Setting Up a Photo Shoot
Authorization Forms
Model Releases
Model release forms must be obtained from people or groups of people you are photographing or videotaping. These forms are required to use their image in any medium for educational, promotional, advertising, or other purposes. For public events, releases are not required; but it is strongly encouraged that model releases are signed by all subjects. One form is specifically for minors and must be completed by a parent or guardian.
HIPPA Authorization Forms
As required by the Health Insurance Portability and Accountability Act, when we capture a patient's image or collect any information about them, a HIPPA Authorization form, must be used.
Student-Athletes
We are limited in using student-athletes imagery for recruitment purposes as per NCAA rules. Most student-athletes know this, but not always. When conducting shoots of students, be sure to ask if anyone is an athlete. Check with athletics to see if he/she may be photographed. If that's not possible, avoid photographing the person.
Large Lecture Classes
There is really no good way to release and identify an entire lecture class, particularly since students will arrive late and change seats. Normally we make an announcement at the beginning of the class, and ask if anyone would like to opt out. Additionally, post a notice at the entrance to the room about the shoot and instruct students who do not wish to be photographed to opt out.
Post-Shoot
Project managers who obtain photos from outside sources must inform the archivist by email of where they were obtained and what rights they were given for use.