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Policies and Procedures

Photographs or Videos of Students

cameraThe official Release Agreement form must be signed by any student participating in a video or photo shoot produced by NOVA or specifically for NOVA. If the person being photographed is a minor, a parent or guardian must sign the form.

Signed forms must be sent to the Public Information Office stating the reason why the photo(s) and/or video(s) were produced, along with contact information in case additional information is needed.

An exception to this policy is when photographs are taken of students or groups of students in common areas such as lounges and outdoor areas. These photos may be used by the College for release to the media or for reproduction in NOVA publications. This policy is documented in detail in the Student Handbook.

Student Record Disclosure to Persons Outside the College

paper with signatureThe following “directory information” may, in accord with the Family Educational Rights and Privacy Act (FERPA), be disclosed at the discretion of the College unless students specifically make a request to withhold such information by completing form 125–23, “Student Record Disclosure”. This policy is included in the Student Handbook.

  • Student’s name
  • Participation in officially recognized activities and sports
  • Address
  • Telephone listing
  • Weight and height of members of athletic teams
  • Email address
  • Degrees, honors and awards received
  • Major field of study
  • Dates of attendance
  • Grade level
  • Most recent educational agency or institution attended
  • Number of credit hours enrolled

Visits to Classes by Media Organizations

inside classroomIf faculty, staff or students want to invite media organizations to visit NOVA, they must first obtain approval from the appropriate Division Dean and Provost.

The Public Information Office should also be informed so they can be available to provide assistance and coordination as needed. This policy is detailed in the Faculty Handbook, 3.1410 Press or Other Media Organizations Visiting Classes.

Media Organizations in Outdoor Campus Areas

students outsideMedia representatives are welcome to film outside NOVA buildings in the campus common areas as long as they only film people who agree to appear on camera.

Members of the media are asked to inform the Public Information Office in advance that they will be on campus, so the office can coordinate with campus police and other appropriate personnel.

Filming Inside NOVA Buildings

students in classroomFilm crews and individuals (other than official media representatives) who want to videotape inside academic and administrative buildings must contact the Office of the Vice President for Financial and Administrative Services prior to filming to address issues related to potential liability, security, facility use and payment.

In addition, the film crew or individual must consult with the Marketing and Communications Office on the following:

  1. Content and context of the project.
  2. Proper use of the name of the College and the College logo.
  3. Documentation that the Vice President of Financial and Administrative Services has reviewed liability, security, facility use and payment issues.
  4. Agreement to provide a review copy of the film at least two weeks before the release date.

The final decision will be made by the Provost after consulting with the Vice President of Financial and Administrative Services and the Vice President of Institutional Research, Planning and Assessment.

Publicity for Student Organizations

student organizationAs noted in the Student Handbook, student organizations are responsible for their own on-campus publicity for activities. On-campus publicity must be approved by the dean of students or his/her designee.

Check with your dean or Student Activities Office for details concerning other publicity policies.