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Photography and Video Consent Form Policy UNIVERSITY RELATIONS | 2014
WHEN IS A CONSENT FORM REQUIRED?
Whenever someone is photographed or recorded on video at the University of Calgary, they are required to sign a consent form except when:
• They are at a public event where there is no expectation of privacy, ie: convocation, orientation week, president’s barbeque, etc.
• They are in a group of 8 or more people • They are not identifiable and/or the primary focus of an image, ie: people in the background of an
image
If you are unsure if a consent form is required to be signed, get the subject to sign the consent form. If the subject is under 18-‐years-‐old, their parent or guardian must sign the form.
EDITORIAL VS COMMERCIAL
Editorial Use: Photographs that are newsworthy and are being published for the purpose of news, are considered “editorial” and do not require a consent form be signed.
This includes UToday articles. However, since the images will be shared with others via the Digital Asset Management (DAM) system and may be used for commercial purposes in the future, it is the university’s policy to have consent forms signed for UToday articles.
Editorial usage can also include magazines, illustrations in books, educational materials, etc. if the image illustrates a story or idea within the context of a published piece of work.
Commercial Use: Photographs that are used in promotional brochures, posters, billboards etc. that advertise and/or endorse services or products are considered “commercial” and require a consent form be signed.
This also applies to non-‐profit organizations. Anything that implies the person in the image endorses or promotes a product or service is considered commercial use.
Selling images is also considered commercial use, but we don’t sell our images to third parties.
If the photo is documenting a newsworthy event, then no consent form is necessary as long as the image isn’t uploaded to our DAM system, or reused for purposes other than relevant news. A consent from must be signed for all other circumstances.
SUBMITTED IMAGES
People often submit images of their own for the university to use, without signing our consent form. We can publish these images for news articles, or the original intended purpose, but not for other purposes.
2 Submitted images that do not include signed consent forms should not be uploaded to the DAM.
OTHER NOTES ELEMENTARY AND HIGH SCHOOL STUDENTS
Occasionally, newsworthy events are held on campus that involve elementary, junior high or high school students who are under 18-‐years-‐old. Even if the photos are being used for editorial purposes, you first need to consult with the students’ teacher.
At the beginning of the school year, parents sign a waiver to allow or not allow their child/children to be photographed by media. Speak with the students’ teacher to find out which students cannot be photographed. There are usually one or two students that cannot be photographed, even for editorial purposes.
PHOTOGRAPHERS ON CAMPUS
In most cases, photographers do not require permission to take photos on public property. The university is considered public property, except for the classrooms.
Photographs cannot be taken inside classrooms without permission from the university and the consent of those inside the classroom. However, a photographer can take a photo from the hallway, which is considered public property, into a classroom.
MORE INFORMATION
More details about photography, privacy and copyright law in Canada can be found at the following links:
https://www.cippic.ca/en/FAQ/Photography_Law
http://ambientlight.ca/laws/overview/
