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Policies and Procedures

9.06 Public Information Services Photo Policy

I. General Statement

The Public Information Services Office will provide photographic coverage when a picture will enhance a story or is needed for a University publication in progress, although it should be recognized that a photograph does not necessarily improve every release or better its chances for publication.

The Public Information Services staff photographer serves solely the purpose of providing the news and publications functions of the office with photographic support. Neither the photographer nor the office supplies or sells pictures or negatives to individuals, groups, offices, departments, or other administrative units for any purpose.

Allocation of sufficient time is vital in photography, to take the pictures, process the film, and print the finished photos. Ordinarily, advance scheduling is necessary to produce the best results; however, don't hesitate to call the Public Information Services Office should something truly unusual occur on the spur of the moment.

In addition to taking and processing original photographs, the Public Information Services staff photographer can make copies of good photos supplied for release or publication.

II. General Policies
  1. All photo assignments must be requested through a member of the Public Information Services staff and approved by the Director of Public Information Services or the Director's designee within the office. Do not contact the Photographer directly, for all assignments must first be scheduled by an office staff member.

  2. Photographs, contact sheets, and negatives are the property of the Public Information Services Office and may not be removed from the office. Photo selection may be made during regular office hours, as arranged with the photographer.

  3. Head and shoulders photos of faculty and staff are taken as needed and are filed in the office. No passport or personal use photos will be provided.

  4. The Public Information Services photographer is a professional with proven experience. Clients are urged to listen to the photographer's suggestion for setup, staging, background, lighting, clothing to be worn, etc.

  5. Large groups arranging for individual photos are responsible for scheduling appointments in advance with the photographer, after first clearing the assignment with a member of the Public Information Services staff. Groups are responsible for providing the photographer with a typed schedule listing names and appointment times.

  6. Clients should be as precise as possible when arranging photo assignments with the Public Information Services Office. Things to consider would include whether the photos would be of groups or individuals, or both, objects, scenes, and location. Consideration of these factors will enable the photographer to determine what equipment to use. When the photographer is on location, remember the nature of the specific assignment and do not request or expect additional photos that have not been cleared in advance.

  7. A photo model release form is required anytime an unmarried University student or non-University student under the age of 18 is to be included in a photo session. These forms, available in the Public Information Services Office, must be completed and signed by both parents, or a legally appointed guardian, and returned to that office. If it is known in advance that persons in this category will be included in a scheduled picture, the form should be distributed, signed, and returned by the time the photo is to be taken. This will enable the photographer to exclude anyone for whom permission has not been granted.

  8. Individuals, groups, offices, departments, or other administrative units needing extensive photographic services on a regular or seasonal basis should make detailed arrangements with the Public Information Services Office.

Vice President for Administration and Finance