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Scope

This procedure forms part of �󹬵���’s Filming and Photography Policy (the “Policy”) and describes processes for filming and photography on �󹬵��� campus properties. Terms not otherwise defined in this procedure are as defined in the Policy. 

Consent, Privacy and Filming and Photography at �󹬵���

• In situations where a photograph or film may be used to market or promote the Institute, the person responsible for filming or photographing must have the subject sign a �󹬵��� Model Release Form.
• The person responsible for any event where photography and filming may occur and may be shared publicly must inform participants attending the event through event signage and announcements.
• Visitors to, and guests of, the Institute may photograph and film activities on �󹬵��� property promoted as Institute-related public events, such as graduation ceremonies, provided they respect the rights of individuals.
• Individuals on �󹬵��� property have the right to refuse to be photographed and filmed.

Employees Filming and Photographing for Internal Use

• �󹬵��� Employees and Contractors do not have to request permission from �󹬵���’s Brand, Communications and Engagement (BCE) team to film or photograph for use within their division or for internal communications use.
• �󹬵��� Employees have the right to refuse to be photographed and filmed.
• If �󹬵��� Employees are filming or taking photographs for personal social media use, they must adhere to guidelines set out in �󹬵���’s Social Media Terms of Use.

Students Filming and Photographing on �󹬵��� Property

• Registered Students at �󹬵��� are permitted to engage in filming and photographing activity for class projects that are approved by an assigned instructor.
• Registered students are permitted to film and/or photograph on �󹬵��� property for personal use as long as this does not disrupt campus operations or violate another individual's rights, including rights to privacy. 
• The Justice Institute Students’ Union is permitted to engage in filming and photographing on Institute property for purposes of regular student society business and activities. 

External Members of the Community or Business Groups Filming and Photographing on �󹬵��� Property 

• External members of the community or business groups wishing to film or photograph on �󹬵��� property must apply for permission to BCE.
• If external members of the community or business groups wish to rent �󹬵��� facilities for the purposes of filming or photography, this request must be made to the Director, Campus Planning & Facilities Operations and align with requirements set out in Policy 2404 Rental of Institute Facilities.

Obtaining Permission for Filming and Photography

• Filming and photography approvals at all �󹬵��� locations are managed by BCE.
• Approvals can be obtained by emailing communications@jibc.ca with the dates, time and a brief overview of the goals shoot. Members of the public can request permission by visiting .
• Any requests for filming and photography that involves a facilities rental by an external party must be made to the Director, Campus Planning & Facilities Operations in accordance with �󹬵���’s Policy 2404 Rental of Institute Facilities and related procedure.
• Where filming and photography does not involve a facility rental, typically permission will be granted for filming and photographing where it meets the thresholds as set out in the Policy within five business days of application.
• Registered Students filming or taking photography as part of class projects must have approval from the instructor but do not need to apply for filming and photography approval from BCE.
• Once approval has been granted, the Vice-President, BCE (VPBCE) or their designate will assign a member of the BCE team to:
  • Ensure that records of Model Release Form are obtained and maintained from the individuals who will be filmed or photographed, including Students, faculty and staff, as necessary.
  • Accompany third-parties filming or photographing on campus as deemed appropriate by the VPBCE or their designate.
  • Ensure relevant campus authorities and impacted departments are notified of any filming and photography in advance as deemed appropriate.
  • Ensure appropriate signage notifying of filming and photography is in place, as necessary.
• Campus Security should inform the VPBCE or their designate if a photographer or videographer arrives on campus without prior approval. In such instances, approvals will be given on a case-by-case basis.

Use of Drone Filming and Photography 

• Drone operators must follow Transport Canada’s guidelines on drones.
• Drone pilots flying a drone weighing between 250 grams to 25 kilograms must follow the rules as outlined in the Canadian Aviation Regulations.
• Drone operators must comply with all applicable privacy laws.
• Drone pilots must be prepared to show a valid drone pilot certificate.
• Drone operators must provide a map with details of the flight path for approval by the Director, Campus Planning & Facilities Operations, who will inform the �󹬵��� Community as appropriate.
• Anyone seeking to film using a drone must request permission by emailing facilitiesservicedesk@jibc.ca two weeks in advance of the planned shooting date.
• Drone operators who are not �󹬵��� Employees must provide �󹬵��� with a certificate of insurance evidencing $5 million in commercial general liability insurance with �󹬵��� named as additional insured for all drone filming and photography activities.

Filming and Photography by Media

Media coverage of �󹬵��� events and news is coordinated and facilitated by BCE in accordance with �󹬵���’s Policy 2603 Media Relations and Procedure 2603-001 Media Relations.

Related Policies and Procedures 

• 2108 Filming and Photography Policy
• 2404 Rental of Institute Facilities Policy
• 2404-001 Rental of Institute Facilities Procedure
• 2603 Media Relations Policy
• 2603-001 Media Relations Procedure

Documents and Forms

• (for internal use only)
• (for internal use only)