Guidelines for Requesting Photography
Summary of basics
- Clients must contact the University photographer at least two weeks in advance to schedule a photo shoot using the photo request form online.
- Allow three to five working days to fulfill requests for existing digital photography from the University’s photo library. Such requests are made via the photo request form online.
- Using or distributing a photograph from the University’s collection without authorization is prohibited.
Requesting a photo from the photo archive
Allow three to five working days to fulfill requests for file photography; additional time will be needed for requests for multiple photos. Communications & Public Affairs receives a large number of requests for this service. Photos are archived in a database, but the original files are stored on DVDs. It takes time to locate, edit, copy, and distribute each request.
If your request is for three or fewer images, we can send them by e-mail. Otherwise, a CD will be burned for pickup or mailing. Please let us know whether the images you request will be for print or Web publication. We will save the images in high-resolution JPG format unless you request otherwise.
Requesting a photo shoot
University Photographer Cary Edmondson is available for certain strategic on- and off-campus photo shoots for University clients. If your request is for a project that is being coordinated or managed by the Office of Communications & Public Affairs, tell your contact that you need new photography or a photo shoot and he/she will help with the scheduling arrangements. Because we have only one staff photographer, you may be referred to a freelance photographer. Although shoots conducted by the University Photographer are conducted free of charge to our clients, you (as the client) must pay freelancers for their services.
You must contact the University photographer or your project contact at least two weeks in advance to schedule a photo shoot. Fill out the photo request form online.
Working with freelance photographers and using stock images
Use of Communications & Public Affairs stock photography and the work of the University Photographer is deemed acceptable for on-campus clients, but the Office of Communications and Public Affairs is not responsible for any charges billed by off-campus photographers for the use of their photographs or for charges for any stock photography requested by our clients. If you use the work of an outside photographer, copyrighted photographs, or other copyrighted art in your publication or on your Web site, you as the client are obliged to pay for it.
The Office of Communications and Public Affairs is not responsible for any charges incurred for the use of images provided to us by our clients without proper permission.
Conducting or using your own photography for your department’s use
Signed model releases are necessary for every recognizable person shown on your Web site.
You are required to obtain releases to prove that you have the legal right to use those images of that person to promote or advertise CSU Stanislaus. Keeping the releases on file also helps to identify the individuals for photo caption information. If multiple people are pictured in the photographs, it’s helpful to describe their appearance on the release to help identify them at a later date.
Copyright and usage information
Photographs on the California State University, Stanislaus Web site and those otherwise provided by the Office of Communications and Public Affairs are copyright of Cary Edmondson. They are only for use related to CSU Stanislaus and are not for commercial reproduction.
The photographs in this collection are not necessarily available for use simply because they are archived. This is a working photo archive of the University Photographer and, therefore, includes proprietary photographs, daily photo assignment archives, photos with limited model releases, and photos created for single, exclusive use. The University Photographer will deny or authorize the use of any photo based on set criteria and the type of photograph.
Using or distributing a photograph from this collection without authorization is prohibited. Photographs in this collection contain metadata that marks them as property of California State University, Stanislaus.
Photographs may not be altered in any way other than minimal cropping. Photographs may not be used in any way other than in their intended context and for the promotion of California State University, Stanislaus. Photographs that are copyrighted by the photographer or the University and published in off-campus media or public relations pieces must include a credit. “Courtesy of California State University, Stanislaus ” is preferred, but a credit must appear within style guidelines. “CSU Stanislaus photo” would be the minimum acceptable credit.
If you have any questions regarding appropriate use of a photograph, please contact Cary Edmondson, the University photographer.