Photography, Filming and Recording Students Policy

Help for non-English speakers If you need help to understand the information in this policy, please contact the school on 9311 9325

PURPOSE

To explain to parents/carers:

• How Western English Language School collects, uses and discloses photographs, video and recordings of students.
• When parent/carer consent is required before photographing, filming, and recording students
• How consent can be provided and withdrawn

SCOPE

This policy applies to the general collection, use and disclosure of photographs, video and recordings (images) of students.

The policy does not cover the:

• use of Closed Circuit Television (CCTV). The use of CCTV is covered in the department’s CCTV in Schools Policy
• use and disclosure of photographs, video and recordings of adults. School staff should refer to the Photographing, Filming and Recording Staff and Other Adults Policy (PAL)

POLICY

There are many occasions during the school year where Western English Language School staff photograph, film or record students participating in school activities or events, for example: classroom activities, sports events, concerts, excursions, camps etc.

We do this for many reasons including to: celebrate student participation and achievement, showcase learning programs, document a student’s learning journey/camps/excursions/sports events, communicate with our parents/carers and school community in newsletters and on classroom blogs/apps. There may also be occasions where we take images to support student behaviour management or to fulfil legal obligations. Further detail is provided within this policy.

In addition to the above, there may be situations where a third party requests to take, use or disclose images of students.

This policy outlines the practices that Western English Language School has in place for the collection, use and disclosure of images of students to ensure compliance with the Privacy and Data Protection Act 2014 (Vic). It also explains the circumstances in which we will seek parent/carer consent and how consent can be provided and/or withdrawn.

CONSENT

The Photographing, Filming and Recording Students Consent Form is provided by Western English Language School at enrolment. This form applies to standard uses of images for the time your child attends the school. Standard uses are defined in the following sections.

For non-standard uses, where consent is required, parents/carers will be sent a consent form for that specific situation. Schools will also notify parents when implementing software that may include photos of students, giving parents an opportunity to discuss any concerns or preferences.

If at any time parents/carers wish to withdraw their consent, they can by contacting the school 03 9311 9325 or via email on western.english.tott.ls@education.vic.gov.au. If consent is withdrawn verbally, the school will make a written record of this. However:

• if the images have already been published and are in the public domain, it may not be possible to remove them
• the school can still collect, use and disclose images in circumstances where consent is not required (see below for more information).

IMAGES FOR USE WITHIN THE PHYSICAL SCHOOL ENVIRONMENT

Western English Language School may photograph, film or record students to use within the physical school environment, including:

• in the school’s communication, learning and teaching tools (for example, emails, classroom blogs or apps that can only be accessed by students, parents or school staff with passwords e.g. Google Classroom and SRMS.
• for display in school classrooms and on notice boards
• in the school’s newsletter
• to support student’s health and wellbeing (eg photographs of pencil grip to assist in OT assessments)

A Photographing, Filming and Recording Students Consent Form will be given to parents/carers on enrolment for the standard uses described above. Consent, if given, applies until it is withdrawn or changed. If a parent/carer would like to withdraw or change their consent at any point in time, they must notify the school.

IMAGE USE WITHIN THE SCHOOL COMMUNITY

Western English Language School may photograph, film or record students to use within the school community, including:

• on the school’s website (including in the school newsletter which is publicly available on the website)
• in the school’s online communication, learning and teaching tools (e.g., emails, classroom blogs or apps that can only be accessed by students, parents/carers and school staff with passwords.)
• in the school magazine

A Photographing, Filming and Recording Students Consent Form will be given to parents/carers on enrolment for the standard uses described above. Consent, if given, applies until it is withdrawn or changed. If a parent/carer would like to withdraw or change their consent at any point in time, they must notify the school.

We will notify you individually if we are considering using any images of your child for specific advertising or promotional purposes.

IMAGE USE BEYOND THE SCHOOL COMMUNITY

Photographs, video or recordings of students may also be used in publications that are accessible to the public, including:

• on the school’s website

A Photographing, Filming and Recording Students Consent Form will be given to parents/carers on enrolment for the standard uses described above. Consent, if given, applies until it is withdrawn or changed. If a parent/carer would like to withdraw or change their consent at any point in time, they must notify the school.

We will notify you individually if we are considering using any images of your child for specific advertising or promotional purposes

MEDIA

The media, or the Department of Education’s media team, may seek to photograph, film or record students for a news story or school event. This may include broadcast media, online or social media or print media, including newspapers and magazine publications.

When Western English Language School receives such requests, our school will:

• provide parents/carers with information about the organisation involved and when and for what purposes the photography, filming or recording will occur
• seek prior, express parent/carer consent in writing.

Students will only be photographed, filmed or recorded by the media at school if express consent is provided for that specific media event. Neither the school nor the department own or control any photographs, video or recordings of students taken by the media.

MEDIA

On occasion, the school may agree to research projects being conducted at the school. If this occurs, parent/carer consent will be sought for student participation, including any photography or recording of students.

CCTV

Parent or carer consent is not required for a school to install CCTV. However, Western English Language School will inform the school community of the intention to install a CCTV through (appropriate channels such as: a newsletter article; a statement on the school website; Installation of CCTV will be done in accordance with the department’s CCTV Installation and Management Policy

OTHER EXTERNAL USE OR DISCLOSURE

If there is a situation which will involve the collection, use or disclosure of images of students by or to third parties which is not otherwise covered by this policy, Western English Language School will:

• provide parents/carers with information about the event or activity, the organisation involved and when the photography, filming or recording will occur
• seek prior, express parent/carer consent in writing.

IMAGES TO MANAGE STUDENT BEHAVIOUR OR FULFIL OUR SCHOOL’S LEGAL OBLIGATIONS, INCLUDING CHILD SAFETY

On occasion, it may be necessary for school staff to photograph, film or record students and/or use images to:

• fulfil legal obligations, including to:
• take reasonable steps to reduce the risk of reasonably foreseeable harm to students, staff and visitors (duty of care)
• provide a safe and suitable workplace (occupational health and safety law)
• supporting students’ social and emotional wellbeing, and health (duty of care)
• for identification purposes, when necessary to implement discipline and/or behaviour management policies.

Western English Language School does not require or obtain consent from parents/carers or students to photograph, film or record students, or to use these images, for these reasons. However, when Western English Language School photographs, films or records a student for any of these purposes, staff will only collect and use such images in a way that is necessary, reasonable and appropriate in the circumstances.

CHILD SAFE STANDARDS

Western English Language School will use student images reasonably, appropriately and sensitively, consistent with our obligations under the Child Safe Standards. If at any time a parent/carer or student has a concern about the use of any images they should contact the school on 03 9311 9325.

CURRICULUM-BASED ACTIVITIES

Photographs, film and recordings of students may be collected and used for curriculum-based activities (i.e. class work) as part of standard learning and teaching practices. Western English Language School does not require or obtain consent for this. Access is limited to students and relevant teaching staff. Parents/carers may have access to images of their own child in this context.

PROFESSIONAL DEVELOPMENT

Occasionally, teachers and classes may be recorded for professional development purposes to improve the delivery of educational services. Western English Language School does not require or obtain consent for this, however the recordings will only be used internally and for the specific purpose of staff development.

STORAGE OF IMAGES

Photographs, video and recordings of students taken by Western English Language School will be stored in our secure document storage systems with restricted access. Any photographs, videos or recordings made on devices, including non-school issued devices, will be transferred to secure school systems and removed from the devices as soon as reasonably possible.

IMAGES TAKEN BY THE SCHOOL COMMUNITY

Western English Language School endeavours to respect the privacy of all members of our school community and requests that parents/carers, students and invited guests do not photograph, film or record school performances, sporting events and other school-approved activities.

Neither the school nor the department own or control any images of students taken by parents/carers, students or their invited guests at school activities.

IMAGES TAKEN BY THE SCHOOL COMMUNITY

This policy will be communicated to our school community in the following ways:

• Available publicly on our school’s website
• On enrolment
• An annual reminder
• Included in staff induction processes and staff training
• Included in staff handbook/manual
• Discussed at staff briefings/meetings, as required
• Included in transition and enrolment packs
• Discussed at parent information nights/sessions
• Hard copy available from school administration upon request

FURTHER INFORMATION AND RESOURCES

The Department’s Policy and Advisory Library:

• Photographing, Filming and Recording Students

POLICY REVIEW AND APPROVAL

This policy has a mandatory review cycle of 3-4 years.