Photo & Video Policy
| Policy Name | Photography/Videography |
| Policy Category | Communications |
| Policy Approved By | Vice President |
| Responsible Division Head or VP | Vice President for Communications |
| Responsible Department | Design and Web Services |
| Responsible AVP or Director | Creative Director |
| Original Policy Date | 12/16/2011 |
| Last Known Revision Date | 6/28/2018 |
| Current Policy Effective Date | 12/1/2021 |
| Recommended Policy Review Date | 12/1/2023 |
| Policy Applies To | Entire Campus |
| Additional Authority/References | N/A |
POLICY PURPOSE
To provide guidance for external organizations requesting to film and/or take photos on the Albright College campus for marketing, news and other promotional purposes.
To provide guidance on the college’s use of external freelance photographers and videographers in order to conserve campus resources and to keep brand standards consistent.
BACKGROUND
The Communications Division is responsible for managing photographic services and coordinating the production of images used to market, advertise and promote Albright College. The Communications team does so through the use of external freelance photographers and videographers, Communications staff, and other authorized personnel. In order to be better stewards of our resources and to maintain branding standards, the following policy and accompanying procedures have been established to provide creative oversight and coordination for all campus photography and videography needs used for marketing and promotion of the college. Please note, this policy does not apply to photography and videography used for academic purposes.
POLICY TEXT
On-Campus Filming or Photography by External Organizations
As a private college, Albright’s permission is required for any filming or photography on the Albright campus by news professionals, professional or commercial photographers and filmmakers, and campus visitors, faculty, staff or students taking pictures or filming for commercial purposes.
Personal photos may be taken by students, parents, faculty, staff, alumni and other campus visitors so long as: 1) they are used exclusively for personal, non-commercial purposes; 2) they do not interfere with the ongoing operations of the college; and 3) they do not interfere with the planning, set-up or implementation of activities or events at the college.
Notwithstanding the foregoing, Albright College reserves the right to prohibit any filming or photography on its campus for any reason, including if the filming or photography creates the potential for: 1) disruption of academic, research, business or student activities; 2) damage to or alteration of college property; 3) inappropriate use of Albright’s name, marks or image; 4) disruption of traffic, parking or pedestrian pathways; 5) other safety hazards; or 6) violations of the college’s privacy policies.
Photography Produced for Marketing and Promotion
Communications serves as a broker for contracts with freelance photographers, and therefore must be involved prior to an agreement to proceed. Communications maintains a list of approved freelance photographers whose rates vary. These approved vendors meet not only professional standards, but also grant Albright College full ownership of images produced.
All photography produced and delivered by freelance photographers who are paid for their services through Albright accounts must adhere to the procedures attached to this policy, with the exception of departments who require significant photography during the course of a year. These departments may hire approved freelance photographers independently with the express written permission of the Communications Division.
Videography Produced for Marketing and Promotion
In order to better steward our resources and to maintain branding standards, video production projects are coordinated through the Communications Division, which provides oversight to ensure efficient use of limited resources. This impacts two types of video projects:
- Marketing/Promotion of College Assets to External Audiences
All videos which are promotional or related to the college’s branding, and which target external audiences, must follow the procedures attached to this policy. This includes all videos intended to be shown during any high-profile Albright event. - Any Vendor/ Paid Video Production
All video projects to be recorded and/or edited by videographers who are paid for through Albright accounts must adhere to the procedures attached to this policy. The Communications Division serves as a broker for contracts on such projects, and therefore must be involved prior to an agreement to proceed. Failure to follow the process may result in reimbursements not being approved.
Once a video project is completed:
- All videos must be closed-captioned.
- All video services paid for by the college are property of the college, and as such, the college should receive a final, complete copy of the work and reserve the right to control its archival home on Albright servers or social media, and when it is released, re-released or archived for historical purposes.
Past Policy Versions:
| DATE OF REVISION | MAJOR CHANGES
(Note: electronic copies of the former versions of the policy must be maintained within the unit, department, or division) |
| 12/1/2021 | Reviewed through DEI lens; minor edits to clarify that this policy pertains to photos/videos for marketing and promotion only, not for those associated with academic purposes; procedures pulled out into separate document; final policy posted using updated template. |
| 06/1/2018 | |
PHOTO & VIDEO PROCEDURE
| Procedure Name | Requesting photography and/or videography |
| Responsible Division Head or VP | Creative Director |
| Responsible Department(s) | Design and Web Services |
| Procedure Author(s) | Creative Director and VP for Communications |
| Last Known Revision Date | 2/17/2022 |
| Previous Version Number | |
| Current Procedure Effective Date | 2/17/2022 |
| Current Version Number | |
| Related Policies |
PROCEDURE TEXT
TO REQUEST A PHOTO SHOOT, please complete this form approximately six weeks before desired photo shoot: https://admin.albright.edu/pubformmain.php
After your request is received, a member of the Communications team will contact you for a creative consultation. Please be prepared to answer the following questions:
- Which department is responsible for the photography request?
- Who is the point person for the request?
- What is the purpose and audience of the photography?
- If the photography is needed for an event, what is the event date/time?
- Are there specific photos needed from the shoot?
- If photos are needed by a certain date, please include date (Photos are not processed on the day of the shoot)
- Which dept. is responsible for payment? (Communications is happy to discuss partnering on photography requests that further the mission and goals of the college.)
During the consultation, Communications design staff will assess need and budget. For certain on-campus events, freelancers may not be necessary and student photographers may also be available. Communications reserves the right to determine need based on the complexity of the shoot, event, and availability of photographers.
Please confirm arranged time, location and details with the design team no less than three days prior to the scheduled shoot.
Final photos will be delivered to the Communications team who will share a link to the photos with the requesting party.
Questions? Contact photography@albright.edu or 610-929-6787.
Accessing College Images
Please contact photography@albright.edu for access to images.
Credit
Credit for photography gifted to Communications will be given when deemed appropriate for usage.
Faculty/Staff Headshots
Official headshots of faculty and staff used for publicity purposes may be arranged by contacting Communications. Faculty and staff may also submit professional headshots for use on the web or in print accompanied by the written consent of the photographer.
PRIOR TO STARTING A VIDEO PRODUCTION (approximately six to eight weeks before expected project delivery), please complete this form: https://admin.albright.edu/pubformmain.php
After your request is received, a member of the Communications team will contact you for a creative consultation. Please be prepared to discuss the following questions:
- What department is responsible for the project?
- Who is the point person for the project?
- What is the purpose of the video?
- What is the main message and intended audience? (Communications reserves the right to determine need based on available budget, marketing relevance and availability).
- Is editing required and if so, how extensive will editing be?
- Has a budget been established and approved for this project? If so, what is your budget?
- Will the shooting be seasonal/repetitive yearly work and, if so, for what duration and at what cost?
- If in-house, Communications must review the work before release to the public to ensure quality and liability
- If project is substantial enough, it may require storyboarding or scripting
** Please allow for branding constraints as determined by the Communications office. Video is created in support of college marketing initiatives and not for individual dept. use.**
Past Policy Versions:
| DATE OF REVISION | MAJOR CHANGES
(Note: electronic copies of the former versions of the policy must be maintained within the unit, department, or division) |