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Policy VI-3.01
Media Release Policy

(UMGC’s Use of an Individual’s Likeness in Photography and Video Recording)

Policy Category Policy No. & Title Policy Owner/Admin. Version No. Effective Date Review Cycle Last Reviewed
VI Administration *VI-3.01 Media Release Policy SVP, Office of Communications

VP & General Counsel
v.1 August 1, 2022 Every 5 years  
  1. POLICY STATEMENT
    1. When necessary, University of Maryland Global Campus (hereinafter “University”) will obtain permission from any and all individuals in a photograph or video recording, prior to the University’s use of the photograph or video recording, in the form of a signed release (hereinafter “release form”).
    2. Release Form Not Necessary
      1. The University does not need to obtain a release form from the individuals in a photograph or video recording if those individuals are not personally identifiable, regardless of whether the University uses the image for an informational/newsworthy or commercial/promotional purpose.
      2. The University does not ordinarily need to obtain a release form from the individuals in a photograph or video recording, even if the individuals are identifiable, when the image was taken in a public setting and will be used exclusively for an informational purpose. An informational purpose means the image is newsworthy, being reported in a journalistic fashion, or is not intended for generating profit. For example, a release form is not necessary for photographs that are posted in an article on the University’s Global Media Center.
    3. Release Form Necessary
      1. The University shall obtain a release form from individuals in a photograph or video recording if those individuals are identifiable and the image will be used for a commercial purpose. A commercial purpose means the image is intended to promote University services, generate enrollments, or is otherwise intended for generating profit. For example, a release form is required when an image is used for marketing on University-affiliated websites, collateral, or other promotional materials.
      2. Where a release form is needed and the identifiable individual in the image is a minor, the University shall obtain consent from the minor’s parent or guardian.
    4. If, at the time an image is taken or collected, it is unknown or unclear whether the image will be used for an informational purpose or commercial purpose, the University should obtain a release form from all identifiable individuals.  For further guidance, please consult the Office of Communications.
    5. Regardless of commercial or informational usage, all military imagery, including but not limited to images containing military uniforms or insignia, must comply with Department of Defense guidelines and trademark restrictions. For questions regarding use of military imagery, please consult Marketing Services. 
    6. Regardless of commercial or informational usage, all military imagery, including but not limited to images containing military uniforms or insignia, must comply with Department of Defense guidelines and trademark restrictions. For questions regarding use of military imagery, please consult Marketing Services. 
      1. Public Settings
        1. The University may take photos or record video at University facilities and events or other public settings.
        2. Although there is ordinarily no expectation of privacy in public settings, the University will provide appropriate notice explaining that photography or filming will be occurring, unless doing so is not feasible. For example, during a University event where photography or filming is taking place, a sign could be posted or the event ticket could include a disclosure alerting attendees that photography and/or filming is taking place.
        3. When feasible, the University should provide a location where photography and filming will not occur. For example, at a University event where photography or filming is taking place, the University could offer a “no film/photography” section for those who do not want to be included in any footage or photos. 
      2. Private Settings
        1. The University shall ensure appropriate permission is obtained prior to taking photos or video recordings at private events or in an otherwise private setting, regardless of whether photo or video recording will be used for an informational or commercial purpose.
    7. An individual who seeks to remove their image from the University’s website, social media, other University collateral, should contact the Office of Communications at communications@umgc.edu.