Here you will find a copy of the tctv2 Procedures. These are rules set up at the Coordinator level to ensure smooth and equitable access to equipment and air time. We wanted the rules to be play fair, be nice and have fun, but we found that we needed to elaborate some. So here they are.

Please feel free to comment on these rules. Especially if you are a tctv2 producer, we want to know what works and what doesn’t work for you from tv box reviews.

APPENDIX E
Operating Procedures for Traverse 
Community Television (tctv2)


 

General Information

What is tctv2? 									
tctv2 is a Public Forum for discussion 
of community issues and personal expression.  
It is governed by the Cherry Capital Cable
 Council (4C’s), and operated by contract between the 
4C’s and the Traverse Area District Library.  

How Does tctv2 operate?								
tctv2 operations, facilities and channel 
space are governed by policies 
developed by community volunteers 
who serve on the 4C’s Advisory 
Subcommittee (Subcommittee) and approved 
by the Cherry Capital Cable Council.  
The day-to-day and ongoing activities of 
tctv2 are carried out by a professional 
staff under the direction of a Coordinator.  
The Coordinator reports to the manager and 
Board of Trustees of the Traverse Area 
District Library.  tctv2 operates under 
Procedures developed by the tctv2 staff 
and approved by the Subcommittee.  The Procedures 
guide tctv2 staff decisions to ensure that 
equipment and resources are fairly 
available to the widest number of people 
who want to use the resource. 
  
Who Can Use tctv2?								
The resources of tctv2 are available to any qualified
 (as defined by the Public Access Policy) person. 
							
Producer Responsibilities

First Use									
Programs produced with tctv2 equipment must
have their first-time showing on a tctv2 channel.

Commercial Gain								
You may not use tctv2 equipment or facilities 
for profit or personal gain.  The equipment and 
facilities are available for the express 
purpose of producing programming for tctv2.  

Address Correction								
Periodically, tctv2 must get in touch with 
producers in case of questions 
about programs or updates on procedure 
issues or other matters.  
tctv2 must have correct address and 
phone information for producers.  
Producers must inform tctv2 of any 
address or phone number changes.

Conduct									
tctv2 producers are responsible for their 
own conduct, as well as the 
conduct of any guests that come into 
the studio in connection with their production.

The Producer is responsible for any damage 
caused to the tctv2 studio 
and/or equipment by the Producer or his/her 
agents, employees, guests, 
or invitees, and shall pay for the repair or 
replacement of any of any damages 
to the tctv2 studio or equipment.  This liability 
is independent of any liability 
of the group or organization that the certified 
producer may be representing.

tctv2 reserves the right to refuse the use of 
Public Access facilities and 
equipment to any person appearing under 
the influence of alcohol, drugs, 
or otherwise not under full control of his/her senses.

Paperwork									
Producers must have a Producer Compliance 
Form on file with tctv2 
before using any equipment or airtime.  
A producer submitting a program 
for playback on the channel must also 
submit an Airtime Request 
Form (Appendix B) for each program. 

Misrepresentation During Production						
tctv2 producers are responsible for any 
misrepresentation 
arising from their production activity.  
Misrepresentation by 
any individual or group as being under 
the employ of tctv2 will 
be considered a major violation of 
the policies.
									
Program Content

Program Content								
Producers are responsible for the total 
program content of programs 
they submit for playback on tctv2.  
This includes obtaining all approvals, 
licenses, clearances, etc. for programs.

Responsibility for Program Content						
Producers are responsible for any 
misrepresentation, loss, liability, 
or damage arising from their programs.  
tctv2, TADL, the 4C’s, Charter Cable, 
their directors, officers, and staff shall be 
held harmless against any claims 
arising from a producer’s program.

Programs May Not:								
Contain any advertising material designed to 
promote the sale of commercial 
products or services, or material which 
identifies any product, service or 
trademark or brand name in a manner which 
is not reasonably related to the 
non-commercial use of such a product, 
service, trademark, or brand name 
of the product.  Programs may not use 
the name of a business as the name 
of the program.
1.	Contain direct solicitation or appeal 
	for funds or other things 
	of value for any and all purposes
	(except in the case of tctv2).
2.	Contain tctv2’s phone number
	without prior approval of tctv2.
3.	Contain obscene, pornographic,
	indecent, libelous, or 
	slanderous material.
4.	Cablecast a lottery, or any advertisement 
	of or information concerning a lottery.
5.	Contain any content which 
	would subject the producer 
	to prosecution under any applicable 
	local, state, or federal law 
	for the production or presentation 
	of obscene material, libel, 
	slander, invasion of privacy, 
	or copyright or trademark infringement.  
	Neither tctv2 nor TADL will attempt 
	to make any determination 
	as to the constitutional legality 
	of any content submitted for telecast.

Viewer Discretion Warning			
Producers are expected to alert tctv2 staff to 
programming that may 
be inappropriate for younger 
viewers, or offensive for adult viewers.  
Excessively violent material, offensive 
language, or sexually provocative 
content should have a warning disclaimer 
at the beginning.  Producers 
should request that playback of their 
program be restricted to after 
10 P.M. to preserve a "safe haven" for 
viewing by all audience members.  

Local Sponsor Notice								
Programs submitted for cablecast, 
whether made with tctv2 
equipment or not, will contain a tag 
at the end stating the name 
of the local producer, and the city or 
township of the producer's 
residence or place of business.

Bicycled Tape Intro/Outro
Each bicycled tape submitted for 
playback on tctv2 will contain 
a unique opening intro and a unique 
closing outro by the 
presenting producer (the producer 
who signs the airtime 
request form).  

Program Scheduling and Cablecasting

Scheduling for Playback								
Producers request playback times 
for their programs by submitting 
a properly filled out  (both sides) 
Airtime Request Form.  Producers 
may request their preferred time for 
playback on a first-come first-served 
basis, as determined by the date and 
time the AIRTIME REQUEST FORM 
is received by a tctv2 staff person.  
Every attempt will be made to playback 
the program at the requested time, 
but this is not guaranteed.  If no specific 
time slot is requested, tctv2 will schedule 
playback times at tctv2's discretion.  
Playback times may be scheduled no 
less than two weeks nor more than two 
months in advance, except in the case 
of some programs considered timely, 
and only with the Coordinator’s approval.

Except in the case of “live” programs 
and other programs deemed timely 
(at the Coordinator’s discretion) 
programs must be presented at the time 
that the airtime request is made. 

Locally produced programming will have 
priority over bicycled programming.  
Bicycled programming and filler programming 
will be not be scheduled until all 
local programs have been scheduled.

tctv2 Tag									
Every program submitted for cablecasting 
on tctv2 must be tagged with a 
proper end tag.  

Time Slots									
Playback is normally scheduled for 
either 30 minute or 60 minute or 90 minute 
or 120 minute time slots. A program 
does not have to fill the time slot exactly, 
but it cannot exceed the time slot.   

Labeling									
Video tapes, DVD's or electronic files 
submitted for playback must 
be clearly labeled with the Title of the 
program, Name and Phone Number 
of Producer, exact program length, 
and in-cue time.  If the editing program 
provides one, a slate and a countdown 
should be used.

Number of Submissions								
tctv2 will schedule no more than one (1) 
series program and/or one (1) individual 
program for any individual producer in 
any 7 day period.

Series Programming								
tctv2 Producers may request SERIES 
status for their locally produced 
programs with a 
common theme, format and length.  
This will lock in a time slot for the 
current time period: either 
January 1 to June 30, or July 1 to 
December 31.  Producers must submit 
a completed 
SERIES PROGRAM AGREEMENT to qualify.  
To request series status, a producer must submit 
at least three (3) completed programs with 
the SERIES PROGRAM AGREEMENT.  Additional 
shows in the series must be presented in a
timely manner, but in no case less than two (2) days
 prior to the scheduled playback time.  This allows 
time for processing and "dumping" the program. 
 If a producer fails to submit a new program in the 
agreed-upon time, an old program may be replayed.  
If a producer fails to submit a new program 
three (3) times, the series agreement will be terminated.  
If a series is terminated for reasons of the 
producer's inability to supply programming, the producer 
shall be ineligible for series status for the 
next 6 months.  Series status will be reviewed at the end of 
each period.  Producers wishing to continue 
their series must submit a new series agreement each period.  
Maintaining a consistent time slot is not 
guaranteed.  tctv2 may use a lottery or other 
non-discriminatory method of assigning 
series time slots if necessary.  

Preemption									
tctv2 reserves the right to pre-empt any regularly 
schedule program in order to better 
serve the public interest, as determined 
by the Coordinator.  One example of what 
might better serve the public interest is the
transmission of disaster or emergency information 
or instructions.  
Pre-empting a scheduled program for another 
first-run taped program does not better 
serve the public interest.  
Pre-empting a regularly scheduled program 
for a live program that covers a one time special event 
may, but it will not automatically.  

Training and Certification

Procedure for  Signup								
tctv2 offers training workshops several times 
each year to all qualified persons on a first-come 
first-served basis.  The number of participants 
is limited so that all participants get lots of hands-on 
experience with the equipment; therefore, 
interested people should sign up early.  
There is no refund 
for missed sessions or dropping 
out of the sessions.

Basic Training									
The tctv2 workshops consist of an orientation 
to introduce trainees to the concepts 
and rules of public access television, plus 
sessions explaining how to use the equipment 
without damaging it.  Persons wishing to 
become producers must complete the 
basic workshop or satisfactorily demonstrate 
knowledge of the equipment and its 
proper use to the studio coordinator.

 Advanced Training 							
From time to time special workshops may 
be offered to enhance the producer’s knowledge and 
skill of some aspect of video production or 
post-production.  These courses will be offered on 
a first-come first-served basis to all 
certified producers. 

Training as a Group								
Special sessions for qualified Groups interested 
in certain aspects of video production 
(i.e. studio production only, or field production 
only) are available.  The purpose of group 
training is to accommodate those organizations 
interested only in a specific type of show.  
Specifics as to pricing and topics can be 
arranged with tctv2 staff.

Refresher Courses							
Producers are encouraged to attend refresher 
courses.  There are two ways to review material 
and get a brush-up session.  In addition to 
special refresher courses with a specific topic,
which are offered from time to time at the 
studio, certified Producers are welcome to sit in 
on specific sessions of the ongoing workshops 
to review information.  There is no 
additional charge if Producers have already 
paid for the courses.  More information is 
available from tctv2 staff.

Equipment Usage

Equipment Use for tctv2 Programming Only					
It is not the intent of tctv2 to compete with 
any commercial production or duplication 
business, or any other commercial business.  
Therefore, tctv2 equipment, studio facilities, 
airtime and other resources are to be used 
only for the purpose of producing programming 
for tctv2.  Any other use is expressly prohibited.
 
Purpose of Equipment Usage Procedures						
The equipment usage procedures are designed 
to encourage the heaviest possible 
usage consistent with the fair and equitable 
accessibility to equipment by all Producers and 
consistent with proper care of the equipment. 
Remember that tctv2 equipment and facilities 
can be used only to produce programs for 
tctv2, and all tctv2 equipment and facilities can 
be used only to move programming 
toward playback on tctv2.  Some procedures 
are designed to encourage local use 
and discussion of local issues.

General Procedures for Checkout						
Equipment may be checked out on a walk-in 
basis, if it is available, or equipment 
can be reserved up to (but not more than) two 
months in advance.  Procedures 
for checking out equipment are:
1.	Refer to scheduling computer 
	or ask a staff person.  
2.	Present your equipment request, 
	either written or verbal, to a 
	tctv2 staff person.  Reservations 
	are not official, nor recorded, 
	until a tctv2 staff person enters 
	it into the computer.  You may 
	request a printout or an email 
	of your reservation for confirmation.
3.	Be sure to keep your appointments. 
	Your reservation means that 
	equipment is not available for 
	other producers—if you are not 
	going to use your equipment, 
	be sure to call us as soon as you 
	know so that we may make the 
	equipment available to others. 

Procedures for Field Equipment 
Check out and Check in				
Plan to spend about 20 minutes 
checking equipment out and another 
20 minutes checking 
equipment in.  tctv2 staff people will 
check out all equipment by entering 
its number into the 
computer, and check in the 
equipment in the same way.  
This is to ensure accuracy.  
Producers may request a 
printout of the transactions for 
confirmation.

Videotape, Disks, and Hard Disk Space						
Producers will be provided with 
sufficient storage resources for 
their raw footage and program needs.  
The videotape remains the 
property of tctv2 and must be 
turned in upon completion of the production.  
The number of videotapes provided 
to any one producer will be limited, so if the 
producer wishes to keep archival 
footage, it is the producer's 
responsibility to buy 
suitable videotape or disk stock.  
Videotapes will be recycled 
after completion or 
cancellation of the 
producer's project.

Portable Equipment								
Portable equipment (equipment 
approved for off-site use) is available to 
qualified Producers on a first-come 
first-served basis and may be reserved 
in advance.  The check-out time period 
for cameras, lighting, and sound 
equipment is in 24 hour increments.  
The checkout time period may consist 
of a maximum of three consecutive 24 
hour periods.  After the maximum 
checkout period, the equipment must 
be returned to tctv2.  There will be 
no handoffs of equipment.  Checkout 
time period for the portable editing 
equipment is in 1week increments.  
The checkout period for portable 
editing equipment may be extended 
if no other producer has reserved it.  
At the end of the checkout period, 
the equipment must be returned to tctv2.  
There will be no handoffs with the 
portable editing equipment.

Editing Bays and Equipment							
Off-line editing equipment shall be 
available on a first-come first-served 
basis and may be reserved in advance.  
Editing sessions are available in 
up to 4 hour increments, or at the 
discretion of tctv2 staff people to encourage 
the most efficient possible usage.  
To encourage uses such as the logging of 
raw footage, there shall be no
 limit to the number of sessions 
available.  Editing
time may be given to walk-ins 
if the producer is more than 5 
minutes late for a reserved 
session.  

Equipment Knowledge								
All tctv2 producers must be 
trained and certified on the 
equipment they are 
using.  All tctv2 producers 
take full responsibility for 
any loss or damage
to the equipment they 
have checked out or are using.

Studio Usage									
The producer who reserves 
the studio for a production, whether 
live or to tape, is responsible 
for finding certified crew 
people to work in the 
various crew positions.  

Changes to Procedures
								
tctv2  reserves the right 
to make changes to Procedures 
at any time.  Please 
notify staff if you encounter 
any lack of clarity in this document.