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Photo and Video Release Guidelines

These guidelines outline the requirements for obtaining permission to use photographs and videos of individuals at SUNY Oswego. Developed by the Office of Communications and Marketing, they reflect SUNY legal standards and industry best practices to ensure ethical and lawful media use.

Photo and Video Release Guidelines

These guidelines outline the requirements for obtaining permission to use photographs and videos of individuals at SUNY Oswego. Developed by the Office of Communications and Marketing, they reflect SUNY legal standards and industry best practices to ensure ethical and lawful media use.

Public Space Filming

Campus exteriors are public-access spaces. When filming video or taking photographs outdoors or at public events, no release is typically required. Examples include:

  • Torchlight Ceremony

  • OzFest

  • Sporting Events

  • Concerts and other campus-sponsored public gatherings

In these cases, individuals do not have a reasonable expectation of privacy.

When a Release Is Not Typically Required

A signed release is not usually necessary when:

  • The individual is posing for the camera or knowingly participating in a shoot and gives verbal consent.

  • The individual is in a public space or at a public event.

  • The person is not clearly identifiable (e.g., silhouette, rear-facing, or blurred).

  • The subject attends a group event or activity voluntarily.

  • A university photographer is capturing a classroom or lab and checks with students about participation, adjusting to exclude those who do not wish to appear.

When a Release Is Typically Required

A signed photo/video release form is required when:

  • The subject is a minor (under 18). Parent or guardian signature is needed.

  • The photo or video is captured in a private or sensitive setting, such as:

    • Mary Walker Health Center

    • Counseling Services Center

    • Any space where privacy is expected

  • A current student is captured in a location for a purpose other than being photographed (e.g., studying in the library).

  • The individual’s likeness will be used in advertising, fundraising, or paid promotion.

Advertising and Commercial Use

Photographs and videos used in advertising — defined as content intended to promote SUNY Oswego through paid or sponsored channels — require a signed release form for any clearly identifiable individuals featured as the primary subject. This includes:

  • Paid digital or social media ads

  • Sponsored or boosted posts on platforms like Instagram, Facebook, or TikTok

  • Billboards, posters, and print advertisements

  • Video commercials or streaming ads

  • Recruitment, fundraising, or other campaigns involving paid placements

Even if the content was originally created for organic use or captured in a public setting, a signed release is required once it is used in an advertisement or campaign with paid distribution.

Best Practices:

  • Secure a release at the time of the shoot if there's any potential for advertising use.

  • Clearly label and track assets with “release on file” status to support reuse.

  • If you plan to boost a social post or repurpose existing content, ensure a release was previously signed, or seek permission retroactively.

SUNY Legal Considerations and Student NIL Rights

SUNY System Legal Expectations

SUNY Oswego follows SUNY-wide legal policies regarding:

  • FERPA compliance

  • Personal privacy laws under New York State guidelines

  • Appropriate use of personal likeness in media and promotions

According to the SUNY Office of General Counsel, written consent is required to use an individual’s image, voice, or likeness in advertising or revenue-generating content.

Student Name, Image, and Likeness (NIL) Rights

Under NCAA policy, student-athletes may now profit from their name, image, and likeness (NIL). As a result, SUNY Oswego may not use student-athletes in promotional or advertising content without a signed release and Athletics Department approval.

This applies even when content is captured at a public event.

To use a student-athlete’s image in paid or promotional content:

  • Confirm with the Athletics Department that the student has signed a release and does not have a conflicting NIL agreement.

  • Do not use team-related content in ads without institutional and legal clearance.

Recommended Release Language:

“I grant SUNY Oswego permission to use my name, image, and/or voice in promotional materials, advertising, or media campaigns. If I am a student-athlete, I confirm that this usage does not conflict with any NIL agreements I may have entered into.”

Summary of Best Practices

  • Do not use an individual’s image in advertising or paid promotional content without a signed release, regardless of context.

  • Always secure verbal consent when someone is clearly identifiable in organic or editorial content.

  • Use event signage to notify attendees when photography or video is taking place.

  • Avoid filming in private or sensitive spaces without explicit permission.

  • Obtain signed releases for:

    • Advertising and fundraising campaigns

    • Student-athletes (with NIL confirmation)

    • Minors

    • Subjects in non-public or confidential environments

Photo/Video Release Form