Film and Photography Policy

Policy for Filming and Photography on Campuses

Filming and Photography as defined in this policy will be permitted on San Jacinto College campuses or property leased by the College in accordance with this Policy, provided that such activity does not interfere with the educational or regular program functions or previously scheduled events of the College and does not pose a security or safety risk.

DEFINITIONS

Campus Image: a still or moving image of San Jacinto College property that can be readily identified by the public as college property by architecture, landmarks, signage, the presence of prominent individuals, the inclusion of logo clothing or athletic uniforms, or any other means.

College Name and Graphic marks: any use of the college name or any form of the college including the campuses or district office. Graphic marks include the college logo, tagline, advertising campaign, seal, and mascots.

Filming: the capturing of moving or still images of San Jacinto College property by any means on any media now known or that may be invented in the future including, but not limited to, film, videotape, digital disk or any electronic transmission to another medium or to the Internet.

Photography: the capturing of still images onto any compatible medium, or posting to the Internet, by any means or devices now known or that may be invented in the future including, but not limited to, film cameras, digital cameras, electronic devices such as personal computers (PC), mobile phones, personal digital assistants (PDA), etc.

GUIDELINES

A. External Use Filming or Photography

For purposes of this Policy, "External Use" refers to Filming or Photography on campus for non-newsgathering purposes and for which San Jacinto College will not own the copyright to the work created. No Campus Images may be used without prior written authorization from the Marketing Department. Examples of External Use Filming or Photography include, but are not limited to:

  1. Theatrical release, broadcast or print media;
  2.  Industrial use (e.g., trade show or intra-company, intra-industry use);
  3.  Editorial use;
  4.  Public service announcements;
  5.  Non-San Jacinto College student filming;
  6.  Documentary.

B. Internal Use Filming or Photography

For purposes of this Policy, "Internal Use" refers to Filming and/or Photography on any campus for the benefit of the College by a College representative, student, or contractor. The College ordinarily will exercise artistic or creative control over the work, and the College ordinarily will own the copyright to the work. Examples of Internal Use include, but are not limited to:

  1. Broadcast or print media primarily for San Jacinto College use;
  2. San Jacinto College student filming;
  3. San Jacinto College academic or departmental broadcast or Webcast (e.g., Intercollegiate Athletics).

Departments or units that engage the services of non-College staff (e.g., a commercial photographer or film company) for any Internal Use Filming or Photography must ensure that terms governing the use and re-use of any Campus Images are clearly defined out in the written agreement with each contractor. Departments shall pursue all ownership rights and interests in the work created on behalf of the College and paid for with College funds. Before committing College funds, the department or campus shall submit the proposed written agreement to the Marketing Department for review and approval.

All activities requiring College resources, such as police, grounds restoration, traffic control, parking, and any other College services rendered shall be charged to the department or unit requiring those services.

C. News Reporting and Gathering

The College operates on the principle that news gathering provides an important public service for College constituents and the public at large However, neither the public nor the media have a right to indiscriminate access to grounds, buildings, activities or restricted areas. Respect for the privacy interests of students, faculty, and staff requires that the College set reasonable rules regarding access for purposes of Filming and Photography.

For purposes of this Policy, "News Reporting" is live Filming or Photography and transmission (with or without audio recording) as “active” or “breaking” news, by a bona fide news reporting service. Reporters and news photographers generally do not need permission to film building exteriors in common public areas, such as parking lots and sporting venues, but permission is required to enter classrooms, offices, laboratories, and other buildings. Because electronic equipment and cameras can interfere with traffic and College activities and impinge on student or employee privacy, entry to classrooms, private offices, libraries, and similar facilities for purposes of filming must be cleared in advance through the Marketing Department. The Marketing Department may impose reasonable time, place, and manner restrictions to minimize disruption and inconvenience and to protect the privacy interests of students and employees.

No advance permission is needed to record the proceedings at a publicly held meeting of the Board of Regents. Additionally, events to which the College has extended an invitation or announcement to the public and to the news media do not require special approvals, although arrangements for camera locations, microphones, and lighting may require assistance from the Marketing Department. These events include news conferences, athletic events, and public lectures.

Television film crews must obey campus parking and other regulations unless prior arrangements have been made with through the Marketing Department.

Video and sound crews usually will be accompanied by a member of the Marketing Department.

Access to buildings, areas and events may be denied during an emergency or crisis.

D. Non-commercial Filming or Photography by Staff and Students

Faculty and staff may engage in Filming or Photography for non-commercial purposes that serve an educational, administrative, or legitimate college purpose. Faculty and staff do not need special permission to engage in such Filming and Photography so long as the activity can be performed in a non-disruptive manner and so long as special campus services are not needed (i.e., campus security, campus maintenance, etc.).

Employees, students, and visitors may engage in Filming or Photography in public areas of the campus so long as the Filming or Photography is incidental, non-disruptive, and non-commercial. As used in this policy, "public areas" refers to common areas that are freely open to public traffic, such as outdoor patios, parking lots, cafeterias, sporting event arenas and fields, and open lobby areas. Photography or filming in non-public areas, including classrooms and private offices, is not permitted without the consent of the individuals being filmed or photographed.

Employees, students, and visitors are prohibited from using recording devices in restrooms, locker rooms, dressing rooms, and other locations where people have a reasonable expectation of personal privacy. To prevent any misunderstanding or confusion, employees, students, and visitors are encouraged to store such devices in purses, backpacks, briefcases, or pockets while visiting these locations.

No employee, student, or visitor shall use a camera phone or other visual recording device, even in a public area, to take a photo of a person's body, without that person's knowledge, from an angle that is intimate, revealing, or sexual or that constitutes an invasion of personal privacy.

Employees, students, and visitors are prohibited from using recording devices to duplicate confidential information, including student records, personnel records, and medical records.

To prevent disruption and academic dishonesty, instructors are permitted to impose reasonable restrictions on student use of recording devices in classrooms, laboratories, or other locations where instruction or testing occurs. Instructors shall notify students in writing of any restrictions on the use of recording devices. The following language may be used: "Use of recording devices, including camera phones and other devices that record moving or still images, is prohibited in classrooms, laboratories, faculty offices, and other locations where instruction, tutoring, or testing occurs. Students with disabilities who need to use a recording device as a reasonable accommodation should contact the Office for Students with Disabilities for information regarding reasonable accommodations."

E. San Jacinto College Identification and Appropriate Use of Campus Images

No identification of San Jacinto College as the location of External Use Filming or Photography will be permitted, except that which has been approved in advance by the Marketing Department. Marketing will refer questions of the suitability of proposals or requests that propose the identification of San Jacinto College to the College's legal counsel and/or to the Vice Chancellor of Administration or his or her designee.

The request may be approved when the proposed identification is deemed to be in the College’s interests. Such requests for San Jacinto College identification should clearly specify how the identification will be made and in what subject matter context.

No trademarked icons, images, logos, or widely recognizable landmarks or highly sensitive locations of the College shall be filmed, photographed, or otherwise reproduced for any commercial purposes.

EMPLOYEE RESPONSIBILITIES

The Marketing Department is responsible for reviewing all requests for Filming and Photography on Campus. All proposals for Filming or Photography on campus will be evaluated for potential logistics problems and if approved, determine the appropriate facility and services usage.