
Blog Post Website Headers
- While our headers are currently being designed by Tiffany, if you decide that you want to try your hand at it (and we have approved this request), the dimensions are 2210x1050 px

Within our Canva team, we have a folder entitled "Colours and Fonts." Here you will find:

Colors

The broad colours that we keep consistent for certain types of content. For example, profs in commons events are promoted in green, and other workshops are promoted in a tan/yellow shade. You will be adhering to these broad colour schemes or the UBC/CLC brand colours when you collaborate with us, though some exceptions may be made.
Icon/Graphic colours. We want to promote an inclusive environment at the CLC. When using graphics that feature people, we try to use colours for their skin and features to reflect the diversity of our patrons. Naturally, not every image can be edited for colours, and that doesn't mean you can't use a preferred graphic, but since icons and graphics still often exclude representations of POC, we aim to be more representative than the norm overall.
Highlight colours aren't pre-selected, but keep in mind that it can look more professional to keep a relatively simple colour palate for one post. For example, if you use a bright orange on slide 1, it looks good if that orange repeats in small or large elements throughout the whole swipe post.
- When choosing your own colours:
  - Consider whether your colour combination adds to the post, or takes away from it. Having contrasting colors can work well to bring attention to certain elements, but some colours aren't complimentary, and can make things harder to read, or make the whole post look de-saturated, or too bright.

To avoid color clashes, use different screens to check how the color you picked will appear to users. What looks fine on your computer may look odd on your phone, especially with blue light filters.

Fonts

We stick to a small list of fonts for consistency, which you can review in this folder. Double check that you don't leave any text in Canva's default, which is Open Sans.
Likewise with accent colors, consistency makes things look neater. Unless contrast is your intent, pay attention to the font sizes you use. Is the title large enough? Is one text box "43" point while the other is "40"?

Adding Elements

Try and add elements to make your graphic stand out - images and sketches of people, everyday things, or even screenshots from your personal life (if you are comfortable sharing, it is by no means expected).
If you are using creative commons images, such as those from Unsplash, they will need to be cited. You can review our toolkit on Using Creative Commons Media for how to do this, but generally it will look like:
- "[Image name if available]" by [name with link] from [database/website name with link], [CC license]
  - e.g. "Twitter free icon" by Freepik from Flaticon, CC BY 4.0
  - *if there is no name for the image, simply replace with "Image by.

Check-Lists

General Check-List

1. Proofread with a Peer

Have you had a fellow CLCA read over your content or graphic for formatting errors (such as unnecessary extra spaces between words, strange indenting, etc.) and spelling errors? This must be done before you send your materials to the web team. This CLCA can be anyone, but consider sending it to whoever is currently on shift, for quick turnaround.

2. Formatting and Design

Have you read through the sections of this guide that are relevant to your project? Make sure that you are in compliance with the rubric explained above, to reduce the amount of feedback necessary to bring your project to completion.

3. Compare

Give one last look at other, published examples of projects similar to yours. Does your project look similar? Is it following the general aesthetic or formatting?

4. Send for Final Peer Feedback

Have one CLCA look over your project one last time, in case there are any last minute errors.

5. Send for Web and Staff Team Feedback

Reviewing the Communication Guide, send in your polished draft if you have done all of the previous steps. Depending on the project type, this may be to both the staff and web teams, or just one. You will receive feedback to make sure that your project is the best it can be.

Check-List for Visual Content and Audio

1. What is the volume like?

Check narration volume, background music volume ( are they too low or too high?) Listen with headphones and on speakers at least one time through each. If you're using music, make sure that it can be used for non-commercial purposes, and that you give credit.

2. Can you hear breathing?

Breathing into the microphone can spoil good audio. It happens a lot with hard sounds b's/t's/ph's when the microphone is too close to your face. It can help to use a high quality microphone (i.e. please one of the CLC microphones-- do not use your computer/ headphone microphone to record sound!) Lack of animation is narration (dead-pan voice)

3. Can people follow the information?

Make sure any text or images (i.e. anything anyone will read/ see) are up long enough to read 2x through fully S-L-O-W-L-Y. A good test-- show it to someone who hasn't seen it before!

4. Typos

Check for typos! Read (and re-read) anything written on the screen and in the closed captioning you make. This includes capitalization and periods! Pay attention to headers and titles too.

5. Pixilation on images

Use high quality images. Images taken from online can look pixelated quickly. If you are using our CLC logo - make sure you get it from the web team (don't grab it from another video or a website). Also make sure that whatever image you're using is creative commons, or clearly allowed for our use of it - and as always, attribute!