9.1.1 Filming & Photos on Campus

Proposed: 07/08/2015
Adopted: 08/07/2015
Last Reviewed: 07/31/2018
Effective: 09/06/2015







Filming, Recording, Photography and Media on Campus

This policy is intended to address videography, photography, and recording on all Middle Georgia State University campuses for commercial productions, student productions, and news productions/media.

Commercial Productions

Middle Georgia State University’s facilities and grounds may serve as suitable locations for the filming of productions intended for commercial use, such as TV ads, documentaries or private films, which later may be used for commercial purposes or promotion. It is the policy of the University to cooperate with individuals who seek to use these facilities by establishing the following guidelines so the interests of the film producer do not conflict with the institution’s primary missions of teaching and service, disrupt classes or activities on the campuses, incur additional costs to the University, or negatively portray the University.

  1. Any office receiving a request for the use of University facilities in a commercial production should forward the request to the Office of University Marketing and Communications for review. Upon evaluation of the request, giving primary consideration to whether the production will enhance the University’s mission and to the extent that such would be outweighed by any disruptions to normal campus activities, a decision will be issued by the Office of University Marketing and Communications within two weeks from the day the request is received. Production shall not begin prior to approval being given.
  2. Requests shall include details of the facilities sought to be filmed or used, the topic or nature of the production, a script of the material to be produced and a start and end date.
  3. The producer must obtain permission/photo releases from all University staff, faculty or students being filmed as a part of the production.
  4. Any costs over and above the normal costs of operating the University, such as for additional police supervision, shall be borne by the producer at a mutually agreed upon price or hourly rate prior to the start of production. Additional costs may be incurred if there changes in scope.
  5. The logos or trademarks of the University shall not be included in any part of the production or video shoot unless specific permission to do so is awarded by the Office of University Marketing and Communications.
  6. Cameras associated with such productions are prohibited in classrooms without prior arrangements through the Office of University Marketing and Communications and with the faculty member in charge of the class. Students and other classroom participants who have not signed a permission/photo release must be excused from the room without penalty while the photography or taping is in progress.
  7. Residence halls of the University are to be treated as if they are the private residence of the individual students, and no one should be photographed or videotaped in a residence hall without his or her explicit permission through a signed photo release and the permission of the Office of University Marketing and Communications and the Director of Residence Life.
  8. Requests for any commercial productions in a specific school or University facilities, or in athletics venues, will be considered by the Office of University Marketing and Communications in coordination with the school or department in charge of the venue. Both the school or department and the Office of University Marketing and Communications must approve a production before it may go forward. This does not apply to such productions that are part of a regularly scheduled athletic competition.
  9. Films that are submitted to or appear on sites promoting specific products, services, or causes become commercial in nature and require review and approval by the Office of University Marketing and Communications prior to their use.
  10. Individuals and/or entities who proceed with an on-campus commercial production project without obtaining prior approval in accordance with this policy will be subject to civil and/or criminal liability, which may result in the University seeking prosecution for trespass, barring from the campus, or other legal remedy.

Student productions

Student productions that are part of a class assignment and are not-for-profit are exempt from prior approval requirements of this policy but must comply with those portions of the policy regarding disruption of campus activities and videotaping or photographing in classes or residence halls. Without further review, students may take video or photos as part of an assignment in classes in which they are personally enrolled while under the direction of the faculty member for that class, provided other students are allowed the opportunity to exclude themselves from being photographed or videotaped.

Media/News operations

Filming is prohibited inside buildings, classrooms, labs and residence halls without prior permission. Representatives of the news media are asked to coordinate their activity through the Office of University Marketing and Communications. Students are free to talk with members of the media but are not required to do so.

Reporters and photographers are welcome to cover public events and activities on campus. Invitations to cover some private events may be extended. Some events may have restrictions for photographers (use of flash, where shots can be taken, etc.). The media should contact the Office of University Marketing and Communications in advance of the event to work out arrangements.

The University reserves the right to request identification of media representatives should the reporter or photographer be unknown to the professor or representatives of the Office of University Marketing and Communications.

In the event of an emergency, access to public areas normally open to the media may be limited per the request of emergency personnel. In those cases, media should follow the guidelines established at the site of the incident.

Social Media photography/videography

This policy applies to photography/videography taken for commercial purposes. For photography/videography taken for use in social media, please see the guidelines posted on the Office of University Marketing and Communications website.