AMERICAN DANCE THERAPY ASSOCIATION PUBLIC RELATIONS COMMITTEE PROCEDURAL GUIDELINES

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Public Relations Committee Procedural Guidelines, September 2017 Page 1 of 36

AMERICAN DANCE THERAPY ASSOCIATION PUBLIC RELATIONS COMMITTEE

PROCEDURAL GUIDELINES

I. STATEMENT OF PURPOSE: The Public Relations Committee functions to inform and promote the science and art of dance/movement therapy to the general public and the

health/medical community, and to foster membership engagement. Promotions include, but are not limited to the following:

A. Internet-supported functions, including but not limited to the Website, Website Blog, the Forum, Facebook, LinkedIn, Twitter, Pinterest, Instagram and YouTube

B. Press Releases

C. Advertisements / Marketing and advertisements D. Written brochures and other print material E. Displays

F. Videos

G. Presentations to lay audiences H. Podcasts

II. POLICY AND PROCEDURE REVIEW:

These Policy and Procedures will be reviewed and updated by the Committee Chair at least once annually, or more often as needed.

III. COMMITTEE STRUCTURE:

A. Committee Chair/ Public Relations Chairperson (elected; limit of 2-terms at 2-years each)

1. New Media Manager (appointed; limit of 2-terms at 2-years each) a) Information Gathering Lead (optional)

(1) Team members

b) Sharing Team Lead (optional) (1) Team members

a) Twitter Team Lead (1) team members

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b) Pinterest Team Lead (1) team members c) Instagram Team Lead (1) team members d) Facebook Team Lead

(1) team members e) YouTube Team Lead

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f)2. Blog Team Lead / Editor-in-Chief (designated by PR Chairperson)

(1)a) Media Manager

(2)b) Assistant Editor(s) and/or a Blog Team Coordinator (optional) (a)(1) Writers

(2) Guest Wwriters Coordinator (optional) (a) Guest Writers

g) LinkedIn Team Lead (1) team members

3. Spokesperson (appointed; 2-year term, no limit)

IV. POLICY AND PROCEDURES

A. The Public Relations (PR) Committee is responsible for:

1. Overseeing and maintaining the ADTA Internet-supported functions, including but not limited to the Forum, the Website blog, Facebook, LinkedIn, Twitter, Pinterest, YouTube and Instagram. While respective committees are responsible for updating information on the ADTA website that is specific to their areas of responsibility, the PR Committee is responsible for monitoring and suggesting updates, and coordinating Internet-supported functions. The purpose of the PR Committee’s presence on the Forum, Facebook, Twitter, YouTube, LinkedIn, Pinterest, Instagram and Website blog is to increase visibility of the ADTA; improve brand awareness; educate the public and advocate for the profession by

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providing accurate and updated information about dance/movement therapy; elevate our position as experts on mind body interactions by curating research and mental health news. The Committee does this by maintaining and

monitoring the sites; identifying appropriate news to curate and disseminate; responding to the membership and the general public when contacted via these mediums; developing discussion on substantive issues; increasing accessibility to the ADTA leaders; and fostering interaction between members.

2. Participating in the ongoing revision of the ADTA website as an integral part of the ADTA Web Team which also includes the President, Operations Director and Administrative Assistant. The overall purposes of the ADTA Website are to provide information about the organization and the profession to the general public, and to serve as a resource to the membership. All information posted on the site should conform to these purposes.

3. Developing content and design of brochures and audio/visuals, including revamping of existing material.

4. Obtaining signed release forms from participants when they appear in

photographs, slides, videotapes, films and other visual media maintained by the Committee. Copies will be kept in the National Office.

5. Interfacing with media professionals for publication of ADTA sponsored material.

6. Identifying topics for clinical information sheets and collaborating with Research & Practice Sub-Committee in content development.

7. Determining with Operations Director the most promising conferences at which to exhibit ADTA marketing materials.

8. Providing marketing suggestions to the ADTA membership. 9. Assisting membership with communications on Social Media. 10. Creating original content for ADTA Social Media.

11. Disseminating curated and vetted content via Social Media.

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1. Approving advertisements, brochures, and audio/video presentations prior to submitting them for Executive Committee approval.

2. Facilitating PR Committee meetings and ensuring that the Committee fulfills its responsibilities.

3. Determining dates, locations, and agendas of Committee meetings, and informing Committee members in advance.

4. Maintaining copies of all Committee correspondence. 5. Maintaining archives of all forms and procedures.

6. Sending copies of all written materials to the ADTA National Office. 7. Sending copies of all correspondence with non-ADTA members to the

President.

8. Preparing Committee budgets.

9. Approving Committee member expenditures.

10. Updating ADTA fact sheets/clinical information sheets as needed with the ADTA Web Team.

11. Serving as standing member of the Annual Conference Committee. 12. Serving as standing member of the Webteam Committee.

13. Sending Committee reports to the President between Board meetings to update the President on ongoing activities/events.

14. Ensuring that all materials produced by the Committee are labeled (name of document, author, draft copy, etc.) and dated.

15. Carrying out tasks as assigned by the Board. 16. Attending Board meetings as a voting member.

17. Preparing Committee reports in advance of each Board meeting. 18. Submitting a Committee report to each issue of the Newsletter.

19. Vetting and appointing (with BOD approval) the New Media Manager to oversee ADTA social media campaigns.

20. Submitting Committee meeting minutes to the ADTA Office and to the Board President.

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21. Submitting all official committee documents and meeting notes, to be saved electronically by the ADTA Office.

22. Tracking DMT in the news by monitoring daily Google alerts on “dance therapy” and “dance/movement therapy.”

C. New Media Manager

1. The New Media Manager (NMM) is appointed to serve as the manager of all social media platforms. The NMM is a member of the ADTA who reports to the PR Chairperson and coordinates/executes all social media campaigns with Chairperson approval.

2. The New Media Manager (NMM) appointment is for a two year period

beginning July 1st, concurrent with 2 year election cycle of PR chairperson or at the discretion of the board of directors.

3. The following recommendations are to be considered by the Board when appointing someone to this position:

a) The NMM should have been an active member on the PR Committee for at least two years.

b) Prior to appointment, the NMM should have served on at least two social media teams, including as leader on at least one.

c) The NMM should have 24-hour access to mobile, high speed internet. d) The NMM should maintain an email address and active presence on all

ADTA social media accounts.

e) The NMM should have a broad knowledge of social media and excellent communication skills.

4. The NMM is responsible for the following:

a) Planning & coordinating social media campaigns with approval from Chairperson.

b) Acting as liaison between Chairperson and social media team leaders. c) Informing the Chairperson regarding the status of social media

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d) Tracking data on efficacy of social media and marketing campaigns on a regular basis.

e) Provision of quarterly data on social media growth to Chair (to be reported in Newsletter and biannual Board Reports)

f) Obtaining Chairperson approval for expenditures.

g) Assisting the Chairperson in performing Committee responsibilities. h) Identifying organizations, groups, etc. with whom to engage reciprocally

on social media platforms.

i) Supporting the development of social media usage by Chapter leadership and coordinating efficient reciprocity between Association and Chapter campaigns.

j) Identifying and assigning a PR committee member to focus solely on executing social media based GAC strategies and communications. k) Recruiting and training committee members to serve as social media

team leaders.

D. In addition to the Chairperson and New Media Manager, the PR Committee consists of social media team leaders and member volunteers. The responsibilities of individual social media team leaders are outlined in the respective addendums to this document.

1. General member responsibilities include:

a) Informing the Chairperson regarding the status of projects. b) Obtaining Chairperson approval for expenditures.

c) Assisting the Chairperson in performing Committee responsibilities. d) Chairing subcommittees and workgroups as designated by the

Chairperson.

E. Committee Materials:

1. Materials necessary for Committee work are passed on to succeeding chairpersons in electronic format. Committee property includes logos,

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photographs, videotapes, works-in-progress, press releases, and database of media contacts, as well as email correspondence archives.

2. Audio/visual presentations and a mounted photo collection shall be kept at the National Office.

F. Printed Materials

1. The ADTA Operations Director will inform the PR Chairperson when supplies of brochures are running low, and will determine whether changes need to be made and how many brochures should be printed.

2. Printing of these materials is represented in the PR Committee budget.

3. A team consisting of the following individuals will collaborate on the narrative and visual content of printed materials: PR chair, President, Operations Director, and a designated member of the PR committee. Printed materials are subject to approval by the Executive Committee.

4. Most brochures and fact sheets are available to ADTA members and the general public in electronic format. At the discretion of the Operations Director and/or PR Chairperson, up to 50 print copies of ADTA Informational Brochures are available to chapters and recognized regional groups of the ADTA for Public Relations and Government Affairs Committee purposes, and to individuals engaged in the promotion of dance/movement therapy. At the option of the Treasurer, a minimal charge designed to cover the cost of printing may be charged.

G. Audio/Visual Materials

1. All films, slide shows, videotapes, etc. are developed as deemed necessary and financially feasible.

2. Audio/visual materials are available to ADTA members and to the general public for a rental fee which is determined by the Committee and approved by the Board. Duplicate copies of audio/visual materials are made to guard against

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loss. Materials are insured when mailed. Materials are distributed by the National Office.

3. ADTA Talks are housed on the ADTA YouTube Channel and freely available to the general public via a standard YouTube license.

H. Releases

1. The consent release form, established by the PR Committee and the Operations Director, will be signed by participants before materials are used in marketing events, i.e., for photographs, slides, videos. (See attached release form.)

I. Press Releases

1. The Committee provides dance/movement therapists with information on how to write a press release.

2. The Committee will prepare and distribute press releases on behalf of the

Association when requested to do so on behalf of the Board or other committees.

J. Inquiries from the Media

1. The Spokesperson will assist the Public Relations Committee with responses to media inquiries about dance/movement therapy with letters or phone calls. 2. The Spokesperson or PR Chairperson provides journalists with relevant

information, and offers to assist fact-checkers reviewing articles to avoid misunderstandings and misinterpretations.

3. The PR Chair identifies misrepresentations of dance therapy in news outlets and communicates these instances to the Spokesperson in a timely fashion. The Spokesperson contacts the media source to correct the misrepresentation, provide accurate information about dance/movement therapy and suggest an accurate follow up piece.

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1. The Chairperson acts as consultant to chapter public relations committee members, advising of availability of PR materials and social media strategies. 2. A meeting is held at ADTA annual conferences for local public relations

chairpersons to develop and strengthen local/national collaboration.

L. Inquiries from Reference Publications

The Chairperson answers first time requests from reference publications not currently listing the ADTA. Subsequent questionnaires may be reviewed by the Operations Director. If correct, the current listing will be approved by the Operations Director. If there are any questions about changes, the Chairperson responds to the questionnaire.

M. Advertisements

1. The Committee is responsible for developing advertising deemed necessary. The Board approves new copy.

2. Advertising consultants will be hired when necessary if approved by the Board.

N. Use of Consultants and Professional Agencies

Consultants for Public Relations are hired on a project basis rather than for a set period of time. Contracts with consultants follow procedures outlined in Budget and Finance Guidelines

O. Development of Press Kits

1. The press kit consists of materials collected for marketing of the ADTA. The composition of the press kit is determined by the Committee and approved by the Board.

2. The press kit is available to members electronically.

P. Annual Conference

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2. The Committee advertises the annual conference in newsletters, magazines, and electronic media identified by the Committee in collaboration with the

Operations Director. The Committee submits the announcements/advertisements in a timely manner.

3. Additional publicity responsibilities include the hiring of a photographer and/or videographer, preparing and sending out press releases, maintaining and

assigning committee members to cover a PR exhibit table at the conference, and being available to the photographer/videographer during the conference.

Q. Website Management

The PR Chairperson serves as an integral member of the Web Team, which is charged with the task of ongoing development and upkeep of the Website. Responsibilities are as follows:

1. Ensure that the website is accessible and easily navigable for the public and members.

2. Interface with the membership regarding the Website.

3. Submit proposed updates and changes to the Webteam on a timely manner. 4. Check that all requested changes, additions, and updates are made as specified,

and that they are correct.

5. Periodically monitor all material of a general nature (e.g. regional contacts, definitions, publications) to ensure that it is up-to-date.

6. Monitor links to other sites:

a) Check regularly to see if addresses have changed.

b) Monitor appropriateness of proposed links and follow through on implementation.

c) Surf Internet to identify potentially helpful links to post for the membership.

d) Solicit ideas regarding electronic Internet-supported functions from the membership, research website best practices and share these suggestions with webteam for consideration.

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R. Forum Management

1. The Forum Monitor will be appointed to monitor and ensure that Forum inquiries and discussion points are addressed. The Forum Monitor is a member of the PR Committee. The Forum Monitor’s functions are to stimulate

communication, to be responsive; to correct myths by presenting reality-based facts and resources, to foster interaction, and to make the Forum ‘participant friendly’.

2. The Forum Monitor serves the following functions:

a) Writes responses to inquiries/comments that have not generated other responses on the Forum (typically questions of general interest, and letters intended to stimulate discussion on the Forum).

b) Encourages development of discussions by entering interchange when possible or required.

c) Forwards Forum emails to appropriate person/s when indicated, for example, directing inquiries to relevant ADTA members for responses. d) Reports all non-routine problems to the Public Relations Chairperson. e) Helps facilitate new potential uses of the Forum such as collaboration for

proposals and presentations or formation of discussion groups on specific subjects.

f) Posts information about PR opportunities and educates the membership about PR.

3. It is preferential that all inquiries and discussion points offered to the Forum receive at least one response online.

a) As per committee policies, each ADTA Committee Chairperson is responsible for handling communications, including Forum inquiries, directly related to that committee.

b) When responses are made privately to inquiries from the Forum

(particularly when Committee Chairpersons are responding on behalf of their committee), the PR Committee requests that the respondent

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acknowledges on the Forum that the inquiry has been answered. When appropriate, other interested parties can be invited to contact the respondent for the information.

S. ADTA Spokesperson

1. The ADTA Spokesperson will be appointed to serve as the ADTA's primary interface with the media. The ADTA Spokesperson is a member of the ADTA who reports to the PR Chairperson, and who is charged with the task of responding to media inquiries and with participating in development of media contacts.

2. The ADTA Spokesperson's appointment will be reviewed at 2 year intervals concurrent with re election of PR chairperson or at the discretion of the board of directors.

3. The following recommendations should be considered by the Board when appointing someone to this position, to ensure that the appointee is fully accessible to the media:

a) The ADTA Spokesperson should have a telephone number where messages can be left 24 hours a day.

b) The ADTA Spokesperson should have 24-hour access to a fax machine. c) The ADTA Spokesperson should have 24-hour access to high-speed

Internet.

d) The ADTA Spokesperson should maintain an email address.

e) The ADTA Spokesperson should have a broad knowledge of DMT and excellent oral communication and presentation skills.

4. The ADTA Spokesperson's responsibilities are as follows:

a) Maintain an email address that is posted on the ADTA website, to ensure that media inquiries are readily directed to the ADTA Spokesperson. b) Serve as interview candidate at the request of the media, ADTA National

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c) Maintain a database of ADTA members who are interested in serving as interviewees.

d) Recommend other ADTA members as potential interviewees as appropriate.

e) Facilitate procurement of photographs, video footage, etc. when requested by media.

f) Report to PR chairperson on all inquiries and outcomes. g) Assist PR chairperson with outreach to media.

h) Assist ADTA Members with inquiries about how to deal with media. i) Assist PR Chairperson in preparing and developing information for the

membership that addresses media outreach.

j) At the direction of the PR Chair, contact select media outlets when the term “dance therapy” has been used incorrectly and suggest a piece on legitimate dance/movement therapy.

T. Clearinghouse for media coverage of DMT and ADTA

1. The Committee requests that all articles written by dance/movement therapists and written about dance/movement therapy are sent to the PR Chairperson for inclusion in the Public Relations archives and Pinterest and dissemination via the Blog, Facebook and Twitter.

2. All ADTA members who appear in print or who are seen and/or heard in the media conveying information about dance/movement therapy are acknowledged on the website or social media, following notification of the PR Chairperson. When timely, they are also reported in the Public Relations section of the ADTA Newsletter.

V. TIMELINE

Most committee tasks are on an ad hoc basis. The following tasks recur on a regular basis: A. Appointment of New Media Manager

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B. Appointment of Spokesperson

1. Every two years, in alignment with election of Chairperson. C. Annual Conference

1. Develop strategies and tasks for development, publication/distribution, and execution relating to marketing and media.

a) Plan development: beginning at least 1-year in advance

b) New media and newsletters: beginning at least 6-months in advance c) Press kits/releases, special invitations: beginning at least 3-months in

advance

d) On-site media planning and development (including photography, videography, social media strategy): beginning at least 3-months in advance

D. #GivingTuesday

1. Develop strategies and tasks for development, publication/distribution, and execution relating to marketing and media.

a) Application: Fall, as graphics and media become available from GivingTuesday.org

b) Information and implementation packet: upon selection of grant recipient c) New media strategy and implementation: beginning at least 1-month

prior to grant fundraising and #GivingTuesday date for calendar year E. New Media Publication

1. Schedule posts weekly on all social media platforms, based on gathered statistics on publication reach.

2. Schedule release of additional media and publications (i.e. -YouTube videos, time sensitive announcements, and updates) at peak times and not in conflict with previously assigned media sharing, to enhance readership and engagement. F. Marketing

1. Development of graphics and images: as requested, within 1-week

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3. Development of marketing materials: reviewed and updated at least 1-time per year and as requested

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ADDENDUM A

Procedural Guidelines for Twitter Team (TT) Statement of Purpose

The ADTA maintains a Twitter account for the purposes of:

_Outreach to the world-wide community, organizational branding and recruitment to the field _providing and facilitating exchanges of a professional nature concerning dance/movement therapy

_educating the public about legitimate dance/movement therapy and countering inaccurate perceptions of “dance therapy”

_cultivating a professional network for members

_highlighting expertise of dance/movement therapists on mind body interaction and healing via the dissemination of original and curated content of interest to mental health professionals and consumers

_cross promoting all other ADTA social media platforms

The Twitter Team is a subgroup of the Social Media Sub-committee and works in collaboration with the Facebook, LinkedIn, Pinterest, Youtube, Blog and Web Teams.

Team Structure

The team is comprised of the:

_the PR Chair who acts as advisor

_the Twitter Leader (TL) who reports to the New Media Manager, plans Twitter strategy and organizes tasks within the TT

_at least one additional member of the TT who complete tasks assigned by the TL The TL is designated by the NMM. A person must be a member of the TT for six months before assuming TL duties. Length of service for the TL is 1 year concurrent with his/her post on this committee. Service commitment for TT members is one year and may be repeated without limit. The TT members may serve on other SM teams and in positions of leadership elsewhere within the SM subcommittee.

Policy and Procedures

The PR Chair or a member of the TT posts timely items to Twitter and picks up items of interest from Twitter to be promoted via other social media platforms. Buffering and monitoring the Twitter account is the responsibility of the TT, overseen by the TL. The TL will monitor Twitter account activity at least 3 times/week, will grow the Master Tweet List (MTL), respond to mentions as appropriate and/or request that another committee member respond to the posting.

Twitter Bio

The twitter bio for @ADTAorg currently reads: Founded in 1966, the American Dance Therapy Association is the only U.S. organization dedicated to the profession of dance/movement therapy. This twitter bio is subject to change and must be approved by the PR Chair.

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Twitter Page Design

Custom design headers must be mobile friendly, background must have the following dimensions: 1920 x 1080. The header and the avatar appear on mobile devices and need to be engaging and be consistent with graphics on website and other ADTA social media platforms.

Tweets

Tweets are messages containing 140 characters or less. The majority of tweets should contain a link although, occasionally, it is permissible to tweet only a quote. Tweets may promote:

_DMT related links on the internet (including the ADTA website and select blog posts by DMTS that do not promote a business or school)

_ADTA social media platforms

_Breaking news related to research, psychology, counseling, mental health, creative arts therapies, arts or mind/body practices

_DMT related videos and photos that have been watermarked _ADTA pins

_ADTA blog

@ADTAorg may interact with followers (see below) yet no personal opinions of TT members will be shared through this twitter handle. The ADTA will remain neutral on political matters and will refrain from promoting an individual school, educational program or business.

A Master Tweet List (MTL) is housed on Google Drive and is accessible to all TT members. The MTL is a comprehensive list of all tweets by @ADTAorg. TT members draw from this document when adding tweets to the Buffer app. The PR Chair and TL compose and buffer new tweets based on breaking news and developments in the DTM profession. When possible Tweets are targeted to coincide with awareness days/weeks and integrate appropriate hashtags (see below.)

Buffering

Tweets are released seven times a day via Bufferapp.com. (Schedule is subject to change.) The

schedule of Buffering duties is arrived at by TT consensus and sent to TT members monthly by the TL. TT members ensure tweets are buffered throughout the entire week from Monday to Sunday and it is the responsibility of the designated TT member to communicate to the TL if there are any potential conflicts with fulfilling responsibilities during the assigned time.

Buffer for @ADTAorg should never be empty. The TL will train TT members on the use of Buffer. Interactions and Networking

Preferred modes of interaction are Favorites, then Retweets (RT), then Mentions (MT). Direct messages (DM) are not used by @ADTAorg. Interactions grow our audience and create relationship and community with individuals and other organizations. RTs must be submitted for PR Chair approval before they are tweeted by @ADTAorg.

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@ADTAorg selectively retweets. When a team member identifies a potential RT, the member emails PR Chair for approval. Tweets by professional organizations, news resources, ADTA members and followers who portray @ADTAorg in a positive light can be considered for RTing.

Twitter team members do not RT from the official @ADTAorg account without PR Chair approval. Any team member can submit potential RTs to PR Chair for approval; however, it is the TT member in charge of buffering during a particular week that is responsible for executing the

RT.

Rationale: RTs allow for interactions with other twitter users and increase potential for new followers. Every time @ADTAorg RTs an original tweet by another source, @ADTAorg’s logo appears below the RT, thereby promoting our account (provided it is one of the first five accounts to RT or favorite that tweet).

When @ADTAorg tweets relevant and timely content, our tweets get RT’d by others, again expanding our reach. It is important to monitor what content is being RT’d by others and let that feedback dictate future content.

Mentions (MT)

@ADTAorg interacts with other Twitter users through mentions (MT). The TT member in charge of buffering on a particular week uses MT in the following instances:

a) MT a twitter handle when the content of the tweet refers to that person/organization or news outlet. e.g.,

Read interview with @Octaband Donna Newman Bluestein in Boston Globe: http://buff.ly/191mgfA ADTA supports @FLOTUS @LetsMove Campaign: http://buff.ly/1aAr2Gq White paper on

Dance/Movement Therapy and Obesity in Children, Adolescents

b) MT the twitter handle when answering a direct question addressed to @ADTAorg, for example, a student asking for information. e.g.,

@brigittawhite You can access comprehensive research biblios on #dancemovementtherapy here: http://buff.ly/1ed5vE6

c) MT twitter handles of relevant media and organizations that publish Dance/Movement Therapy News e.g.,

@PsychToday http://buff.ly/1egqQLo Movement is key to life and aging gracefully. #dancemovementtherapy

Justification: MTs help create community by connecting individuals and organizations who have a shared interest in our content and increasing our audience.

Favorites (FV)

Favoriting is the preferred way of interaction for @ADTAorg. It is a way to show engagement and appreciation to followers, communicating to followers that their tweets have been “seen”, read and saved. Favoriting is a relationship building practice. These interactions do not appear in the twitter feed of @ADTAorg; however favoriting promotes @ADTAorg as our logo appears below the selected tweet (provided it is amongst the first five twitter users to RT or favorite that tweet.)

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Response to questions

When questions are directed to @ADTAorg via a MT, the TT member assigned buffering duties that week assesses whether to respond or ignore. Appropriate questions are responded to in a formal and welcoming tone and provide a link to where further information can be obtained. Questions that are irrelevant (debates between students/colleagues) or antagonistic (taunts by trolls) are ignored. Following

@ADTAorg follows other organizations that share a common interest in research, mental health, wellness and the clients we serve. @ADTAorg also follows ADTA members and allied professionals who use their accounts for professional (not personal) purposes.

Each follow is considered carefully. @ADTAorg does not follow for the sake of following. Following does not signify endorsement. The PR Chair reserves the right to decide what organizations or

individuals this account should follow. Twitter Lists

A Twitter List is a curated selection of twitter handles that tweet on a particular subject. These tweets are automatically filtrated into a list. @ADTAorg may choose to add a user to a list but not follow that user.

Each curated list focuses on a specific area of our practice (e.g., eating disorders or autism or

Alzheimer’s disease) and includes twitter users who tweet about that subject, whether they are ADTA members or not.

Lists are subject to approval from the PR Chair and remain private until their official launch, when they become public.

A tweet is sent on the day of the official launch of a new twitter list so that followers are aware of the new lists curated by @ADTAorg.

Twitter accounts can also follow lists, without directly following @ADTAorg. Curating lists is a means to attract new followers that may not yet be aware of our presence.

Blocking

The TT reserves the right to block bullies, trolls, offensive users and spammers without warning. Tweetchats

Tweetchats are organized by the TL using www.tweetchat.com.

Tweetchats may happen on a yearly, quarterly, or monthly basis and may be coordianted with

awareness weeks/months. Tweetchats are designed with a specific subject related to DMT and last one hour, using a selected hashtag (e.g., #DMTchat)

The TL/host tweets live using the @ADTAorg twitter handle and moderates the tweetchat, announcing it 15 minutes before it begins.

Tweetchats are promoted once a week by tweets, one month in advance and via other social media platforms.

Submitted and Approved 10/2013 Revised and Approved 10/2016

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ADDENDUM B - Procedural Guidelines for Pinterest Team Statement of Purpose

The ADTA maintains a Pinterest account for the purposes of:

o Outreach to the world-wide community, organizational branding, and recruitment to the field. o To provide resources for professionals within the field and information for those curious about

DMT.

o To drive traffic to www.adta.org

o To advocate for the efficacy of DMT with various populations. o To expand the online marketing platform for the ADTA.

o To provide an online collage of easily accessible and sharable information on the following topics:

● What is DMT?

● Who are dance/movement therapists and where do they work? ● What populations do dance/movement therapists serve?

● Lists/resources of various interventions with different populations. ● Items in the ADTA store for sale.

● Promotion of research/blogs/news relevant to DMT

The Pinterest Team is a subgroup of the Social Media Sub-committee and works in collaboration with the Facebook, LinkedIn, Twitter, Youtube, Blog and Web Teams.

Team Structure

The team is comprised of the New Media Manager, the Pinterest Team Leader (PTL) and at least one additional member. The PTL must be a member of the Pinterest team for six months before assuming PTL duties. Length of service for the PTL is 1 year, concurrent with his/her post on this committee, with option for multiple terms. Service commitment for Pinterest team members is one year and may be repeated without limit. The Pinterest team members may serve on other SM teams and in positions of leadership elsewhere within the SM subcommittee.

The ADTA Pinterest committee has the sole responsibility of creating, curating and organizing the content of the ADTA Pinterest account; the team is overseen by the Team Leader (PTL) who is advised by the PR Chair.

The Team Leader (PTL) creates and manages individual boards; oversees the creation of new pins by sub-committee members; identifies potential repins and obtains approval to do so from PR Chair; communicates with PR Chair on progress of the account; monitors boards for broken links and out of date/irrelevant pins. Members of the sub-committee create pins (quotations, images, infographics, statistics, and photos) and submit to Team Leader and PR Chair for approval before posting to boards. In service of establishing ourselves as a curator of expert content, ADTA will repin items from other sites that are relevant to dance/movement therapy, dance, mental health, wellness, and research. ADTA will not tag other pinners, comment or “like” other pins.

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Images for original ADTA pins will not be taken from other websites unless permission has been granted in writing or use has been purchased. Images for original pins will be sourced from the following:

Photos proprietary to ADTA (watermarked with ADTA logo)

Photos obtained from creative commons and other free access websites Submitted 10/2013

Approved 10/2013

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Addendum C:

Procedural Guidelines for Instagram Team (IT)

Statement of Purpose

The ADTA maintains an Instagram account for the purposes of:

● Outreach to the world-wide community, organizational branding, and recruitment to the field.

● Providing information and inspiration for professional dance/movement therapists, students and those curious about DMT.

● Advocating for the efficacy of DMT with various populations. ● Expanding the online marketing platform for the ADTA. ● Growing membership, particularly associate members

● Fostering relationship between BOD and membership through transparency and improved communication of goals, actions and board activities.

Team Structure

The team is comprised of:

● the PR Chair, acting as advisor

● the Instagram Leader (IL) who reports to the New Media Manager (NMM) and organizes tasks within the IT

● at least one additional member of the IT who completes tasks assigned by the IL. The IL is designated by the NMM. The IL must have served on the IT team or another social media team for six months before assuming IL duties. Term of service for IL is one year and can be repeated. The IT members may serve on other social media teams and in positions of leadership elsewhere within the SM subcommittee.

The ADTA Instagram Team will have the sole responsibility of overseeing the content and strategic use of the ADTA Instagram Account. Members of the sub-committee will identify DMT related quotes, statistics, facts and license free photographs that can be shared singularly and/or re-formatted to create ADTA original infographics.

ADTA owned photographs and original creations will include the watermark of the ADTA or the ADTA logo to further awareness of the brand.

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The Instagram bio for @ADTAorg currently reads: ADTA Dance/Movement Therapy

Founded in 1966, the American Dance Therapy Asociation is the only U.S. organization dedicated to the profession of dance/movement therapy.

www.ADTA.org

@ADTAorg will post 3-7 times a week (or more) and will be used to “live report” from conferences, advocacy events, etc. Live reporting will involve multiple daily posts as relevant.

Hashtags will be used on each image and will include any of the following as relevant:

#DanceMovementTherapy #DanceTherapy #DanceMovementTherapist #DMT #ADTA #ADTA2015 #ADTA50 #AmericanDanceTherapyAssociation #Dance #Movement #Therapy #ADTAConference #50Years50Ways #IamDMT

New hashtag campaigns will be decided upon as needed by the IL with approval by the PR Chair.

Hashtags for awareness days and campaigns will also be used when appropriate to grow followers.

@ADTAorg will “like” the images of its followers when those images align with the purpose of the ADTA Instagram account (see above.) Liking followers’ posts contributes to the growth of the @ADTA org account.

Submitted and Approved October 2015 Revised and Resubmitted October 2016

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Addendum D - PROCEDURAL GUIDELINES FOR FACEBOOK Team Statement of Purpose

The ADTA maintains an “American Dance Therapy Association” Facebook Page for the purposes of: ● Outreach to the world-wide community, organizational branding, and recruitment to the

field.

● Cross promotion of original ADTA content (e.g., ADTA blog posts, ADTA Talks, etc.) to dance/movement therapists, allies and consumers

● Highlighting “DMT in the News” stories from respectable, vetted media sources ● Advocacy for the efficacy of DMT with various populations.

● Expansion of online marketing platform for the ADTA (e.g., advertising webinars, conference events and merchandise, etc)

● Communicating key Association announcements to members

● Provision of timely, supportive customer service to followers who contact the ADTA via private messaging.

The ADTA maintains an “Annual ADTA Conference” Page for the purposes of: ● Promoting/Marketing the annual conference

● Live reporting during the conference ● Curation of photos from attendees

● Creating a dynamic archive of past conferences. Sub-Committee Structure

The Facebook Team is lead by the PR Chair and the New Media Manager, who serve as co-administrators on each Page. Administrators can manage all aspects of the Page including sending messages and publishing as the Page, creating ads, seeing which admin created a post or comment, viewing insights and assigning Page roles.

Additional PR Committee members may be designated and removed as editors, as needed, with proper training. Editors can carry out all administrative responsibilities with the exception of assigning Page roles.

The ADTA Facebook Page is the official voice of the Association on Facebook and a key component of ADTA Public Relations . As such, management of the pages is reserved for the Chairperson and New Media Manager. Both the Chairperson and New Media Manager will remain informed on current best practices for Facebook strategies and update this document as best practices change.

Original ADTA content is always posted with a visual image that aligns with the vision of the organization and is consistent with ADTA branding.

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The PR Committee only shares images on the Page that are original ADTA content, purchased for license, or free for public use.

The Facebook Team posts to the official Page 4-5 times a week, as close to 12 noon EST as possible and at least 24 hours apart, to maximize appearance in newsfeeds of followers.

Posts on the official Page are immediately shared on relevant group pages (e.g., ADTA Group, Dance and Movement Therapy Europe, Consious Dancer, etc) to jumpstart engagement.

All ADTA blog posts will be shared on official Page.

“Boosts” will be strategically created and purchased to maximize reach of particularly strong posts (e.g., ADTA Talks, webinars, articles from major media outlests) and in conjunction with awareness days. Money will be allocated in annual PR budget specifically for these purposes and will be utilized at the discretion of the Chairperson, informed by New Media Manager input.

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ADDENDUM E B - Procedural Guidelines for Blog Team (BT) Statement of Purpose

The ADTA Maintains a Blog for the purpose of:

● creating and disseminating fresh content that gets shared via social media.

● increasing revenue via online fundraising and membership growth (especially associate level) ● outreach to the world-wide community, organizational branding, and recruitment to the field. ● providing resources for professionals within the field and information for those curious about

DMT.

● driving traffic to www.adta.org and other ADTA social media platforms ● advocating for the efficacy of DMT with various populations.

● expanding the online marketing platform for the ADTA. Blog Team Structure

The Blog Team is comprised of: the PR Committee Chair, the Editor in Chief (EIC), Assistant Editor, Media Manager (MM), Blog Team Coordinator (BTC), Blog Team Writers, and a Guest Author Coordinator.

The Editor in Chief and Media Manager are designated by the PR Chair and must have served on the Blog Team for at least one year. The EIC and MM serve two-year terms, with the opportunity for renewal at the discretion of the PR Chair.

The ADTA Blog team oversees the content and strategic use of the ADTA Blog. The Blog Team’s duties include:

● developing and updating an annual calendar of topics coordinated with annual awareness days/weeks/months

● writing original content

● soliciting guest posts from ADTA members

● reading/reviewing submitted content from guest bloggers

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● minor editing

● choosing media to include in each post ● creating tags and hyperlinks

● publishing weekly posts.

Role Descriptions and Organizational Flow 1. PR Chairperson:

a. Oversees the entire blog

b. Completes the final review of blog posts before publishing c. Coordinates special publishing events with the EIC and MM d. Determines publishing dates for posts

e. Publishes posts Editor in Chief:

a. Reports to Chairperson

b. Completes the final review of blog posts before publishing

c. Reviews and edits each submitted blog post. (If edits are minor, EIC will complete these. If major edits are needed, EIC will send back to the original author with feedback and suggestions. EIC determines if external committee review is needed to assess accuracy of content, and works with them as necessary.)

a. Uploads edited posts to Wordpress

b. Works together with the Assistant Editor to revise, review, and communicate with blog post authors regarding edits and/or additional information.

c. Coordinates with MM and communicates when posts have been uploaded and are ready for media to be embedded

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d. Coordinates special blog posts: ie. photo essays, photo caption contests, etc. a. Coordinates with Blog Team Coordinator (BTC)

b. Communicates with BTC regarding Blog Team Writer assignments, needed posts, calendar updates, and any additional blog information

a. Coordinates with the Guest Author Coordinator

b. Keeps current Blog P&P up to date and submits necessary revisions to the PR Committee Chair Assistant Editor

a. Reports to Editor in Chief (EIC)

b. Reviews and edits blog posts as necessary

c. Communicates with authors regarding edits needed and/or any additional information that is needed

d. Coordinates with MM and BTC as needed. Media Manager

a. Reports to PR Committee Chair b. Coordinates with EIC

c. Formats blog posts for publishing

d. Procures, manages, and maintains a library of media (photos, images, video, etc). e. Upload guest authors’ bios and headshots onto wordpress

f. Inserts appropriate visual media into blog posts

g. After media has been embedded in blog posts, communicates with Chairperson and EIC that post is ready for final review

h. Inserts hyperlinks to related blog posts and external resources on www.adta.org Sends and obtains signed releases for any media images not owned by the ADTA

Blog Team Coordinator a. Coordinates with the EIC b. Manages Blog Team Writers

c. Communicates needed blog post assignments, blog updates and information d. Assigns and coordinates writing assignments with staff writers

e. Updates and manages the Annual Awareness Day Calendar on Basecamp Blog Team Writers

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b. Responds to Blog Team Coordinator’s request for writing assignments c. Submit finished posts to EIC

Guest Author Coordinator a. Reports to EIC

b. Responds to Guest Author inquiries c. Actively solicits Guest Authors

d. Guides guest authors through the writing requirements and process. Flowchart of Submission Process by Guest Authors

▪ Potential Guest bloggers are identified via nomination by ADTA members or via self-nomination and must be current members of the ADTA (any level).

▪ In exceptional circumstances, when a non-ADTA member requests the opportunity to write for the ADTA Blog, the Chairperson and EIC will evaluate the potential value of the contribution with the ADTA President. Decisions will be made on a case by case basis.

▪ Guest Author Coordinator contacts potential Author about writing a blog post on a specific topic that coordinates with the Annual Blog Calendar. (Guest Authors can submit themselves for consideration and can also be nominated by others.)

▪ The potential Guest Author has two weeks to accept or refuse opportunity.

▪ Guest Author submits draft, bio and professional headshot to the EIC or Assistant Editor within four weeks of accepting writing task. The bio and headshot are forwarded to the MM to be uploaded to Wordpress.

▪ EIC or Assistant Editor conducts initial review. If major revisions are required in organization, sentence structure, clarity of ideas, word length and/or grammar, the post will be returned to author with feedback. If no or minor editing is needed, EIC/ Assistant Editor will make these revisions and determine if outside committee review is needed to further verify accuracy of content.

▪ If needed ,EIC/Assistant Editor submits draft to the Government Affairs Committee or the Practice SubCommittee or Research SubCommittee to review. (Two week review period)

▪ Reviewer’s feedback, if minor, will be integrated into the draft and returned to the EIC. EIC will begin the final review process.

▪ If the piece needs substantive changes per reviewer, EIC will return draft to the original author with feedback and suggestions from reviewer (cc’ing Chairperson.)

▪ If draft does not need to be returned to Guest Author and an outside committee review is not necessary, EIC/Assistant Editor will review for remaining necessary edits and will consult with Guest Author as needed. If no or minor editing is needed, EIC/Assistant Editor will make these revisions and begin the final review process.

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▪ EIC completes final review process in one week.

▪ EIC will publish post in “draft folder” on Wordpress when review is complete, notify MM and cc: Chairperson

▪ MM will have one week to find photos and to choose hyperlinks. When complete, MM will change that post status to “pending” and will notify PR Chair and cc: EIC.

▪ PR Chair will review and publish as scheduled.

Cross-Posting and Copyright Matters

● Each author owns copyright of his/her material.

● Blog authors do not receive financial compensation from the ADTA for their contributions. ● Should a guest blogger wish to repost their ADTA original blog elsewhere, they must

change/rewrite 20 percent of the post. This will help optimize search results and generate better returns for both www.ADTA.org and the secondary site.

● When cross-posting with another aggregating site, such as individual sites, blogs, or e.g., Psychology Today, each author needs to state their copyright at the bottom of the post: “Copyright [author's name].” This will prevent confusion over whether they or ADTA.org owns the copyright to reproduce their material. Do not use wording such as: “This post first appeared in XYZ site.”

● If authors do cross-post, we kindly ask them to link back to www.ADTA.org.

● Every author will have a byline for each post, that will be hyperlinked to their bio page housed on the blog.

Comments

Comments by readers are allowed but require approval by moderator. A blog subcommittee member will reply to all comments. Abusive comments are deleted. Respectful disagreements are permitted. The moderator will wait 24 hours before responding to respectful disagreements and let other readers respond/defend.

Frequency of posts

Post at least once a week. Less than that gives the impression of a dated and neglected platform. Post before 7.a.m. on Monday to have greatest potential of being sourced by others. (Tuesday and Wednesday are also acceptable posting days.)

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General Formatting on Blog

· Times New Roman Font, 13 point

· Bullet points and/or headers - 18 point and boldface. · Double space between paragraphs

· Dates of posts should be spelled out, i.e, October 1, 2014 · Photos must be 600 pixels wide

· Buttons to share individual posts via all platforms (email, Tumbler, Twitter, Facebook, etc.) · These additional buttons will be built into the structure of every post: “Donate Now”, “Become an ADTA Member”, and buttons to follow/subscribe to ADTA social media (LinkedIn, Facebook, Pinterest, Twitter, YouTube, etc.)

Approved as working document via Consensus 8/29/2014 Revised/Approved - October 2016

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Addendum F - PROCEDURAL GUIDELINES FOR YOUTUBE SUB-COMMITTEE Statement of Purpose

The ADTA maintains an YouTube account for the purposes of:

● Outreach to the world-wide community, organizational branding, and recruitment to the field. ● To provide resources for professionals within the field and information for those curious about DMT.

● To advocate for the efficacy of DMT with various populations. ● To expand the online marketing platform for the ADTA.

● To provide free access to vetted online videos that provide answers to the following questions: ● What is DMT?

● What populations do dance/movement therapists serve? ● Where do dance/movement therapists work?

Team Structure

The team consists of a Team Leader and additional volunteers as needed. The Team Leader reports to the New Media Manager and oversees the ongoing maintenance and expansion of the ADTA YouTube Channel.

The Youtube Team Leader works in collaboration with the Facebook, LinkedIn, Twitter, Pinterest, Blog and Web Teams as needed, specifically in search of YouTube videos on other channels that would be appropriate to add to ADTA curated playlists.

Team members create original videos and slideshows that align with PR strategies and initiatives. The PR Chairperson oversees and approves all original ADTA video content with further direction and guidance from the Executive Committee.

o The ADTA Youtube Team has the sole responsibility of overseeing the content and strategic use of the ADTA Youtube Account.

o Original ADTA videos are tagged appropriately to enhance search results. o Comments are monitored and responded to accordingly.

o Videos from other channels are thoroughly vetted and are included in appropriate DMT playlists only if they feature credentialed dance/movement therapists and strengthen brand awareness and professional identity.

o Original ADTA videos will include the ADTA logo.

o Videos are cross-promoted on other social media platforms in conjunction with awareness days and strategic PR campaigns.

Approved October 2016

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Statement of Purpose

The ADTA maintains a LinkedIn Company Page (LICP) and Group (LIG) for the purposes of: _Outreach to the world-wide community, organizational branding and recruitment to the field _providing and facilitating exchanges of a professional nature concerning dance/movement therapy _educating the public about legitimate dance/movement therapy and countering inaccurate perceptions of “dance therapy”

_cultivating a professional network for members

_highlighting expertise of dance/movement therapists on mind body interaction and healing via the dissemination of original and curated content of interest to mental health professionals and consumers _cross promoting all other ADTA social media platforms

The LinkedIn Team is a subgroup of the Social Media Sub-committee and works in collaboration with the Facebook, Twitter, Pinterest, Youtube, Blog and Web Teams.

Team Structure

The team is comprised of the:

_the PR Chairperson who acts as advisor

_ the New Media Manager (NMM) who is a direct supervisor

_the LinkedIn Leader (LIL) who reports to the NMM, plans LinkedIn strategy and organizes tasks within the LIT

_at least one additional member of the LIT who complete tasks assigned by the LIL ● The LIL is designated by the NMM

● A person must be a member of the LIT for six months before assuming LIL duties. ● Length of service for the LIL is 1 year concurrent with his/her post on this committee. ● Service commitment for LIT members is one year and may be repeated without limit. ● The LIT members may serve on other SM teams and in positions of leadership elsewhere within the SM subcommittee.

A member of the LIT posts timely items to LICP and picks up items of interest from LinkedIn to be promoted via other social media platforms, including the LIG. Monitoring the LinkedIn Company Page and Group are the responsibility of the LIT, overseen by the LIL. The LIL will monitor LICP and LIG account activity at least 3 times/week, will grow the LinkedIn , respond to mentions as appropriate and/or request that another committee member respond to the posting.

LinkedIn Company Page Bio

The LICP bio for “American Dance Therapy Association (ADTA)” currently reads:

The American Dance Therapy Association was founded in 1966 as an organization to support the emerging profession of dance/movement therapy and is the only U.S. organization dedicated to the

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profession of dance/movement therapy. The ADTA:

*Advocates nationally and internationally for the development and expansion of dance/movement therapy training and services.

*Supports chapters and regional study groups throughout the United States.

*Stimulates communication among dance/movement therapists through social media, publication of the American Journal of Dance Therapy, and the ADTA newsletter. ADTA has members in 50 states and U.S. territories and 39 countries

*Holds an annual conference for continuing education, networking and the advancement of scholarship in DMT.

The ADTA is an Approved Continuing Education Provider (ACEP) and may offer NBCC-approved clock hours for events that meet NBCC requirements. The ACEP solely is responsible for all aspects of the program.

This LICP bio is subject to change and must be approved by the PR Chair. LICP Design

Custom design headers must be mobile friendly, background must have the following dimensions: 646 x 220 pixels or larger; max size 2 MB.

The avatar (company photo) currently appears as a square version of the ADTA logo. A change to the avatar must be approved by the PR Chair.

The header and the avatar appear on mobile devices and need to be engaging and be consistent with graphics on website and other ADTA social media platforms.

LIG Bio

The LIG “About this Group” currently reads as follows:

Welcome to the American Dance Therapy Association's LinkedIn group. The purpose of this interactive social media page is to educate, support and engage diverse persons regarding

Dance/Movement Therapy (DMT). We are here to answer your questions about ADTA, DMT, how to become a dance/movement therapist, and share the latest news. Please join in the conversation. This page is monitored by the ADTA Public Relations Committee and LinkedIn Subcommittee. We reserve the right to delete comments that are offensive to the community and block any user who does not follow the guidelines below:

1) The ADTA Code of Ethics and Practice Guidelines will guide both page members and

Administrators regarding professional ethical guidelines. Members of the ADTA will uphold the code in all their professional interactions, including those on this public page.

2) Content shared on this page must fall into the general scope and purview of the ADTA which includes the following broad areas:

* Dance/Movement Therapy (training, practice, research, etc.) * Creative Arts Therapy

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* Mental Health, Counseling, Psychotherapy and broadly health/wellness * Performing & Visual Arts, especially dance

3) Please do not post any private and/or personal information on our page regarding another person (member or nonmember), including other individual’s personal email addresses or contact

information.

4) Please do not post inappropriate pictures, items or language that may have a negative impact on any individual or the ADTA.

5) Please do not use this page to publish libelous statements regarding any individual, institution or service provider.

6) Posting of any Dance/Movement Therapy or other psychotherapy photos or videos is strictly limited to those that have explicit participant release for such distribution. Posted media should be titled as to date, place and context of event. If a legal release is required for distribution of the media, the poster will include a statement verifying such release. Posters should always obtain permission to post media of other members or nonmembers via a public page on the WWW. Failure to provide such evidence will result in deletion of such media.

7) Promotion of events:

* Individuals and institutes are welcome to announce special courses, workshops and event offerings on a limited basis. In the three months leading up to an event, individuals may post up to two related announcements and in the two weeks prior to the event, individuals may post an additional two related announcements. This limits all non-ADTA events to a total of four postings related to any single course, workshop or event. Please do not over-post your offerings.

8) Promotion of services or goods:

* Individuals may promote specific services, goods or products on a very limited basis. Individuals should limit general promotion of clinical services, educational services and products to no more than twice per year.

* Individuals who answer a user’s question may link to their own services if they also link to the associated ADTA website content within the same post without annual limitations.

The ADTA Public Relations Committee appreciates your membership and cooperation with these standards!

This LIG bio is subject to change and must be approved by the PR Chair. LIG Design

A rectangular version (wide) of the ADTA logo currently serves as the avatar of the LIG page. Any changes to this avatar must be approved by the PR Chair.

Interactions and Networking

Unlike other SM platforms, the LIL and LIT are representative(s) of the ADTA within the LIG. Preferred modes of interaction with content in the LIG are Liking, then Comments. Interactions grow our audience and create relationship and community with individuals and other organizations.

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Using the Like feature is the preferred way of interaction within the ADTA LIG. It is a way to show engagement and appreciation to followers, communicating to followers that their group posts have been “seen”, read and saved. Likes will show as the LIL or LIT member, as the ADTA is unable to Like content as an organization/entity.

Comments

When members of the LIG post original content determined by the LIL/LIT to require a response, the LIT member assigned can comment on the member’s post in a formal and welcoming tone, as a representative of the ADTA PR Committee. The comment(s) should provide link(s) to additional and supporting information from the ADTA. Comment(s) are not required to all discussion content. Response to questions

When questions are directed to the American Dance Therapy Association within the LIG and/or LICP, the LIT member assigned assesses whether to respond or ignore. Appropriate questions are responded to in a formal and welcoming tone and provide a link to where further information can be obtained. Questions that are irrelevant (debates between students/colleagues) or antagonistic (taunts by trolls) are ignored.

Blocking

The LIL and LIT reserves the right to block bullies, trolls, offensive users and spammers without warning.