Brand Standards: Model Release

Model Release

If an identifiable person is featured in a photo used to promote USU, get a signed model release. Keep signed forms with your project files.

Release Forms

Download a Release Form

Save each signed release in the media project folder so it can be found easily if a question or conflict comes up later.

When You Need a Release

A model release is a professional and responsible way for a photographer to get permission to photograph a person (the “model”) for a media project. Collect a signed release whenever possible.

Sometimes a release isn't necessary or practical. For example, you don't need to collect a release from each person in a large crowd of cheering fans at a football game or in a wide shot of the Quad during a class break. Photos for news may not need a release, but it never hurts to get one.

Always collect a signed release when:

  • The model is under 18. A parent or guardian must sign the minor version of the release.
  • The photo focuses on a specific person or group and will be used in a main marketing design or project.
  • The photo will appear with personal information about the model, such as name, major, year in school, or hometown.
  • The photo will appear in a campaign with potentially sensitive subject matter, such as sexual harassment, addiction, or mental health. Tell the models their images will be used in a subject-sensitive campaign, and be as specific as possible.

Minors

Photographing someone under 18? Use the model release for minors (PDF), and have a parent or guardian sign it before you take the photo.

Save minor releases with your project file so they can be found easily if a conflict arises. For example, if you photograph a USU student teaching in a K–12 classroom, you need a signed minor release for every child in the classroom who appears in the photos.

Clinical Services

HIPAA authorization required. When you photograph people receiving health-related services from a USU clinic, the clinic is responsible for getting a valid HIPAA Authorization from the patient or their personal representative, in addition to the USU model release. Contact the clinic's privacy officer before using protected health information (PHI) for marketing or public relations.

Some USU areas must follow the Health Insurance Portability and Accountability Act of 1996 (HIPAA) when patient protected health information is involved. Photographs and recordings of patients are defined as PHI under HIPAA.

Copyright Release

A copyright release is a legal document that gives an individual or organization permission to use copyrighted material, such as photographs, videos, or other creative works, for specific purposes. Use it when the copyright owner wants to let another party, such as Utah State University, use their work without risking legal disputes or infringement claims.

This form is especially valuable in professional settings like media production, marketing, or education, where clear ownership and usage rights help prevent future conflicts.

Download the copyright release (PDF)

Frequently Asked Questions

Can I show minors in photos?

Yes, but get permission from a parent or guardian before you take the photo. If you're capturing a large area and a minor is visible but isn't the focal point, it might not be feasible to collect model releases.

I found a great photo of a USU student. Are there restrictions on how I can use it?

It's in everyone's best interest to use images appropriately and not misrepresent USU or the individual. Don't use an unknown student in marketing content in a way that implies they're in your college if you aren't sure that's true.

If you plan to use the photo in paid advertising and don't know whether a model release was collected, it's best practice to contact the student and let them know. Even if a release was collected, it's still a good idea to communicate with the student. Make every reasonable effort to ensure everyone involved is aware and comfortable. USU Photo & Video can help put you in touch with the students.

The photo shows a logo or a company outside USU. Is it OK to have other brands in our marketing content?

Logos and brands can appear in content, but don't show other brands in a way that suggests they sponsor the university. Keep in mind that Athletics has an agreement with Nike, and Coke is the university's official partner drink. If you're planning a photo shoot, ask participants not to wear clothing with large, noticeable branding.