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Access Services Policies

This guide houses the policies of the Access Services unit of the Newton Gresham Library

Recording Inside the Library

General Guidelines

Because the library mission includes creating “environments that promote the discovery of new knowledge and the transfer of existing knowledge, we reserve the right to limit activities involving photography or video or audio recording to ensure that this environment is maintained for all patrons. These guidelines apply to spaces inside Library facilities.  

  • Activity involving photography and recording must not disturb other library patrons or personnel and must not block aisles, walkways, stairwells, doors, or exits.
  • The identifiable images of individuals, as well as their computer screens, books, documents etc., should not be captured without their consent.
  • Access to staff areas and other areas closed to the public will generally not be allowed but may be evaluated and approved on a case-by-case basis.

Decision-making flowchart that visually depicts the criteria for determining whether a photograph or recording in the library requires permission

Recording Inside Library Permission Flowchart, modeled after University of Illinois Library

 

Snapshots for Personal Use 

Individuals are welcome to take a few photographs for personal use, except where signs are posted prohibiting this. Be sure to follow the “General guidelines” above. If photographing published materials, such as journal articles or book chapters, patrons are responsible for following relevant copyright restrictions.

Photo/Video/Audio Recording to be Shared Publicly by Student Projects, etc. 

For anything other than snapshots for personal use (see above) or commercial/professional photography (see below), patrons must complete the Recording Inside the Library Permission Form and have it signed by staff at the Library Service Desk prior to recording. The photographer keeps this form after it is signed by designated library staff as proof they have secured permission; it is not necessary for the library to retain a copy. (NOTE: Personnel from SHSU Marketing & Communications, Newton Gresham Library, and Academic Success Center are exempt from needing permission forms when recording in the context of their professional role.)

Commercial/Professional 

According to the SHSU Marketing & Communications office (MarCom), “SHSU welcomes news media to its public campus. However, as a professional courtesy, we ask that members of the media contact [the communications manager], prior to filming or photographing on campus.” Please refer to the Marketing & Communications website for current contact information.  

Individuals planning to photograph or record for commercial purposes inside a Library facility should also complete the Recording Inside the Library Permission Form and have it signed by staff at the Library Service Desk. The photographer keeps this form after it is signed by designated library staff as proof they have secured permission; it is not necessary for the library to retain a copy. (NOTE: Personnel from SHSU Marketing & Communications, Newton Gresham Library, and Academic Success Center are exempt from needing permission forms when recording in the context of their professional role.) 

Use of library facilities for feature films, advertisements, or other commercial purposes may be subject to additional guidelines from SHSU Marketing & Communications. 

Use of Images of Individuals 

Explicit permission must be obtained from any library patrons or personnel who are personally identifiable in any image that will be publicly shared online or in print by using a written consent form (such as the Model Release Form provided by SHSU Marketing & Communications). In situations involving a large public gathering, designated library personnel may grant permission to post signs notifying individuals that recording or photography will occur in lieu of the individual release forms.  

Talent release forms are not required for photos or videos for personal use (i.e., that will not be publicly shared in any way), but we ask that you do not photograph or film others without their consent. 

Requests to Cease Recording 

The library reserves the right to ask any individual or group to cease photographic, video, or audio recording, and, if appropriate, to refer individuals or groups to the SHSU Marketing & Communications office. Individuals or groups who refuse to cease recording upon request by an authorized library staff member will be considered in breach of the Library Use Policy. 

Shape 

Contacts 

Access Services Coordinator, Erin Owens, eowens@shsu.edu, 936-294-4567 

Director of Library Public Services, Lisa Shen, lshen@shsu.edu, 936-294-3587 

Stephanie Knific, Director and PIO, Marketing & Communications, sjk025@shsu.edu, 936-294-1833 

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Forms 

 

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