Use of photographs on a Deakin web site

In instances where the a person's photograph is taken for use on a web site that is hosted on the Deakin domain, and where the subject will be recognisable, a consent form can be completed by the subject (whether they are a member of the public, a Deakin University staff member or a student if practicable). It is good practice to provide subjects with a printed copy of photograph(s) taken of them.

The form should be completed prior to the photographs being taken, and should be retained by the University on an appropriate personnel, student or other central registry file in accordance with records management requirements.
Contact the Records Unit for assistance if necessary.

In cases where an image belonging to an individual or institution other than the University is to be used / published on a web site hosted on the Deakin domain, written permission should be sought from the owner of the image prior to its publication.
Contact the Copyright Team in Knowledge Media Division for assistance if necessary.

informed consent
managing records
access to information
photograph, video and audio consent form

If it is impractical (e.g. awkward or invasive) to use the form, then simply check with the person orally that it is acceptable to take his or her photograph for a specified purpose. There may be other ways to approach the situation as well. Consult the Privacy Officer for additional information if necessary.

Informed Consent:

In order to ensure that informed consent is gained, ideally, the photographer should explain / discuss the form with the subject before it is completed and signed. The risk we are guarding against here is failure to obtain the informed consent of a person.

A rough guide to the subject’s capacity to grant consent follows:

Primary school aged children should not be asked to complete the form (they often don’t have a signature at this age). Parents should be asked to complete and sign the form on the child's behalf.
With secondary school children, both the child and the parent(s) should be asked to complete the form.
With tertiary students or employed persons (a person 15, 16 or 17 years of age who has left school and gone to work) there is no need to inquire about age. He or she can sign alone. If a person has sufficient powers of intellect to take on a tertiary course or take up employment then by implication they have sufficient powers of intellect to understand this form.

The form needs to specify the intended purpose(s) for publication of the image(s), for example:

2008 annual report,
placement on Faculty of 'Something' web site,
inclusion in brochures for marketing courses for 2008 and 2009.

Managing Records

The original version of completed consent forms should be sent to the Records Unit.
Where images are to be used on a web site, the person responsible for the construction of the site should ensure that a copy of all completed consent forms is provided to the Designated Web Manager of that site.

Access to Information

Persons photographed must be informed that they may contact the University should they wish to gain access to this personal information

Consent Form

Blank photograph, video and audio consent form (25 KB)
Please note: the specific contact details of the photographer should be added to the form prior to use.