Photography and Videography Policy

Policy Statement

This policy sets forth the scope of photography and videography services available to Oblate School of Theology (OST) by the Marketing Department, and the instances when photographers and videographers working on behalf of the school can take photographs and videos in public with implied consent. This policy also sets forth requirements for photography/videography by non-OST personnel and by members of the OST community for private, non-profit, commercial or newsgathering purposes.

Definitions

• Commercial Photography/Videography means photography or filming intended for financial gain.

• Media means broadcast news crews, documentary film crews, photojournalists, authors.

• Non-profit photography/videography means photography that will benefit a non- commercial cause.

• Photography means the action of taking photos/pictures, using digital or traditional means.

• OST Community includes but is not limited to: administrators; alumni; OST student journalists; donors; faculty; guest lecturers; paid contractors; staff; students and their families; and trustees.

• Videography means the action of capturing video.

Staff Photography and Videography Services

OST’s policy is to restrict the use of staff photography and videography to the representation, marketing or promotion of school-related activities only. The OST photographer and videographer are available to photograph and videotape official OST events and individuals for school publications, marketing initiatives and publicity. This service is at no cost to the client requesting staff photography and videography services. The department or institute may be asked to help pay for print processing, delivery and mailing, and freelance photographer charges (if applicable). The OST Marketing Department reserves the right to review all requests for photography and videography services to ensure that the department or institute has a specific institutional need for photographs/videos and that the photographer's/videographer's time is used in a way that best serves the needs of Oblate School of Theology. If OST’s photographer/videographer is unavailable for a client, the Director of Marketing can recommend a freelance photographer/videographer. The client is responsible for contacting the freelance photographer/videographer and paying for their services.

Permission to Photograph on Campus

OST maintains full control over its grounds as it is private property. The public is granted a "revocable license" to be on-site; this does not grant an inherent right to commercial or professional filming. Photography is generally permitted in "Public Common Areas" (outdoor plazas, open walkways). It is strictly prohibited in "Restricted Areas" (offices, buildings, residences, and classrooms) without explicit written consent. Media activities must not obstruct pedestrian traffic, emergency exits, or the daily operations of the campus. Amateur photography/videography by members of the OST community and guests/visitors at OST events is generally allowed, provided that the photographer/videographer has permission of photo/video subjects or is photographing/videotaping general crowd shots of an event considered open to the public. Any photography/videography that is disruptive, intrusive or out of compliance with OST policies should be reported to the receptionist on duty to notify the appropriate authority. The Director of Marketing must be notified any time photography/videography will take place in building interiors where classroom or other meeting space must be reserved and paid for through the campus reservation system. Media photography/videography must be cleared by the Marketing and Communications Department and the filming request must add value to the school’s mission and vision. The Office of the President must be notified in the event news media will be on campus. To determine the appropriate official for granting permission to photograph/videotape, contact the Marketing Department marketing@ost.edu.

Consent to Photograph/Video Individuals and Groups

Implied Consent

It is not necessary to obtain a photography/videography release for any individual or group photographed/videotaped in a venue or at an event considered open to the public. This includes all public spaces across campus from exterior walkways, to entry-ways, atriums, sports fields and classrooms. Persons can be photographed from a distance without their consent except when they have secluded themselves in places where they have a reasonable expectation of privacy (for example, in private event spaces, restrooms, classrooms, etc.).

Consent Required

For OST students the use of photos of individual students or a group of students in a small setting, where clearly identifiable, requires a written release. However, provided that a student has not requested that OST maintain the confidentiality of the student's directory information, OST is not prohibited by the Family Educational Rights and Privacy Act (FERPA) from using and publishing photographs of the student solely for school purposes. To obtain an official Oblate School of Theology Photography and Video Release Form, contact the Office of the Registrar.

For Visitors who are/who are with Minors

Images of a minor(s) require a written release from the minor's parents/legal guardians, particularly if the photo is only of one or a few children, as compared to a very large crowd. Groups of minors who are on campus for a formal function (e.g. school tour, visit, service project, etc.) should have a completed photo/video release form for the organization they are attending with that serves as a photo/video release for Oblate School of Theology official photographers/videographers as well. A copy of this form should be obtainable from an adult supervisor with the organization.

All questions or concerns relating to the Oblate School of Theology photo/video release policy should be directed to the Marketing Department marketing@ost.edu