Photo Permission Guidelines

Recognizing Purdue Extension Clientele

It has been a long-standing policy of Purdue Extension to recognize accomplishments of 4-Hers, clients, and volunteers in printed newsletters and/or in the general media. This use of names and photos in printed and internet newsletters and in the news media is permissible in the ordinary conduct of business at a public meeting.

Example 1
A photo of Mary Watson, taken at an Extension board meeting, is used in the local paper, in an educator's newsletter, and/or on a Purdue Extension Web site with the following caption. "Mary Watson presided over the board meeting that issued a new policy on skateboarding during the fair."  A signed photo permission slip would be a good idea, but is not necessary, because Mary Watson was conducting business and the article is reporting on the event.

(You'll find the wording for a photo permission slip on the AgComm Web site. Put this on your letterhead, print some copies, and store them with your camera.)

Example 2
When recognizing an individual, the person's name, 4-H Club or activity (if applicable), and/or the program should be the form of the recognition.
In this example, a photo of Sally Watson, who was recognized at a 4-H meeting, is used in the local paper, an educator's newsletter, and/or on a Purdue Extension Web site with the following caption: "Sally Watson, of the Trusty 4-H Chapter,  had perfect attendance for all club meetings during 2000." A signed photo permission slip would be a good idea, but it is not necessary, because this is reporting Sally's accomplishments at a public event.

To provide privacy, educators should use the following recommendations :

  • Do not give out the hometown with the name of the person. When using these types of photos, include the child's name and county only.
  • When there is an enrollment or sign-up for an activity, include a place to sign a form for permission to take photos at that time. Include a section that says: "I understand that photos and/or videos of my son/daughter may be used in local media or on a 4H website to publicize his/her achievements or promote 4-H and Purdue Extension."  Be clear that the photos and/or videos are only to be used to publicize the person's achievement. If you don't have this information on a sign-up or enrollment sheet, follow the guidelines above.

Promoting Purdue Extension

Using someone's image and name in promotional  materials for Purdue Extension is not acceptable without that person's (and/or one of his or her parent's) written permission.  However, if you are using general photos taken at Purdue Extension events, you do not need permission from everyone in the photograph for reasonable use of the photographs.

The question here is what is and is not promotional use.

Marketing items, such as brochures and flyers that promote Purdue Extension, are considered for promotional use. Advertisements in newspapers, billboards, and other media are promotional use.

Newspaper, newsletter, and Web articles that report about a Purdue Extension event are not promotional. A photo permission slip would be nice, but it is not necessary.  Please Note: The same article that is used as an advertisement and/or printed or otherwise distributed to let more people know about Purdue Extension is promotional. A permission slip is needed.

Other Specific Uses:

Today it is popular for people to set up a Web camera at public events and put images on the Web. It is impossible to get everyone's signature at a public event on public property. Our guideline is that it is okay to use a camera at a public event with the purpose letting people use the Web to see what's going on at your fair or event. This is reporting on a public event. There is no permission needed. It would be a good idea to post a sign near the camera with a message to the effect: "Today's event is being shown on the Internet at:  (URL)."