Model/Media/Information Release

1.0    Purpose

This policy establishes guidelines for gaining permission to use personal images or information for advertisement or publicity.

2.0    Revision History

3.0    Persons Affected

3.1    Employees, students, volunteers, and college organizations involved in the development of advertising, publicity, or other such materials for the promotion of the college.

4.0    Policy

The policy of Casper College is to ensure the following.

4.1    The college only uses personal identifiable information or imagery for advertisement or publicity with permission.

4.2    The college abides by all local, state, and federal laws and college policies regarding privacy, including the Family Educational Rights and Privacy Act (FERPA) and copyright and intellectual property laws.

5.0    Definitions

5.1    Advertising. A direct action usually paid for by the college to attract public attention to college events or services through the distribution of an advertisement. The college determines when and where advertisements are placed and the media type used and controls the content of the advertisement.

5.2    Publicity. Information regarding a college person, group, event, or service that the college disseminates through media to attract public notice. Publicity differs from advertising as follows: (1) the medium solely determines whether they will release the publicity to the public; (2) the medium solely determines the content of the publicity; and (3) publicity has no direct cost to the college.

5.3    Professional Information. Information related to one’s employment such as title, position, office location, and qualifications.

5.4    Personal Identifiable Information. Information that can be used alone or in conjunction with other information to identify, contact, or locate an individual.

5.5    Personal Identifiable Imagery. Images that can be used to identify a person including photographs, videos, audio recordings, and other types of media.

5.6    Directory Information. Information that the college may disclose in response to public inquiry, in conformance with state law and at the college’s discretion, without prior consent of the student: (a) student name, (b) major field of study, (c) educational level, (d) participation in officially recognized activities and sports, (e) weight and height of athletic team members, (f) dates of attendance, (g) degrees and awards, and (h) enrollment status. Students may restrict access to their directory information by providing a written request to Enrollment Services.

5.7    Privacy Rights. A qualified legal right of a person to have reasonable privacy regarding personal information, including the use of one’s image or personal information. This right, like other rights, has limitations such as the public’s need for safety and well-being.

5.8    Model/Media/Information Release Form. This form provides authorization for the college to use personal identifiable information or imagery for advertisement or publicity. A signed release must be obtained from any one whose personal identifiable information or imagery will be used for advertisement or publicity. A signed release form is not required for personal identifiable imagery created by PR, professional information or imagery of college employees in their normal course of employment, or imagery created at public venues or events where no single person is the dominant feature. Public venues include classrooms, sport fields, and external walkways. The form is available on the Casper College website or in the PR office.

5.9    Copyrighted Material. Materials protected by copyright laws. Refer to the college’s Using Protected Copyright Works policy.

5.10    Intellectual Property. Creative works, ideas, discoveries, and inventions that include, but are not limited to, that which can be protected under patent, trademark, copyright, or other applicable laws such as literary, dramatic, musical and artistic works, software, apps, multimedia presentations, and inventions. It does not include course materials or student works. Refer to the college’s Intellectual Property policy.

6.0    Responsibilities

6.1    The director of public relations is responsible for ensuring compliance with this policy.

7.0    Procedures

7.1    Individuals obtain a signed Model/Media/Information Release form from all individuals whose personal identifiable information or imagery will be used for college advertisement or publicity. A signed release form must be on file with PR prior to the distribution or publication of such material.

7.2    PR will retain a copy of the Model/Media/Information Release form for five years from the distribution or creation date of materials for which the form was obtained. The form will be destroyed after five years.

7.3    Employees who contribute to a site or distribute advertisement or publicity materials will review the information or imagery for copyright or FERPA violations or improper use of intellectual property prior to posting or distribution of any materials. PR will provide assistance upon request.

7.4    Individuals who violate this policy or any licensing, trademark, or patent laws or regulations will be asked to cease the violation. If the violation is detected after posting or distribution, the post must be redacted and any distributed materials retrieved, if possible. Employees and students may face disciplinary action.