Classroom Photography | Marketing Practices
Shooting photos during class time raises unique students’ rights concerns. For example, did the students volunteer or did faculty volunteer the students? Are you taking something of value from students (class time, learning, etc.)? Consider how you might approach a classroom setting in a transparent but unobtrusive manner.
DOs & DON’Ts
- DO be clear about your expectations.
- DO confirm final arrangements with faculty directly, not an admin or department head.
- DON’T insert volunteer models into a teaching environment exclusively to achieve visual diversity.
Before the Photo Shoot
1. Faculty member emails the students
Ask the faculty member to send an email to their students informing them of the in-class photography. This should occur at least one week before the photo shoot.
TEMPLATE | Email
Staff from the Office of Marketing & Communications (MarCom) will be attending our class on [date]. They will be taking photos of our usual classroom activities. These images may be used in advertisements, recruitment materials, social media or on the website [be as specific as possible].
You do not need to participate. It is your choice to participate, and students who choose not to join will not be penalized. If you do not wish to participate, please let me know.
If you have questions for MarCom, you can contact them at MarCom@groups.pacificu.edu.
Thank you,
2. Faculty member distributes “Student Rights Handout”
Provide printed handouts to the faculty member to distribute in class prior to the photo shoot. The handout should identify the students’ rights and ways for the students to opt-out of photography. Each student should receive a handout.
You can locate the standard handout on Box.
During the Photo Shoot
1. Announce yourself
Briefly and before class begins, introduce yourself and other marketing staff to the class. Set expectations and restate that students do not need to participate. Allow students to identify themselves if they do not wish to participate.
Template | Announcement
Hello,
I am [Name] from the Office of Marketing and Communications. We are here today to take photographs of your class. The photographs may be used in advertisements, recruitment materials, social media or on the website. You do not have to participate if you do not want to.
We are going to pass around two things: a notice with our contact information that explains your student rights and a media release form. The media release form allows us to use your image.
If you do not want to be photographed, you can contact us using the information on the notice, or you can identify yourself either by raising your hand or telling a marketing staff member.
Thank you!
2. Distribute “Student Rights Handout 2”
Give printed handouts to all students in the class.
The handout should identify the students’ rights and ways for the students to opt-out of photography.
You can locate the standard handout on Box.
3. Distribute a group media release form
Have all students sign the media release form. The form should have fields for names, signatures, graduation year(s) and program.
You can locate the standard releases at pacificu.edu/MediaRelease
After the Photo Shoot
1. Scan media release forms
Scan the media release forms and include the scans within the photo shoot folder on Box.
2. Send thank you email
Ask the faculty member to send an email to their students thanking them for participating.
TEMPLATE | Email
Hello,
Thank you from Marketing & Communications for participating in our photo shoot. We know you have a lot to do, and we truly appreciate the time and energy that you contributed. When we use the photos, we’ll send a quick heads-up so that you can see how you have helped to advance the mission of Pacific University.
In the meantime, let us know if you have any questions or concerns. You can email
MarCom@groups.pacificu.edu or stop by our offices in Scott 121 & 127 anytime.Thanks again!
3. Follow up with students
Communicate with students when their image is used in new and different ways. Honor any removal requests that are received.
CONNECTION | To learn more or to find templates, see Photography Updates.