This guidance is about photography and video permissions for graduation ceremonies, general group shots, and individual case studies or featured students.
Please refer to the Use of Images Policy for general guidelines on group shots and photographers at events.
Group shots do not require consent, but you need to let people know in advance if there is going to be a photographer present.
Where you are capturing images of an identifiable individual (ie where the image will be accompanied by an interview, or details of a course and year of graduation etc) then it would be reasonable to seek their consent using the consent form.
There has been a new clause inserted into the University’s student registration process that states that while students study with us, their image may be used for marketing or publicity purposes. They can opt out of this if they wish. This is a broad coverall and should not be taken as explicit permission for featured students. (There is also a clause in the registration process covering lecture capture.)
For more information on data protection download the Use of Images Policy.
Wording for notices, brochures, etc
The words marketing and publicity should be included in notices, leaflets, brochures, etc that are used to promote events where a photographer may be present. The word “Marketing” allows us to use the images to help ‘sell’ courses (via prospectus, website, etc) and the word “publicity” to promote ourselves in other media. Example wordings are as follows:
- Graduation ceremony posters and online registration form: “There may be a photographer or film-maker present during and after the ceremony and these images may be used in publicity and marketing purposes to promote the University. Please contact a member of staff if you wish to be exempted from this activity.” This is effectively a ‘family affair’ and most visitors would expect it to be private (despite postings on Facebook, etc). We need to be explicit that images may be used for publicity and marketing purposes and give people time to digest what they are being told, and genuinely reflect on what it means. People must be given a way to opt out.
- Open day brochure and online registration form: “The open day is a public event and an official photographer will be taking photographs for use by the University for marketing and publicity uses in our publications and on our website and in social media or in any third party publication. Please contact a member of staff if you wish to be exempted from this activity.”