As a best practice, when your department is hiring a freelance photographer, the photographer is required to sign a contract that outlines the rights and responsibilities of both parties. Anyone who works with freelance employees of any kind should do the same. Please contact Procurement and Contracts Services for help in working with contracts.
The university requires individuals to sign a model release form when they are photographed, including all Oregon State faculty, staff and students. As a general guide, if you’re taking a picture of a single person or a small group and they’re the main focus of your shot, have them complete and sign a model release form.
For large groups, workshops or events, there’s a long form for multiple names. This is the preferred method, particularly if the student is involved, due to FERPA regulations. Consider informing attendees ahead of time when photographs will be taken. As a suggestion, post a sign at the entrance that states, “Photos will be taken at this event and potentially used in Oregon State University promotional materials. By attending this event, you consent to have your photo taken and allow Oregon State University to use these photographs. If you don’t want your photo taken, please let the organizers know.” Always bring model releases (the long form for large groups) to pass around as well.
Electronic signing of model releases is available via DocuSign. Instructions are included in the downloads folder below.