Photos, Video and Images
It is expected that all public, staff and patient information and training materials will adhere to the visual identity standards for the SHA and will have a professional and appropriate look, feel and tone related to design, language and layout.
When utilizing any SHA templates for public, multi-unit staff or patient information, or in publicly accessible areas, comical/satirical/cartoon-like clip art and other comical/unapproved narrative graphical elements are strictly prohibited. This includes, but is not limited to, satirical content in both images and video.
Photographs and infographics are available from a variety of sources. Copyright laws apply to most photographs/infographics available either online or through a software program. You must understand what restrictions exist when using any photographs or infographics for documentation.
Infographic elements have been developed within the base creative platform for the SHA. Please contact Communications for further direction.
Photos must follow proper publishing resolution guidelines and are expected to be of good quality. It is expected that employees and physicians will use acceptable images that are the property of the SHA on any promotional materials created including posters, brochures, newsletters and any other documentation that will be distributed.
Property of the SHA
Property of the SHA means photos taken by staff and/or provided by staff with authorized consent forms signed for any individuals who appear in the photos. It may also mean images that have been purchased for use by the SHA. Acceptable images include photographs with signed consent forms from the individual(s) in the photos, in accordance with the Health Information Protection Act (HIPA), including photos provided from an individual or other organization. Please find the proper consent form for photos below.
All photography or infographic elements must follow the SHA media consent process and be appropriately licensed.
Internet images
When utilizing information from the internet, any imagery must follow copyright law; this includes understanding and adhering to the use of free stock imagery and following copyright laws and licensing requirements by the source owner. Unauthorized use of imagery is strictly prohibited.
Using images or videos that are not the property of the SHA can result in significant copyright fines from the owner of the images. Regular audits are done by companies to search for their images and action is often taken for unlawful use.
Related documents
Consent for gathering and use of photo, video and image media
SHA employees, volunteers and physicians
SHA employees, volunteers and physicians are not required to sign the SHA Media Consent form, however meaningful express verbal consent must be obtained each time material is recorded or gathered. The verbal consent statement outlined below can be used when gathering photos or recordings of SHA staff, volunteers and physicians.
“Your participation today is optional and you can choose to withdraw at any time.
I want to confirm that today’s [video/photography/interview] is for use with SHA’s [intended use].
I also want to confirm that anything captured or recorded today will be added to SHA’s media library and may be used to produce additional promotional or educational material in future. That could include both physical and digital material meant for internal or public facing audiences, distributed through any of SHA’s platforms, such as the public website or social media.
You can choose to not participate or limit the use of what we collect today. You can also choose to withdraw your consent at any time in the future by letting us know.
Based on this information, do you consent to participating in today’s recording/interview session?”
Non-SHA employees/subjects
The SHA Media Consent Form must be used to obtain written consent from patients, visitors, or anyone else not employed by the SHA who can provide verbal consent (as detailed above).
SHA Media Consent Form (PDF)
For further questions or clarification on appropriate use of graphical elements, video or photography, please contact Communications.