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HomeMy WebLinkAboutADM 140-010 Photograph and Video Activity and Use ProcedureCity Procedure Procedure Title: Photograph and Video Activity and Use Procedure Procedure Number ADM 140-010 Reference Communications Policy ADM 140 Date Originated (m/d/y) May 13, 2015 Date Revised (m/d/y) Pages 7 Approval: Chief Admi' trativ/ r- • icer , Point of Contact Supervisor, Cultural Services Procedure Objective To establish guidelines for the collection and use of photography and video taken by staff employed, or contracted by, The Corporation of the City of Pickering. Information collected by way of photograph or video is done so under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) for a number of purposes, including promotions (website, social media, and print materials), reference of ongoing projects and initiatives, and others. Index 01 Definitions 02 Photography 03 Composition 04 PhotographNideo Use 05 Appendices 01 Definitions 01.01 Social Media — Refers to the use of web -based and mobile technologies to turn communication into interactive dialogue, but is not exclusive to social networks, blogs, pod cast and discussion forums. A variety of formats are used, including text, pictures, audio, and video. 01.02 Printed Publications — Refers to hard copy materials such as books, magazines, newsletters, posters, banners, Leisure Guides and more. 01.03 Tagging or Tags on social media - When you tag someone on social media, using their social media handle, you create a direct link to their timeline or profile. Tagging a user's handle in a post or picture may be visible to friends of the user doing the tagging, and the user being tagged. When you tag someone they will be notified. 01.04 Tagging or Tags on photos or video - When viewing images on a computer through the Windows Library, users have the ability to tag the material with key words in order to make the files easier to search. The tags should be simple and clearly depict any themes or objects related to the file. 01.05 Subject — Refers to the focal point of the photograph or video being taken. 01.06 Consent — Refers to the permission given by the individual to use and disclose their personal information. There are two types of consent; express and implied. Please see below for details on each. The more sensitive the information being collected, the more express the consent should be. a) Express Consent - Express consent is obtained through a specific written agreement of the individual by means of a completed and signed individual model release for each individual person. The only exception to obtaining express consent in the form of a model release is in the instance of Social Media where the subject is over the age of 18 years old, and the photograph/video of the subject is accompanied by their name. In this instance, the subject must consent orally at the time of the photo/video being collected and provide their name as proof of consent. All uploads to Social Media of subjects under the age of 18 must have express consent obtained through a model release. b) Implied Consent — Implied consent is obtained based on the actions of the individual and the specific circumstances. Consent may be implied if the person is advised that their information may be collected, used and disclosed for certain purposes if he or she does a certain thing, and the person then does that thing, e.g. if the City of Pickering advises that pictures may be taken at a certain place and time, e.g. at a City organized event, or business opening/ribbon cutting, where the City plays a significant role, and people attend knowingly. 01.07 Identifiable — The degree to which a subject is identifiable varies. An image with the subject's face in clear view is highly identifiable. The more sensitive a photo appears (e.g. if the subject matter is under 18, or if it may be deemed controversial in any way), the more weight should be given to the type of consent collected. Procedure Title: Photograph and Video Activity and Use Procedure Page 2 of 7 Procedure Number: ADM 140-010 01.08 Repost ("Regram" is an Instagram specific reference and "Retweet" is a Twitter specific reference) — Refers to the act of reposting a photo or comment, typically paying attribution to the original source of information through inclusion of original social media account name, signifying that the subject matter was originally posted by an account holder other than the City of Pickering. 02 Photography 02.01 Obtaining Permission a) A Model/Photo Release Form must be completed and signed by each identifiable person featured in a photograph or video that is considered to be the subject. One representative cannot complete and sign a Model/Photo Release Form on behalf of a group of identifiable people. However, for a family that share the same home address and contact information, each individual member may sign on the same model release form, but only one guardian needs to provide express written consent for any subject under the age of 18. Any uploads to Social Media specifically would only require express written consent for subjects under the age of 18, by their guardian, other individuals may provide express oral consent, along with their names, for inclusion in the photo caption. b) The City of Pickering cannot use photography/video that has been provided by third parties and community partners (i.e. Pickering Town Centre, Sports and Community Groups) where permission has not been obtained exclusively by City of Pickering staff for collection and use by the City of Pickering. c) The staff person taking the photograph is to ensure that all areas of the model release form are completed prior to taking any photograph/video. d) In the instance of children's programs, Model Release Forms are sent home for the parent/guardian to complete and return. Returned forms are given to the Camp Counsellor or Camp Director and passed on to the necessary staff. e) In instances where implied consent is obtained, City staff must take reasonable action to notify potential subjects of photography/video activity. This can be done through a number of ways e.g. posting a notice of photograph/video activity on the website event listing, event ticket, audience announcement, or signage displayed at the event. Event signage must be printed to a legible size and be placed in an accessible, unconcealed location. The following information must be provided when posting notice of photography/video activity: • Photos and video may be recorded in celebration of (insert event name). These materials are being collected on behalf of the City of Pickering and may be used in future City of Pickering educational, Procedure Title: Photograph and Video Activity and Use Procedure Page 3 of 7 Procedure Number: ADM 140-010 advertising, and other internal/external promotions, without compensation. • Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. • The creation, collection, use and disposition of all corporate records, regardless of medium (e.g. electronic, paper, video, etc.), are governed by the rules set out in the Municipal Freedom of Information and Protection of Privacy Act. Where possible, provide a link to the Municipal Freedom of Information and Protection of Privacy Act information online at pickering.ca/privacy. f) Followers who post content to the City of Pickering social media accounts may do so of their own accord. Posts of identifiable subjects uploaded by users to the City's social media accounts are clearly identified as originating from such users through their social media handle, and not from the City. The City, as per its Social Media Terms of Use/Disclaimer, reserves the right to remove any materials it considers objectionable. This includes removing photos/videos where the subject appears to be under the age of 18 years old. g) Any photos/videos reposted (by means of regram or retweet) with identifiable subjects must be accompanied by a completed and signed model release form if the subject appears to be under the age of 18. When reposting from public accounts, the City of Pickering will make every effort to associate the post back to its original owner to clarify that the City was not the original creator or generator of the information being shared. For example the City of Pickering can repost a photograph taken by the Pickering Town Centre or Durham Regional Police at one of their public events. Photos or videos on social media may only be shared over social media using the built in "retweet" or "share" options. In no circumstance can the City of Pickering use the material for purposes other than social media, i.e. publishing in print materials. 02.02 Staff Identification a) City staff that are working during a City event and are responsible for taking photographs/video must wear appropriate City identification. b) Staff are required to introduce themselves to potential people to be featured in photographs/video. c) Staff are also required to review and answer any questions that arise from completing the Model/Photo Release Form. Procedure Title: Photograph and Video Activity and Use Procedure Page 4 of 7 Procedure Number: ADM 140-010 02.03 Quality a) The quality of a photograph taken should be at 300dpi or higher to allow for high quality use in large print productions. b) The quality of a video taken should be at 1080p or higher. 02.04 Model/Photo Release Requirements for Use a) Photos of identifiable subject matters used in digital or print promotional materials must have the required express consent, and staff must certify their knowledge of the express consent collected. b) High-profile, for-profit promotional materials in large runs (i.e. Leisure Guide Cover or feature image on a promotional campaign) that includes a photo of an identifiable member of the public, must reaffirm permission for use with the photo subject or parent/guardian. Permission must be confirmed in writing. c) Model releases are to be collected for every photograph taken of an identifiable child under the age of 18, and must have accompanying parental/guardian permission. d) If a group or adult is not the sole focus of the photo/video being taken then it is reasonable that the photo can be used for the purpose of the function, i.e. to capture the history of that specific function. However the photo should not be used to make profit or to represent/promote a different purpose. These photos may be used in print, social media or the website as long as no direct call to action with profit is associated. e) Model release forms are not necessary if the identifiable person is not the subject of the photo, but is one of a group in a public place — a crowd scene for example, or if the identifiable person is a public figure, and because of their position or professional duties is brought into the public arena (i.e. Mayor and Members of Council). f) The City can only collect, use, and distribute personal information for specific stated purposes outlined in the Photo/Model Release Form. If this purpose changes, a new consent form will be required. g) If a partner organization is collecting, using, or distributing photos or videos on the City of Pickering's behalf, the Model/Photo Release must state so. Procedure Title: Photograph and Video Activity and Use Procedure Page 5 of 7 Procedure Number: ADM 140-010 02.05 Form Location and Use a) The Model/Photo Release Form can be found on the City Intranet (Forms/Model/Photo Release/Non-Employee). b) A Model/Photo Release Form is to be completed in any instance where the photograph/video taken of an identifiable subject who is the focus of the photo will be potentially used in future marketing campaigns, on the City website or Social Media sites, or in any printed publications. c) The staff person taking the photograph is to fill in the top box of the Model/Photo Release Form with the date and the number of the photograph taken (e.g. 01 18 13 001 through to 01 18 13 999). 03 Composition a) Photographs taken should have a balanced composition, using symmetry, patterns, or placing your subject off-centre to add interest. b) The viewpoint of the photograph/video also affects the message that the shot conveys. Rather than just shooting from eye level, consider photographing from high above, down at ground level, from the side, from the back, from afar, from close up, and so on. c) The background of the photograph/video should be plain and unobtrusive. Compose your shot so that it does not distract or detract from the subject. A busy background can flatten/ruin the image. d) Practice framing to have a more focused image. Objects such as trees, archways, and holes can be used to frame the main subject of a photo. e) A photograph taken should aim to capture a moment in time. Where possible, take a candid shot, or stage it to look natural. f) Photographs, where possible, should be unique to Pickering, and use architectural or scenic landmarks to identify Pickering as the City in which the photo was taken. Common landmarks include the Pickering Civic Complex Clock Tower, Pedestrian Bridge, Nautical Village at the foot of Liverpool Road, pieces of public art, etc. Procedure Title: Photograph and Video Activity and Use Procedure Page 6 of 7 Procedure Number: ADM 140-010 04 PhotographNideo Use 04.01 Confirmation of Model Release a) Prior to the use of any photograph/video image staff are to confirm that a signed model release form is in the City's possession. b) A copy of the signed form is to accompany the first proof to the supervisor for approval prior to printing or posting on the City website or Social Media sites. 04.02 Confirmation of Permission a) Permission must be obtained from a parent or guardian of the person(s) featured in the photograph in writing prior to producing in large production instances (e.g. City Services & Leisure Guide). 04.03 Rogers TV Filing and Broadcast a) Rogers TV is a community television service available exclusively to Rogers cable customers, as part of the basic cable service. b) Rogers TV records and broadcasts City of Pickering Council Meetings at their discretion and select City events at City facilities throughout the year. The City may rebroadcast this information through sharing a hyperlink on its website, social media, or other communication channels without securing consent from the subject matter depicted in the video. The reporting by Rogers TV is not subject to the Municipal Freedom of Information and Protection of Privacy Act. 05 Appendices Appendix 1 Model/Photo Form Appendix 2 Photo/Video Activity Sign Template Procedure Title: Photograph and Video Activity and Use Procedure Page 7 of 7 Procedure Number: ADM 140-010 Citif First Name Street Address City MMDD Y Y # # # Last Name Model/Photo Release Form Telephone No. Province Email Address Postal Code Unit No. I consent that the City of Pickering have publishing permission and rights to use recorded media (photograph / video) taken of me on this date. By signing this consent, I understand that any media recorded will be used as appropriate, for the sole promotion of The Corporation of of the City of Pickering, including the City's website, social media sites and print materials. The City will not sell media files, photographs, prints or reproductions of the original under any circumstance without my written consent and permission. I hereby waive any right to inspect and/or approve the finished product that may be used in connection therewith or the use to which it may be applied. I have read the above authorization and release, prior to its signature by me. I understand the authorization, and I have had the opportunity to have it explained to me, and that any questions that I may have with respect to the authorization have been answered to my satisfaction. Signature of Applicant (if 18 years of age or over) Proof of age may be required. ,If subject is under the age of 18 years, guardian must sign below. Signature of Guardian Guardian Address Telephone No. Date Date Email Address Unit No. If telephone number and/or address of guardian is different than subject, both subject and guardian's address and telephone number will be required. Event or Purpose: Details Office Use Only Photographer Personal information contained on this form is collected pursuant to Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of obtaining permissions when photographing people. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. CR0304-01/04 Rev 12/05/30 Alternate formats available upon request, call 905.683.7575 Capturing the Moment Photos and video may be recorded at this location, by designated City photographers. These materials may be used in future City of Pickering educational, advertising, and other internal/external promotions, without compensation. Any questions related to the collection of this information should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. Reference the City's online privacy details for further information available at pickering.ca.