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PHOTOGRAPHY AND FILMING POLICY

1.

RATIONALE Camberwell Grammar School (“the School”) is a child safe organisation and upholds a commitment to ensure the collection and use of participant photographs and/or film in the School; •

protects the personal information of individuals;

respects the individual’s right to control how and for what purpose their personal information is used;

complies with the relevant legislation requirements.

Photographs and filming may include the following: •

individual and class photographs to be taken each year;

the collection, use and disclosure of other school photos, video, film and digital images that may be taken by the School from time to time;

media to take photographs and film of the students;

parents and students recording of School performances, School activities and other School endorsed activities.

Photographs, video or digital images of a student are considered “personal information” and therefore their use and disclosure are governed by the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles contained within it. Photographs, video and digital images of students may also contain copyright, and therefore may also be governed by the Copyright Act 1968 (Cth) (Copyright Act). 2.

BODY OF POLICY 2.1.

Application This policy applies to all staff, students, parents/carers/guardians (“parents”), alumni, volunteers, contractors, hire groups and any other members of the School community.

2.2.

2.3.

Definitions Word/s

Definition

Photographs

Photography includes but not limited to, still cameras, mobile phones, mobile devices such as laptops, note books, iPads, GoPros etc or any form of device that captures still images.

Filming

Filming includes, but not limited to, video cameras, mobile phones, mobile devices such as laptops, note books, iPads, GoPros etc, or any form of device that captures moving images.

Policy Statement •

Images and filming used by the School and third parties will be monitored to ensure adherence to the School’s Privacy Policy.

All externally published media will be approved and published by the School’s Marketing and Communications Manager.

The School will not publish full names of people in the image unless consent has been received by persons whose children appear in the image.

Images collected by the School are the property of the School, and individuals contained in the images have no ownership rights of such images.

The School does not own or control any images of students taken by other personnel (i.e. Parents, students, invited guests, public, etc.) at school activities.

Document Owner: Version: Title:

Deputy Headmaster 1 Photography and Filming

Reference Number:

SCO-POL-011

Original Issue: Approval Date: Review Date: Page:

June 2019 September 2019 September 2021 1 of 4


2.4.

The School retains the right to publish images of consenting individuals, as outlined in the School Privacy Statement and Privacy Policy.

The School’s collection, use and disclosure of photographs, film and recordings will be in alignment with the School’s Privacy Policy.

School performances, sporting events and other school approved activities The School permits parents, students and invited guests to photograph, film or record School performances, sporting events and other school-approved activities. All photography and filming to be taken from spectator areas only. Parents, students and invited guests who photograph, film or record school activities are requested to only do so for their own personal use and not to publish the images in any form, including on social media, without the prior consent of persons whose children appear in the images. Note: To publish photos of students without their parental written consent on personal social media sites is a reportable offence. If parents wish to publish images of students other than their own children on their personal social media, they must have written consent prior to publishing the images. The School may impose restrictions on photography and filming at its discretion, which may include removing the rights to photograph or film. All restrictions must be adhered to at all times. Noncompliance may result in the request to leave the event. Where restrictions are in place at an event, notification will be displayed by the School as stated in 2.8 in this Policy.

2.5.

User/Hire Groups In the event that School facilities are hired by an external user or hire group they MUST have on display their organisation’s Photography and Filming Policy for the duration of the hiring agreement with the School. In the absence of a policy, the School’s Photography and Filming Policy will be displayed and must be adhered to. A copy of the organisation’s Photography and Filming Policy is to be provided to the Facilities and Operations Manager as part of the booking arrangements.

2.6.

Professional Photographer Before the photographer comes to the School, a written notice must be provided to parents of when photographs will be taken. The notice must include information about the storage and use of these photographs. School approved professional photographers who have been granted permission to take photos or video of programs, events, functions activities, participants etc. are required to: •

Sign a Confidentiality Deed before commencing

Complete a School induction

Have a valid Police Record Check and Working with Children Check Card

Wear a hi-visibility vest provided by the School and a lanyard with official photographer identified

2.6.1.

Commercial usage of images Professional photographers commissioned by the School to sell images, may place images with participant names on their website to enable participants to view and purchase photographs or videos. Such sites must not be accessible for the general public viewing.

2.7.

School staff •

School staff who have been granted permission to take photos or video of School programs, events, functions, activities including coaching program etc. are required to: o

Sign a Confidentiality Deed

o

Wear a hi-visibility vest provided by the School and a lanyard with official photographer identified if external patrons are present.

Document Owner: Version:

Deputy Headmaster 1

Title:

Photography and Filming

Reference Number:

SCO-POL-011

Original Issue: Approval Date:

June 2019 September 2019

Review Date:

September 2021

Page:

2 of 4


School staff have permission to takes photos on School endorsed trips, camps and excursions. All photographs and film must be uploaded to the School’s network as soon as practicable and destroyed from personal mobile devices and cameras once uploaded.

On occasion it may be necessary for School staff to photograph, film or record students when necessary: •

• 2.8.

To fulfil legal obligations, including to: o

take reasonable steps to reduce the risk of reasonably foreseeable harm to students, staff and visitors (duty of care)

o

provide a safe and suitable workplace (occupational health and safety law)

for identification purposes, to implement discipline and/or behaviour management policy

Notification of photography and filming at School events At all School events including, but not limited to, presentation nights, award nights, sporting events, finals, tournaments, competitions, performances, carnivals, social events etc that are conducted in School facilities or offsite sanctioned events, a notice MUST be placed at the venue’s entrance that outlines the Photography and Filming requirements for the event; “During the (INSERT NAME OF EVENT) your image may be captured by a School photographer in digital images and film and may be used in School promotional material including but not limited to websites, social media channels, facebook, instagram, promotional materials. If you do not wish to have your image recorded, please identify yourself to the official photographers and/or management on your arrival.”

2.9.

Annual Permission At the commencement of each year, permission is required from parents/carers/guardians for the photographing and filming of their son/s for that School year. “I/we permit external facing photographs/films of my/our son to be used on the school website, advertisements, social media and various marketing materials.” “I/we permit internal facing photographs/films of my/our son to be used on the school portal, in publications (Spectemur, Grammarian, Community Report etc) and across other materials." All students who remain opted out of one or both options will be respected in accordance with the School’s Privacy Policy.

2.10.

Process for opting out of photography or filming To opt out of specific photography and filming, the non-consenting person must make known to the photographer and/or duty managers their request to be excluded from any photography and filming as soon as possible. In order to identify the non-consenting participant, the School may ask to take a photo of them so that they can clearly ensure that the image does not appear in any publications.

2.11.

Reporting of unauthorised photography & filming If there is suspicious photography or filming the School asks that this be reported to School staff immediately with the following information: •

Name of person (if known);

Location of the person filming;

And any other features such as clothing, club uniform, time etc

School staff will advise the individual that a complaint has been made regarding suspected unauthorised photography or filming. The individual has the opportunity to respond to the claim and present devices for viewing by the School staff. If the School is unsatisfied with the response, they may ask the individual to refrain from taking photographs or filming, ask them to delete the images and/or ask them to leave the facilities. Document Owner: Version:

Deputy Headmaster 1

Title:

Photography and Filming

Reference Number:

SCO-POL-011

Original Issue: Approval Date:

June 2019 September 2019

Review Date:

September 2021

Page:

3 of 4


If the request to leave the facility is not followed, then the School will contact the Police or facility security. 3.

RELATED DOCUMENTS This policy is to be read in conjunction with the objectives and aims of all other School policies and procedures concerning the welfare and protection of the students of the School. These include, but are not limited to:

4.

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CCTV Policy

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Child Safety Code of Conduct

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Child Safety Policy

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Hiring Agreement

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Information Technology Access and Use Policy

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Mandatory Reporting Policy

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Privacy Policy

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Privacy Statement

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Risk Management Policy

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Responding to Suspected Child Abuse Procedures and Form

-

School Complaints and Grievances Policy and Procedure

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Social Media - Principles of Student Use Policy

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Student Welfare Policy

RELEVANT LEGISLATION -

Privacy Act 1988 (Cth)

-

Education and training Reform Act 2006

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Copyright Act 1968 (Cth)

-

Ministerial Order 870

Approver Authoriser

Staff Executive Committee Council

Document Owner: Version:

Deputy Headmaster 1

Title:

Photography and Filming

Reference Number:

SCO-POL-011

Original Issue: Approval Date:

June 2019 September 2019

Review Date:

September 2021

Page:

4 of 4