Welcome to Module 5, the final module of KTF Staff and Partner Training. In this module, we look at the communications requirements of KTF and its partners. This module should take you approximately 20 minutes to complete.
Ethical life stories
KTF uses life stories and images in its promotional materials and communications through a variety of platforms to describe the organisation, its objectives, and projects. Often images and stories feature the people who are the direct beneficiaries of KTF’s projects in the communities it works with in Papua New Guinea (PNG). KTF also uses an Ethical Decision Making Framework which is covered below.
KTF uses a range of platforms to provide detailed information to its stakeholders, including donors, supporters, beneficiaries or members of the general public. This includes the use of KTF's website, social media platforms, newsletters updating stakeholders on its activities, as well as public presentations to stakeholders, its peers or the wider community.
1.1 Policy
All images of community members and stories about their lives are presented and used in a dignified and respectful manner. All people are portrayed as equal partners in the development process and as having equal access to KTF's development programs. All people are portrayed in a way that respects their dignity, values, history, religion, language, and culture and protects their safety and rights. Focus is primarily given to empowering messages that demonstrate improved lives and livelihoods of the communities in which we work.
KTF’s images and stories honestly convey the context and complexity of the situations in which local people live; however, the disadvantage that often defines these situations is never exploited or taken advantage of in communications. Local knowledge and expertise are always used to define our marketing and communications strategy.
Images of local community members in which KTF works will never be used if they might endanger the people that they portray, nor the environment in which they live. Utmost care is taken when deciding on which images should be used for communication purposes in line with the EDMF outlined at Section 6.
1.2 Guidelines
The following guidelines must be followed by the KTF in the collection, use and publication of life stories and images:
a) KTF will always ask permission from an individual, group, parents, guardians, teacher/s or community leaders when collecting life stories or taking images of individuals (including children) in PNG.
b) Informed consent for taking and using images and stories of individuals (including children) will be sought directly from the individual (or parents, guardians, teacher/s or community leader/s of the children).
c) KTF will always explain to the subject the likely use of the life stories and images.
d) KTF will never take pictures of people who say they do not want to be photographed or filmed.
e) KTF will not manipulate the subject in a way that distorts the reality of the situation.
f) All case histories/descriptions used by KTF are real although they may have been edited.
g) KTF is always sensitive to the concerns and advice of our PNG staff and program partners in our gathering and use of visual material and life stories.
h) KTF will always aim to use only high-quality images.
i) KTF may use digital manipulation of images for creative effect, but not in a way that deliberately and misleadingly distorts the reality of the situation depicted.
j) KTF will not crop an image in a way that misleadingly distorts the reality of the situation.
k) In video editing, KTF does not misleadingly distort the reality of the situation.
l) Images will be current and appropriate.
Images and stories used for publication will not:
m) Be untruthful, exaggerated or misleading (e.g. not doctored, created as fiction, or misrepresenting PNG or the community)
n) Be used if they may endanger the people they are portraying
o) Be used without the free, prior and informed consent of the person/s portrayed, including children, their parents or guardians
p) Present people in a dehumanized manner
q) Infringe on KTF’s Child Protection Policy and in particular show children in a naked and/or sexualized manner
r) Feature dead bodies or dying people.
Where KTF works with partners, KTF will ensure that partners are appropriately briefed on, and adhere to, the requirements of this Policy. This requirement will be outlined in partner MOUs where relevant.
KTF has the right to edit any stories submitted by KTF staff and partner staff and other individuals associated with KTF who may capture Images or write stories for KTF, to ensure it complies with the requirements of this Policy.
Where KTF works with other NGOs, promotional materials should clearly distinguish between KTF's work and the work of other NGOs.
KTF’s Chief Executive Officer and General Manager – Partnerships are responsible for all communications planning, ensuring adherence to policy (including all related policies listed above) and decisions regarding approval of and public use of images and stories.
1.3 Ethical Decision Making Framework (EDMF)
There are six key ethical issues that are relevant for KTF’s storytelling and publishing process. Below are some questions to help reflect on and discuss these issues as part of the decision-making process at ethically important moments indicated below:
1. Connection to KTF’s values and vision
Everything KTF does is to improve lives, livelihoods and futures of Papua New Guineans. Our work is built on our values, which underpin our activities and ensure our actions are ethical.
KTF values
Integrity - Does the image or story uphold our expectation of utmost integrity in all scenarios, in our aid and development work in PNG, and in our fundraising and administration in Australia?
Perseverance - Does the image or story illustrate our value of patience, perseverance and creativity do everything in our power to deliver our commitment to improve lives, livelihoods and futures?
Compassion - Does the image or story show empathy and compassion in sharing about the communities we work with and their needs?
Ingenuity - Does the image or story display optimism and ingenuity to overcome hurdles and work towards solutions alongside communities?
Mateship - Does the image or story have at its core the great bond and friendship, forged between nearest neighbours Australia and Papua New Guinea during the Kokoda Campaign.
Human rights
Have we put the best interests of the contributor first?
Have we ensured we ‘do no harm’ to the contributor during the storytelling process?
Have we treated the contributor with dignity and fairness?
Have we respected the personal freedom and privacy of the contributor?
Have we encouraged the contributor to freely express their thoughts and feelings?
Have we given the contributor control over how their identity and thoughts are portrayed in their story?
Have we ensured the content is accurate?
Children’s rights
Have we ensured the best interest of children have been put before the interests of adults and our organisation?
Have we adequately protected children?
Have we respected children’s rights to dignity and fairness?
Have we attempted to reduce stereotyping of children?
Have we treated all children equally?
Women’s rights
Have we carefully considered how women are portrayed?
Have we considered how sex-role stereotyping is portrayed?
Have we given voice to women?
Are we empowering girls and women through this story?
Have we considered the unique protection needs of women in this story?
Disability rights
Have we given people with disabilities the opportunity to contribute to this story?
Have we considered how ableism has affected this story?
Have we carefully considered how people with a disability are portrayed?
When published, will this story be accessible to people with disabilities?
2. Protection
KTF is committed to putting the wellbeing of its stakeholders first through application of our policies and procedures covering Child Protection, PSEAH, Gender Equity, Disability and Inclusion, Communications and Media, Privacy and Risk Management Policy. All staff and stakeholders must uphold these policies with NO exception. Further, KTF should also consider the following:
Protection of life
Could the contributor’s life be put at risk by sharing their story?
Do we know enough about the contributor’s history to make a confident assessment of their safety?
Protection of health
Could the contributor’s health be put at risk by sharing their story?
Could the contributor risk being cut off from important services by sharing their story?
Protection of dignity
Could we be putting the contributor or their community at risk of vilification or retribution by sharing their story?
Have we considered how the contributor’s family, friends and community might feel about the storytelling project?
3. Informed consent
KTF’s informed consent process is clearly defined in this policy’s guidelines. All staff and stakeholders must uphold this process with NO exception. Further, KTF should also consider the following regarding informed consent:
Correct information
Have we provided all the necessary information to the contributor so they can decide whether to consent to participate?
Have we shown the contributor appropriate examples of how their story might be used (including where it may be published and who will see it)?
Have we explained different ways the contributor’s identity can be revealed and concealed?
Have we consulted with the right people (including children’s guardians and community elders).
Clear comprehension
Does the contributor fully understand the risks and opportunities associated with sharing and publishing their image and story with our organisation?
Have we given the contributor enough advance notice about the project so they have time to consider the risks and opportunities?
Have we explained the storytelling process in a way the contributor fully understands (including children), using the best-possible language?
Is there a single point of contact for the contributor to discuss the project and any consent issues? Is it easy for the contributor to discuss the project with us?
Voluntary consent
Is there a power imbalance between the contributor and the organisation?
If there is a power imbalance, can you describe it?
If there is a power imbalance, how can we reduce it?
Is there an element of duress in the contributor’s consent?
If there is an element of duress, how can we address it?
How can we ensure the contributor can say ‘no’ to being involved in the storytelling project?
How can we ensure the contributor can withdraw their consent at any time?
4. Privacy
KTF values and upholds the privacy of their contributors. All staff and stakeholders must maintain privacy with NO exception. Further, KTF should also consider the following regarding the right to privacy:
Protection
Have we adequately protected the privacy of the contributor?
Have we discussed how the contributor’s story may expose them to the public?
If appropriate, have we adequately concealed the name, location and visual identity of the contributor?
Information storage
Have we safely and securely stored the contributor’s personal information?
Does the contributor understand how their personal information is stored and used?
Access to information
Who has access to the contributor’s information and are they aware of who can access it?
Have we explained how the contributor can access their personal information, make amendments to their story and withdraw consent?
5. Authorship and ownership
KTF respect the right of contributors to control their stories. We also respect the right of contracted writers and photographers to moral ownership of their works. While we always abide by our Privacy Policy, KTF should also consider the following regarding informed consent:
Authorship
How will contributors and content creators be acknowledged when publishing their stories?
Does acknowledgement of authorship have implications for the privacy, anonymity or confidentiality assurances given to contributors?
What ethical obligations do contributors and content creators have to the truthful representation of stories and data?
Copyright
Who owns the copyright of our storytelling content?
Are there any conflicting copyright claims for storytelling materials we’ve published (or seek to publish)?
How do we ensure contributors and content creators understand their legal rights?
6. Fuzzy boundaries and context
KTF understands the storytelling process is built on relationships, and sometimes the network of relationships is complex. We acknowledge that relational boundaries between contributors, content collectors, program staff and others can become blurred. In addition, the stories they create may be used to serve multiple purposes, such as fundraising, advocacy, and community engagement. This blurring of roles and purposes is referred to as ‘fuzzy boundaries’.
We acknowledge there is the potential for the content-collector role to become blurred in storytelling processes that involve building rapport with contributors. We also acknowledge that this potential is intensified in storytelling projects where content collectors spend significant periods of time engaged in fieldwork. Our discussions should ask:
Content-creator responsibilities
How should we develop a relationship with the contributor?
Should we explore how our unconscious biases affects this project? How might we change the storytelling process as a result of exploring our unconscious biases?
What are the moral responsibilities that fall directly on the content collector?
Other people’s responsibilities
What are the different roles of those involved in the storytelling project?
Does everyone in the project understand their role and others’ expectations of them?
How do different people involved in the project see the purpose of the storytelling project? If there are different perspectives, how do we manage any conflicts?
Blurred boundaries
How do we respect the personal relationships (and possible friendships) developed during the project?
How do we respond to any blurred roles and relationships during the course of the project?
What impacts do blurred roles have on the ethical conduct of the project?
Can content collectors, contributors or others become personally over-invested?
If in doubt
If in doubt at any stage of the storytelling and publishing process, keep these questions in mind:
If I share this story, will this person be safe?
If I share this story, will this person be empowered?
If I share this story, will this person feel respected – by themselves and others?
Contacts for further discussion
If you have discussed the questions outlined above and need more information to make a decision, contact the following people:
Child safeguarding: KTF Child Protection Officer
Protecting identities: COO
Consent: COO
Authorship and ownership: CEO
Privacy requirements: CEO
Disability and Social Inclusion: Disability & Social Inclusion Working Group Head
Gender Equality: Gender Working Group Head
The final decision on all communications materials lies with KTF’s CEO.
2. CONSENT
All KTF staff, board, volunteers and partners must gain consent prior to taking any photos and/or videos or collecting stories. KTF staff use a Photography Consent Form, that you would have seen in Module 1. KTF staff, board, volunteers and partners must get written and/or verbal consent to take any photo of a person(s) when taking photography and videography. If the content is to be used for marketing purposes such as posted to social media platforms, uploaded on website or used in documentation, written consent should be obtained and the subject(s) clearly informed about how their content will be used.
We strongly encourage the use of consent forms and all partners are welcome to adapt our consent forms for their use. Click the button below to access KTF’s Policy page on the website and scroll down to the Communications section to access our Photography Consent Form.
3. Branding
KTF ensures it recognises donors and partners appropriately in all marketing and communications opportunities. KTF commits to using co-branding (of both the KTF logo and the partner(s) donor(s) logo(s)) when acknowledging donors and partners in all communications. This is applicable for all mediums of communications including annual reports, social media, website, internal and external documentation etc. KTF expects its partners to do the same when communicating about work/projects involving KTF.
If you have any questions about acknowledging KTF or about KTF acknowledging your organisation, please reach out to your KTF contact.
4. Attribution of Australian Identity
4.1 Introduction
The following information is in relation to KTF’s relationship with the Australian Government Department of Foreign Affairs & Trade (DFAT). This section is for all KTF staff and partners of KTF who are implementing partners on any projects funded by the PNG AUS Partnership and DFAT, including ANCP. If this is not relevant to your participation in this training module, please proceed to section 5.
KTF operates using an Attribution of Australian Identity Policy. Branding is a key mechanism for enhancing the visibility of the Australian Government’s international development and aid initiatives. Kokoda Track Foundation (KTF) shall attribute the Australian identity to ensure the Australian Government benefits from a consistent and high-quality visual promotion and to ensure publications and other public exposure complies with the Australian Government’s Branding Guidelines and therefore minimise the risk of misuse of the brand.
4.2 Policy
When producing publications, marketing materials, web pages and all other public materials that carry the Australian Government’s name or logo the Australian Government’s Branding Guidelines will be applied. When using the Australian Government’s logo, the elements, position, proportion, hierarchy of certain terms and other visual aspects of the logo will be respected.
4.3 Australian Government Visual Identity Guidelines:
1. Correct branding maximises recognition of the development role played by the Australian Government and increases the accountability and transparency of Australia’s aid program. In Papua New Guinea, the Papua New Guinea Australia (PNGAus) Partnership Identifier must be used on all aid-related products and activities funded by the Australian Government. Note that this logo is used in Papua New Guinea instead of the Australian Aid
2. All partners, including non-government organisations (NGOs), multilateral organisations and managing contractors, should use the PNGAus Partnership Identifier to brand all aid and development activities delivered overseas with support from the Australian Government.
3. The Papua New Guinea Australia Partnership Identifier is as follows:
4. For clarity on logo placement and wording of acknowledgement requirements, reference can be made to the DFAT Logos and Style Guide page, however it must be noted that wherever reference is made to the Australian Aid identifier, the PNGAUS Partnership identifier (in 3. Above) MUST be used for PNG projects supported by the Australian Government.
5. Publications, including but not limited to KTF’s annual report, other reports and evaluations and the KTF website, will include acknowledgement of the Australian Government’s support. The wording will vary depending on the funding circumstances, as guided by the DFAT Logos and Style Guide page.
6. Reports and publications (eg. evaluation reports) funded by DFAT but not authored by DFAT will include an appropriate acknowledgement and accompanying disclaimer that the views expressed in the publication are the author's alone and are not necessarily the views of the Australian Government.
7. The logo of a partner government, NGO or multilateral organisation may also appear alongside the PNGAus Partnership identifier, however the PNGAus Partnership identifier should be in the most prominent place. The logo of an implementing partner or managing contractor may not be used alongside the Australian Aid identifier.
8. Current guidelines for specific circumstances and mediums are available from the DFAT Logos and Style Guide page. An exemption for not applying branding may be granted by the Head of Mission or the Communications Section at DFAT if there is compelling case or an identified security risk.
9. All new Australian aid-funded projects and initiatives in Papua New Guinea should be branded with the PNGAus Partnership Identifier. Wherever practical, the previous (AusAID) Australian Aid Identifier should be replaced progressively and sensibly.
10. Policy guidance for attribution and use will be reviewed annually based on information provided at the ANCP Communications Information Session (or similar briefings or advice).
5. Acknowledgment of SDP
The following information is for all KTF and partners associated with projects in Western Province, unless funded by the Australian Government (see above). If this section is not related to the reason you are completing this training, please proceed past this section.
One of KTF’s major partners is Sustainable Development Program (SDP). SDP supports a significant amount of KTF’s work in Western Province, PNG. When referring to the relationship between KTF and SDP, all staff must refer to each other as partners. All branding for projects supported by SDP must include both the SDP and KTF logos. The KTF logo must not stand alone. When referring specifically to Balimo College (FODE or Teacher’s College) the Balimo College Logo as shown below may be used instead of or as well as the KTF and SDP logos.
Understanding and Acknowledgment of KTF’s Ethical Life Stories Policy and Attribution of Australian Identity Policy
To ensure you understand and acknowledge KTF’s Communications Policies and processes and to record your completion of this training module, please complete the survey form below. Upon completion of the form, KTF will be notified.
Please don’t hesitate to contact your KTF representative or any KTF staff member if you have questions or concerns about KTF’s Communications.
Congratulations on completing Module 5!
This concludes your staff and partner training with KTF. We appreciate you taking the time to complete the training. We hope that this has helped you to access information and tools to support your employment or partnership and engagement with KTF.
IMPORTANT
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POLICY SIGNING NOW REQUIRED
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IMPORTANT 〰️ POLICY SIGNING NOW REQUIRED 〰️
Now that you have completed all 5 modules, you are required to view KTF’s Manual of Policies and sign KTF’s ‘zero-tolerance’ policies within the manual. This will be done electronically via DocuSign. Please click on the link below to access the policies and follow the DocuSign prompts as you are directed to each policy to sign. At the conclusion of signing, you are able to download a copy for yourself. A copy will also be sent to KTF for filing.
