902.40 Live Broadcast, Video and Audio Recording, or Photography

Individuals may broadcast, record or photograph public school district events, including open Board meetings, as long as it does not interfere with, or disrupt the District event and it does not create an undue burden in adapting the buildings and sites to accommodate the request.

It is within the discretion of the Superintendent/designee to determine whether the request is unduly burdensome and whether the broadcast or video or audio recording will interfere with or disrupt the District event.

Recording of classroom activities will be allowed at the discretion of the Superintendent/designee. Parents will be notified annually of the policy regarding the recording of classroom activities.

It is the responsibility of the Superintendent/designee to develop administrative regulations outlining the procedures for making the request and the rules for operation if the request is granted.

Legal Reference:
Iowa Code §§ 21.4, .7; 22; 279.8 (2009).

Cross Reference:
505.60 Student Directory Information
506.01 Student Records Access
1001.10 Board Communication

Adopted: December 21, 2009

Reviewed: October 21, 2009
November 17, 2014
February 17, 2020

Revised: November 17, 2014
February 17, 2020

R&R 902.40

Photos, recordings and interviews by members of the news media:

1. As noted in Board Policy 1001.10 Board Communication, “the District should make every reasonable effort to cooperate with the news media.” The following rules and regulations help to achieve that goal.
2. Members of the media must obtain permission to take pictures, record video or audio, or interview students on District property during school hours, Before- and After-School Program time, or during events which are not open to the public.
   1. Advance permission helps the District to ensure it upholds its responsibilities regarding FERPA and Directory Information Permission.
3. The first point of contact for media/press requests is the District Communications Department, so as to minimize the impact of such requests to instructional time.
   1. Requests from the media directly to a staff member are to be initially referred by the staff member to the Communications Department.
   2. It is the responsibility of the staff member to make that contact prior to organizing photos, recordings or interviews with the media.
4. If it is appropriate to participate in the request, the Communications Department will work with the building principal to coordinate scheduling.
   1. The primary goal of scheduling is to minimize the impact to instructional time and avoid removing students from core classes whenever possible.
   2. The second goal of scheduling is to meet deadlines under which the media is working and help them accomplish their work.
5. The Communications Department will work with administrators, principals and teachers to identify the best spokespeople for a given topic.
6. It is the responsibility of the building principal and teachers to be aware of students who do not have Directory Information Permission and to take appropriate steps to ensure those students are not photographed, recorded or interviewed.
   1. Staff members will notify members of the media which students cannot be included to ensure they are protecting student rights.
   2. In the case of large group events during school where it is impossible/impractical to identify to the media those students who do not have Directory Information Permission (large student assemblies, pep rallies, etc.), the staff will direct media to take steps to ensure faces are not shown in a way in which individual students can be identified, allowing for school participation with the media while still respecting student rights.
7. Requests to photograph, record, or broadcast extra-curricular public events (such as sports events or activities performances) outside of school hours, and to interview participants or spectators at those events, may be initiated by the media with the Athletic Director of the school in question.
   1. It should be noted that Directory Information Permission does not apply to these public events and performances, or any event outside of school hours in which the public is invited free of charge or can purchase tickets, as there is no expectation of privacy by the participants or spectators.

Photos, recordings and interviews for classroom purposes:

1. In order to engage parents and the public in the work of our schools and their classes, staff members may photograph, record and interview students in their classes. These materials may be posted to websites, or sent to media outlets as parts of articles promoting the work and accomplishments of our students.
2. Students may also be involved in the creation of photos, recordings and interviews of other students for class projects, student newspapers, student television/internet video channels and other purposes.
3. In these cases, staff members are responsible for reviewing the photos, videos, audio recordings and articles to ensure all students involved have Directory Information Permission.
   1. This includes ensuring this permission is in place for students who will be included in programs, playbills, yearbook photos, activities brochures or other documents, for which the staff member is responsible.
4. It should be noted that if a student does not have Directory Information Permission, photos, recordings or interviews cannot be taken as opposed to “taken but not shared or posted.”
5. No contact with the Communications Department is necessary in the case of classroom and student projects.

Photos, recordings and interviews NOT related to the media or classroom projects:

1. The District may receive requests for photos or video, audio or interviews to be taken in classrooms by third-parties that are not members of the press.
   1. Examples of such requests may be a student teaching project, an educational training film, a city brochure, or other similar projects.
2. Due to the long-term nature of the use of the photos/recordings in many of these cases, additional steps must be taken before the project can commence.
3. In these cases, contact must be initiated with the Communications Department and the project must receive approval by the building principal prior to beginning.
4. A talent release form created by the requestor which grants permission to use the photos/video/audio/interviews in perpetuity must be signed by the parent(s)/guardian(s) of any students involved before the photos/video/audio/interviews are taken.
   1. This creates a binding agreement directly between the parent/guardian and the third-party, which is outside of Directory Information Permission or the School District’s responsibility for the purposes of the project.
5. Any student who does not return the signed form cannot be photographed or recorded.
6. This requirement does not apply to groups such as PTOs, various booster clubs and other District-related organizations, but these photos/recordings may only be used during the current school year.

Notification of parents:

1. Photographs, video and audio recordings and interviews will be included in the Directory Information Permission definition and all of the notifications and opt-out opportunities that go with that definition.
2. Parents will also be notified annually of the possibility of student media interviews by placing the following announcement in the District’s newsletter, in handbooks, and at the District’s website:
   1. Student Media Interviews – During the course of the school year, students may be interviewed by newspaper, television, radio or other reporters in regard to projects, activities and other school events. This is considered a part of the District’s Directory Information along with photos, video and other media. Likewise, teachers and students may also take video and audio recordings, photographs and interviews that may be shared as a part of classroom activities and projects. Submission of the District’s Request to Withhold Directory Information Form is required for objections to students being photographed, recorded or interviewed. The Request to Withhold Directory Information Form is available at each building or from Policy 506.01 Student Records Access.
3. When time and circumstances allow, it is recommended that staff or principals may also notify parents in advance of their student(s) participation in a specific media interview. The annual notice is given, however in recognition that time and circumstances do not always allow for this notification and positive opportunities could be lost.
   1. Post-game interviews of athletes by the media are an example of an opportunity in which advance notice to parents of their student involvement is unlikely to be achieved, but would be a positive opportunity for the student.

Reviewed: November 17, 2014
February 17, 2020

Revised: November 17, 2014
February 17, 2020