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Rationale/Purpose

Photography is an essential tool in sharing the ÐßÐßÊÓƵ experience. It serves to document campus life, support marketing and recruitment efforts, preserve institutional history, and foster community engagement. As a trusted institution, ÐßÐßÊÓƵ is committed to ethical photography practices that respect individual privacy, uphold institutional integrity, and align with our values.

Advancements in technology, including AI-based photo manipulation, present new challenges regarding the authenticity of images. While some digital modifications are necessary for clarity and aesthetics, the university prioritizes transparency and accuracy to maintain public trust. This policy establishes guidelines to ensure ethical, legal, and responsible use of photography at ÐßÐßÊÓƵ.

Scope

This policy applies to all photography used for university purposes, including marketing, editorial content, historical archiving, and promotional materials. It governs faculty, staff, students, third-party photographers, and external partners engaged in university-related photography.

Policy Guidelines

Acceptable and Non-Acceptable Digital Modifications

Acceptable:

• Adjusting exposure, brightness, and color tones to enhance clarity without altering content.
• Cropping images while maintaining original intent.
• Removing minor flaws such as dust spots or scratches.
• Converting images to black and white for artistic or editorial purposes.
• Removing brand logos or inappropriate wording from clothing or objects.

Non-Acceptable:

• Moving, adding, deleting, or distorting image elements in a misleading way.
• Manipulations that alter the original context or misrepresent reality.
• Excessive retouching that significantly changes an individual’s appearance.

Permission and Model Releases

Written permission is required for the use of photographs or videos featuring:

• Minors (under 18), including summer camps and PreK-12 settings.
• Research participants or individuals engaged in sensitive activities.
• Advertising or promotional materials where an individual’s name, image, or likeness is used.

Permission is generally not required for:

• Public event photography and editorial/news use.
• Photos of crowds where individuals are not easily identifiable.
• Internal university use, including documentation of campus life.

For public events, the university may provide posted notices informing attendees of potential photography.

Advertising & Promotional Use

• Any photograph used in advertising, fundraising, or promotional content requires written consent from identifiable individuals.
• Captions and context must accurately reflect the subjects depicted.

Photo Library and Usage

• The university maintains an official photo library at for use in editorial and news contexts.
• University departments, faculty, staff, students, and alumni may use these images for noncommercial communication about ÐßÐßÊÓƵ.
• Use of photographs for commercial purposes, including external textbooks, advertising, or product placement, requires prior approval from the MarCom Division.

NIL and Athlete Photography

ÐßÐßÊÓƵ respects the Name, Image, and Likeness (NIL) rights of student-athletes. All uses of athlete photographs must comply with:

• Consent: Written approval from student-athletes for any commercial use.
• Compliance: Adherence to NCAA regulations, state laws, and NIL agreements.
• Transparency: Clear communication regarding how images will be used.
• Review Process: MarCom will oversee NIL photography compliance to avoid conflicts of interest.

Photography in Residential and Restricted Areas

• Photography in residence halls, locker rooms, and restricted areas requires special permission.
• For inquiries, contact marketing@calvin.edu.

Freelance Photographers & Copyright Policy

• The university retains copyright for all images taken by university-employed photographers.
• Freelance photographers must sign an agreement transferring copyright to the university if hired for university-sponsored projects.
• Third-party photographs require explicit permission from the copyright owner before use.

Quick Reference: When Do You Need Permission?

For further assistance, contact the MarCom Division at marketing@calvin.edu.