StanfordOHNS MediaManual
Welcome!
StanfordOHNSMediaManualOverview
WelcometotheStanfordOtolaryngology Head&NeckSurgery(OHNS)Media Manual.Thisguideisdesignedtosupportfaculty,staff,trainees,and collaboratorsineffectivelycommunicatingthedepartment’swork,values,and impactacrossallmediaplatforms.Whetheryou'repreparingcontentforpublic outreach,managingpressrequests,orcontributingtodigitalorprint communications,thismanualprovidesclearguidelinestohelpensurethatour messagingisaccurate,professional,andalignedwiththeStanfordMedicine brand.
Inside,you'llfindbestpracticesforengagingwithmedia,visualidentity standards,socialmediause,contentapprovalprocesses,andmore.Ourgoalisto fosterconsistent,high-qualitycommunicationthatreflectstheexcellenceofour clinicalcare,research,andeducation andthatstrengthensthereputationof StanfordOHNSwithinthebroadercommunity.
CapturingContent
TellingthestoryofStanfordOHNSbeginswiththe thoughtfulcaptureofcontent.
Photos,videos,patientstories,facultyachievements,researchbreakthroughs,andbehind-thescenes moments all play a vital role in showcasing the excellence, innovation, and human impact of our department Content helps us educate the public, engage our community, highlightourleadershipinthefield,andinspirefuturepatients,students,andcollaborators.
However,asadepartmentwithinStanfordUniversityandStanfordMedicine,weareheldtothe higheststandardsofintegrity,privacy,andprofessionalisminallcommunications.Allcontent creation must adhere to Stanford’s policies on patient privacy (HIPAA), intellectual property, branding,andmediaengagement.Thisincludesobtainingproperconsentbeforecapturingor sharinganyimagesorstories,usingapprovedvisualassets,andfollowinguniversityguidelines forsocialmedia,pressinteractions,anddigitalcommunications.
Bycombiningcreativestorytellingwithpolicycompliance,wecanelevatethevoiceofStanford OHNSwhileprotectingthepeopleandprinciplesthatmakeourworkpossible.
UniversityGuidelinesforPhotographyandVideography
Stanford University enforces comprehensive policies regarding photography and videography to safeguard the privacy of its community and ensure that campus activities remain undisturbed. These policies apply to all Stanford-owned properties, includingthemaincampus,RedwoodCitycampus,andopenspaceslikeTheDishtrail.
GeneralFilmingandPhotographyPolicies
Private Property: Stanford's campuses are private property. Most filming and photographyactivitiesrequirepriorpermission.
ProhibitedActivities:Theuniversityprohibits: Commercialfilmingandphotography.
Useofdronesorunmannedflyingvehiclesbyvisitors.
Filming in student residences, dining halls, libraries, classrooms, and laboratorieswithoutpriorapproval.
Filming outside of standard business hours (Monday–Friday, 8 a.m.–5 p.m.) withoutspecialpermission.
Filming in iconic campus locations such as the Main Quadrangle, Memorial Church,andHooverTowerwithoutauthorization.
Personal Photography: Individuals may take personal photos on campus, providedthey:
Donotusetripods,lights,orotherequipment.
Useimagessolelyforpersonal,non-commercialpurposes.
Donotdisruptuniversityoperationsorinfringeonothers'privacy.
Wedding and Portrait Photography: Only Stanford affiliates (students, faculty, staff, postdocs, and alumni) may conduct wedding and portrait photography on campus,andsuchactivitiesmustnotdisruptuniversityfunctions.
Fordetailedguidelines,visittheFilm,Photography&VideoRequestspage.
EventPhotographyandVideography
Consent and Releases: Event organizers should obtain signed releases from speakersandsubjectsfeaturedinrecordingsorphotographs.Additionally,posting signage at event venues to inform attendees that the event will be recorded or photographedisrecommended.
UniversityGuidelinesforPhotographyandVideography (continued)
Stanford Video Services: Stanford Video offers professional services for events, including: Conferences. Lecturesandpaneldiscussions. Livewebcasts.
Singleandmulti-camerarecordings. Torequestservices,contactStanfordVideo.
Hiring External Vendors: When hiring external photographers or videographers, ensuretheyhaveappropriateliabilityinsurance.Alistofrecommendedvendorsis availableontheStanfordCommunicatorsResourceswebsite. Formoreinformation,refertothePhotographyandVideopage.
AdditionalResources
Filming FAQs: Answers to common questions about filming at Stanford can be foundontheFilmingandPhotographyFAQspage.
DronePolicy:Detailsabouttheuseofunmannedflyingvehiclesareoutlinedinthe PolicyonOperationofUnmannedFlyingVehicles.
Name Use Guidelines: Guidelines for using Stanford's name, trademarks, and imagesareavailableintheNameUseGuidelines.
EventPolicies:ComprehensiveeventplanningpoliciescanbefoundintheEvent PolicyGuide.
For more detailed guidance on photography and videography at Stanford University, youcancontactthefollowingofficesdependingonyourneeds: University Communications – for general policies, filming approvals, and media inquiries.
Email:universitycommunications@stanford.edu
Website:ucomm.stanford.edu
Office of Special Events & Protocol (OSEP) – for event-specific photography/videographyguidanceandplanningsupport.
Email:osep@stanford.edu
Website:osep.stanford.edu
StanfordVideo–forprofessionalfilmingorrecordingservices.
Email:stanfordvideo@stanford.edu
Website:stanfordvideo.stanford.edu
CapturingContentonYourPhone
1.CheckCameraSettingsBeforeYouShoot
Turn off Live Photos (iPhone): Live Photos can result in motion blur and unintended audio. Tap the "Live" icon (a set of concentriccircles)andmakesureit'soff SetPhotoQualitytoHighResolution:
iPhone: Go to Settings > Camera > Formats and select High Efficiency to preservequality.
Android: Go to Camera settings > Picture resolution and choose the highestavailableoption.
Enable Grid Lines: Helps with straight horizonsandbalancedframing.
iPhone:Settings>Camera>Grid
Android:Camerasettings>Gridlines
2.CleanYourLens
Use a soft, lint-free cloth to wipe the lens before shooting. Even slight smudges can causefoggyorblurryphotos
3.FocusandExposeProperly
Tap the screen where you want the camera tofocus usuallyaperson’sfaceoracentral object.
Adjust brightness manually (slide up or down after tapping) if your subject is too darkoroverexposed.
4.UseNaturalLightWheneverPossible
Shootfacingthelightsource(e.g.,windows) toavoidbacklightinganddarkfaces
Avoid harsh overhead lighting or mixedcolorlighting(e.g.,fluorescent+sunlight).
5.StabilizeYourShot
Usebothhandsandkeepyourelbowsclose toyourbody
Rest your phone against a stable surface if possible,oruseasmalltripodorpopsocket
6.ShootHorizontalandVertical
Horizontal (landscape) is better for group shots,videointerviews,andwebbanners. Vertical (portrait) is ideal for Instagram Stories,Reels,orTikToks
7.CaptureMultipleShots
Take a few versions of each photo (e.g., slightlydifferentangles,closer/farther). You can always delete extras, but you can’t recreatethemomentlater
8.AvoidZooming
Zooming digitally lowers image quality. Instead, get closer to your subject when possible.
9.UsetheRearCamera
Rear cameras are higher quality than frontfacing (selfie) cameras use them for importantcontent.
10.RecordVideoinHDor4K
iPhone:Settings>Camera>RecordVideo, choose 1080p HD at 30/60 fps or 4K for high-qualityclips.
Android: Check Camera Settings > Video resolutionandchooseFullHDor4K.
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. SEOandAccessibility:FollowbestpracticesforSearchEngineOptimization (SEO)toensurethewebsiterankswellinsearchresults.Allcontentshouldbe accessible, including alt text for images, proper use of headings, and adherencetoWCAG(WebContentAccessibilityGuidelines).
5.
UserExperience(UX):Prioritizeaseamless,intuitivenavigationexperience for visitors. Ensure that all pages are easy to access, well-organized, and responsiveacrossdevices(desktop,tablet,andmobile).
4. 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:
Evaluatethequalityoftheimage.a. Evaluateitssizeinpixels.
c.
b. Resizeandadjustthequalityifneeded:colorbalance(removetheyellowcast common on the iPhone photos due to auto settings), temperature (5000K shouldbefordaylight),exposure(donotuseover-orunder-exposedimages), cropforbettercomposition.
d.
Exportanimagewithagoaltoretainthequalityandachievetheminimumfile size,typically:
Jpg:30%orlessi.
Png:8or24ii.
Gif:reducethenumberofcolorswatchingforqualityiii.
Optimization:2.
Touch-Ups:Editphotostofixanylightingorcolors a.
Reduceanyyellow-nessonphotoswithcolorbalancingi. Adjustcolortemperature(5000kfordaylightlightinginAdobeLightroom)ii. Adjustcolorexposureforphotosthataretoobrightortoodim.iii.
Sizing (for websites): Reduce photo size to ensure larger images don’t significantlyslowpageloadtimes
b. Keepimagefilesizesunder1MBi. Usedifferentfileformatsforwhatsuitsyourneedsii. .jpg:bestforphotographs.Reducefilesizeby30%whensaving 1. .png:bestfortransparentbackgrounds.Usepng8forsimplegraphics suchaslogos. 2.
.gif: best for illustration, vector and linear art. Reduce the number of colors. 3.
Banners(heroimage)onthehomepage:3.
BannerBuildera. Use1280px-1920pxwide b.
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.
Rename image files to something identifiable. The file name shouldn’t have any spaces and follow the name format imagename-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.
Avoidusingsymbolssuchas“&”inwebpageurls.
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
SocialMediaProtocols
The Stanford OHNS Social Media Protocols ensure that all social media communications reflect the values, professionalism, and mission of the Department of Otolaryngology Head & Neck Surgery at Stanford University. Theseprotocolsguidecontentcreation,engagement,andcommunicationacross social platforms, prioritizing accuracy, clarity, and adherence to university guidelines.Keyelementsoftheprotocolsinclude:
1. Confidentiality and Privacy: Respect for patient privacy is paramount. Personal health information or identifiable patient details should never be sharedwithoutexplicitconsent.
3.
BrandConsistency:AllpostsmustalignwithStanfordOHNS'svisualidentity andtoneofvoice,maintainingaprofessional,informative,andapproachable style.
2. Content Approval: All content must be approved by the appropriate department leadership or communications team before posting on department accounts to ensure accuracy and alignment with department goals.
5.
4. CompliancewithStanfordPolicies:AdherencetotheStanfordSocialMedia Policyisrequiredtomaintaincompliancewithuniversity-widestandards.
6.
Engagement Guidelines: Responding to comments and direct messages should be professional and respectful. Any inappropriate comments or contentshouldbereportedandhandledaccordingtoStanford’ssocialmedia policies.
Promotion of Initiatives: Use social media to promote department initiatives, events, research, and achievements, with a focus on educational content,communityoutreach,andthoughtleadership.
By following these guidelines, Stanford OHNS aims to maintain a positive, informed presence across social media platforms while safeguarding the department’sreputationandpromotingitscorevalues.
StanfordMedicineBrandingGuidelines
1.OfficialColors
Stanford Medicine’s color palette ensures a consistent and professional appearance across all communications. For detailed guidance, please visit the official Stanford Medicinecolorguidelines.
Forthefullcolorpalette,visittheStanfordMedicineColorGuidelines.
StanfordMedicineBrandingGuidelines(continued)
2.OfficialFonts
Stanford Medicine employs specific typefaces to ensure clarity and consistency in all communications.Thefollowingfontsarerecommended:
SourceSansPro(Sans-serif)
-Recommendedfordigitalandprintmaterials.
-Availableweights:Light,Regular,Semibold,Bold,Black.
Crimson Text (Serif)
-Suitableforformaldocumentsandprintmaterials.
- Available styles: Regular, Italic, Semibold, Bold.
Forfontdownloadsandadditionalguidelines,visitStanfordMedicineFontsPage.
3.LogoUsageGuidelines
ProperuseoftheStanfordMedicinelogoisessentialtoupholdtheinstitution'sbrand integrity.Followtheseguidelines:
Do's:
- Use the full Stanford Medicine logo (shield and wordmark) only in authorized contexts.
-Ensureadequatespacingaroundthelogo.
-Usehigh-resolutionimagesforprintanddigitaluse.
Don'ts:
-Donotalter,squish,crop,oradd/removeelementsfromthelogo.
-Donotusetheshieldonitsown.
-Avoidusinglow-resolutionorpixelatedimages. Fordetailedlogoguidelines,visitStanfordMedicineLogoGuidelines.
OHNSMarketing/SocialMediaSubmissions
1.ClarifyYourRequestType
Besuretoselectthecorrectrequesttype:
Social Media Post: For creating new posts on platforms like Facebook, Instagram,orTwitter.
Marketing Material: If you’re submitting a request for marketing assets such asflyers,brochures,orposters.
Event Promotion: If you need to promote an event through social media or marketingmaterials.
2.ProvideDetailedInformation
Bespecificindescribingwhatyouneed:
Content Details: Clearly outline the text, links, hashtags, or any specific messagingforsocialmediaposts.
Imagery: Attach images or provide a description of what kind of visuals you need.
Platform: Specify the platforms where the content should be shared (e.g., Facebook,Twitter,Instagram).
TargetAudience:Brieflydescribetheaudienceyouaretargetingtohelptailor thecontent.
3.AttachSupportingFiles
Attach any relevant files such as images, logos, or documents that should be includedinthepostormaterial.Ensurefilesareappropriatelynamedandadhere tosizeguidelines.
4.ProvideaTimelineorDeadline
Ifyourrequestistime-sensitive,specifywhenyouneedthepostormaterialtogo live.Providingadeadlinewillhelptheteamprioritizeyoursubmissionaccordingly.
5.ConfirmApproval
Make sure to indicate if the content has already been reviewed or approved by necessarystakeholders.Ifit’sstillinreview,mentionthataswell.
6.ReviewBeforeSubmitting
Double-check all fields for accuracy and completeness before submitting your form.Thisensuresthatallrelevantinformationisprovidedandcanpreventdelays.
7.Follow-Up
If you need a status update or have further questions about your submission, followupwiththeappropriateteammemberasindicatedontheform.
QuarterlyNewsletterContentGuidelines
SubmitcontentthroughtheOHNSMarketing/SocialMediaSubmissionsForm. Pleasenote,distributionofnewsletterincludesexternalacademicinstitutions.
Forpapers
·Title:
·Laysummary:1-2sentences
·Relevantbackground:2-4sentences
·Findings:2-4sentences
·Implications:1-3sentences
·Scientific/MedicalPicture:simpleandcaptivating
·Expandedlayexplanation(optional):1-2paragraphs
Forgrants
·Title:
·Laysummary:1-2sentences
·Relevantbackground:2-4sentences
·Implications:1-2sentences
·Scientific/MedicalPicture:simpleandcaptivating
Forclinicalinitiatives/accomplishments
·Title(e.gAerodigestiveandAirwayReconstructionCenter):
·Laysummary:1-2sentences
·Relevantbackground:2-4sentences
·Implications:1-2sentences
·TeamPictureorconceptpicture:
·Expandedlayexplanation(optional):1-2paragraphs
Foreducationalinitiatives/accomplishments
·Title:
·Laysummary:1-2sentences
·Relevantbackground:2-4sentences
·Implications:1-2sentences
·TeamPictureorconceptpicture:
·Expandedlayexplanation(optional):1-2paragraphs
Forawards:
·Title:
·Laysummary:1-2sentences
Forevents:
·Title:
·Laysummary:1-2sentences
·Relevantbackground:2-4sentences
·Implications:1-2sentences
·TeamPictureorconceptpicture:
Forotherannouncements:
·Suggestedinputsection(eg:research):
·Title:
·Laysummary:1-2sentences
·Relevantbackground:1-2sentences
·Implications:1-2sentences
·Picture:simpleandcaptivating