Using Photographic Images of Children Policy

1. Introduction

This Policy document provides guidelines on the use of photographic images of children in this school.  It covers still, video and electronic photographic images, wherever they are used.

The school recognises the need to make full and proper use of photographic images while meeting the law and preserving the safety of children.  Concerns focus on issues around rights of privacy, child protection and copyright ownership.

These guidelines address these issues and provide advice on good practice. This guidance has been endorsed by governors with responsibility for child protection and has been approved by the governing body of the school.

2. Typical uses of photography in this school will include:

• Assessment and evaluation purposes e.g. recording children with evidence of their work.
• Video based learning in PE, providing records that can be used for analysing performance and progression.
• Displays in the school in classrooms and corridors.
• School publications e.g. newsletter, brochure etc.
• School website.
• Staff training and professional development activities.
• Performing arts records e.g. concerts, sports and drama performances.*
• Sports days and sports fixtures and the use of photographic equipment by parents and carers.*

* It is the school’s policy to allow parents or carers to take photographic records of school events such as sports day, and Christmas performances and plays.  However we ask that these are not shared on any social media platform.  Should any parent/carer have concerns about this matter, they should discuss the individual event with the Headteacher to make suitable provision.

3. Ownership

Human Rights legislation and the Data Protection Act 1998 give people new rights and it is the right to privacy that is the issue when using photographs. The school will seek parent/pupil permission on this matter on admission to the school.  Any request to change this opinion can be made at any time by notifying the Headteacher in writing.

4. Good Practice

The school will:

• Ensure parents/carers have signed and returned the consent forms for using images of children and will follow the parental requests made in the consent forms.
• Follow the conditions of use as set out in the consent form.
• Not use any photograph out of context.
• Not use any photograph to illustrate sensitive or negative issues.
• Avoid naming pupils – if one name is required the first name only will be used where possible.
• Ensure all pupils are appropriately dressed.
• Avoid images that only show a single child with no surrounding context of what they are doing/learning.
• Not use images of a child who is considered to be vulnerable, unless specific permission has been sought.
• Report to the Headteacher any concerns relating to inappropriate or intrusive photography and challenge any inappropriate behaviour and or language.
• Not use any images likely to cause distress, upset or embarrassment.

5. Parental/carer Permission

Parental/carer permission will be obtained by using the form in Appendix 1, when a child joins this school. Parents/carers will be notified that should they wish to change their permission this can be done at any time and they should inform the Headteacher in writing.

Where a parent/carer has not agreed to their child being photographed, the Headteacher will inform all staff. The master list of parental/carer wishes can be accessed via the office manager.  Every effort will be made to comply sensitively with parental requests, e.g. if a child whose parents have refused permission for photography is involved in a sporting event, it may not be appropriate to photograph the whole team. In these incidents careful liaison with parents may enable the school and parent/carer to reach some agreement with other options.

6. Inter-school Activities

If a vulnerable child is involved, it will be necessary to liaise with a member of staff from the other establishment and possibly seek the co-operation of parents/carers from the other schools.

7. Staff Professional Development Activities

Occasionally staff and colleagues, whether training or qualified, need to complete portfolios of work they have undertaken within the school. This may include photographic documentation. Any staff compiling such a portfolio will have discussed the project with a member of the leadership team who will oversee the compiled images and consider/approve the appropriateness of the project.

8. Displays

Still photographs on wall displays and video clips are used for assemblies or open evenings and must always depict children in an appropriate way. They must not display children in inappropriate or revealing clothing.  Photographs or images likely to cause embarrassment will not be used.

9. Parents Evenings, Concerts, Presentations

To allow the appropriate recording of children’s images by parents/carers, we will:

• Ensure that children are appropriately dressed for the activity.
• Monitor the use of cameras and challenge anyone behaving inappropriately.
• Ask that any photos taken are not shared on any social media platform.

10. Children Photographing Each Other

This practice can occur during offsite activities, particularly during residential trips. There may be incidents where pupils take inappropriate photographs.  Staff will endeavour to ensure this does not happen and that pupils are provided with information and strategies to safeguard themselves. Ultimately parents are responsible for monitoring their child’s use of cameras and subsequent use of their images.

The use of mobile phones which contain cameras or photographic capabilities will not be permitted in changing rooms, toilets or bedrooms.

11. Use of Images of Children by the Media

• Where a press photographer is to be invited to celebrate an event, every effort will be made to ensure that the newspaper’s (or other relevant media) requirements can be met. An agreement will be sought with the press to ensure that if names are to be used, that first names only will be published. This will only be where the parent has given permission for a photograph to be published.
• The identity of any press representative will be verified and access will only be permitted where the event is planned, and where press are to be specifically invited to attend. No authorisation will be given to unscheduled visits by the press under any circumstances.
• Every effort will be made to ensure the press abide by any specific guidelines should they be requested. No responsibility or liability however can be claimed for situations beyond reasonable control, and where the setting is to be considered to have acted in good faith.

12. Use of Internet

See the school’s Internet Policy for further details.

13. Review of Guidelines

The content of these guidelines will be reviewed every 2 years.

APPENDICES

1. Consent Form to be used when pupils join the school.

Dear Parents/carers,

USING IMAGES OF CHILDREN CONSENT FORM

This letter explains the school’s procedures and philosophy on taking photographs of pupils and why we need to ask you for your consent to any photographs being taken of your child. We have a detailed policy on how we will ensure photographic images are only used for the purpose intended. This policy is available on the school website or a paper copy is available from the school office.

During your child‟s life at the school there will be opportunities and occasions where we may wish to take photographs or video recordings of activities that involve your child. Photographic images may be used for displays, making certificates, celebrating achievement in Collective Worship or for use in our newsletters or prospectus as well as for use by the local newspapers or on our school website. From time to time, our school may be visited by outside agencies (external sports organisations) or the media to take photographs or film footage of an event.

To comply with the Data Protection Act 1998, we need your permission before we can photograph or make any recordings of your child. To help you make your decision here is a summary of the key conditions:

Conditions of school use

1. This form is valid from the date you sign it and for the period of time that your child attends this school. Parents or carers need to let the school know if they wish to change their agreement at any time.
2. The school will not use personal details or full names (which means first name and surname) of any child in a photographic image, on video, on our website, in our school prospectus or in any of our other printed publications.
3. The school will not include personal e-mail or postal addresses, or telephone or fax numbers on video, on our website or on social media, in our school prospectus or in other printed publications.
4. If we use photographs of individual pupils, we will not use the full name of that child in the accompanying text or photo caption, unless we have your agreement.
5. We may use group or class photographs or footage with very general labels, such as “a science lesson” or “making Christmas decorations”. We may include pictures of pupils and teachers that have been drawn by the pupils.
6. In accordance with the Data Protection Act 1998. Photographs or video recordings taken by parents may only be used for personal and family use. Please note it is the school’s policy to allow parents or carers to take photographic records of main school events such as Sports Day and Christmas performances. However these must not be posted on any social media platform. Should any parent/carer have concerns about this matter, they should discuss the individual event with the Headteacher to make suitable provision.
7. Throughout the year the school is pleased to offer work experience and training placements to a variety of students. Some are still at school, others are on childcare courses and some are training to be teachers. Having students not only offers another pair of hands but also ensures the school plays a part in training for the future. As part of their course work students are often required to observe children as they work and play and to take notes about what they have seen.  Children will only be identified in these notes by their first name and age.

Please answer questions 1 to 5 on the consent form overleaf and then sign and date the form where shown and return it to the school office as soon as possible.

Appendix 1

USING IMAGES OF CHILDREN – CONSENT FORM

Name of child:                                                                                        

Name of parent/guardian:                                                                     

PLEASE RETURN THE COMPLETED FORM TO THE SCHOOL AS SOON AS POSSIBLE

 

		Please circle your answer
1.	May we use your child’s photograph or video recording for school displays, to go on certificates, to provide a record of school visits and assemblies?	Yes / No
2.	May we use your child’s photograph in the school prospectus, newsletter or other similar printed publications?	Yes / No
3.	Do you consent to your child being photographed or filmed in press events agreed by the school e.g. Sports fixtures or special school events?	Yes / No
4.	Do you consent to your child being videoed or recorded as part of our assessment and training programmes?	Yes / No
5.	May we record your child’s image (unidentified) on our school’s website, social media page or web cam?	Yes / No

Unidentified above means that we will only use the first name

The conditions for the use of these photographs are on the back of this form

I have read and understood the conditions on the back of this form

Signed:                                                                    (Parent  /  Guardian)

Date:                                                          

Please note we are mindful of the fact that for some families there may be reasons why a child’s identification is a matter of particular anxiety, if you have special circumstances either now, or at any time in the future which could affect or change your consent on this issue please let the Headteacher know.