Photo Roles & Responsibilities
Resourcing/Project Planning
| Task | Responsibility |
|---|---|
| New photo requests – Friday Creative Services Planning Meeting | Andy attends meeting; discusses new project request with Janice at weekly Photo meeting |
| New photo requests – question from AE, should this go to direct booking or stay in-house? | Should be funneled through Friday meeting; answer will be noted on Resourcing tab |
| Project Intake Meetings with clients | Janice |
| Photographer assignments, including rate negotiation | Janice |
| Photo shoot scheduling | Janice, with help from Account Management |
| Photo shoot creative oversight | Janice |
| Plan, track, and manage photography portion of larger project schedule | Andy |
| Project Kickoff Meetings | Janice, with Andy as backup when needed |
| Concept/strategy/photo direction meetings | Janice and Andy |
| Photo shoot timelines | Janice |
| Trello cards – Marketing shoots (alumni magazines, website redesigns, etc.) | Janice |
| Trello cards – Photojournalist shoots | Cyd/Jackie create their own Trello cards for their assignments |
| Trello cards – Photo specific projects, not related to a project | Andy |
| Trello cards associated with freelance photo editor | Andy |
| Location scouting/access approvals | Janice to scout, AE to help with access when needed |
| Oversee freelance editor (including assignments and support) | Janice; but once onboarded all project questions route to freelancer |
| Office of the President photo shoots | Andy, will schedule and estimate |
Billing
| Task | Responsibility |
|---|---|
| PCard purchases | Andy |
| Freelancer onboarding, setting up POs, invoice tracking, Ariba problem solving, including queries from photographers related to payments | Lisa Gray |
| Entering freelance invoices into CS Billing for client to bill back | Andy |
| External Affairs client billing (BU Today, Bostonia, The Brink, PR/Social) | Andy |
| Monthly billing upload | Andy |
| Quarterly confirmations | Andy |
| Cumulus billing errors; reconciling rejected ISRs | Andy |
| Project estimates | Janice |
| Drafting Statements of Work | Andy, with estimate provided by Janice |
| Set up Photo-only projects in internal systems, bill for Photo-only projects | Andy |
| Approving time sheets and travel reimbursements for Cyd/Jackie/Cherryl | Janice |
| Any billing related question from AEs | Andy |
Photo Specific
| Task | Responsibility |
|---|---|
| Copyright/usage/waiver questions – if any external entities ask any question related to these, entity needs to contact photographer directly | Andy |
| CMCT operations | Andy |
| Permissions questions | Janice |
| Monitor buphotos@bu.edu email accounts including forwarding shoot requests to Lisa Bernier Moulton for AE assignment, handling other image requests, sending to PR for approval, etc. | Andy |
| Operations student oversight | Andy |
| Photojournalist student oversight | Cyd |
| Ordering equipment as needed | Janice to recommend; Andy to purchase |
| Award submissions | Janice to recommend submission list; individual photographers to write their own submissions; Andy to help stay on schedule |
| Providing tear sheets to photographers | Student worker |
| Photo editing | Janice |
| Curated regular newsletter of current photography | Janice |
| Planning updated stock and seasonal needs | Janice |
| Admin/office support | Andy |
| Photographer portfolio reviews (people interested in becoming freelancers); new photographer research | Janice |
| Orienting new staff to BU Photo | Andy |
Image Management
| Task | Responsibility |
|---|---|
| Low res image intake from freelancers -creating Trello card assignments if needed -watermarking images -delivering and notifying designer |
Andy |
| Hi res image requests -following up with ACD Photo for additional selects -sending selects list to photographer with deadline for images |
Andy |
| Processing and delivering high res images requested for marketing projects (magazines/websites/etc.) | Andy |
| Processing and delivering images from events and other shoots -process and deliver images from freelance photographers -deliver images from staff photographers |
Andy |
| Image requests: external requests to feature photos in other publications (PR has to weigh in) | Andy |
| Image requests: subjects that Cyd/Jackie shot | Cyd |
| Archive image requests | Andy, with student support |
| Image management -moving files from Photo Production to Photo Archive server -backup shoots to external hard drive -server cleanup |
Andy |
| Manage film archive | Andy |
| Photo research for individual projects (including BU Today, Bostonia, and The Brink) | Andy |
| Photo credit checks | Andy |
Systems Management
| Task | Responsibility |
|---|---|
| CS Billing troubleshooting | Andy |
| Cumulus troubleshooting/setting up new users | Andy |
| ActiveCollab troubleshooting/setting up new users | Andy |
| Time tracking reporting for Creative Services | Andy |
Out of Office Coverage
| Task | Responsibility |
|---|---|
| Janice | Andy |
| Andy | Trish (Janice for time-sensitive image requests; Trish will pass on when needed) |