The Student Photo Release Form is a crucial legal document used by educational institutions in New Zealand to obtain and document consent for photographing students and using their images. This document is essential when schools wish to capture and use student photographs for various purposes such as yearbooks, school websites, promotional materials, or educational documentation. It ensures compliance with New Zealand's Privacy Act 2020, Education and Training Act 2020, and other relevant legislation. The form typically includes specific permissions, usage limitations, privacy protections, and parental consent mechanisms, particularly important for students under 18. Educational institutions should implement this form before any planned photography sessions or at the beginning of each academic year.
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1. Parties: Identifies the educational institution and the student/parent/guardian granting permission
2. Background: Explains the purpose of the photo release form and its importance for school activities
3. Definitions: Defines key terms such as 'Photographs', 'School Activities', 'Publications', 'Digital Media', etc.
4. Grant of Permission: Explicit statement of permission to photograph and use images
5. Scope of Use: Details of how and where photographs may be used (e.g., school website, newsletters, promotional materials)
6. Term and Territory: Duration of the permission and geographic scope of usage rights
7. Privacy Protection: Commitments regarding protection of student privacy and image use
8. No Compensation: Statement that no payment will be made for use of photographs
9. Execution: Signature blocks for all relevant parties
1. Revocation Rights: Optional section detailing how and when permission can be withdrawn - recommended for longer-term agreements
2. Social Media Usage: Specific permissions and restrictions for social media use - include if the school maintains social media presence
3. Third Party Sharing: Terms regarding sharing photos with third parties - include if photos might be shared with external organizations
4. Cultural Considerations: Special considerations for cultural sensitivity in photo use - important in schools with significant Māori or Pacific Islander populations
5. Medical/Special Circumstances: Special instructions regarding photography of students with specific medical or personal circumstances
1. Schedule 1 - Specific Usage Contexts: Detailed list of specific events, publications, or contexts where photos will be used
2. Schedule 2 - Prohibited Uses: List of specifically prohibited uses of photographs
3. Appendix A - Sample Photos: Examples of typical photograph types and uses (if applicable)
4. Appendix B - Privacy Policy Reference: Copy of or reference to the school's relevant privacy policies regarding student photographs
Relevant legal definitions
Clauses
Relevant Industries
Education
Early Childhood Education
Primary Education
Secondary Education
Tertiary Education
Youth Services
Educational Photography
School Administration
Educational Publishing
Relevant Teams
Administration
Communications
Marketing
Legal
Student Services
Publications
Digital Media
Enrollment
Photography
Compliance
Relevant Roles
School Principal
School Administrator
Communications Manager
Marketing Coordinator
Privacy Officer
School Photographer
Publications Coordinator
Digital Content Manager
School Secretary
Enrollment Officer
Legal Compliance Officer
Student Services Manager
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