Photography Services Policy

Eligibility 

Photography services are available to official University departments and programs. External groups or personal projects are not eligible for these services. 

Submission Process 

• Requests must be submitted via the Photography Services Request Form (include link), available on Marketing and Communication’s website. 
• Requests should include detailed information such as the event or project description, date, time, location and expected outcomes.
• Submissions for services during normal University operating hours (8am-5pm, Monday through Friday) must be requested 3 weeks prior to the requested service date. 
• Submissions for events outside of normal business hours must be made at least 4 weeks prior to the requested service date. 

Prioritization of Projects 

Priority is given to projects that align with UNF’s strategic goals and support the University’s marketing, recruitment and communication efforts. The University photographer is not generally assigned to cover departmental events such as banquets, award presentations, receptions, and conferences unless the images are needed for University marketing, or media outreach. Availability of resources, including staffing and budget, will also factor into prioritization of projects. 

Scheduling and Confirmation

Once a request is submitted [link request form here] UNF Marketing and Communications will evaluate the request and confirm acceptance based on staff availability and project priority. The requester will receive further communication from the University photographer to determine and/or solidify event details.

Ownership of Photos 

All photos taken by UNF Marketing and Communications are the property of the University. The University retains the copyright and usage rights for all photographic content. 

Permitted Use 

Photographs may be used for University marketing, communications, promotional materials, publications, social media and website content. 

Prohibited Use 

• Photos cannot be repurposed for personal gain, private businesses or non-University-related projects. 
• Editing or altering photos without prior approval is strictly prohibited to maintain consistency with the University’s visual identity.  

Credit and Consent 

Photo credit to UNF Marketing and Communications is required in external publications. 

Photograph Release 

• UNF strongly recommends that departments obtain written approval from people in photographs before using their image in web or printed publications. A photography release form should be signed by each person that is recognizable in the photo. Departments are responsible for keeping their forms on file. They are also responsible for any liability resulting from noncompliance.  
• Photos of UNF students are considered “directory information” and are not treated as confidential.  Photos may be utilized and disclosed by the University without student consent unless the student requests non-disclosure. 

Restrictions and Limitations 

• UNF Marketing and Communications may decline requests that do not meet the eligibility requirements or fall outside the scope of its resources. 
• Service availability depends on staffing levels, project priorities and prior obligations. 
• UNF Marketing and Communications does not guarantee specific outcomes and reserves the right to make professional decisions about the style, composition and content of photography. 
• If casting and props are required for the requested photography, assistance is required by the requesting department. 

Additional Resources 

• Utilize a smart phone camera. Standard smart phone cameras are often capable of capturing photos with a resolution high enough to meet social media needs as well as other platforms. 
• Use the available list of contract photographers to find resources.  Refer to University procedures for utilizing contractors. When using a contract photographer, the contract and all associated fees are the sole responsibility of the requesting department. 
• The Center for Instruction and Research Technology (CIRT) is available to support faculty for headshots and additional resources. 
• UNF Student Union (Building 58 East) now offers a headshot booth.  Please contact the UNF Student Union at 904-620-2525 for information. 

Contact Information 

For questions or additional support, please contact Jennifer Grissom at jennifer.grissom@unf.edu.  

By adhering to this policy, you help the University maintain a cohesive and professional visual identity that effectively represents its values and mission.