Here?s a step-by-step overview of the information that needs to be entered into the?Diamond?forms in?Silvermouse, for programmes in which?contributor?contracts/release forms are governed by UK law and for contributors who are engaged directly by the production company or broadcaster (this will be the norm for most programmes):
- At the start of production, enter a list of programme contributors into Silvermouse.
Remember, contributors means everyone who is involved in the programme, including crew, production staff and on-screen talent. Information for each contributor is entered into one of the following two forms: the?Contributors Form?and the?Diversity Actual Form.
- For all individual contributors (whether on-screen or off-screen) for whom you?re collecting rights information, enter their name and email address into the Contributors Form. This will typically be the case for most on-screen contributors, including Vox Pops who have been provided with a release form or contract, and some off-screen contributors, such as writers or composers.
Note that this also applies to BBC programmes, even though the BBC does not currently use Silvermouse to record rights information.
For current Silvermouse users, this does not represent a significant change to the existing functionality: it is the same as the process for adding contributor details used for ?Programme As Completed? paperwork. However, for reasons explained in the steps below, users should enter contributors at an earlier stage than they might have done in the past.
- Contributors who have been entered into the Contributors Form automatically populate the Diversity Actual Form. Enter any remaining on-screen or off-screen contributors for whom rights information is not collected directly into the Diversity Actual Form.
This may include most of your production staff and ? for some broadcasters (not the BBC) ? potentially some on-screen roles such as walk-ons.
Note that there are particular exceptions for contributors who are engaged by third-party companies or as a group, see next heading below.
- Silvermouse will use the information in the Diversity Actual Form to automatically send each contributor an email prompting them to record their individual?diversity data?by giving access to their?Diversity Self-declaration Form (DSF).
- Each contributor first verifies their email address by clicking on a link in the email from Silvermouse. Once this is verified they are sent a second email with a link to the DSF, on which they can enter their personal diversity data. Their data is held securely within the system and no names will be included in any reports produced by Diamond.
- Any contributors who have multiple roles, such as a writer-director, should be entered separately on the system (on the Contributors Form or Diversity Actual Form) for each role. The contributor will only be asked to complete one DSF, so long as the same name and email address is entered for each role.
- The Diversity Actual Form will monitor the completion of Diversity Self-declaration Forms, and you can use it to see whether contributors have completed their own DSF. It allows you to check that they have received an email and whether they have responded to it. You can also reactivate the links after they have expired, by sending out new emails to contributors, if needed.
- Production staff should where necessary reassure contributors that their diversity data will be encrypted and held securely and no names will be included in any reports produced by Diamond. If they do not want to declare their diversity characteristics they should still complete their form, but select the option not to disclose their details.
- You can edit the Contributors Form and Diversity Actual Form as required if you add contributors during production. New contributors will be automatically emailed a Diversity Self-declaration Form when they are added. Contributors who are not in the final edit can be removed from the Contributors Form, and their information will then be automatically removed from the Diversity Actual and Diversity Perceived Forms.
- Towards the end of production you may need to remind contributors to complete their forms. The Diversity Actual Form makes it easy to track who has completed and to reactivate links to restart the email address validation process.
- Once the final edit of the programme has been produced you are ready to complete the?Diversity Perceived Form. This form is automatically created by Silvermouse from the information in the Contributors Form, providing a row for each on-screen contributor, indicating their character name (if applicable) and role type. View the programme and enter the?Perceived diversity characteristics?of the characters or contributors on-screen (see section 5 for details of how to record these characteristics).
There are various ways in which contributors may be informed about Diamond (e.g. within their contracts or release forms, through awareness emails or notifications to live audiences ? see section 6). If you are aware that a contributor has not been informed about Diamond, then you do not need to collect Perceived data for that contributor.
You can manually add rows to the Perceived Form for any contributors whose Perceived data needs to be recorded but who were not added to the Contributors Form (because rights information is not being collected), and for instances when an actor plays multiple roles. No other details (such as the contributor?s own name) are included on the form.
- Once you have added the Perceived diversity characteristics for all relevant on-screen contributors, you are ready to submit the Diversity Perceived Form.
- Diversity Self-declaration Forms will be submitted by contributors over the course of the production, in response to emails and reminders sent from Silvermouse. As such, collecting DSFs is an ongoing process (unlike the Diversity Perceived Form, which is completed at the end of production). The Diversity Actual Form should be submitted with the rest of your ?Programme as Completed? paperwork for broadcaster approval.
- After you have submitted the Forms, if you need to make any changes, please contact the broadcaster and ask them to reject the Form. If you are not familiar with this process, please refer to the Silvermouse Diamond User Guide for further information.
- Production companies are required to complete the Contributors, Actual and Perceived Forms. They are also expected to monitor, via the Actual Form, who has completed their DSFs and to reactivate the links where needed, which triggers new emails to contributors. Actual Forms will not be rejected on the basis that contributors have not completed their DSFs. Each broadcaster will have their own approval criteria for Diamond forms, which may include spot-checks of the Perceived Forms to check the integrity of the data: please refer to them for further details.
In addition to the above process for individual Contributors, for groups (including bands, pop groups, orchestras, choirs, dance groups, school or sporting teams, etc.), the name of the group should be entered onto the Contributors Form for rights purposes in the?Other On-Screen (scripted)?or?Other On-Screen (non-scripted)?role type. An email address should not be entered. A line will automatically be created on the Diversity Perceived Form; you should answer ?Don?t know? for all diversity characteristics. For individual members of groups, if you have their names and email addresses, you should separately add these names and email addresses into the Contributors Form, as per the step-by-step guide above.
At the end of a production, just as with other production paperwork, the Diamond forms should be submitted to broadcasters in accordance with agreed delivery schedules; production companies should speak to the commissioning broadcaster for more details.