Photographic Pool to Cover Selected Library-Sponsored Events

Proposed by PR Team and approved by Library Executive Council March 18, 2003
Revised July 2, 2003; new revision September 26, 2003

Background

Some library-sponsored events will have a hired photographer from campus or elsewhere. This proposal covers those events for which an outside photographer is not hired, but for which photographic coverage is desired. Examples are staff awards programs and orientation sessions for graduate assistants. The major customers for these photographs are the editors of the library newsletters and other publications such as the annual report, plus library staff who manage various library Web pages.

This proposal seeks to systematize photographic coverage of events for which outside photographers are not used so that staff who are interested and skilled can participate and the workload is shared among people in the pool. Individuals joining the pool do not have to represent a newsletter or other publication or Web page. They can be anyone with the interest, skill and reasonable time available to help provide photographic coverage.

Preparation

The Libraries' Public Relations Team supervises the operation of this photographic pool, with the director of Planning and Administrative Services handling administrative duties for the pool as needed. The Information Technology Division's Help Desk staff keep the Libraries' digital camera, recharge it as needed and check it in and out.

Steps in preparing for the photographic pool include:

1. Call for staff with skill and interest who would like to help photograph events.
2. Set up an e-mail reflector of those individuals and assign a custodian of the reflector. (lib-photo@umd.edu)
3. Establish a local area network (LAN) for digital images, to which members of the photographic pool, the Library Matters Editorial Board and the Libraries' Writer/Editor, Web Designer, Coordinator of Digital Library Initiatives, and Graphics Coordinator have access.
4. Sponsor orientation and training sessions for the photographers, including:
   • Using the library camera
   • Tips on documentary photography, event coverage and a list of standard shots
   • Saving the images.

Process

1. At least two weeks before an event, the event's sponsor who wants photographic coverage sends an e-mail to the reflector: lib-photo@umd.edu. The e-mail should contain the date, name, time, location, brief description of the event and the period of time for which photographic coverage is desired.
   
   
2. One or more individuals in the photographic pool offer to shoot the event. The event sponsor selects an individual and confers with that person about the type and extent of coverage required, including desired shots.
   
   
3. The event sponsor alerts everyone on the "lib-photo" reflector who will shoot the event so other photographers will know whom to contact if the camera is needed for a one-shot request or to get a photograph from the event quickly.
   
   
4. The photographer borrows the Libraries' digital camera kept by the Information Technology Division's Help Desk - e-mail helpdesk@itd.umd.edu or phone (during business hours only) 301-405-9188.
   
   
5. The photographer covers the agreed-on portions of the event and obtains photographic releases (i.e., "model releases") if needed - See below.
   
   
6. By the end of the next business day, the photographer transfers the images to the LAN for digital images and returns the camera to the ITD Help Desk. If the photographer has problems transferring images from the camera's CD to the LAN using his/her workstation, the photographer can contact the Help Desk staff for assistance.
   
   
7. The photographer sends model release form/s to University Archives in Hornbake Library.
   
   
8. The Digital Library Initiatives staff burns the image files on to an archival CD and sends full CDs to University Archives.

Caveats

The photographers, though skilled, are not professionals.

Individuals in this photographic pool are not reimbursed for their photographic services (though they are earning their regular library pay when performing these services). They do not retain copyright of the photographs. However, they should be given credit for their images used in library publications.

Service to the Libraries in this way should be noted in an individual's PRD or work plan.

Individuals in this photographic pool are expected to use library equipment.

Photographers are not liable for any malfunction of library equipment.

A Photo Release Form [PDF] should be used:

• If a person whose photograph is being taken appears uneasy or uncooperative,
• If it is anticipated that the photograph will be widely used in various publications or other distribution outlets, including the Web.

Photo releases are not required for people in the public arena (e.g., elected officials) or for library staff members photographed in attendance at library-sponsored events.

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