Advertising & Sponsorship
Advertising Policy
Definitions
The terms “Advertise,” “Advertising” and/or “Advertisement” shall broadly include all paid advertising, sponsorship, or promotional opportunities offered by NCRA, whether in print or online, including all display advertising, classified advertising, event, and other sponsorships, advertising inserts, flyers, or promotional items, etc.
“Advertiser” shall include any individual or entity purchasing Advertising from NCRA regardless of whether they are eligible for or hold NCRA membership.
- No Advertisement may be false, misleading, deceptive, in poor taste, or contrary to the purposes and objectives of NCRA. NCRA will not publish or allow Advertisements that indicate a preference in terms of race, color, sex, gender, national origin, age, disability, pregnancy, marital status, religion, sexual preference, political affiliation, or that may otherwise be offensive or distasteful. All such decisions shall be made at NCRA’s sole discretion.
- Without limitation, no Advertisement or any other communication using NCRA platforms shall promote or highlight reporting methods other than the stenographic method.
- Although the NCRA certifications and their abbreviations are personal certifications, the phrase “includes RPRs” or “includes Registered Professional Reporters” may be used by a court reporting/captioning entity in its Advertisements but only if a majority of the court reporters/captioners employed or independently contracted by said entity hold said certification. This policy shall equally apply to all other NCRA designations. Mentioning of individuals utilizing other reporting methods other than the stenographic method is not allowed.
- Only designations currently conferred by NCRA, as well as designations for a court reporter/captioner that are officially recognized by the state in which the court reporter/captioner is licensed to practice, may be used to refer to the services or skills of a court reporter/captioner in an Advertisement. This Advertising Policy is not intended to prohibit or restrict the use of academic degrees or other professional designations unrelated to court reporting/captioning skills or services in Advertisements.
- A court reporting/captioning entity (agency) may Advertise its stenographic services if a majority of the court reporters/captioners employed or independently contracted by the entity are members in good standing of NCRA and are actively engaged in providing stenographic services. Mentioning services other than stenographic reporting is not allowed.
- A copy of this Advertising Policy and the NCRA Code of Professional Ethics shall be given and agreed to in writing by each individual or entity that submits an Advertisement. To the extent applicable to the Advertiser's business, each Advertiser also must represent and agree in writing that it supports the purposes and objectives of NCRA and will be bound by the NCRA Code of Professional Ethics. Each Advertiser agrees to provide, upon request, proof that the above requirements are satisfied.
- NCRA may reject or terminate any Advertising from any individual or entity that violates this Policy or whose activities are contrary to the purposes and objectives of NCRA or violate the NCRA Code of Professional Ethics. In such case the Advertiser will not be entitled to a refund and will forfeit its rights to obtain any further benefits for the year until there is compliance.
- All materials are subject to review prior to NCRA publication.
Advertising Complaint Process: Alleged Code of Professional Ethics (COPE) Violations
Definitions
“Advertise,” “Advertising,” and/or “Advertisement" shall include all paid advertising or promotional opportunities offered by NCRA, whether in print or online, including all display advertising, classified advertising, event and other sponsorships, advertising inserts, flyers, or promotional items, etc.
“Advertiser” shall include any individual or entity purchasing Advertising from NCRA regardless of whether they are eligible for or hold NCRA membership.
Advertising Agreements and Scope
As a condition of advertising, all NCRA Advertising agreements shall include an affirmative agreement by the Advertiser that it will abide by NCRA's Advertising and Sponsorship Policy and that it supports the purposes and objectives of NCRA and will comply with the NCRA Code of Professional Ethics.
Actions in violation of COPE need not be apparent or referenced in the content of the Advertising itself to form a basis for complaint. A proven violation of COPE by the Advertiser is sufficient for disciplinary action, including limitations on Advertising privileges regardless of whether the violative behavior is referenced or discussed in the content of the Advertisement.
Complaints of violations of COPE by the Advertiser will only be considered for activities occurring from the time of signing the Advertising agreement forward. Complaints based on past activities without evidence that these violative practices have continued will be dismissed.
Complaint Process
The NCRA Advertising Complaint Procedures provide the same due process and evidentiary standards as the current COPE process:
Step 1: A formal, written complaint that the Advertiser has violated the Code as well as documentary evidence substantiating the claim must be filed with the Committee on Professional Ethics.
Step 2: The accused entity will have the opportunity to respond to the allegations.
Step 3: The Committee on Professional Ethics will then consider the merits of the allegation and issue a written finding.
Step 4: If there is a finding of violation and a recommendation for the temporary or permanent loss of NCRA Advertising privileges, such decision shall not become final until it is sustained by the NCRA Board of Directors.
Step 5: The decision of the NCRA Board of Directors whether or not to sustain is final.
Sanctions
If an Advertiser is held in violation of the Code, based upon the severity of the violation, sanctions may include, but are not limited to:
- A cautionary letter, warning or statement of advice; or
- A permanent or temporary loss of NCRA Advertising privileges.
Advertising privileges normally will not be restricted or impinged upon unless a formal complaint has been filed and a final finding of violation has been made. That is, Advertisers usually may continue to advertise while a complaint is pending. Advertising privileges may be suspended pending the outcome of a complaint, however, in situations where the Executive Director of NCRA, in consultation with NCRA’s President and legal counsel, determine in their discretion that the nature of the proposed violation is so blatant and serious that immediate action is required.
Complaints against Advertisers shall only be considered for actions in violation of COPE occurring within one year of the violation.
Vendors/Suppliers Advertising
Vendors/suppliers who compete with vendors/suppliers of programs that NCRA endorses may advertise in NCRA publications and exhibit at NCRA meetings and conferences.
Endorsement Activities & Guidelines for Campaigning While on Rep Assignments
Board Endorsement Activities
Individual Board members are encouraged to submit names of qualified persons to be forwarded to the Nominating Committee for consideration as possible candidates for the Board of Directors. Board members shall limit submissions to the name of the potential candidate only. Board members are not allowed to submit recommendations for Distinguished Service Award, NCRA Fellows, or NCRF Trustees.
Guidelines for Campaigning While on Rep Assignments
When a Director or Officer who is a candidate in an NCRA election is attending a meeting at NCRA’s expense and representing the Association in an official capacity (e.g., is the NCRA rep at an affiliated association meeting), the following guidelines on engaging in campaign activities apply:
Active campaigning is NOT permissible. Active campaigning includes:
- Incorporating campaign messages into formal presentations to the convention.
- Wearing buttons or hats or other campaign paraphernalia containing campaign messages.
- Personally and directly distributing campaign materials (flyers, buttons, etc.) during state convention events (i.e., personally handing out flyers or buttons at a state convention, reception, or seminar).
Passive campaigning IS permissible provided it is conducted with common sense and discretion to distance and separate from your roles as a candidate and as an official representative doing NCRA business. You are representing the Association; this is not a campaigning opportunity.
Permissible, passive campaigning includes:
- Distributing campaign material (flyers, buttons, etc.) wherever other flyers or promotional literature are being distributed (e.g., at literature tables or as tote bag inserts, whether paid or complimentary if such distribution options are provided by the convention organizers).
- Allowing posters to be displayed in areas provided for this purpose by the convention organizers or paid advertising where provided by the state association.
- If publicly asked as a candidate for your position on an issue, it is preferable to defer an answer to a private conversation, preferably after the convention.
These restrictions do NOT apply to candidates in an NCRA election (including candidates currently serving as an NCRA Officer or Director) who are attending the meeting in an individual capacity and at their own expense (i.e., not as the official NCRA rep to a state convention.)
JCR Purpose Statement
The JCR: the Journal of Court Reporting has two complementary purposes: To communicate the activities, goals, and mission of its publisher, the National Court Reporters Association; and, simultaneously, to seek out and publish diverse information and views on matters significantly related to the court reporting and captioning professions. All opinions expressed therein are strictly those of the authors or advertisers unless they are specifically identified as NCRA policy.
Mailing List Policy and Rental Agreement
Rental of a mailing list is limited to the promotion of educational opportunities. Mailing lists within a state are included in seminar evaluation fees for both affiliated and nonaffiliated groups.
For lists outside of an immediate state or region, the same rate will be charged to affiliates and nonaffiliates (a minimum of $100 per order). However, NCRA may exercise discretion in determining whether a requesting organization is of sufficient size and the program is of sufficient interest to warrant providing mailing list(s) outside the immediate state/region.
NCRA will employ strict member‐privacy guidelines regarding opt‐out requests including, but not limited to, an internal process of removing from rental lists any member who has expressed to NCRA the wish to opt‐out of any or all mailings.
Mailing lists are distributed in an Excel format with name and address upon receipt of payment and the NCRA Mailing List Agreement.
National Court Reporters Foundation
The slate of nominees to serve as NCRF Trustees will be presented to the NCRA Board of Directors by the Chair of the NCRF Nominating Committee and/or the NCRF Chair in person, either live or via audio or videoconference for the NCRA Board's consideration.
Should the NCRA Board of Directors take under consideration any action that would affect the governance of NCRF, the NCRF Trustees will be notified prior to any vote on such action and will be allowed to give input toward any action from NCRF's viewpoint.
Product Endorsement Policy
The National Court Reporters Association (NCRA) as an entity does not certify, rate, endorse or otherwise promote any products or services except by action of the Board of Directors.
As a general matter, Directors, Officers, staff, and other current "officials" may endorse or promote products or services of their own choice, provided that (1) they make clear that they are acting in their personal capacity and not in their official capacity or on behalf of NCRA; and (2) they take all reasonable efforts to ensure that the vendor does not suggest, in written materials or otherwise, any official connection or endorsement by NCRA.
Notwithstanding the general rule stated above, NCRA Directors, Officers, staff, and other current "officials" may appear in vendor advertising and serve as speakers at vendor booths as long as NCRA is not paying for related expenses; including, but not limited to, lodging expenses, meals, airfare and transportation and no NCRA titles are used or displayed.
For their par, vendors shall comply with the foregoing endorsement rules in connection with their sales and marketing activities. Furthermore, with respect to conventions and other NCRA-sponsored events, vendors shall comply with the NCRA Exhibitor Event Guidelines*.
*The Exhibitor Event Guidelines are part of the exhibitor contract.