Guidelines and Policies
Duke believes web content needs to be accessible to people with a wide range of abilities, including visual, auditory, physical, speech, cognitive, language, learning, and neurological abilities.
Everyone is encouraged to keep web accessibility in mind to maximize every user's web experience.
Duke Health Enterprise authorization to use and/or disclose protected health information for Duke communications, media relations and educational purposes.
Forms
Policies
- Duke Health Use and/or Disclosure of PHI for Communications, Media Relations & Educational Purposes (Photo, Video, Audio of Patients) v.2 (policytech.com)
- Duke Health Third Party Video Policy v.1 (policytech.com)
- Duke Health Patient Photography, Video, and Audio Recording Policy v.4 (policytech.com)
For questions about completing or submitting these forms, please contact:
Sarah Avery, Director of Duke Health News Office
sarah.avery@duke.edu • (919) 660-1306
These guidelines cover the basics of how to visually communicate the Duke University School of Medicine brand accurately. Logos, colors, graphics and fonts are available for download.
Branding & Identity
Guidelines for Contracting with Creative Services Vendors
Use these guidelines when contracting with a vendor for creative services such as writing, photography, videography, web development, graphic design, etc. They are provided in partnership with Duke’s Procurement Office, and are intended to protect your unit and the creative assets obtained through your vendor.
Creative Vendor Guidelines Slides
Filenames and Metadata Guidelines for Photographers
Photographers hired by Duke School of Medicine are required to follow these guidelines for filenames and metadata.
Contacts:
Eamon Queeney, Assistant Director, Multimedia & Creative
Ann Davis, Strategic Communications Project Manager
School of Medicine Death Notice Policy
Death of Former Faculty or Current Staff
- Departments should draft and distribute to their respective faculty and staff notifications of deaths of former faculty members or current staff members.
Death of Current Faculty or Institutional Leader
- If the person is a current faculty member or an institutional leader (such as a chair or high- ranking administrative leader – either past or present) then the Dean’s Office/Office of Strategic Communications will draft and distribute the notification to all School of Medicine faculty and staff.
- In such a case, the Dean’s Office/Office of Strategic Communications traditionally does not publish the announcement on a public-facing website or share on social media, but rather sends the announcement internally via email. Relevant departments or units may choose to publish the announcement on their respective websites.
Duke Today Announcements and Lowering of University Flags – Death of Current Faculty or Former Faculty Only
- The Dean’s Office/Office of Strategic Communications/Department Communicator will alert Duke University Communications (Geoffrey Mock) so an announcement or online obituary is published on Duke Today.
- Geoffrey Mock also helps facilitate the lowering of University flags in coordination with posting the announcement.
09.06.2022
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The Duke Health social media policy provides guidance to Duke Health Workforce Members (Health System, School of Medicine, School of Nursing, and faculty, providers, staff, trainees, and students) regarding the appropriate use of Duke Health-sponsored websites and social media channels (professional and personal use) and other online activity when users represent themselves as a Duke Health Workforce Member or through other means as may be associated with Duke Health.
- Duke Health Social Media Policy
- Duke Health Social Media Policy Slide Presentation
Duke University School of Medicine follows the AP Stylebook, with some exceptions.
Visit Style Guide
This guide outlines considerations for ethical imagery based on process, diversity, setting and context. it was developed by the Content subcommittee of the Diversity Action Alliance
This information is intended for Duke employees seeking to create a YouTube channel for their unit to be connected to the main Duke channel.
Resources
Downloadable templates for posters, brochures, electronic letterhead, etc. Also the link to Universal Printing for SoM branded business cards and letterhead.
Get Templates
A list of communications resources and contacts across Duke University.
The Duke University School of Medicine Communicators Network consists of communications specialists from departments, centers, institutes, programs and essential units within the School of Medicine and specific individuals from Duke University. The primary purpose of the Network is to enhance communication between the School, the Units and the University.
The SoM communicators Network meets every other month. Parties interested in joining the network or presenting to the network should contact Andrea Martin, Assistant Dean for Digital and Brand Communications for the School of Medicine.
The Duke.is URL shortener now allows users to customize the slub (last part of the URL) to make it more meaningful/memorable. It's available to Duke personnel with a NetID.
School of Medicine events are listed on the School of Medicine page on the Duke Events Calendar. Tag the School of Medicine as a cosponsor of your event in the Duke Calendar and it will automatically appear on the calendar list as well as on the SoM Web site Calendar. The Duke Events link will be distributed every other week in the Highlights newsletter.
- SoM Digital Display Panels:
To post your event on the Trent Semans Center and/or MSRB 3 digital display panel, please subit your slide to the Digital Display Screens webform. Feel free to use one of these downloadable templates. The file name should be "date of the event (use periods not slashes), underscore, name of the event." Example: 01.01.19_my.event
- Duke Event Calendar:
The Events Calendar is Duke's dynamic and comprehensive listing of campus events including lectures, conferences, performing arts, exhibitions, cultural activities, etc. which are held on campus and/or sponsored by departments, units, and groups. Users can search by date, topic, type, or group, and can download event details to most personal calendar clients. If you select School Of Medicine as a co-sponsor of your event, your event will automatically flow to the School of Medicine Calendar. Event Calendar
- DukeFlyer - Posting on digital displays across Duke University campus
Anyone with a NetID can submit flyers to digital signage displays across campus. Users can easily monitor when and where their flyers are displayed. Post to Duke Flyer
A selection of icons in the SoM color pallet, created for use on websites and in other media.
Resources for Inclusive Communications were created by the Professional Development subcommittee of the Duke Diversity Action Alliance.
As part of Duke Health's enterprise licensing agreement, Copilot in Bing is available for free to all faculty, staff, and students who log in via their Duke account.
Powered by OpenAI's GPT-4, this AI chatbot provides up-to-date information and detailed, human-like responses to user queries. It assists with a variety of creative tasks, including generating images from text.
A School of Medicine Digital Asset Management System (MediaBeacon), is available for all School of Medicine faculty and staff to easily search and download recently taken, high-quality, vetted imagery to use in a variety of ways (presentations, website, social media, publications, etc.). To request access to MediaBeacon, email SOM-Communications@duke.edu and include your name and netID.
- Filenames and Metadata Guidelines for Photographers
Photographers hired by Duke School of Medicine are required to follow these guidelines for filenames and metadata.
- Guidelines for Contracting with Photographers
Use these guidelines when contracting with a vendor for creative services such as writing, photography, videography, web development, graphic design, etc. They are provided in partnership with Duke’s Procurement Office, and are intended to protect your unit and the creative assets obtained through your vendor.
- Duke Photo/Video Style Guides
- Imagery - Duke Brand Guide
- Photography - Duke Communicators Toolkit
- Duke Drone Policy - policy for using drones on Duke Campus
- Clinical Faculty headshots
Mike Garrison, DUHS Marketing videographer/photographer- DukeHealth.org profile videos and headshot photos, for all Duke Health doctors and practitioners who see patients in the outpatient setting.
- Free DukeHealth.org headshots for Duke Health doctors/APPs who’re inpatient, but have clinical profiles on DH.org. Anesthesiologists, hospitalists, and the like.
- Research and non-clinical faculty will need to participate in University or SOM photo days for headshots.
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Photo Release form - Open areas on campus are considered public space and a photo releases is not required. However, for portraits and photos of specific people, please use the University Photo Release Form
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Duke Health Enterprise authorization to use and/or disclose protected health information for Duke communications, media relations and educational purposes. Please scroll up to Authorization to Use and/or Disclose Protected Health Information (HIPAA Form) in Guidelines and Policies.
Closed Captioning Videos
Duke University Video Resources
- General Filming Guidance
- Tips for filming on the smartphone
- Policies and procedures for filming on campus
- Duke Drone Policy
- B-roll to add scenic campus shots and views on Webdam
LinkedIn Learning
Video Intro/Outro
Videographers
- Contact Andrea Martin for the latest information regarding vendor restrictions at Duke Health during the COVID-19 pandemic.
Warpwire for Video Recording and Editing
- Duke provides secure (NetID-based) video and audio publishing through Warpwire. With Warpwire, anyone with a valid Duke NetID can easily upload and publish video, audio, and image files and share them with Duke and non-Duke users— anywhere, anytime, on just about any modern device. Warpwire also supports the creation of RSS feeds for files it hosts that can be published to places like Apple Podcasts, Stitcher, Google Play, and TuneIn.
YouTube
- Units with only a few videos, are welcome to have them posted on the SoM YouTube Channel.
- Units who wish to have their own YouTube channel should follow the University YouTube Channel Policy
Options for School of Medicine units that need a website
- School of Medicine Website Development
- Drupal Documentation Website - instructions, video, resources for building and editing a Drupal federation website
The Zoom AI Companion is now available for all Duke and DKU students, faculty and staff who use Zoom. The generative-AI digital assistant, delivers powerful, real-time capabilities to help improve productivity and effective collaboration.
The feature can be turned on manually during a meeting, or configured to always be active in your Zoom settings - https://duke.zoom.us/profile/setting.
The Zoom AI Companion uses machine learning, or “AI,” to produce summaries of Zoom meetings after they have ended, including participant action items, and next steps. The AI Companion also enhances Zoom recordings on playback with highlights and smart chapters.
Security features allow the host to control who is able to receive meeting summaries. There may be a delay before meeting summaries are available.
Be assured that your data in Duke’s Zoom client is secure in accordance with Zoom’s agreement with Duke, which prohibits use of meeting content to train their AI models.
Important: Content produced by the Zoom AI Companion should ALWAYS be reviewed for accuracy. Zoom used for telehealth video visits will not be included in this upgrade.
What do I need to do?
The feature will automatically be enabled within the Duke client, but not automatically turned on for individual meetings. If you would like to use it, click the Zoom AI Companion button.
Guidelines for Using AI Assistants
As we begin to leverage AI-enabled technologies within Zoom, it is critical to adhere to the compliance and privacy regulations that govern all employees. While Zoom AI features are designed to enhance productivity, they must not be used in conjunction with any Protected Health Information (PHI) or for making clinical diagnostic or therapeutic decisions.
Note that although meeting summaries are not used to train Zoom’s AI Companion models, the summaries produced are short-lived (30 days), full transcriptions. These transcriptions could be subject to legal discovery during their short lifespan. As with meeting recordings, we urge careful consideration of which meetings and events are appropriate for recording and/or generating meeting summaries via Zoom AI Companion.
Users must carefully review, verify, and take responsibility for any work generated with the assistance of Zoom's AI, as it relies on Generative AI, which may produce inaccurate or misleading information. Learn more about Duke’s Guidelines for Using AI Assistants - https://oit.duke.edu/services-tools/guidelines-using-ai-assistants.