Photography and Video Policies, Guidelines, and Release Forms

On this page:

• Release Forms
• Boonshoft School of Medicine and Wright State Physicians Policy
• Usage Policy
• Ohio Revised Code

Release Forms

When using photographs of individuals in your promotional materials and media, it is important to consider if a release/consent form from the photograph's subjects/models is required before the photograph is published or otherwise made publicly available.

These general guidelines were developed by the Office of Marketing and the Office of General Counsel. If your college, school, or program has established more stringent requirements than those listed below, you should observe your area's requirements.

Media, Photo, and Video Release Form

When a release is typically required

A release is generally required if individuals (except Wright State students/faculty/staff) are:

• The primary focus of a photograph taken in a non-public space, is recognizable, and has been recruited specifically to serve as subjects/models.
• Minors (anyone under the age of 18). It is important to obtain a release signed by the minor's parent/legal guardian. 

When a release is not typically required

A release is generally not required if individuals are:

• Photographed in a public space or at public events, such as sporting events, commencements, and outside events. These types of photographs are often considered "campus scene" photos.
• The photograph is taken in a non-public environment and the primary focus is not recognizable, such as when a silhouette, posterior/dorsal view, or out-of-focus shot is taken.
• Wright State faculty, staff, or students.
• Invited to attend a group activity/event and chose to participate of their own free will.

Verbal consent

Even when a release is not required, it is a best practice to gain verbal consent prior to taking a photo or video of an individual or group of individuals. Verbal consent is not required if the people are not the focal point and/or are merely passing through the photo or video. When requesting verbal consent, it is recommended that you list all the possible ways the images could be used, including social media, web, print, and advertising.

Boonshoft School of Medicine and Wright State Physicians Policy

Due to HIPAA rules (Health Insurance Portability and Accountability Act of 1996) no patient is allowed to be photographed until he or she has signed the Wright State Physicians release form, which is separate from the university's release form. Wright State Physicians employees must sign the university's Media, Photo, and Video Release Form.

If at any photoshoot, someone declines to have their photo taken, this request must be followed. Individuals not affiliated with Wright State, the Boonshoft School of Medicine, or Wright State Physicians are required to sign a release form before their photo is taken (whether it be the university's form or Wright State Physician's release form). 

Usage Policy

Usage is granted ONLY for personal use. Personal use means non-commercial use of the media for display on personal or university websites and computers, or making image prints or video copies for personal or university use. The media may not be used in any way whatsoever in which you charge money, collect fees, or receive any form of remuneration. The media may not be resold, relicensed, or sub-licensed. Title and ownership, and all rights now and in the future, of and for the media remain exclusively with Wright State University. There are no warranties, expressed or implied. The media are provided 'as is.' Wright State University will NOT be liable for any third-party claims or incidental, consequential, or other damages arising out of this license or buyer's use of the media.

Ohio Revised Code

Ohio Revised Code, chapter 2741.09A, exempts institutions of higher education from claims to a right of publicity of an individual’s “persona” if: a) the individual is or was a student at, or a member of the faculty or staff of, the institution of higher education; b) the use of the individual’s persona is for educational purposes or for the promotion of the institution of higher education and its educational or institutional objectives.