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Photographing/Recording Policy

CONTACT: The Wittliff Collections Director, 512.245.2313

Purpose — As an educational institution, the Alkek Library’s Wittliff Collections at Texas State University-San Marcos seek to further our mission of preservation, research, education, and public service and to minimize activities that disrupt or are inconsistent with that mission.

Therefore, this policy requires advance permission for, and in some cases, limits or does not allow, photography and visual recording of Collections rooms, materials, exhibits, etc., with the exception of still photography and recording requested by and/or produced on behalf of the Collections, such as documenting exhibits/events for archival purposes.

Advance Permission Required — Any individual or organization wanting to photograph or visually record in the Wittliff Collections for broadcast or public dissemination of any type must obtain advance permission via the Request Form (see below).

Alkek Library Policy — Any visual recording or photography of the Alkek Library outside of the Collections must be approved through the University Library Assistant Vice President’s Office: 512.245.2133.

Commercial Filming — All commercial film and video producers must follow the Texas State Commercial Filming Policy procedures as outlined by the University News Service. Contact 512.245.2180.  

The Wittliff Collections Photographing/Filming Request Form should be submitted to the Director of the Collections at least 24 hours in advance of any shoot. In determining whether permission should be granted, the director may consult with the office of the Assistant Vice President, University Library, and/or other university officials who may be appropriate.

Criteria + Limits — Generally, photography or videotaping carried out by the university or its schools or an educational or non-profit entity and is intended for educational or public affairs use will be permitted (subject to logistical and security concerns detailed below).

Similarly, photography or visual recording carried out by a private, commercial, or entertainment entity designed primarily for personal, entertainment, or commercial use will generally NOT be permitted. General photographing of exhibits by visitors is prohibited.

In reviewing any request for photography or videotaping, the following will be considered:
• Whether the purpose of the photography or videotaping furthers the Collections’ and University’s educational mission, as explained above, or infringes on the copyright of any of the artists/authors whose work/materials are displayed.
• The level of potential disruption to students, staff, and faculty.
• The expense, inconvenience and/or potential damage to Collections property.
• The potential for misrepresentation or misunderstanding of the Collections’ or University’s association with the project.

Compensation + Indemnification — When permission is granted, the individual or entity engaging in the recording or photography must agree to:  (a) pay any location/use fee assessed by the Collections; (b) indemnify the Collections against any loss resulting from the activities; (c) compensate the Collections for any costs or damage; (d) agree to any other terms or limitations, including specific ones to minimize disruption or security risks.

A complete copy of any production/publication using Collections materials must be given to the Collections for the archives.

Copyright — It is the responsibility of the photographer/filmmaker/recorder to obtain any required copyright permissions from any/all copyright holder(s).

Participant Releases — All participants in the production (including students or audience members) must give permission for their likenesses to be represented.

Student Projects — Students may not engage in videotaping or photography on university property intended for commercial distribution or public dissemination without advance permission as described.

Third-Party Use — Third parties using Collections facilities must follow these rules. When rooms or facilities are rented to, or otherwise used by, third parties not affiliated with the University, they must agree to be bound by these rules, as well as the Texas State Commercial Filming Policy.

Image Use — Individuals wanting to reproduce images from the Collections should consult the Image Use Policy.

Questions — Questions regarding the Request Form and interpretation of this policy should go to the Wittliff Collections Director or his/her designee, 512.245.2313.