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Multimedia Recording & Release Policy

Mid Michigan College respects the privacy of its students, staff, and faculty when capturing images, video, and multimedia assets.

A comprehensive multimedia recording and release policy, release form, and release notice template are available below.

Recording POLICY

The question of course recordings lies at the intersection of technology, faculty discretion, and FERPA. Face-to-face and online course sessions can be recorded by the faculty member (using Zoom, for example) and posted to the specific Moodle course site. Videos that include student voices or images should be deleted at the end of the semester.

Student Consent

Student consent scenarios for videos that include students’ images/voices are as follows

  • Student consent (FERPA) is not necessary if those recordings will only be available to students in the same course section. This includes course sections that are merged in Moodle due to cross-listing or for other pedagogical purposes.
  • Student consent is necessary if the recording is going to be shared with students in other course sections.
  • If the recording is instructor-only then student consent is not necessary and those recordings can be used in multiple course sections.

If students are part of any course-related recordings (voice and/or image), then a syllabus statement about the recording is required. Some examples of statements can be found at these websites

Student Recordings

Students do not have the right to record classroom lectures and discussions without securing prior permission from the course instructor, but do have the right to take written notes (or typed notes on a computing device).

There may be some cases where students with documented learning or physical disabilities need such electronic assistance; in these cases, the student would have documentation from Student Accommodation Services, and communicate with the instructor well ahead of time to arrange appropriate accommodations. Student Accommodation Services can be contacted at midmich.edu/accommodation-services.

Faculty members are encouraged to use their syllabi to indicate whether or not they are giving students permission for electronic recording during course sessions. If an instructor is faced with such a request, they can decide what is best for their students, course, and their own teaching preferences. Faculty may want to consider what will happen with a student’s recordings once they’re made, and whether additional policies or practices are appropriate – such as requesting that the student turn off the recording device during sensitive classroom discussions or if other students express concerns with being recorded.

To obtain consent to record course sessions, a Multimedia Release Form must be obtained for all individuals involved.

Ethical Use

If students are capturing recordings during course sessions, they must obtain multimedia releases from all individuals who appear in those recordings. Recordings may only be for personal use, and may not be used for monetary gain.

Release Policy

Mid Michigan College respects the privacy of its students, staff, and faculty when capturing images, video, and multimedia assets. While the initial intended use may not be promotional in nature, the College strongly advises that a Multimedia Release Form be completed or Notice (template provided above) posted whenever multimedia assets are being captured.

Mid requires a signed Multimedia Release Form and/or posted Multimedia Release Notice (template provided above), to ensure individual privacy preferences are respected and compliance requirements are met. Upon signing, individuals agree to the following

I hereby agree that the Board of Trustees of Mid Michigan College (the “College”), and those acting pursuant to its authority, shall have the right to record my participation, appearance, likeness and voice on videotape, audiotape, photograph, digital, electronic, or in any other medium and I hereby unconditionally and irrevocably consent to the College’s use of such materials for any legal purpose the College deems appropriate for the benefit of the College, including commercial and advertising purposes.

I also, hereby forever waive (i) any right to require payment from the College for the use of these materials by it or those acting pursuant to the College’s authority and (ii) the right to object to the use of such materials for any purpose permitted by this release, including, without limitation, the license or sale of such materials by the College and those acting pursuant to its authority who publish, print, display, exhibit, distribute, or otherwise publicly use any such materials for any legal purposes.

I understand that this release grants the College the right to edit, crop, retouch, or otherwise reasonably alter such materials, at its discretion, and, at its option, to reveal my name and identity in such materials or by descriptive text or commentary. I understand and agree that any intellectual property rights associated with such materials are the sole property of the College. Furthermore, I agree that this release shall be construed in accordance with the laws of the State of Michigan and if any term or provision of this release shall be held illegal, unenforceable, or in conflict with any law governing this release, the validity or enforceability of the remaining portions shall not in any way be affected or impaired thereby.

To revoke a multimedia release, an individual must write a letter requesting that their likeness no longer be used. The letter should be sent to the attention of Strategic Communications.

What is a Multimedia Release Form?

Mid Michigan College’s Multimedia Release Form, once signed, gives Mid permission to use the likeness of the specified individual in promotional materials, including but not limited to social media, posters, brochures, website, newspaper advertisements, billboards, and television commercials, etc.

Who needs to sign a Multimedia Release Form?

Anyone, including employees, whose likeness is captured on media by a Mid employee or vendor of Mid must sign a Multimedia Release Form. Event attendees are subject to different requirements, see below.

Where can I find the Multimedia Release Form?

The Multimedia Release Form is available above.

Once the form is completed, what do I do with it?

Simply have those individuals involved complete the online form and you’re all set!

How do I get permission from those attending a large event?

For large events, such as a commencement or an induction ceremony, include the following Multimedia Release Notice in the event program.

Please be advised that by attending this public event, your likeness and the likeness of minor’s attending with you may be captured via videotape, audiotape, photograph, digital, electronic, or in other mediums by Mid Michigan College. Your likeness and the likeness of minor’s attending with you may be used in future promotional materials without compensation. Thank you.

If you do not wish to appear in Mid Michigan College media and/or materials, please contact a College representative immediately so accommodations can be provided.

You must also post this notice near every entrance to the event. The signs must be posted before the event begins so everyone, including vendors, have the opportunity to read the notice. You can download a PDF of the Multimedia Release Notice Sign available above.

When possible, ask event participants to complete the Multimedia Release Form prior to the event.

Additionally, the emcee of the event may read the Multimedia Release Notice, so all attendees are aware.

We recommend that you include these tasks in your planning checklist.

How do I get permission from those attending a small event?

Distribute the Multimedia Release Form prior to the event to attendees. If this is not possible, follow the steps listed above for a large event. Additionally, the emcee of the event may read the Multimedia Release Notice, so all attendees are aware.

I work with high school students. May I take photos or videos of students under 18 years of age for Mid’s marketing or promotional materials?

If you are working with students who are under 18 years of age, ask the school they attend to obtain permission from the students and/or the students’ parents/guardians. The school may then grant permission to Mid. This must be done prior to the event. If this is not possible, taking photos of students under the age of 18 is not legally allowable.

What happens if someone declines signing the form?

If someone declines to sign the form, they may not appear in the media that was captured. If the person is inadvertently included, the person who requested multimedia services must identify the footage that includes the person and request that those items be removed from the College’s archives.

This policy covers the majority of College offerings, but there may be specific program, pathway, course, or event requirements.

  • A completed Multimedia Release Form should be on file for all individuals impacted by this policy.
  • If additional requirements are deemed necessary, program and/or event coordinators should maintain records relating to those specific releases.

Questions

Questions regarding this policy should be directed to Strategic Communications via stratcomm@midmich.edu.

 
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