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Virtual Museum of Canada (VMC) Community Memories Program Guidelines November 2014

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Page 1: Community Memories Program GuidelinesThis introductory text explains what the exhibit is about and introduces the storyline. This introductory text can be up to 200 words long. Pages

Virtual Museum of Canada (VMC)

Community Memories Program Guidelines November 2014

Page 2: Community Memories Program GuidelinesThis introductory text explains what the exhibit is about and introduces the storyline. This introductory text can be up to 200 words long. Pages

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Contents Community Memories Overview ........................................................................................... 3 Eligible Institutions ................................................................................................................ 4 Call for Proposals ................................................................................................................... 6 Proposal .................................................................................................................................. 7

Description of the Proposed Exhibit: ................................................................................. 7 Exhibit Production: ............................................................................................................. 7 Production Plan: ................................................................................................................. 8

Evaluation Criteria .................................................................................................................. 9 Mandatory criteria .............................................................................................................. 9 Evaluation criteria............................................................................................................... 9

Amount of Investment .......................................................................................................... 11 The Exhibit ........................................................................................................................... 12

Subject .............................................................................................................................. 12 Storyline ........................................................................................................................... 12 Pages ................................................................................................................................. 13

Translation ............................................................................................................................ 15 Requirements ........................................................................................................................ 16

Technical Requirements ................................................................................................... 16 Development Requirements ............................................................................................. 16 Copyright requirements .................................................................................................... 16 Presentation Requirements ............................................................................................... 16 Accessibility Requirements .............................................................................................. 17

Responsibilities ..................................................................................................................... 18 Museum ............................................................................................................................ 18 Canadian Museum of History (CMH) .............................................................................. 18

Timeline ................................................................................................................................ 19 Appendices ........................................................................................................................... 20

Appendix 1: Rates for Calculating Translation Costs ...................................................... 20 Appendix 2: Sample Schedule .......................................................................................... 22 Appendix 3: Sample Budget ............................................................................................. 26 Appendix 4: Image Formats ............................................................................................. 28 Appendix 5: Rights Forms ................................................................................................ 30 Appendix 6: Web Writing Guidelines and Search Engine Optimization ......................... 32 Appendix 7: Sample Contract........................................................................................... 37

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Community Memories Overview

Community Memories is an investment program that enables small community museums to develop online local history exhibits to share with all Canadians through the Virtual Museum of Canada (VMC).

The objectives of Community Memories are to:

• tell the stories of Canada’s communities and make them accessible to all Canadians;

• strengthen the capacity of Canada’s community museums to create digital content for use on the Web;

• increase the Web presence of Canada’s community museums; • stimulate community/museum partnerships in the development of

online local history exhibits; and • engage Canadians in sharing their personal heritage with others.

Community Memories is not a Grants and Contribution program. The Canadian Museum of History (CMH) enters into contracts with participating museums for the creation of Community Memories exhibits.

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Eligible Institutions

To be eligible for Community Memories investment funding, your museum must:

1. Be a not-for-profit organization. For the purposes of Community Memories, this is defined as follows:

• not-for-profit; • have a permanent physical establishment open to the public

(seasonal or year-round); • administered in the public interest for the primary purpose of

conserving and preserving, studying, interpreting, assembling and exhibiting objects and specimens of educational and cultural value. This includes artistic, scientific (whether animate or inanimate), historical and technological material;

• a museum, art gallery, art exhibit centre, botanical garden, zoological park, aquarium, planetarium, historical society museum, historical house, library, archives, preservation project or site, professional cultural association or group which meets the aforementioned requirements. 1

NOTE: The Canadian Museum of History (CMH) reserves the right to request proof of eligibility from applicants at any time during the proposal review process.

2. Be an institution with no more than five permanent full-time paid staff.

1 According to the ICOM Statutes, adopted during the 21st General Conference in Vienna, Austria, in 2007: ‘A museum is a non-profit, permanent institution in the service of society and its development, open to the public, which acquires, conserves, researches, communicates and exhibits the tangible and intangible heritage of humanity and its environment for the purposes of education, study and enjoyment.’

This definition is a reference in the international community.

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• Full-time is defined as 30 hours or more of work per week. Institutions that are entirely volunteer-run are also eligible. (For information on VMC investment for larger museums, please see the Virtual Exhibits Investment Program

Eligibility Restrictions

• Institutions may submit more than one proposal. The Virtual Exhibits Investment Program, however, does not invest in more than one production at a time from any institution.

• An institution already working on a VMC Investment Program production must launch its production before a subsequent proposal from the institution is eligible for consideration under other investment programs.

• Institutions that have received prior funding for VMC projects are eligible to submit a proposal if they have complied to the terms and conditions of previous agreements with the Canadian Heritage Information Network (CHIN), who was administering the program at the time.

NOTE: For the purposes of Community Memories, “community” is not defined geographically. Rather, a community is defined as being a group that shares a common history or interest and that may be situated in a specific location in Canada.

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Call for Proposals

Eligible institutions and organizations from the Canadian cultural community are hereby invited to submit proposals for the production of Community Memories exhibits for the Virtual Museum of Canada (VMC). All proposals must be submitted via email, as outlined in the Community Memories Program Proposal Form .

For the 2014 Call for Proposals, the Community Memories Investment Program is offering applicants two streams to consider when submitting a proposal:

1. New Project – applications may propose projects to create completely new online exhibits using the Community Memories tool;

2. Update a Project – applicants may propose to upgrade an existing Community Memories exhibit to meet the current standards of the Community Memories program, as outlined in these guidelines. These existing exhibits are those originally created using the previous Community Memories software provided by CHIN.

The deadline for receipt of proposals is 27 February 2015 at 5:00 p.m. Eastern Standard Time.

NOTE: The VMC will not invest in more than one production at a time from any institution. If your institution is currently working on a VMC product, including a Virtual Exhibition, please do not submit any proposal, as it will be ineligible for consideration until the current one has been launched.

The total investment available for this Call is up to two hundred thousand dollars ($200,000.00). VMC funding will not exceed $10,000 (excluding GST/HST) in any proposal.

For more information, contact the Canadian Museum of History at: [email protected]

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Proposal

All proposals must be submitted using the online proposal form, available on the Canadian Museum of History (CMH) website, by the deadline of February 27, 2015. Only proposals that meet the mandatory criteria will be considered for evaluation.

The application form must be complete, and will require that your proposal include the following elements.

Description of the Proposed Exhibit:

• A description of the subject of the exhibit. • A summary of the storyline of your exhibit. • A summary of the content that you intend to include in your exhibit,

including types of content (images, text, audio, community interviews, other media).

• Identification of the sources of the content you intend to use in your exhibit, and the content providers (for example, museum, associations, groups, schools, private collections, etc.).

Exhibit Production:

• A list of community partners involved in the development of your exhibit (for example, volunteers, schools, libraries, Legions, community organizations). The list must describe the degree of participation of each participant. NOTE: Partners are defined as those sharing risk and ownership in the product. Parties receiving payment for services are not partners and are considered participants.

• Letters of support from partners and participants who will be working on the development of the exhibit, explaining their role and their contribution to the project. They must be received by the date the call closes.

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Production Plan:

• A plan, including production schedule and budget, for the development of your exhibit. Please see Appendix 2: Sample Schedule, and Appendix 3: Sample Budget

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Evaluation Criteria

The Canadian Museum of History’s evaluation of proposals is based on a series of mandatory and evaluation criteria. A successful proposal must meet all the mandatory criteria to be considered for further evaluation. A proposal that meets all the mandatory criteria will then be assessed in terms of the evaluation criteria to determine whether it will receive funding.

It is important to note that, due to the Community Memories’ limited budget, not all eligible proposals will be approved for investment. Priority will be given to proposals that receive the highest scores.

Mandatory criteria

• The applicant is an eligible institution, as defined in the Community Memories Eligibility criteria;

• The application is certified as complete; • The application, including budget and production schedule must be

received by the deadline of February 27, 2015, 5:00 p.m. Eastern Standard Time.

Evaluation criteria

Subject. The proposal presents a clearly defined subject that explores a particular aspect of the community’s history or way of life.

Storyline. The proposal presents a single, clear and interesting storyline that connects all the content to be used in the exhibit.

Content. The proposal demonstrates that the exhibit will include a substantial amount of interesting content directly related to the exhibit’s subject and storyline, obtained from a variety of sources.

Community participation. The proposal demonstrates how your museum will work with individuals and groups within your community while creating your exhibit. Examples of such partners could include, but not limited to, volunteers,

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schools, libraries, Legions, seniors’ homes, heritage organizations, your local municipality and community organizations.

Exhibit planning. The proposal’s plan for the production of the exhibit demonstrates that your museum understands the work involved in creating your exhibit and is capable of carrying it out. The production plan must include a schedule and project budget.

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Amount of Investment

The standard investment for a Community Memories exhibit is $7,000 to $10,000 (maximum). This amount is sufficient to engage local communities in the exhibit development process and to cover any related production expenses, including translation into the other official language.

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The Exhibit

Subject

Community Memories exhibits should have a clearly defined subject/theme. Examples include, but are not limited to:

• A major industry of a particular community (for example salt mining in Malagash Nova Scotia, The First Rock Salt Mine in Canada );

• A major historical event (for example the 1913 Great Lakes’ storm, The Great Storm of 1913 )

• Traditional crafts or ways of life (for example the history of Tambour lace making in St. Mary’s, Ontario, Amazing Lace);

• The impact of a major world event (for example the experience of Japanese Canadians in internment camps during WWII, Aya's Story);

• An Exploration of our natural history (for example A Walk Through the Prairie Past - The History of the Living Prairie Museum);

• A Canadian contribution to science or industry (for example the Canadian aerospace industry, Bruce Aikenhead: A Canadian Space Pioneer);

• A biography of an important community member (for example an artist, Campbell Tinning - The Newfoundland Paintings).

Storyline

The exhibit must be structured around a single storyline. The storyline is an essential part of an exhibit. It is through the storyline that your museum tells your community’s story and leads viewers along a specific path through the exhibit.

The exhibit must introduce the story/theme of your project with the following introduction:

• An exhibit title (up to 10 words long).

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• An exhibit description. This introductory text explains what the exhibit is about and introduces the storyline. This introductory text can be up to 200 words long.

Pages

A Community Memories exhibit is similar to a book comprising many pages. Each page consists of an image, an audio clip or a video file, along with accompanying text. The exhibit must contain a minimum of 15 and a maximum of 20 pages.

Each page must have:

• A page name for each of the pages. This name can be up to 10 words long.

• Page text tells part of the overall story and explains how the page’s assets fit into it. This page text can be up to 200 words long. There will be between 15 and 20 such page texts, depending on how many pages the exhibit has.

• One main asset (an image, audio clip or video file) • May have up to 3 related assets. These support the main asset and

provide more detail about it. For example, in an exhibit about the contribution of coal mining to the development of a town, one page might be about what it was like to actually work in the mine. This page could have as its main asset a photograph of miners working at the coal face. This might be supported by related assets that include another photograph of miners descending into the mine on the elevator, a video of coal being removed from the mine on rail cars and an audio clip of a retired miner talking about what it was like to mine coal.

• An image caption for each of the assets (both main and related). The caption identifies the asset and its context and provides credit information. The caption can be up to 20 words long.

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• Alternative text (“alt text”) which conveys the same essential information as the image by describing what is in it. Alt text should not duplicate the image caption and is used to ensure accessibility for viewers with visual disabilities. Alt text can be up to 150 characters long.

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Translation

All Community Memories exhibits must be available in both official languages. While your museum may develop your exhibit in the official language of your choice, it is your responsibility to provide the translation.

Once the exhibit has been submitted to the CMH, we will verify the translation, and indicate whether it requires modifications and/or additional editing.

Your exhibit will not receive final acceptance by the CMH until both language versions are completed.

Please see Appendix 1: Rates for Calculating Translation Costs for information on translation costs.

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Requirements

Technical Requirements

Community Memories exhibits must meet certain technical requirements (see Appendix 4: Image Formats). Museums are responsible for conducting Quality Assurance verification on their exhibit to ensure it meets these requirements, based on feedback from CMH reviews.

Development Requirements

The CMH is currently developing a new tool to create Community Memories exhibits. Your museum will be required to use the Community Memories tool in the creation of your exhibit. If your project is accepted, access to the tool will be made available to your museum when the CMH receives your museum’s signed contract.

The tool will ensure a common look and feel for the Community Memories exhibits and will be robust and easy to use. Museums that wish to take a more individual approach to the creation of virtual exhibits may wish to consider the Virtual Exhibits Investment Program.

Copyright requirements

A Community Memories exhibit draws on objects (photographs, documents, videos, etc.) owned by individuals and groups, as well as materials owned by your museum. You must obtain the legal rights to include these materials in your exhibit. The CMH will supply sample rights clearance forms as a guide for community content providers (see Appendix 5: Rights Form).

Presentation Requirements

Community Memories exhibits are presented on the Virtual Museum of Canada (VMC). Visitors to the VMC can view exhibits individually and are also able to explore themes that are represented across multiple exhibits (for example, the experiences of farming communities across Canada). Because Community

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Memories uses predefined terms to classify images and documents, images are automatically searchable in both English and French.

Community Memories exhibits will be hosted on the CMH’s server. Museums will receive the complete URL of the exhibit in the VMC. A link to the exhibit in the VMC must be placed in a prominent location on your museum’s website, if you have one.

Accessibility Requirements

All content presented on the Virtual Museum of Canada (VMC), including Community Memories exhibits, must conform to Level AA Success Criteria of the Web Content Accessibility Guidelines (WCAG) 2.0. This is in order that it is accessible to all, regardless of visual, hearing or mobility challenges.

The exhibit you create using the Community Memories tool will automatically meet many of these requirements without any action on your part. However, you will need to enter some information about each image or audio or video clip. You must therefore provide:

• Closed captioning in both official languages for all audio/video material; • Alt text in both official languages for all images; and • Transcriptions in both official languages of all audio/video material.

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Responsibilities

Museum

Your museum is responsible for the following:

• Identifying and developing a storyline for your exhibit; • Choosing, creating, and optimizing all the images, videos and audio

content to be included in your exhibit; • Obtaining the legal rights to reproduce all exhibit materials; • Writing and editing all the text for your exhibit; • Translating and editing the text of your exhibit into the other official

language; • Performing the initial quality assurance (QA) on your exhibit, and any

follow-ups required by the CMH during its development and after its launch;

• Creating a YouTube account (if your exhibit contains any videos or audio recordings);

• Posting any videos and audio recordings and related closed captioning in both official languages for your exhibit on your YouTube account;

• Responding to any visitor feedback after your exhibit is launched on the Virtual Museum of Canada (VMC). The museum’s email address is used for feedback messages from visitors when an exhibit is completed.

Canadian Museum of History (CMH)

The CMH is responsible for the following:

• Providing access to the Community Memories tool and user guide; • Providing search engine optimization (SEO) and Web writing guidelines; • Providing sample rights clearance forms; • Conducting the final quality assurance (QA) on your exhibit; • Deploying and hosting your exhibit on our secured servers; • Maintaining the exhibit after launch.

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Timeline

An exhibit must be completed and submitted to the CMH within 9 months of the issuance of the contract by the CMH. The exhibit will then be reviewed by the CMH, and may need to be revised before it is launched.

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Appendices

Appendix 1: Rates for Calculating Translation Costs

Depending on the translator, fees may be established on an hourly or per-word basis. For the verification and editing of a translation, an hourly rate would be the standard. It should be noted that the speed and accuracy of translation is directly affected by the quality of writing in the original language. It may therefore be cost-effective to have the original version reviewed and edited by a professional editor prior to translation.

Similarly, a poor translation will require more time and effort in the verification and editing phase. All estimates, therefore, should be treated as approximations.

Hourly rates:

• While editing costs can vary between $40.00 and $75.00 per hour, an average of $65.00 is typical (estimated number of words per hour for verification: 500).

Per word:

• While translation costs can vary between $0.20 and $0.35 per word, an average of $0.30 is typical. (Please note that translation will be required for all text including the text incorporated into the interface, alt tags, audio and video transcripts, etc.)

When calculating the translation cost, keep in mind that with online content there are additional elements to translate, such as alt tags, audio and video transcripts.

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Item Words per item Minimum Items in Exhibit

Maximum Items in Exhibit

Minimum Total Words

Maximum Total Words

Exhibit title 10 1 1 10 10

Exhibit description 200 1 1 200 200

Page Page Name 10 15 20 150 200 (75 characters )

Page Text (storyline text associated with each main object)

200 15 20 3 000 4 000

Image Caption (for each object)

20 15 80 300 1 600

Alternative Text (for each object)

20 15 80 300 1 600 (125 characters)

Long description (for each complex image)

No limit No limit but not common

Video/Audio Transcription (avg. 150 words per minute)

150 0 10 0 1 500

TOTAL WORDS 3 960 9 110

Translation Cost (1 word @$0.30) $1,188 $2,733

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Appendix 2: Sample Schedule

Project Phase Start Date

Finish Date

Resource Description

Phase 1 - Initiation

Delivery of a final production schedule Institution

Delivery of a final production budget Institution

CMH Review and Approval (production schedule and budget)

5 work days CMH

Signing of contract

Following delivery and approval of a final production schedule and budget by the Project Authority;

Invoice: First payment of 40% Institution Presentation of an invoice following approval by the Project Authority of production schedule and budget and signing of contract

CMH First payment of 40% 30 days CMH

First payment of 40% of the approved budget (plus GST/HST if applicable) after signature of the contract, delivery of a final production schedule and budget (if required), presentation of an invoice and approval by the Project Authority;

Phase 2 - Preliminary Production (original language)

Community memory tool from CMH 2 work days CMH

Provide the Institution with access to the Community Memories tool to develop the Exhibit for the purposes of delivering the content to the CMH as required under this Agreement

Research Content

Text - Write

Text - Edit

Image - Acquisition

Video/Audio - Acquisition

Video/Audio - Production

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Video/Audio - Create a YouTube account

Video/Audio - Post onto You Tube site Post any videos and audio recordings for your exhibit on your YouTube account

Image, Video/Audio - Rights / Licences (Draft List)

Produce a preliminary list of all images and videos identifying information related to rights and licenses required (e.g. duration of rights acquired, cost of rights, date when rights need to be renewed, any limitations to the usage rights, or rights have been waved, etc..)

Project Phase Start Date

Finish Date

Resource Description

Text - Alternate Text

Provide and Input information required to meet Accessibility Requirements Provide information about each image or audio or video clip: • Closed captioning in for all audio/video material; • Alt text for all images; and • Transcriptions of all audio/video material.

Populate the Community Memory tool

Quality Assurance (QA) - initial Institution

(1st Deliverable) - Deliver to CMH

(9) Months after start date of the period of

work

Institution

Submission of the Exhibit (in original language) through the Community Memories tool as described in section 1, nine months after the start date of the period of work and approval by the Project Authority

Development Site - exhibit uploaded CMH

Development Site - confirm approval 10 work days Institution Approval of the (original language) Exhibit on the development site within two weeks following communication from the CMH.

(1st Deliverable) - CMH Review and Approval

20 work days CMH CMH content and technical review

Invoice: - Second payment of 40% CMH Presentation of invoice for Second payment of 40% of the approved budget (plus GST/HST if applicable) upon satisfactory completion of the First Deliverable and approval by the Project

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Authority

Payment: - Second CMH payment of 40%

30 days CMH

Payment of Second payment of 40% of the approved budget (plus GST/HST if applicable) upon satisfactory completion of the First Deliverable, approval by the Project Authority and presentation of Second Invoice

Phase 3 - Final Production (both official languages)

Exhibit Modifications: post-CMH Review Institution

Conduct Quality Assurance verification on exhibit to ensure it meets Technical Requirements (see Appendix 4: Image Formats), based on feedback from CMH reviews.

Image, Video/Audio - Rights / Licences (FINAL Acquisition)

Institution

Acquire all rights and/or licences for all content include images, videos, audio artwork, artist fees etc. document all costs, restrictions, durations in a rights and licencing list

Text - Translation Translator

Video/Audio - transcript Create transcript of video or audio content

Video/Audio - Translation Translator Translation of video or audio content (transcripts)

Video/Audio - Final Edit Integrate related closed captioning (in both official languages)

Video/Audio - Post onto You Tube account

Institution

Post any videos and audio recordings and related closed captioning (in both official languages) for your exhibit on your YouTube account

Project Phase Start Date

Finish Date

Resource Description

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Text - Alternate Text

Provide and Input information required to meet Accessibility Requirements Provide information about each image or audio or video clip: • Alt text (in both official languages) for all images; and • Transcriptions (in both official languages) of all audio/video material.

Populate the Community Memory tool Institution Populate the Community Memory tool (in both official languages)

Quality Assurance (QA) - Final Institution

(2nd Deliverable) - Deliver to CMH

(4) Months after

submission of the Exhibit

Institution

Submission of completed exhibit (in both official languages) to the CMH’s satisfaction following the Technical Quality Assurance done by the CMH, within four months after the submission of the Exhibit.

Development Site - exhibit uploaded CMH

Development Site - confirm approval 10 work days Institution

Approval of the (bilingual) Exhibit on the development site prior to public launch of the Exhibit on the Virtual Museum of Canada Website within two weeks following communication from the CMH.

(2nd Deliverable) - CMH Review and Approval

20 work days CMH CMH content and technical review

Exhibit Modifications: post-CMH Review Institution Make adjustments based on CMH feedback (if required)

(FINAL Deliverable) - to CMH Institution Resubmit with requested changes

(FINAL) -CMH Review and Approval CMH CMH content and technical review

Exhibit live on VMC website CMH

Invoice: - Final payment of 20% Institution

Final payment of 20% (plus GST/HST if applicable) after satisfactory completion of the Second Deliverable and approval by the Project Authority.

Payment: - Final CMH payment of 20% 30 days CMH

Final payment of 20% (plus GST/HST if applicable) after satisfactory completion of the Second Deliverable, presentation of an invoice and approval by the Project Authority.

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Appendix 3: Sample Budget

VMC Funding Request

(max $10,000)

Lead Institution

Partner Partner Other Total Cost for the

Production of the Exhibit

$ $ In-Kind $ In-Kind $ In-Kind $ In-Kind

Coordination Fees

Equipment and Software

Scanner

Camera

Other

Exhibit Production

Photography

Digitization

Text Writing

Video

Audio

Transcripts

Closed Captioning

Other

Alt Text

Translation

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Community Consultation

Refreshments

Room Rental

Other

Copyright Fees

Salaries

Staff

Student

Other

Exhibit Marketing

Bulletin Printing

Other

Other

Total Cost for the Production of the Exhibit for Each Participant

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Appendix 4: Image Formats

The available file formats for including images in Community Memories projects are:

• .PNG - Portable Network Graphics • .JPEG - Joint Photographic Experts Group • .GIF - Graphics Interchange Format

Portable Network Graphics (PNG)

PNG is uses lossless compression to offer image quality nearly indistinguishable from the original while delivering the smallest possible file size. PNG features alpha channel transparency options to set both fully-transparent and semi-transparent regions within an image. PNG is a good choice for images where quality and visible detail is most important.

For more information about PNG, refer to the PNG Group website: http://www.libpng.org/pub/png/

Joint Photographic Experts Group (JPEG)

JPEG is uses lossy compression offering flexibility in balancing file size and image quality. When a JPEG is created, its level of compression is set. The higher the compression of a JPEG image, the smaller the file size, but also the lower the level of visible detail. JPEG is a good choice where flexibility of file size and visible detail is desired.

For more information about JPEG, refer to the JPEG Group website: http://www.jpeg.org

Graphics Interchange Format (GIF)

GIF encapsulates single or multiple raster images in 256 colors. GIF support limited transparency, compression, and multiple-image pictures (animated GIFs). GIF transparency is not alpha channel transparency, and cannot support

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semi-transparent effects. GIF is a good choice when an image contains few colours and contains limited detail.

For more information about GIF, refer to its Wikipedia article: http://en.wikipedia.org/wiki/Graphics_Interchange_Format

Comparison of Image Formats

Image Format File Size Image Quality Transparency

Options

JPEG Variable small to medium

Poor-Excellent higher compression

reduces detail None

PNG Medium Excellent

lossless compression

Extended on/off for any colour

depth, plus alpha-channel for variable

0-100% transparency

GIF Small

Good when image

contains few colours and low detail

Limited on/off for 1-256

colours

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Appendix 5: Rights Forms

Sample Copyright Release Form for Organizations

I [name of copyright owner] hereby grant to [name of museum or community group] and to the Canadian Museum of History (CMH) a non-exclusive, world-wide license to reproduce, adapt, distribute in electronic or printed formats, communicate to the public by telecommunication, exhibit or translate the Works described below for the purpose of including them in a not-for-profit, publicly accessible Web site on the Internet, to be hosted by the CMH, and in related print and electronic promotional content, for an indeterminate period of time.

I [name of copyright owner], warrant and represent that to the best of my knowledge, the rights granted herein will not infringe the rights of any third party; and that I have the right to grant the license for the uses described above. I shall save harmless and indemnify [name of museum or community group] and the CMH of all claims, demands, suits, or actions taken in consequence of any alleged infringement of, copyright, moral right or privacy right in the Work.

[Describe works here]

Copyright Holder:

Signature of copyright holder:

Date:

Email:

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Sample Copyright Release Form for Individuals

The (name of museum or community group) and the Canadian Museum History (“CMH”) wish to thank you for your submission (the “Material”) to the Community Memories Initiatives. By submitting Material you agree to the following terms and conditions:

a) I grant to the (museum) and CMH a non-exclusive, worldwide, royalty-free, irrevocable license to reproduce, publish, display, modify, create derivative works of and otherwise use the Material in any manner or media at the sole discretion of the (museum) and the CMH.

b) I represent and warrant that I have all rights necessary to grant the aforementioned license and that the Material does not infringe or violate the rights of any third party, including but not limited to copyright, trademarks, privacy rights.

c) I agree to indemnify, defend and hold harmless the (museum) and the CMH from any liability, damages, losses, claims or demands made by any third party arising out of or in connection with the use of the Material.

d) I understand that the (museum) CMH shall have no obligation to make any use of the Material.

Name:

Signature:

Date:

Email:

Telephone:

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Appendix 6: Web Writing Guidelines and Search Engine Optimization

Writing for the Web

Writing for the web is different than writing for other media such as magazines or exhibitions. Web audiences are generally looking for: social interaction, quick information, or entertainment. People rarely read Web pages word by word; instead they scan the page picking out individual words and sentences.

1. Write relevant content Write only on the topic of your Community Memory Project. Avoid tangents or extraneous information (even if it’s very interesting.)

2. Write only one idea per paragraph Web pages need to be concise. Get to the point in the first sentence. Expand on the idea in the rest of the paragraph. If it’s interesting people will keep reading; if it’s not then new content is only a click away.

3. Write short sentences Sentences should be as concise as you can make them. Use only the words you need to get the essential message across.

4. Use action words Tell your readers what to do. Avoid the passive voice.

5. Include meaningful sub-headings Sub-headings make the text easier to scan. Your readers will move to the section of the document that is most useful for them; dividing content and providing visual cues make it easier for them to do this.

6. Use numbered or bulleted lists Make lists no more than 7 items long.

7. Integrate your links into your text Links are used by readers scan pages. They stand out from normal text and can indicate what the page is about.

8. Proofread your work Typos and spelling errors will drive people away from your pages.

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Storyboarding

A storyboard is a sequenced collection of illustrations or images that help pre-visualize the story being told by your Community Memories project. The initial storyboard may be as simple an outline made with Post-It notes. The final storyboard can be made using a series of presentation boards, a roll of Kraft paper or even slideshow presentation software like PowerPoint.

As the storyboard develops, all of the assets should find a place on the “boards”. Any images or video that do not seem to fit easily into the layout are probably extraneous or tangential.

Search Engine Optimization

Most people use search engines like Google, Yahoo, or Bing to help them find content on the Web. Search engine optimization (SEO) can increase the visibility of your website or web page. In general, the higher ranked a site is on a search engine’s results page, and more frequently a site appears in a results list, the more visitors will click on its link.

Optimizing a website may involve HTML coding to increase the site’s connection to specific keywords and to decrease barriers created by the indexing tendencies of search engines. Adding a Sitemap.xml file (search engine site map) and indexing keywords are good ways to help search engines find your website. However, the best way to optimize you website to ensure your site has good content.

Hyperlinks

Use Hyperlinks in your text to guide readers to further content (preferably within the site!) You should include the title of the attribute you are linking to (in square brackets) after the link.

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Links

You can increase your Community Memories Exhibition’s visibility by adding links to your institution’s homepage and or the homepages of any of your institutional partners. You can send the URLs, along with a brief description of the site, to your local Chamber of Commerce, tourist bureaus or any other community information hub.

Images

Images should have both captions and alternative text that clearly describe the image. Alternative descriptions are used to make your website more accessible and they also help define keywords.

Bulleted and Numbered Lists

Bulleted lists or numbered lists are goods ways to present information. Try to keep the list down to no more than 7 items.

Tables

Use the Table function when presenting tabular data only. Do not use tables for presenting text.

Title Tag

Identify the title tag of each page/section before the header:

Example: Title Element: Canadian Museums Day: Museum Professionals on the Hill

Page/URL names

The page name, which will be used in the URL, must be indicated before the Heading of each separate section which will be displayed on its own web page:

Example: URL/Page Name: journee_musees-museums_day

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Acronyms and Abbreviations

Make a list of all acronyms and abbreviations at the bottom of the web page. The format is “Acronym “Colon” Definition”.

For example: CMH: Canadian Museum of History or VMC: Virtual Museum of Canada

Community Memories Image Requirements

The available file formats for including images in Community Memories projects are: (see also Appendix 4):

• .PNG - Portable Network Graphics • .JPEG - Joint Photographic Experts Group • .GIF - Graphics Interchange Format

Main Image

The main image is like a visual ambassador to the exhibit. The highest possible resolution is required for this image. It is best if this image does not contain any text. The image chosen should be representative of the entirety of the exhibition and should be, whenever possible, attention-grabbing.

The following information, both in French and in English, must be provided for each of the digital images submitted. This information should be provided in a word processing document (like MS word) and in the following order:

• Image title or object name • File name • Institution the owns the image • Creator (Artist, if there is one) • Credit (Photographer, if they are known)

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• Date, or date range, of the object’s creation. If the date is unknown, it is recommended that at least an approximate period such as "20th Century" OR "1950-1970" be provided.

• Coverage: Place, time or era in which the object was made • Rights (Copy write information) • Expiration date (End date of the VMC contract. • URL of the web site • Alternative text- This text is used for accessibility reasons and is provided

for text readers. It should describe the image as accurately as possible. Some images may contain scanned text, most often newspaper articles. If the text is in any way hard to read, please provide a transcript and a translation of the text into the second language.

Other Requirements

Video files must include French and English captioning as well as a transcript or a summary of the contents to ensure access to persons with hearing impairments.

Audio: Each Audio Record or Associated Audio must include a transcription or summary to ensure access to persons with hearing impairments.

Feedback email address: The Feedback email address provided should be the institution's e-mail address and not someone's personal e-mail address, as staff may change. If your institution does not have an e-mail address, we recommend that you create one using one of the many available on-line services such as gmail, hotmail, etc.

IT IS IMPORTANT THAT THE VMC BE NOTIFIED IMMEDIATELY SHOULD THE FEEDBACK E-MAIL ADDRESS CHANGE AFTER THE EXHIBIT HAS BEEN LAUNCHED IN THE VMC.

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Appendix 7: Sample Contract

THIS AGREEMENT is made in triplicate on the ____ day of the month of ____ in the year two thousand and [INSERT year].

BETWEEN:

Canadian Museum of History 100 Laurier Street Gatineau, Quebec K1A 0M8

Hereinafter called the “Museum”

AND:

XXXXXXX XXXXX XXX XXXX

Hereinafter called the “Institution”

PROJECT:

IN CONSIDERATION for the sum of ONE DOLLAR ($1.00) paid by each of the parties to the other and of the covenants and promises herein made by the Institution to the Museum, and for other good and valuable consideration, the parties agree as follows:

1. The “Work” The Museum is responsible for managing the VMC portal and whereas the Institution has been commissioned by the Museum to produce a Community Memories exhibit which must meet the current standards of the Community Memories program, and will be hosted by the Museum.

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2. Contract Price 2.1. The Institution shall not arrange or incur any expenditure other than

those stipulated in the contract on behalf of the Museum without prior authorization by the Contracting Authority.

2.2. Payment for the work performed shall be made on the following basis:

2.2.1. Fee not to exceed $ AMOUNT inclusive of all expenses (excluding applicable taxes). All amounts are in Canadian funds

3. Payment Schedule

3.1. It is understood and agreed that in accordance with the General Conditions and subject to performance of the work to the entire satisfaction of the Project Authority and in consideration of the Community Memories exhibit to be delivered as defined in the Scope of Work in this Agreement, the Museum shall pay the Institution a fee in accordance with “Schedule B” (Contract Price and Terms of Payment).

3.2. The Museum reserves the right to cancel the final payment or a portion thereof, at its sole discretion, if the Community Memories exhibit, upon delivery and following no more than three quality assurance reviews by the Museum, does not meet all technical and content requirements established in this Agreement.

4. Term of Contract

4.1. The term of the Contract shall commence on xxxx and shall terminate on xxxxx. The Institution shall diligently complete the Work in accordance with the schedule set out in Schedule “C” of this Agreement.

4.2. This contract will continue to be in force during the period stated in section 3.1 or when the maximum contract amount is reached,

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whichever comes first.

4.3. This Agreement may be renewed by either party providing written notice to the other party six months prior to the expiration date of the term of this agreement, or may be renewed on a date which is mutually agreeable.

5. Project Authority The xxx shall be the Project Authority, whose powers and responsibilities are set out in the GTC.

6. Contracting Authority The Contracts Section, Financial and Administrative Services shall be the Contracting Authority, whose powers and responsibilities are set out in the GTC.

7. Schedules The parties agree that:

o Schedule “A” (the “GTC”), o Schedule “B” (“Contract Price and Terms of Payment”), o Schedule “C” (“Scope of Work – The Institution”) o Schedule “D” (“Scope of Work - the Museum”) o Schedule “E” (Community Memories exhibit description as

provided by the Institution in the approved proposal) form an integral part of this Agreement. In the event of discrepancies and inconsistencies or ambiguities arising between the provisions of the schedules and the main Agreement, the provisions contained in the schedules prevail over the provisions contained in the Agreement. In the event of discrepancies, and

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inconsistencies or ambiguities arising between Schedule “A” (containing the general terms and conditions and the other schedules), the other schedules shall prevail over the provisions of Schedule “A”.

8. Language of Agreement The parties have requested that this Agreement and all related documents be drawn up in the English language. Les parties ont demandé que le présent contrat ainsi que toute documentation connexe soient rédigés en anglais.

IN WITNESS WHEREOF, the parties have hereunto set their hands and seals on the date aforesaid.

Canadian Museum of History The Institution

Contracting Authority Institution

Date Date

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SCHEDULE “A” – GENERAL TERMS AND CONDITIONS (“GTC”)

1. Definitions 1.1. “Agreement” means the Contract to which these general terms and

conditions relate.

1.2. “Institution” means those persons who have been selected to perform the Work.

1.3. “Community Memories exhibit” means an online exhibit.

2. Taxes All amounts payable under this Agreement shall be exclusive of applicable provincial sales tax, goods and services tax and any other taxes applicable to the Work to be provided under this Agreement.

3. Language of this Agreement This Agreement will be drawn up in English or in French, depending on the language requested by all parties hereto.

4. Invoicing Notwithstanding the foregoing, no amount shall be payable by the Museum hereunder unless the Institution has submitted an invoice therefore pursuant to the payment schedule described in this Agreement. All invoices shall set out applicable taxes separately. In addition, the Institution’s appropriate tax registration numbers shall be clearly displayed on every invoice. All invoices must clearly show this Agreement number and be submitted in writing to the Museum at the following address:

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Canadian Museum of History Accounts Payable Gatineau, Quebec – K1A-0M8 All invoices shall set out applicable taxes separately. In addition, the Institution’s appropriate tax registration numbers shall be clearly displayed on every invoice. a) The Institution acknowledges that payment of invoices submitted to the

Museum shall be paid on the latter of the following two dates: i) within thirty (30) days following the date on which all of the Work has

been completed in accordance with the terms of the Agreement; or

ii) thirty (30) days following the date on which an invoice and substantiating documentation are received according to the terms of the Agreement.

If the Museum has any objection to the content of the invoice or the substantiating documentation, the Museum shall, within thirty (30) days of its receipt, notify the Institution of the nature of the objection. The Institution agrees to provide clarifications as soon as reasonably possible after receipt of the objection. The Institution acknowledges that the Museum may withhold payment until such time as the objection has been cleared to the satisfaction of the Museum.

5. Commencement and Performance of the Institution’s Work The Institution shall not commence Work until a written Agreement has been executed by both parties or unless the Contracting Authority provides the Institution with written authorization to proceed with the Work at an earlier time.

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The Institution agrees to carry out the Work promptly and efficiently in accordance with the terms and conditions of this Agreement and in accordance with the standards of quality acceptable to the industry.

6. Delays Time shall be of the essence of this Agreement. Notice in writing of any occurrence causing or likely to cause delay shall be given promptly to the Museum by the Institution. If by reason of force majeure or other cause beyond the reasonable control of the Institution, any of the Work has been or is likely to be delayed, the Museum may, at its sole discretion, extend the time for completing the Work so delayed.

7. Project Authority The Project Authority is responsible to certify that the work has been performed in accordance with the terms of the contract. The Project Authority is the representative of the department for whom the Work is being carried out under the Contract and is responsible for all matters concerning the Work under the Contract. The Project Authority has no authority to authorize changes to the scope of the work. Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority.

8. Contract Authority The Contracting Authority is responsible for the management of this Contract, and any changes to the Contract must be authorized in writing by the Contracting Authority. The Institution must not perform any work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than the Contracting Authority.

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9. Termination for Cause The Museum shall have the option to immediately terminate this Agreement if the Institution: (i) Transfers its rights under this Agreement to a third party without the

prior written approval of the Museum; or has made any representation or warranty that proves to be false or misleading;

(ii) Where the Institution violates or defaults in the performance of any undertaking or obligation under this Agreement.

(iii) Should the Museum choose to terminate the Agreement, the Museum shall, by notice in writing, clearly specify the nature of the violation or default complained of. If, within thirty (30) days following the date of such notice, the Institution has not rectified the violation or default to the reasonable satisfaction of the Museum or has not given the assurance of its intentions to respect the provisions of this Agreement to the reasonable satisfaction of the Museum, the Museum may unilaterally terminate this Agreement in full right and with no legal action or other formality, without prejudice to its rights to claim damages from the Institution. The Museum shall not unreasonably withhold satisfaction for rectification of default.

(iv) Where the Institution becomes bankrupt or insolvent, or a receiving order is made against the Institution, or an assignment is made for the benefit of creditors, or if an order is made or resolution passed for the winding up of the Institution, or if the Institution takes the benefit of any statute for the time being in force relating to bankrupt or insolvent debtors.

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10. Powers of the Museum The Museum is the agent of Her Majesty the Queen in the Right of Canada for all purposes of this Agreement. Nothing contained in or omitted from this Agreement shall restrict any right or power of Her Majesty the Queen or of the Museum existing under any Act of the Parliament of Canada or otherwise. Every right or power of the Museum under this Agreement or otherwise shall be cumulative and non-exclusive.

11. Indemnity against Claims The Institution shall at all times indemnify and hold harmless the Museum, and its directors, officers, employees and others for whom it may be responsible in law, from and against all losses, claims (including claims made by the Institution’s personnel under Worker’s Compensation or workplace insurance Legislation), demands, awards, judgments, actions and proceedings by whomsoever made, brought or prosecuted in respect of loss of, damage to or destruction of property (including loss or damage sustained by the Institution) or personal injury including death, and from and against any and all loss of, damage to or destruction of property, expenses and costs (including any consequential or economic loss, and legal fees and disbursements on a solicitor-client basis) suffered or incurred by the Museum arising out of or in any way connected with this Agreement, whether or not caused by the Institution’s negligence, except to the extent to which such loss or damage has arisen solely out of the Museum’s negligence. The Institution shall also indemnify and hold harmless the Museum with regard to any action or claim for infringement or alleged infringement by the Institution of any patent of invention, industrial design or trademark, including infringement arising out of specifications furnished by the Museum.

12. Representations and Warranties by the Institution Prior to the public launch of the Community Memories exhibit (as detailed

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in Schedule C “Scope of Work” of this Agreement) on the Internet, it has all necessary rights to use, reproduce, adapt, translate, publish, exhibit, perform and communicate to the public by telecommunication the Community Memories exhibit and any underlying works contained in the Community Memories exhibit; It has the rights to use, reproduce, adapt, translate, publish, exhibit, perform and communicate to the public by telecommunication the works licensed herein as provided for in Schedule C of this Agreement for the purposes of promoting the Community Memories exhibit and the VMC; It has the full right, power, legal capacity and authority to grant all the rights, licenses and privileges granted in this Agreement; It has full right, power, legal capacity and authority to enter into this Agreement and to carry out all of its terms and conditions and the signatory is a duly authorized representative with full powers to sign this Agreement on its behalf; It will meet all deadlines specified in the Agreement; It will moderate any content uploaded to the Community Memories exhibit by third parties for the purpose of ensuring that the content does not violate any privacy, publicity or intellectual property laws.

13. Bribery and Conflict of Interest The Institution represents and warrants that: a) no bribe, gift or other inducement has been paid, given, promised or

offered to any person for, or with a view to the obtaining of this Agreement by the Institution; and

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b) the Institution has not employed any person to solicit or secure this Agreement for a commission, percentage, brokerage or contingent fee; and

c) the Institution has no pecuniary interest in the business of any third party that would affect its objectivity in carrying out the Work.

14. Notices Where in this Agreement any notice, request, direction or other communication is required to be given or made by either party, it shall, except as otherwise provided, be in writing and is effective if delivered in person, sent by registered mail, or by electronic means addressed to the party for whom it is intended at the address hereinafter set out and any notice, request, direction or other communication shall be deemed to have been received if delivered by person, on the day it was delivered; if by registered mail, when the postal receipt is acknowledged by the other party; and if by electronic means, on transmission. The address of either party may be changed by notice in the manner set out in this provision. To the Institution: As determined in the Agreement. To the Museum: To the Project Authority for work-related issues and as determined in the Agreement. To the Contracting Authority for all other related issues and as determined in the Agreement.

15. Severability If any section, paragraph, word or other portion of this Agreement shall be held illegal, invalid or unenforceable, then the illegal, invalid or unenforceable portion shall be stricken and not form part of any such Agreement. The invalidity of any provisions hereof shall not affect any

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remaining provisions.

16. Intellectual Property In exchange for the consideration paid by the Museum to the Institution, the Institution hereby grants to the Museum a worldwide, non-exclusive, royalty-free license for the duration of the term of this agreement and any subsequent renewals thereof to: a) Reproduce, adapt, translate, publish, exhibit, perform and communicate

to the public by telecommunication the Community Memories exhibit on the Internet as part of the VMC and related products;

b) To sublicense to third parties chosen by the Museum, and at the Museum’s sole discretion, the rights granted to the Museum by the Institution for the purpose of promoting and expanding the availability of the Community Memories exhibit and the VMC, so long as the reproduction is linked to the Museum or VMC websites;

c) To sublicense to third parties’ social media websites (including but not limited to, YouTube and Flickr) as chosen by the Museum and at the Museum’s sole discretion, the rights granted to it for the purpose of promoting and expanding the availability of the Community Memories exhibit and the VMC, so long as the reproduction is linked to the Museum or VMC sites;

d) Reproduce, adapt, translate, publish, exhibit, perform and communicate to the public by telecommunication or otherwise use the works specified in Schedule C for purposes of promoting the Community Memories exhibit and the VMC.

For the duration of the term of this Agreement, and any subsequent renewals thereof, the Museum hereby grants to the Institution a world-wide, royalty-free nonexclusive license to:

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a) Use, reproduce, make available and communicate to the public by telecommunication, the VMC trade-mark as part of the Community Memories exhibit of this Agreement. The Museum retains all rights and interest in the VMC name, logo and trade-mark;

b) The Institution may, with the prior consent of the Museum, not to be unreasonably withheld, grant a third party the right to host the Community Memories exhibit on its own website, and provided that the Community Memories exhibit is maintained intact with all of the Museum’s logos, trademarks and accreditation statements and so long as a link is created by the third party from their site back to the VMC website.

Nothing in this Agreement shall be construed as implying the transfer of ownership of intellectual property from either Party to this agreement to the other Party. Nor shall this Agreement be construed as authorizing the transfer of ownership of intellectual property to any third party. Both the Museum and the Institution expressly reserve and retain any intellectual property rights that are not granted by this Agreement. For the sole purpose of complying with the archival and retention of government documents provisions as required by federal and provincial legislation that includes, but is not limited to the Library and Archives of Canada Act, SC 2004, c.11, the Institution hereby grants the Museum the right to reproduce, translate and adapt the Institution's data for a time and period as prescribed by law.

17. Members of the House of Commons No members of the House of Commons shall be admitted to any share or part of this Agreement or to any benefit to arise therefrom.

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18. Official Languages The Museum is under the obligation to respect the spirit and the letter of the Official Languages Act R.S.1985, C.31 (4th Suppl.). It is therefore imperative that the Institution when representing the Crown ensures that verbal communications are in the preferred official language of the participants. Written communications will be in the language(s) of the participants and must be submitted to the Project Authority before they are issued. If participants are required to communicate by telephone with the Institution or his/her representatives, the Institution must ensure that such communication is available in the chosen language of the participant.

19. Amendments No change or modification of this Agreement shall be valid unless it be in writing and signed by each party.

20. Entire Agreement This Agreement and all attached schedules constitute the entire Agreement between the parties to this Agreement pertaining to the subject matter hereof and supercede all prior and contemporaneous agreements, undertstandings, negotiations and discussions, whether oral or written, of the parties and there are no warranties, representations or other agreements between the parties in connection with the subject matter of this Agreement except as specifically set forth herein.

21. Governing Law Unless otherwise specified, this Agreement shall be governed by and construed in accordance with the law of the place where the Work is being conducted.

22. Counterparts This Agreement may be executed in any number of counterparts and all

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these counterparts shall for all purposes constitute one agreement, binding on the parties, notwithstanding that all parties are not signatory to the same counterpart.

23. Execution of Document A facsimile executed copy of the Agreement shall be binding on the parties provided that the parties agree to execute an original copy of the said Agreement within a reasonable time after production of the facsimiled copy.

24. Gender and Number In this Agreement, unless the context otherwise requires, words importing the singular include the plural and vice versa and words importing gender include all genders.

25. Green Procurement The Institution should make every effort to ensure that all documents prepared or delivered under this contract are printed double-sided on Ecologo certified recycled paper or on paper with equivalent post-consumer recycled content, to the extent it is procurable.

26. Security Requirements No security requirements are associated with this project.

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SCHEDULE “B” – CONTRACT PRICE AND TERMS OF PAYMENT

Fees must not exceed $10,000 (plus GST/HST if applicable).

A first payment of 40% of the approved budget (plus GST/HST, if applicable) upon signature of the contract, delivery and approval by the Project Authority of a final production schedule and budget (if required), and submission of an invoice;

Second payment of 40% of the approved budget (plus GST/HST, if applicable) upon satisfactory completion, and approval by the Project Authority of the First Deliverable and submission of the second invoice. The First Deliverables consists of:

• Submission of the exhibit (in the official language of your choice) through the Community Memories tool as described in Schedule “C” - Scope of Work - Institution, nine months after the start date of the period of work and approval by the Project Authority.

Final payment of 20% (plus GST/HST, if applicable) after satisfactory completion, and approval by the Project Authority of the Second Deliverable and submission of the final invoice. The Second Deliverable consists of:

• Completion of the bilingual exhibit to the Museum’s satisfaction following the Technical Quality Assurance done by the Museum, within four months following submission of the Exhibit.

• Approval of the Exhibit on the Museum’s Development Site within two weeks following communication from the Museum.

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SCHEDULE “C” SCOPE OF WORK – THE INSTITUTION

The Institution agrees to perform the work as follows:

• create a Community Memories exhibit (hereinafter called "Exhibit") entitled "Production Title" as described in Appendix B, for public exhibition on the Virtual Museum of Canada website;

• provide the tools and environment for community engagement in the creation of the Exhibit;

• ensure that the recommended hardware and software as specified on the Museum Web site are provided for Exhibit development;

• use the software provided by the Museum, as per this Agreement, to create the Exhibit;

• ensure that the product's core content and functionality are available to the greatest number of visitors by entering in the Community Memories Software the necessary information about images, audio and video records. The product must conform to Level A and Level AA Success Criteria of the Web Content Accessibility Guidelines (WCAG) 2;

• provide the Museum with a minimum 250 (maximum 400) word summary of the Exhibit in an electronic format in both official languages. The Museum reserves the right to edit the summary text for inclusion on the Virtual Museum of Canada;

• review the contents and the revised exhibit summary that will be made available for viewing on the Museum’s development Website;

• translate the Community Memories exhibit into the other official language;

• confirm approval of the Exhibit on the development site prior to public launch of the Exhibit on the Virtual Museum of Canada Website;

• respond in a timely manner to visitor inquiries about the Exhibit, with a copy to the Museum;

• obtain all intellectual property clearances on any content included in the Exhibit;

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• in the event that the Institution wishes to distribute copies of the Exhibit, the Institution will reproduce onto CD format the Exhibit and distribute them to users directly, for fee or without charge;

• conduct Quality Assurance verification on the Exhibit; • add a link to their exhibit in the Virtual Museum of Canada in a

predominant location of its Website; and • permit the Museum to select up to five digital images from the Exhibit

(including the main image), that may be used by the Museum to promote the Exhibit and/or the Virtual Museum of Canada.

• identify and develop a storyline for your exhibit • choose, create, and optimize all the images, videos and audio content to

be included in your exhibit • obtain the legal rights to reproduce all exhibit materials • write and edit all the text for your exhibit • translate and edit the text of your exhibit into the other official language • perform the initial quality assurance (QA) on the exhibit, and any follow-

ups required by the Museum during its development and after its launch • create a YouTube account (if the exhibit contains any videos or audio

recordings) and post any videos and audio recordings and related closed captioning in both official languages for the exhibit on the YouTube account

• respond to any visitor feedback after the exhibit is launched on the Virtual Museum of Canada (VMC). The Institution’s email address is used for feedback messages from visitors when an exhibit is completed.

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Virtual Museum of Canada - Community Memories Guidelines 55

SCHEDULE “D” SCOPE OF WORK – the Museum

The Museum agrees to:

• maintain the VMC website and search facilities to assist the public to locate VMC content;

• provide the Institution with access to the Community Memories tool to develop the Exhibit for the purposes of delivering the content to the Museum as required under this Agreement;

• convert the Exhibit into a standard format for inclusion on the Virtual Museum of Canada website. Upon request from the Institution, the Museum shall provide a copy of the edited Exhibit to the Institution;

• provide support to the Institution relating to the use of the software. Support is contingent upon the Institution's use of hardware configurations recommended by the Museum for this initiative;

• provide a User Guide to the Institution; • perform a content and technical review of the Exhibit and contact the

Institution within four months of the receipt of the product. Make available the Exhibit on the Virtual Museum of Canada’s Website development site for the Institution’s approval prior to public launch; and

• host the exhibit on the Virtual Museum of Canada Web site. • provide access to the Community Memories tool and user guide • provide search engine optimization (SEO) and Web writing guidelines • provide sample rights clearance forms • conduct the final quality assurance (QA) on your exhibit • deploy and host the exhibit on our secured servers • maintain the exhibit after launch

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SCHEDULE “E” - COMMUNITY MEMORIES EXHIBIT DESCRIPTION AS PROVIDED BY THE INSTITUTION IN THE APPROVED PROPOSAL

Virtual Museum of Canada (VMC) Community Memories Investment Program

Description of the Community Memories Exhibit