Reminders re. photography and videography in AHS
Introduction
As part of our ongoing efforts to maintain best practices in communications, I’m sharing a high-level summary of key considerations for taking and using photos or videos as part of our work in AHS. This summary is intended to supplement the university's official policies. Please review the full guidance at the links below for complete requirements.
UIC photo and video policies and guidelines
- UIC Photography and Videography Policies
- UIC Photography and Video Guidelines
- UI Health Photo and Video Guidelines
UIC photo and video resources
Key points to remember
- Consent
- Do not take or publicly use photos or videos of individuals without their consent.
- A signed UIC media consent form is needed for any promotional, marketing or publicly distributed content. Exceptions may include images captured in public spaces e.g., outside and in events where public notice and signage may be sufficient.
- For minors, written parental or guardian consent is always required.
- Think about ways in which your department/unit can leverage existing processes or touch points to obtain signed releases from faculty, staff and students, e.g., during orientation, onboarding, etc.
- A copy of all signed consent forms in your unit/department should be submitted to AHS marcomms.
- A signed UI Health release form for patients is always required for content captured in clinical or health-related spaces where individuals are receiving services or care.
- Public notice and signage
- For events or shoots where photography or videography will occur, post the UIC Notice of Photography sign and include the notice’s language in event materials, e.g., calendar post, event webpage, email invitation, registration page, etc.
- Obtain signed consent forms for events that include or may include minors, even if a public notice has been posted and the language has been included in event materials.
- Use only approved or owned media
- Use images and videos that UIC owns, has licensed or has obtained through proper permission.
- Professional or commercial shoots on campus must be coordinated with SMC in advance. Contact Erika Chavez at eachavez@uic.edu to begin the process.
- Accessibility
- Ensure videos have captions and that audio is clear.
- Photos posted digitally should all have ALT text.
Consider privacy concerns, especially for students, staff, patients and community members.
Even with policies, photography and videography often involve gray areas. If you’re unsure whether additional permission, signage or consent is needed, please pause before proceeding. Common gray areas include:
- Individuals who are not the primary subject but are still recognizable in the background
- Audio recording when people may reasonably expect privacy
- Any filming in clinical or health-related spaces, even if patients are not the focus
- Students participating in sensitive or potentially stigmatized activities
- Large group events where it’s unclear whether public notice alone is sufficient
- Images intended for broad promotional use when expectations were not clearly explained
In all such situations, please err on the side of getting explicit consent, especially if photography or videography intersects with clinical care or involves external partners.
If you require further assistance, please email me or submit a support ticket.