The following guidelines govern the use of photographs or video of individuals for Tulane University (“University”) promotional materials and media.
These guidelines were developed by the Office of Communications & Marketing. All University departments must comply. Departments should also comply with any additional or more stringent requirements set by their college, school, or program.
1. Who is Responsible for Collecting Releases?
Your department is responsible for collecting and retaining signed release forms for any photographs or videos taken by:
- Non-University photographers (e.g., freelance photographers not contracted through the Office of Communications & Marketing).
- Internal staff outside of the Office of Communications & Marketing team.
2. When Is a Release Required?
A signed release form is required when any one of the following conditions applies:
- The individual is clearly recognizable and is the primary subject of the image or video.
- The setting is non-public, such as:
- Classrooms
- Laboratories
- Residence halls and private offices
- The person is posed, recruited, or directed for the purpose of promoting the University.
- The photo or video will be used in commercial or promotional materials, such as:
- Admissions brochures or websites
- Fundraising campaigns
- Advertising (print, digital, social media, broadcast)
- The individual is a minor (under 18 years old). In such cases, the release must be signed by a parent or legal guardian.
3. When Is a Release Not Required?
A release is generally not required when:
- The subject is captured in a public space or during a public event and is not the central focus of the photography or video;
- The person is part of a crowd or large group;
- The individual is not identifiable (e.g., blurred, silhouetted, or photographed from behind) in a non-public environment.
Nevertheless, even in such circumstances, the University recommends issuing a verbal notice and obtaining written consent where feasible.
4. Commercial vs. Editorial Use
- Commercial use refers to materials designed to promote or market the University, including advertising, fundraising, and recruitment.
- Editorial use refers to media created to inform, such as news articles, blogs, event recaps, or internal communications.
- When in doubt, treat usage as commercial and obtain a signed release.
5. Use of Crowd Release Notices
At all events where photography or video recording is anticipated, departments should post a Notice of Filming to inform attendees. While a posted notice does not replace the need for an individual release in all cases, it may serve as a risk mitigation tool.
Recommended placements:
- Entryways and exits
- Registration or check-in tables
- Event websites or digital registration
- Slideshows or signage at the start of programs
Suggested Notice Language for event website, slideshows:
NOTICE OF FILMING AND PHOTOGRAPHY
By entering this University event, facility, or program, you are entering an area where photography, audio, and video recording may occur. By your entry or continued presence, you acknowledge that you may be photographed, recorded, or otherwise captured in media and hereby grant the University the irrevocable right to use your image, voice, and likeness in connection with any University-related educational, promotional, or archival purpose, in any and all media now known or later developed, worldwide, without time limitation, and without compensation. If you do not wish to be photographed or recorded, please inform the event organizer or avoid camera-visible areas.
6. Special Considerations for Minors
A release is required when a minor’s likeness is clearly recognizable, no matter the environment or usage (editorial or commercial).
7. Best Practices for Consent and Documentation
Even when a signed release is not required, the following practices are strongly encouraged to promote transparency and minimize risk:
- Seek verbal consent before photographing or recording identifiable individuals, whenever feasible.
- Inform subjects of intended uses, such as publication on University websites, social media, advertising, or print materials.
- Document the use of crowd release signage, including date-stamped photographs showing where and when signs were posted.
- Securely retain any signed release forms in accordance with University policy.
- Tag or label media files in your digital asset management system to indicate whether consent was obtained (e.g., "Release on File," "Verbal Consent," "No Release").
8. Contact
For questions, please contact:
Office of Communications & Marketing
6823 St. Charles Avenue
215 Gibson Hall New Orleans, LA 70118
Tel: 504-865-5210
Nick Pierre: npierre6@tulane.edu
