StanfordOHNSManualfor
Tableof Contents
CapturingContent
TellingthestoryofStanfordOHNSbeginswiththe thoughtfulcaptureofcontent.
Photos,videos,patientstories,facultyachievements,researchbreakthroughs,andbehind-thescenesmomentsallplayavitalroleinshowcasingtheexcellence,innovation,andhuman impactofourdepartment.Contenthelpsuseducatethepublic,engageourcommunity, highlightourleadershipinthefield,andinspirefuturepatients,students,andcollaborators
However,asadepartmentwithinStanfordUniversityandStanfordMedicine,weareheldtothe higheststandardsofintegrity,privacy,andprofessionalisminallcommunications.Allcontent creationmustadheretoStanford’spoliciesonpatientprivacy(HIPAA),intellectualproperty, branding,andmediaengagement Thisincludesobtainingproperconsentbeforecapturingor sharinganyimagesorstories,usingapprovedvisualassets,andfollowinguniversityguidelines forsocialmedia,pressinteractions,anddigitalcommunications.
Bycombiningcreativestorytellingwithpolicycompliance,wecanelevatethevoiceofStanford OHNSwhileprotectingthepeopleandprinciplesthatmakeourworkpossible
UniversityGuidelinesforPhotographyandVideography
StanfordUniversityenforcescomprehensivepoliciesregardingphotographyandvideographyto safeguardtheprivacyofitscommunityandensurethatcampusactivitiesremainundisturbed.These policiesapplytoallStanford-ownedproperties,includingthemaincampus,RedwoodCitycampus, andopenspaceslikeTheDishtrail
GeneralFilmingandPhotographyPolicies
PrivateProperty:Stanford'scampusesareprivateproperty.Mostfilmingandphotography activitiesrequirepriorpermission.
ProhibitedActivities:Theuniversityprohibits: Commercialfilmingandphotography.
Useofdronesorunmannedflyingvehiclesbyvisitors.
Filminginstudentresidences,dininghalls,libraries,classrooms,andlaboratorieswithout priorapproval.
Filmingoutsideofstandardbusinesshours(Monday–Friday,8am–5pm)withoutspecial permission.
FilminginiconiccampuslocationssuchastheMainQuadrangle,MemorialChurch,and HooverTowerwithoutauthorization.
PersonalPhotography:Individualsmaytakepersonalphotosoncampus,providedthey: Donotusetripods,lights,orotherequipment.
Useimagessolelyforpersonal,non-commercialpurposes.
Donotdisruptuniversityoperationsorinfringeonothers'privacy
WeddingandPortraitPhotography:OnlyStanfordaffiliates(students,faculty,staff,postdocs, andalumni)mayconductweddingandportraitphotographyoncampus,andsuchactivitiesmust notdisruptuniversityfunctions.
Fordetailedguidelines,visittheFilm,Photography&VideoRequestspage
EventPhotographyandVideography
ConsentandReleases:Eventorganizersshouldobtainsignedreleasesfromspeakersand subjectsfeaturedinrecordingsorphotographs.Additionally,postingsignageateventvenuesto informattendeesthattheeventwillberecordedorphotographedisrecommended
UniversityGuidelinesforPhotographyandVideography (continued)
StanfordVideoServices:StanfordVideooffersprofessionalservicesforevents,including: Conferences. Lecturesandpaneldiscussions. Livewebcasts.
Singleandmulti-camerarecordings Torequestservices,contactStanfordVideo.
HiringExternalVendors:Whenhiringexternalphotographersorvideographers,ensurethey haveappropriateliabilityinsurance.AlistofrecommendedvendorsisavailableontheStanford CommunicatorsResourceswebsite.
Formoreinformation,refertothePhotographyandVideopage
AdditionalResources
FilmingFAQs:AnswerstocommonquestionsaboutfilmingatStanfordcanbefoundonthe FilmingandPhotographyFAQspage.
DronePolicy:DetailsabouttheuseofunmannedflyingvehiclesareoutlinedinthePolicyon OperationofUnmannedFlyingVehicles.
NameUseGuidelines:GuidelinesforusingStanford'sname,trademarks,andimagesare availableintheNameUseGuidelines.
EventPolicies:ComprehensiveeventplanningpoliciescanbefoundintheEventPolicyGuide.
FormoredetailedguidanceonphotographyandvideographyatStanfordUniversity,youcancontact thefollowingofficesdependingonyourneeds:
UniversityCommunications–forgeneralpolicies,filmingapprovals,andmediainquiries.
Email:universitycommunications@stanford.edu
Website:ucommstanfordedu
OfficeofSpecialEvents&Protocol(OSEP)–forevent-specificphotography/videography guidanceandplanningsupport.
Email:osep@stanford.edu
Website:osep.stanford.edu
StanfordVideo–forprofessionalfilmingorrecordingservices
Email:stanfordvideo@stanford.edu
Website:stanfordvideostanfordedu
CapturingContentonYourPhone
1.CheckCameraSettingsBeforeYouShoot TurnoffLivePhotos(iPhone):LivePhotos canresultinmotionblurandunintended audio Tapthe"Live"icon(asetof concentriccircles)andmakesureit'soff. SetPhotoQualitytoHighResolution:
iPhone:GotoSettings>Camera>
FormatsandselectHighEfficiencyto preservequality
Android:GotoCamerasettings> Pictureresolutionandchoosethe highestavailableoption.
EnableGridLines:Helpswithstraight horizonsandbalancedframing
iPhone:Settings>Camera>Grid
Android:Camerasettings>Gridlines
2.CleanYourLens
Useasoft,lint-freeclothtowipethelens beforeshooting Evenslightsmudgescan causefoggyorblurryphotos.
3.FocusandExposeProperly
Tapthescreenwhereyouwantthecamera tofocus usuallyaperson’sfaceoracentral object
Adjustbrightnessmanually(slideupor downaftertapping)ifyoursubjectistoo darkoroverexposed.
4.UseNaturalLightWheneverPossible Shootfacingthelightsource(eg,windows) toavoidbacklightinganddarkfaces. Avoidharshoverheadlightingormixedcolorlighting(e.g.,fluorescent+sunlight).
5.StabilizeYourShot
Usebothhandsandkeepyourelbowsclose toyourbody.
Restyourphoneagainstastablesurfaceif possible,oruseasmalltripodorpopsocket.
6.ShootHorizontalandVertical
Horizontal(landscape)isbetterforgroup shots,videointerviews,andwebbanners. Vertical(portrait)isidealforInstagram Stories,Reels,orTikToks.
7.CaptureMultipleShots
Takeafewversionsofeachphoto(e.g., slightlydifferentangles,closer/farther). Youcanalwaysdeleteextras,butyoucan’t recreatethemomentlater.
8.AvoidZooming
Zoomingdigitallylowersimagequality. Instead,getclosertoyoursubjectwhen possible
9.UsetheRearCamera
Rearcamerasarehigherqualitythanfrontfacing(selfie)cameras usethemfor importantcontent.
10.RecordVideoinHDor4K
iPhone:Settings>Camera>RecordVideo, choose1080pHDat30/60fpsor4Kfor high-qualityclips.
Android:CheckCameraSettings>Video resolutionandchooseFullHDor4K.
Equipment,tools&productionsetup
Toproducepolishedandconsistentcontent,herearerecommendedequipment,software, andinternaloron-campusresources:
Hardware/equipment
YourPhone
Refertopage6forhelpfultips.
Camera/videoequipment
AmirrorlessorDSLRcamerawithvideocapability(e.g.Sonya6400/a6600,CanonEOS M/Rseries)
Agoodlens(eg,16-50mmor24–70mm)
Externalmicrophone(e.g,.shotgunmic,lavaliermic)forclearaudio
LEDorsoftboxlightingkit(forindoor,interview-styleshots)
Tripod/gimbal/stabilizerforsmoothmotion
Backdrop/portablebackground(neutral/branded)
Audio&accessories
Lavaliermicrophone(wirelessorwired)
Popfilter,windscreen,boompole
Headphonesforaudiomonitoring
Computing&editing
Alaptopordesktopwithsufficientspecsforvideoediting(eg,dedicatedGPU,CPU,16 GB+RAM,SSDstorage)
Externaldrive(s)forrawfootagestorageandbackup
Goodcolor-calibratedmonitorfordoingvideoorgraphicwork
Software
Videoediting:CapCut,AdobePremierePro,FinalCutPro,DaVinciResolve
Audioediting:Audacity,AdobeAudition
Graphic&post-production:AdobePhotoshop,Illustrator,Canva(forsimplesocial visuals)
Socialpostscheduling/analytics:toolslikeHootsuite,Buffer,Later,orplatform-native tools
Screenrecording/slide+narrationcapture:OBSStudio,Camtasia,orbuilt-intools
On-campus/Stanfordinternalresources
StanfordVideo(UniversityCommunications/Stanford’svideoproductionunit)
Theyofferfullproductioncapabilities:studiospace,greenscreen,multi-camerashoots, webcasting,editing,graphics,etc. University Communications. Keycontacts
Usethemforhigh-stakesshoots(e.g.,promovideos,lectures,polishedpatientstory videos)ratherthanDIYeverything.
DigitalProductionStudio(StanfordRedwoodCity)
Theymaintainamulti-cameraproductionstudio,soundproofrooms,andpostproductionfacilities RedwoodCity
Theirfacilitiessupportrentaloffieldequipment,off-siteshoots,andediting. Ratesandschedulingrequireconsultation.
Stanford’sIRT/DigitalServices&StanfordMedicine’sDigitalMedia/Communications Foroversightonsocialmediapolicy,branding,templatesupport,andaccessto photography/imageresources
ForStanfordMedicine,there’sa“CommunicationsToolkit”(logos,templates,etc.). ForStanfordOHNSbranding,pleaserefertothispage.
Forphoto/videoshootsorrequestsonStanfordproperty,mustcoordinatethrough UniversityCommunications/brand/mediarequestchannels(e.g., sm filmrequests@stanfordedu)
ForlaunchingormaintainingsocialaccountsassociatedwithStanfordMedicine,inform theirDigitalMedia/communicationsgroup(sm socialmedia@stanford.edu). Headshots
TheStanfordHealthCareMarketingDepartmentoffersmonthlyportraitsessionson campusforphysiciansandadvancedpracticeproviders Youmaymakeanappointment below.Drop-insareavailableastimepermits.
Booka15-minuteportraitsession.
Directions:CenterforClinicalSciencesResearch(CCSR),269CampusDrive,PaloAlto,CA 94305(a4-to5-minutewalkfromStanfordHospitalat300PasteurDrive).
Notesforportraitday
WhileourphysiciansandAPPshistoricallywearprofessionalstreetclothesduring thesesittings,youarewelcometobringyourwhitecoatforadditionalheadshots. Youwillalsohaveanopportunitytocheckyourhairandmakeup,straightenyourtie, etc.
Off-campus/Stanfordexternalresources
Headshots
SHCalsooffersportraitsessionswithStudioOnePhotographyinDublin.Feelfreeto bookdirectlywithStudioOneandletthemknowyou’rewithStanfordHealthCare StudioOnePhotography6515SierraLane,Dublin,CA94568925-361-0430.
ExternalPhotographer
KirstenJillAguilar:HiredformultipleStanfordOHNSprojects,includingtheResearch DayvideoandStanfordRhinologyVideo.
AEMPocketReference
https://med.stanford.edu/web/websites/training/pocket-reference.html
ForaquickrefreshertogetuptospeedonAEM,watchsomekeyvideosplucked from the fully guided training, or browse practical tips and pointers to increase your site-building efficiency. For in depth training on specific components, see theComponentEncyclopedia.
PageAuthoring
Overview- ExplainsthemajoreditingmenusinAEM
Techniques - Tips to efficiently navigate with certain asset functions and keyboardshortcuts
SpecialFeatures-Explainsadditionalfeaturesthatarehelpfulwithediting
GeneralAdministration
Workspace-Explainsthedifferentviewingmodesforyouraemworkspace
Search-Explainshowtosearchforassetsinaem
Tags-Tipsonaddingtagstoimagestomakethemeasiertosearch
SiteManagement
Pages-Protocolsforsettinguppagespriortoaddingcontentandtipsforthe advancedsettings
Publishing-Protocolsforactivatinganddeactivatingwebpages
SiteNavigation-Howtochangelinkhierarchy,hidepagesinnavigation,and addexternallinkstonavigation
AssetManagement
All Files - Proper ways to organize and label files for easier access to use them.
Images-Tipsforsizing,uploading,andlicensingforimagestouseinaem
WebsiteProtocols
The Stanford OHNS Website Protocols are designed to ensure that the department’s online presence remains consistent, accessible, and aligned with university standards. These protocols cover content creation, design, and maintenance, guiding the website team to deliver a user-friendly, informative, andprofessionaldigitalexperience.Keyelementsinclude:
1.Content Quality and Accuracy: All content must be accurate, up-to-date, and relevant to the department’s mission. Any medical or patient-related information should be carefully reviewed for accuracy by subject matter experts.
2.Branding and Visual Identity: The website should reflect Stanford’s visual identity, including the use of official logos, colors, and typography. Consistent design elements should be used to promote a cohesive and professionalonlinepresence.
3.UserExperience(UX):Prioritizeaseamless,intuitivenavigationexperience for visitors. Ensure that all pages are easy to access, well-organized, and responsiveacrossdevices(desktop,tablet,andmobile).
4.SEOandAccessibility:FollowbestpracticesforSearchEngineOptimization (SEO)toensurethewebsiterankswellinsearchresults.Allcontentshouldbe accessible, including alt text for images, proper use of headings, and adherencetoWCAG(WebContentAccessibilityGuidelines).
5.CompliancewithStanfordPolicies:AdheretoStanford’sAEMRequirements and other university-wide policies to maintain consistency across the Stanford Medicine websites. Follow all privacy and security guidelines, particularlyforhandlingsensitivedata.
6.Content Updates and Approvals: All content must be reviewed and approved by the appropriate department leadership before going live. Regular updates should be made to reflect the department’s latest achievements,events,andresearch.
Byfollowingtheseprotocols,StanfordOHNSensuresthatitswebsiteservesasa trusted, professional, and engaging resource for patients, faculty, staff, and visitors.
NewAEMAuthorsRequirements
To ensure consistency, accessibility, and compliance with university standards, all StanfordOHNSwebauthorsandeditorsmustfollowtheprotocolsoutlinedbelow:
Authoring Requirements: All new website authors must review and adhere to Stanford Medicine’s AEM requirements. Completion of the appropriate AEM trainingisessentialbeforegainingeditaccess.
You must have a SUNet ID that can be used to identify you as a Stanford member.
DownloadingtheStanfordVPNisrequired.Whenconnecting,select'StanfordFull',orifyouuseCardinalKey,select'CardinalKey-Full'.
ThereisanonlinecoursethatneedstobetakentoaccessAEM.Firstyoumust requestanAEMaccountthenenrollintheonlinecourse.
Youwillneedtoeitherrequestaccesstoanexistingsiteorrequestforanew sitetobecreatedaftercompletingtraining.
NOTE: For access to new sites you will need written approval from a current ownerofthesiteorhavethemsubmittherequestonyourbehalf.Bothcanbe completedbytheOHNSWebTeam.
ComponentUsage:OnlyapprovedcomponentswithinAEMshouldbeusedwhen building or updating pages. These components are designed to meet Stanford's accessibility,branding,andperformancestandards.
Training & Documentation: Before editing any live site content, authors should familiarizethemselveswiththeofficialtrainingdocumentationandbestpractices provided by Stanford Medicine Web Services. This ensures consistent use of layouts,components,andnavigationstructuresacrossallOHNSwebpages.
By following these protocols, the Stanford OHNS web presence will remain professional, compliant, and aligned with the broader Stanford Medicine digital ecosystem.
ImageProtocolChecklist
1.Imagequality:
a.Evaluatethequalityoftheimage.
b.Evaluateitssizeinpixels.
c.Resizeandadjustthequalityifneeded:colorbalance(removetheyellowcast common on the iPhone photos due to auto settings), temperature (5000K shouldbefordaylight),exposure(donotuseover-orunder-exposedimages), cropforbettercomposition.
d.Exportanimagewithagoaltoretainthequalityandachievetheminimumfile size,typically:
i.Jpg:30%orless
ii.Png:8or24
iii.Gif:reducethenumberofcolorswatchingforquality
2.Optimization:
a. Touch-Ups:Editphotostofixanylightingorcolors
i.Reduceanyyellow-nessonphotoswithcolorbalancing
ii.Adjustcolortemperature(5000kfordaylightlightinginAdobeLightroom)
iii.Adjustcolorexposureforphotosthataretoobrightortoodim.
b.Sizing (for websites): Reduce photo size to ensure larger images don’t significantlyslowpageloadtimes
i.Keepimagefilesizesunder1MB
ii.Usedifferentfileformatsforwhatsuitsyourneeds
1..jpg:bestforphotographs.Reducefilesizeby30%whensaving
2..png:bestfortransparentbackgrounds.Usepng8forsimplegraphics suchaslogos.
3..gif: best for illustration, vector and linear art. Reduce the number of colors.
3.Banners(heroimage)onthehomepage:
a.BannerBuilder
b. Use1280px-1920pxwide
ImageProtocolChecklist(continued)
Pleaseaccessthiswebsitefortrainingresources.
ImportantNotes:
Some components have auto-cropping features that can’t be controlled. It’s recommended to crop images before uploading them for web usage to control wheretheimagecrops.
Ifpatientsarevisibleintheimage,thenyoumustobtainareleaseformfromthem.
WebsiteUpdateProtocols
Bemindfulofthewebsite’sdesignwhenaddingnewcontent.Allaspectsacrossthe website should be cohesive including heading styles, content layout, and button colors.
AEMdoesnothavethemeanstohostvideos.Allvideoswillneedtobeuploadedto anexternalvideohostingplatformsuchasYoutubebeforebeingusedonAEM.
Renameimagefilestosomethingidentifiable.Thefilenameshouldn’thaveany spacesandfollowthenameformatimagename-websitename-ohnsStanford.filetype(Ex.inner-ear-illustration-stankovic-lab-ohns-stanford.jpg)
You should primarily use either a button or hyperlink relevant text if you want to linksomething.
Youcanalsohyperlinkanimage,butit'sdiscouragedtohavethatbetheonly placelinkedsinceclickinganimageisn’tveryintuitiveforusers.
Linkinganimageoverridesthefullmodalfunction.
Avoid pasting links without formatting since this can clutter the look of a website.
Content in panels will be rearranged by column when viewed on smaller devices startingwithallcontentintheleft-mostcolumn.Keepthisinmindwhenarranging contentinmultiplerows.
Avoidusingspecialcharacterssuchas“&”inwebpageURLsandfilenames.
To check how a page will look live without having it be publicly visible on the website, go into the page properties and make sure “Hide in Navigation and Breadcrumb”isselectedbeforepublishingthepage.
OHNSWebTeamRequests
1.ReadtheInstructionsCarefully
Before starting, take a moment to review any provided instructions at the top of the form. This will give you a clear understanding of what is required for each section.
2.ProvideClearandDetailedInformation
Make sure your request is clear and detailed. For example, if you're submitting a request to add new content, provide specifics such as the exact text, images, or linksyouwantincluded.
3.EnsureAllRequiredFieldsAreCompleted
Double-check that all mandatory fields (marked with an asterisk) are filled in. Missingfieldscandelaytheprocessingofyourrequest.
4.BeSpecificAboutYourRequestType
Specify whether your request is related to content updates, new pages, image requests, or technical adjustments. This helps the web team route your request efficiently.
5.ProvideSupportingMaterials
Attach any necessary documents or images (e.g., images for a new page, documentsforaresourceupdate).Followtheprovidedformatandsizeguidelines forattachments.
6.LinktoRelevantPages
Ifyourrequestinvolvesupdatingormodifyingspecificpages,includelinkstothose pages for easy reference. This helps the web team understand exactly where the changesshouldbemade.
7.IndicatePriorityorTimeline
If your request is time-sensitive, make sure to note your deadline or preferred timeline.Thiswillhelpthewebteamprioritizeyourrequestaccordingly.
8.Double-CheckforAccuracy
Beforesubmitting,reviewyourentriesforaccuracyandcompleteness.Ensuringall detailsarecorrectwillpreventdelays.
9.Follow-UpasNeeded
Ifyoudon’treceiveconfirmationorhavefurtherquestions,followupwiththeweb teamusingthecontactdetailsprovidedafterformsubmission.
�� Submityourrequesthere:OHNSWebTeamRequestForm
