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When using photographs or video footage of individuals in ÂÒÂ×ÊÓƵ’s promotional materials and media (print or electronic), it is important to consider if aÌýphoto/video release formÌý() signed by the subject of the photograph(s)/video footage is required before it is published or otherwise made publicly available.

Before using any video footage or photography downloaded from the ÂÒÂ×ÊÓƵ website or photo archives for the purposes of sponsorships, paid advertising or any purpose other than ÂÒÂ×ÊÓƵ’s self-produced promotional or communications materials, please contact the Office of University Communications to ensure that appropriate rights and releases are on file.

Your department is responsible for collecting and archiving release forms for images/video footage taken by photographers other than ÂÒÂ×ÊÓƵ staff and/or freelance photographers hired by the Office of University Communications.

When to Obtain a Photo/Video Release

A photo/video release generallyÌýis notÌýrequired if students or others are:

• captured in an on-campus public space or at campus events, including athletics events, ceremonies, performances and campus gatherings that are open to the university community.
• captured in a non-public location and the individual in the photo/footage is not recognizable, such as in silhouette, posterior/dorsal view, or out of focus.
• invited to attend a university group activity/event and chose to participate of their own free will.

A releaseÌýisÌýrequired if students or others in the photos are:

• minors under the age of 18. In these cases, it is important to remember that a minor cannot give consent for a photograph/video footage to be used; the minor’s parent or legal guardian must sign a release form.
• the primary focus of a photograph/video captured in a non-public space, are recognizable and have been recruited specifically to serve as subjects or models (for example, a portrait photo taken in a studio setting or a posed photograph/video interview conducted for a publication or website).
• to be used as subjects for any paid commercial advertising purchased by any office or department of ÂÒÂ×ÊÓƵ, including print, outdoor, online and broadcast advertising.
• students who are identifiable and present in a location for a specific purpose other than being photographed/videoed. For example, if a group of students is eating in a campus dining hall or studying in the library, a release should be obtained from each individual.

As a courtesy to subjects, best practices are to obtain a release form in instances where an individual can be identified and is the primary subject of a photograph/video footage.