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Photography Policies Intellectual Property The Earlham College Public Affairs Office respects intellectual property rights when procuring and using photographs. We seek written permissions from photographers for the use of their art in publications, Web pages and displays. When appropriate, we purchase photographs and work out agreements for credits. Respect for intellectual property is demonstrated when book cover art, newspaper masts, logos, photographs, illustrations and other art from off-campus sources are needed for a publication. Public Affairs staff members seek official permissions and releases. If the artwork is needed for a Web page, a member of the Web Management and Services staff researches and completes the online process for permission and release of the documents for online viewing. When the Public Affairs Office is aware that photographs taken by Earlham students or faculty are being considered for use, a staff member contacts the individual involved for permission. The photographer is asked to provide a written release for the photo’s use and a mutually acceptable approach to the credit issue is arranged. Note: When photos from Earlham’s off-campus study programs are involved, the International Programs Office’s agreement with student and faculty participants includes releases related to College publications and Web pages for the use of photographs (1) showing the program participants in the international setting and (2) taken by program participants. Photo Credits As a general rule, the Public Affairs Office avoids the use of photo credits in recruitment publications. Our usual agreement with our most frequently used photographers provides the College ownership of the photos from the shoots we arrange and purchase and use of the photos without printed credit. This is the source of 95 percent of the photos used in Earlham’s publications. When photo credits are stipulated as a part of a purchase of photography, we include them. Photo credits are most likely to appear in the Earlhamite alumni magazine and in College events brochures. Photo Release The Public Affairs Office does not attempt to collect photo release forms from members of Earlham’s faculty or student body. Instead we make the assumption that Earlham faculty and students are our best resources for marketing the College to its constituencies and that they will welcome involvement in these activities. Still or video photo shoots may be informal (candids of campus scenes, athletic events, performance groups, large groups or activities) or formal (planned visits to classrooms, laboratories or offices; directory shoots or athletics headshots with professional backgrounds; or video shoots on campus) in nature. All photographic images become the property of Earlham College. Public Affairs staff members add the digital photos or video footage captured to the College’s library of images (maintained by Public Affairs) which becomes a resource for the Web site and College publications. Informal Photo Shoots Public Affairs attempts to inform the campus when far-reaching informal photography projects are under way. Announcements are made through Around The Heart and The Word. In some instances signs are posted in areas of the campus. Formal Photo Shoots When a request is received or a need arises for images of particular individuals or settings (e.g., The Heart at 6:30 a.m., a history professor teaching students, students engaged in collaborative research in a laboratory), a Public Affairs staff member contacts the appropriate faculty member or department to schedule the photographer. Preferring a natural, realistic approach, Earlham seldom stages its photographs. Faculty members are encouraged to inform classes of the impending photo shoot. Public Affairs supplies the faculty member an announcement to be made to the class with suggestions for making the shoot as effective as possible. A similar process takes place for athletics shoots; coaches are expected to let athletes know when photo shoots are scheduled. The faculty member is asked to permit the photographer to make an announcement upon arrival at the classroom. The photographer will introduce himself, briefly explain his purpose and allow students who wish not to be photographed to move to a part of the room that will not be included in his photos. This process is dependent upon students not wishing to participate identifying themselves to the photographer. It is assumed that students participating in a photo shoot are giving their permission for the photos to be used as the College sees fit. Students should be permitted to opt out of the shoot if that is their choice. If a student not wishing to be photographed fails to identify him or herself to the photographer, it will be very difficult to exclude that person from the resulting images. Choice of Photos Public Affairs staff, in consultation with requesting departments when possible, are responsible for choosing images on behalf of Earlham College for use at the Web site, in various publications and in video projects. Occasionally images are shared with outside entities making requests. NCAA regulations control the College’s use of photos of student-athletes. Choices for photographs are made with great sensitivity to:
Although we attempt to be as objective as we can in our photo choices, we recognize that making photograph selections is a subjective task. Rather than compromise the reputation of Earlham by utilizing a photograph that does not meet our qualifications, a photo shoot will be rescheduled. Ways to Opt Out of Photos Being Published Directory Listings. Faculty and staff may choose not to publish their photos (or personal information) by marking the appropriate option in WebDB Preferences. • More information about updating your personal information for use in directories. Formal Shoots. After arranging a shoot, Public Affairs provides an announcement that faculty may use to make their classes aware of the scheduled time for the shoot. The photographer will make an announcement allowing students to opt out of the shoot by moving to another part of the room if that is their choice. Informal Shoots. As stated above, it is difficult for a student to opt out of an informal photo shoot that involves, for example, a view of The Heart or a crowd at an athletic event. While photo shoots are usually announced in campus communication vehicles, tight deadlines sometimes prevent these announcements. When announcements are made, it is hoped that students not wishing to participate will not be present. To Have a Photo Removed from Use Concerns about the uses of individual images may be communicated to Web Management and Services for images at the Web site or to the Public Affairs staff for photos in print publications. We will try to resolve individual complaints while still meeting our important goals of visually representing the College. We ask your patience in this process. Expense is sometimes a consideration in our ability to change a photograph; sometimes an inventory of printed publications must be exhausted before the change can be put in place. Note: Earlham’s Events Coordinator collects photo, audio and video release forms from visiting artists, lecturers and performing groups. Use of these photos or recordings follows contractual agreements. |
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Earlham
College · 801 National Road West · Richmond,
Indiana 47374-4095 |