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Image Consent and Use Policy

Policy Category: Marketing and Communications 
Effective Date: February 1, 2026
Responsible Officer: Vice President, Chief Marketing, Enrollment, and Communications Officer 
History/Last Updated: Updated February 1, 2026 
Responsible Office: University Marketing and Communications

Purpose

This policy is intended to provide guidance to Simmons University employees and suppliers the requirements around obtaining proper image consent for any photoshoots or videoshoots undertaken on behalf of the University. 

Scope/Applicability

This policy applies to all members of the Simmons community, students, faculty, staff, and affiliates creating any external admissions marketing and any internal communications content.

Policy

It is the policy of Simmons University that all photos taken on behalf of the University and for its use must have a fully executed and signed Simmons Image Consent Form on file from each individual photographed or video recorded. A fully executed and signed Image Consent Form must also be provided by individuals who submit their photograph or any video content in lieu of being photographed. For individuals under the age of 18, written consent from the individual’s parent or guardian is required.

Self-submitted images, for example, those that are presented alongside Simmons news stories or faculty profiles on the Simmons website, require a signed Image Consent Form. However, because they are self-submitted, they should not be used for further marketing use without an additional follow-up to request permission. This is also often a good time to ask for higher-resolution images if needed or for alternative shots, etc. Self-submitted images are generally not uploaded to Merlin for wider use across the Simmons community. We encourage faculty and staff to attend open headshot sessions when they are held if they need a headshot.

Exceptions

  • Written consent is not required for photos and videos intended solely for use on social media. Verbal consent after being informed of the purpose of the photograph/photoshoot is sufficient for social media uses. These photos cannot then be used for other purposes without acquiring written image consent and proper recordkeeping must be done to ensure this.
  • Written consent is not required if the image or video is so far away that an individual cannot be identified. This only applies to wide shots where the photograph is not about the people in the image. If an individual or group is the focus of the shot, then written consent must be obtained.
  • Written consent is not required if photographs are taken of individuals in public places, excluding the Simmons residence and academic campuses, where a right to privacy is not expected. This only applies to wide shots where the photograph is not about the people in the image. If an individual or group is the focus of the shot, then written consent must be obtained.
  • Written consent is not collected at large events such as Convocation or Commencement and a notice of photography consent is included in the program as follows: “Simmons University will be taking audio and video recordings and photographs during the ceremony. These will be used for a variety of Simmons University marketing communications purposes.” It is also recommended that signage be placed with the following information, and the hosting department’s contact information:

    By attending this event, you enter an area where Simmons will be taking photography, audio, and video recordings. By entering the event premises, you consent to such recording media and its release, publication, or reproduction as it is used in conjunction with the representation and promotion of the University. Uses include but are not limited to the website, social media, advertising, printed materials, and other promotional purposes, either in print or electronics formats. All such recordings shall remain solely the property of Simmons University and event participants shall have no right or interest in them.

Procedures

  • A fillable/printable PDF of the Simmons University Image Consent Form is located on our internal site and is available for downloading and use by individuals and groups authorized to obtain photography on behalf of the University.
  • A digital version of the Simmons University Image Consent Form is also available for use by individuals and groups authorized to obtain photography on behalf of the University.
  • The form, regardless of format, should be fully completed and signed prior to a shoot.
  • Completed image consent forms must be retained on file and tracked in such a way as to provide immediate proof of documentation in the event such a question arises. It is the responsibility of whichever office or department is managing the photo or video shoot to retain and file these image release forms. 

Prohibitions

  • Do not use images obtained from Google Image Search for admissions marketing or other external communications or materials, unless you have verified the rights (e.g. Creative Commons, Public Domain, or other license).
  • Do not use photographs or video content for admissions marketing or other external communications or materials without a signed and completed image consent form on hand for all subjects.

Policy Violations

  • Not adhering to any of the above guidelines may result in disciplinary action.