Privacy and Releases

University records and directory information

Certain types of information have specific disclosure and publishing guidelines, which are outlined in the Privacy Policy.

The Family Education Rights and Policy Act (FERPA) prohibits sharing certain personally identifiable student information and records without permission from the student. For this reason, students should give permission before you post their names or images in connection with their work in a public web environment. You should document that permission and keep a record of it.

Image, voice or likeness

In accordance with the University's Privacy Policy, the University makes every effort to obtain releases before publishing images, voices, or likenesses of identifiable human subjects. Failure to obtain releases could infringe on another person's right to privacy.

Each website's supervisor should ensure that an identifiable subject has provided written consent before publishing that person's image, voice, or likeness on an official University website.

General guidelines

A release is necessary for any image, voice, video or likeness containing identifiable human subjects (including students, University employees, or non-University people), regardless of whether the likeness was obtained through a free information request, personal camera, or other means.

Releases aren't necessary when the photo or video's focal point is a building or non-human subject or when the photo or video is of a large group or crowd at an event or game. If you intend to record (audio or video) a lecture or other presentation, you should obtain written permission from the speaker(s).

Obtaining releases

Unless Photographic Services or the Office of Web and New Media have already obtained the needed release, the website supervisor should provide notice, obtain consent, and keep a record of the consent. To obtain consent, the website supervisor should have the person complete and sign the Name, Voice, and Likeness Release.

If you intend to publicly post a recording and if it is likely to capture personally recognizable images or significant personally identifiable commentary from audience members, you should inform the audience of the recording process. For example, the announcement, invitation, or at a minimum, sign at the entrance to the event, should state clearly that the event will be recorded and that some audience participation and/or images may be captured in the recording process.

Removal of a likeness

If someone discovers his/her image, voice, or likeness in one of the University's online publications and would like it removed, s/he should notify the Office of Web and New Media.