Wallington County Grammar School
Media Policy
Guidance on Photographs of Children
1. Introduction
This document is largely adopted from the DfES. It provides guidance on the appropriate use of images of children in education, including schools. It covers still, video and electronic photographic images wherever they are used. The guidance is for staff at the school who may wish to use images of children and young people in the work of the school.
Schools 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 give advice on good practice.
2. Typical Uses of Photographs/Media Images
• For GCSE examination submissions e.g. videos of swimming, trampolining, athletics events.
• Key skills for PE.
• Video Based Learning Project in PE (using the DartTrainer software), this secondary school software allows for recording and subsequent manipulation of video images of children in physical education and sporting activity.
• Performing arts including dance and movement, concerts, drama performances, parent evenings.
• Sports days and sports fixtures and the use of photographic equipment by parents and carers and children from the other school.
• Media including newspapers and television especially when some editors require children’s names when publishing photographs.
• Displays at WCGS of children’s activities.
• Publications by the WCGS and by the Local Authority and other related bodies.
• School and LEA web-sites.
• Staff training and professional development activities.
• Publicity material for contractors.
• Time lapse photography for recording of building development
• Site security / CCTV videos.
3. Governing Body
The Governing Body will formally adopt these guidelines as policy and good practice.
Ensure that the child protection and /or health and safety governor are aware of and support the policies and procedures.
4. 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 Local Authority and WCGS willl take appropriate steps that respect the rights of people in photographs.
The Copyright, Designs and Patent Acts 1988 moved the ownership of copyright to the photographer (or their employer) and away from the person commissioning and paying for the photographs, unless there is an agreement otherwise.
5. Good Practice
The following advice represents good practice in the use of photographic images involving children.
1. When taking a picture the School must obtain the consent of the person in the picture or from their parent or carer.
2. If using a photo from the media or commissioning a photograph, have a signed agreement.
3. Use the image in its intended context. Examples of this not happening are:
• when a picture taken by a national newspaper of a child accepting an award was used by the National Front in a story with a completely different story angle.
• When a photo of the public boarding a bus to launch a rural transport initiative is used to illustrate a story attacking rural transport shortages.
4. Follow the commitment made in the consent forms:
• not to name the child unless in an appropriate context (eg School Teams);
• not to use the photograph to illustrate sensitive or negative issues.
5. When photographing children:
Ensure that parents and carers of young people have signed and returned the consent form at the start of each school year for general photography/media.
a. Ensure all children are appropriately dressed.
b. Avoid images that only show a single child with no surrounding context of what they are learning or doing.
c. Photographs of three or four children are more likely to also include their learning context.
d. Do not use images of a child who is considered very vulnerable, unless parents / carers have given specific written permission.
e. Avoid naming young people unless appropriate.
f. Use photographs that represent the diversity of the young people participating.
g. Report any concerns relating to any inappropriate or intrusive photography to the head teacher.
h. Remember the duty of care and challenge any inappropriate behaviour or language.
i. Do not use images that are likely to cause distress, upset or embarrassment.
6. Regularly review stored images and delete unwanted material.
6. Parental Permission
Use of images of children require the consent of the parent / carer. Permission are obtained by using the form at the start of each school year or when a child joins the school. The form covers both WCGS and the Local Authority when using the photographs in publications and on web-sites. Each year as part of a standard communication, ask parents if they wish to change their permission. If they do, encourage them to contact the Headmaster or school office.
When a parent does not agree to their child being photographed, the Headmaster/
Mrs. Marden must inform staff and make every effort to comply sensitively.
For example, if a child whose parents have refused permission for photography is involved with a sports event, e.g. a rugby match, it may not be appropriate to photograph the whole team. Alternatively, the pupil may be withdrawn from the match or team. Careful liaison with parents is therefore essential. With discussion it may be possible to agree other options. The parent may accept a team photograph if names are not published or they may be prepared to relent if it affects the whole team or their son would be withdrawn.
When photographic images are transmitted or shared beyond the establishment e.g. television broadcasts, images on intranet sites, specific permission should be obtained.
7. Inter-School Fixtures
Apply these guidelines to inter-school events. If a vulnerable child is involved, it will be necessary to liaise with a member of staff from the other establishment so that they are aware of the wishes of the parents or carer of the child and seek the cooperation of the parents of the opposing team.
8. Teacher Training and Portfolios
During teacher training and with newly qualified staff, colleagues need to compile portfolios with photographs of children during lessons. Staff should act responsibly in compiling these images.
9. Displays in Schools
Still photographs shown on displays and video clips available during open / parents’ evenings should depict children in an appropriate way. They should not display images of children in inappropriate or revealing clothing so appropriate levels of integrity and decency are maintained. Photographs or images likely to cause embarrassment will not be used.
10. Parents Evenings, Concerts, Presentations
To allow the appropriate recording of children’s images by parents / carers:
• ensure that children are appropriately dressed;
• obtain parental permission with the form in appendix1;
• be aware of any child who should not be photographed and withdraw the child; and
• monitor the use of cameras and anyone behaving inappropriately.
11. Practical Examination Evidence
This covers the use of video material recording pupils level of performance in examined practical aspects, that are unable to be assessed during the moderating examiner’s school visit. The protocol laid down by the major Examination Boards is that this material should be returned to the establishment when the examiner has completed his or her judgments. It would therefore be good practice for colleagues to establish what will happen to the video evidence in discussion with the external examiner during their visit.
12. Children Photographing Each Other
This practice can occur extensively during offsite activities particularly during residential periods. Staff should maintain the supervision and management control specified in the Offsite Activities Guidelines 2003. There may be incidents where children take inappropriate photographs, perhaps showing friends and other children inappropriately dressed. Staff should endeavour to discourage this practice, and take disciplinary action. However, parents are responsible for monitoring their child’s use of cameras and subsequent use of their images involved.
13. Newspapers
Several scenarios can occur:
1. Team photographs:
• When everyone is prepared to allow team photographs and full names to be published. In this situation publication can occur with the full team.
• If a parent is not happy to have a child’s name printed on a photograph then consideration could be given to publishing the photograph with no names. The Headmaster should make every effort to ensure, in conjunction with the newspaper editors, that this occurs.
• If parents of a child have indicated that the child is vulnerable and should not have a photograph printed then a team photograph may not be appropriate. The pupil will be withdrawn.
2. Photo opportunities:
• When an establishment invites a newspaper to celebrate an event, the Headmaster should make every effort to ensure that the newspaper’s requirements can be met.
• Almost without exception, this means the paper will prefer to publish the full names of anyone in a photograph they print. The only exception to this might be (as above) in a larger group shot (e.g.: a group of more than 10 children).
• However newspapers usually prefer to work with smaller groups of children – e.g.: three or four – and for this number names would definitely be required.
• It is not acceptable to invite a newspaper to take photographs and then refuse to provide any names. Newspapers will not print anonymous photographs.
• This might mean offering only those children whose parents are happy for publication of photographs and names for inclusion in any photo opportunities.
• If this is not possible – for instance because a specific group of children have achieved something, and parental permission re. the publication of full names is withheld for one or more of the group - it might be possible to negotiate a ‘first names only’ agreement with the newspaper.
• Otherwise establishments must be prepared to forego newspaper publicity.
14. Use of Internet / Intranet Sites
The School has a web site. The site manager is aware of good practice and will ensure that the establishment only uses appropriate images that follow this guidance.
15. Mobile Phones
In accordance with the School’s Mobile Phone Policy, the use of mobile phones which contain cameras of photographic capabilities is not permitted in an inappropriate context.
16. Close Circuit Television (CCTV)
Increasing numbers of schools are installing such equipment for the following uses:
• As a method of controlling access.
• An aid to site management in monitoring incorrect parking, manoeuvring vehicles, delivery arrivals etc.
• Pupil behaviour issues / bullying. As a behavioural tool during breaks and lunch times it can be used to identify hot spots of inappropriate behaviour. It may also to monitor within the building, corridors and areas out of sight or not frequently trafficked by staff, for example in the vicinity of toilets.
• As an aid to members of staff with particular responsibility for behaviour management.
• To monitor personal safety for site supervisors, caretakers, cleaners etc.
• To monitor site safety and security.
• As an effective deterrent for crime.
• As a means of crime reduction and discouraging trespass.
Types of Recorders
1) Video –
Images are recorded onto tape using usually, time lapse techniques. Banks of (usually) 31 days of tapes are retained so that a tape is allocated to each day. Images should only be retained for a designated period, this would not normally be any longer that 31 days. Tapes must be held in secure storage and the images erased and the tapes reused. Tapes require regular replacement, approximately annually to ensure clarity of images. Images on tapes must be erased before disposal.
2) Regular auditing of the stored images should be undertaken by a senior member of the management team.
3) Digital Images -
Increasingly the images are retained on computer hard drives.
They should also only be stored for designated periods and then erased from the hard drive.
In both incidences it is essential that the images are retained securely and are viewed by designated, competent members of staff.
4) Cameras -
Several types of cameras are used, notably:
• Fixed-Wide angle lens.
• Dome cameras (rotary) with 360 degrees capacity.
• Corner mounted cameras with 270 degrees capacity.
• Manually operated pan tilt-zoom lenses. These have infinitely variable distance and angle capabilities and so can zoom onto individuals. It is therefore crucial that authorised and designated staff only have access to the equipment and that occasional and periodic monitoring of the images saved is undertaken by a senior member of management. Images should be destroyed after the designated period.
5) Camera Sightings -
Every effort should be made to avoid inappropriate images and cameras should not be sighted in toilets, changing rooms or other sensitive areas.
6) Out of School Hours -
Cameras may record inappropriate activities taking place on the school site, without the school’s knowledge. If they are of a criminal nature, consideration should be given by a senior member of the management team to referring the information to the police.
Again images should be erased in accordance with the procedures above.
While CCTV can be an extremely effective and useful crime reduction / deterrent device, careful use of the images and control by competent responsible staff is considered crucial.