Public Affairs

Photography, Videography, and Recording Protocol

Purpose/Summary


This protocol sets forth expectations regarding the photography, videography, and recording of classes, meetings, or other conversations at Reed; offsite at college-organized events; over the phone between members of our community; and photography, videography, and recording arranged by Reed College officials for promotional purposes.

This protocol intends to inform the community that there are rights and laws regarding photography, videography, and recording. This protocol is not intended as legal advice, nor is it intended to halt or reduce the community's communication or freedom of expression. Rather, the protocol intends to strike a balance between the legitimate uses of audio and visual recordings and concerns, including compliance with the law, privacy, and the protection of intellectual property.

This protocol is compatible with Oregon law (ORS 165.540).

Protocol



In relation to photography, videography, and recording, it is expected that all community members will respect the privacy of individuals in the workplace and educational setting.

The secret recording (audio or video) of classes, meetings, or other conversations, including telephone calls, is prohibited, as it does not respect the privacy of individuals, is not compatible with the law (ORS 165.540), and may inhibit an open exchange of ideas. In public areas and common spaces where there is usually no reasonable expectation of privacy, photographing or filming without audio is generally lawful. In other spaces, such as private offices, dorm rooms, dressing rooms, and restrooms, where people usually have a reasonable expectation of privacy, the consent of all parties must be obtained when recording, photographing, or filming.

At Reed, classes may be recorded by the professor or by a student in the class for personal use with the prior written consent of only the professor. Additionally, in order to comply with Oregon law, either (a) all participants must be specifically informed that they are being recorded, or (b) the recording device must be unconcealed. Class recordings by students may not be downloaded to any computer; uploaded to the internet; or otherwise shared, transmitted, or published without the further prior written consent of the professor and all participants. If the recording by a student is for accommodation purposes, the professor should not disclose the identity of the student.


Surveillance cameras/equipment and software may be placed on campus by authorized campus personnel to prevent or deter crimes, to protect public safety, and to facilitate official college investigations into criminal activities or violations of campus policy.


All students and employees are advised that Reed College officials and others hired by the college take photography, videography, and recording for promotional purposes throughout the year of campus facilities and scenes, events, faculty, staff, students, and alumni for promotional purposes in all areas of campus or at any Reed College-sponsored event off campus where subjects do not have a normal and reasonable expectation of privacy. In doing so, Reed strives to have an honorable approach to obtaining and using the content for promotional purposes. The photography, videography, and recording content is the property of Reed College and may be used for Reed College promotional purposes (e.g., electronic and printed publications, websites, classroom use, event ads, etc.) without further permission of the subjects. As a general practice, there is no attempt to collect individual release forms unless there is a reasonable expectation of privacy. In cases where there is a reasonable expectation of privacy, the college will make a reasonable effort to contact every person in the photo and to obtain a signed release form allowing Reed to use the photo for promotional purposes.

The college asks that college photographers, videographers, and audio recorders make themselves visible and, when possible, verbally obtain consent when capturing content and that they inform subjects that photography, videography, and/or recording will be used by the college for promotional purposes. When a person enters an area where photography, audio, and video recording is occuring, the person consents to such recording media and its release, publication, exhibition, or reproduction for promotional purposes. It is expected that any individual not comfortable will excuse themselves from the area or inform the college photographer, videographer, and audio recorder that they do not wish to be included. When conducting photography, videography, and recording in classrooms or Reed educational events not open to the public, the college official will contact the instructor or organizer in advance, ask for their permission, and ask that they inform the participants of the photography, audio, and video recording. In addition, during the class or event, the college asks that those who wish not to be included either inform the photographer, videographer, and/or audio recorder at the time, or later email the public affairs department to advise them of their wishes.

While the college is not able to track, identify, and document each photograph that is taken and filed, public affairs takes reasonable steps to remove photos from the collection of those people who let us know they do not wish to be photographed.

Following professional standards, the public affairs office allows for post-production editing of images to serve the use, medium needs, and artistic direction of the communication materials. During the post-production process, public affairs is careful not to edit images in any way that misrepresents subjects. Examples of allowed post-production editing include zonal density adjustments, cropping, dodging and burning, conversion into grayscale, and normal toning and color adjustments. The final selection of images should authentically reflect the people and events at Reed.

Release form

In cases where photography, videography, and/or recording are taken when there is a reasonable expectation of privacy, Reed uses the following release form.  

Download a release form

Hiring a photographer or videographer

Contact public affairs to hire a photographer or videographer for a campus event. Public Affairs has approved vendors who have signed the Reed College Photographer/Filming Agreement and are aware of Reed's protocols.

Download the Reed College Photographer/Filming Agreement

Commercial Photography and Filming

All commercial photography and filming must be approved in writing by Conference & Events Planning. Please consult the guidelines regarding photography and filming on campus for commercial purposes.