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Case Western Reserve University
Media Policy

While on campus

Even with the permission of faculty, staff or students, all news media are required to clear work they intend to conduct on university property with a media relations representative before arrival on campus.

A media relations representative will arrange for parking, secure access, technology requirements and other logistical needs of the journalists in advance of a scheduled appointment. The representative also will inform university police and campus security of clearance when media have given advance notice.

To protect the safety, privacy and proprietary work of faculty, staff and students, a representative from media relations must escort members of the media at all times while on campus property.

Without prior authorization, news media only are allowed to work from public sidewalks and streets. Access to buildings, walkways and green spaces is not permitted, and their vehicles and equipment cannot obscure vehicle or pedestrian traffic.

News media on public sidewalks or streets may request to interview or photograph members of the campus community who happen to be in the area without prior approval from media relations. Faculty, staff and students may grant the journalist permission or decline to be interviewed or photographed.

If faculty, staff or students agree to speak with news media, their comments and opinions represent their own personal views and must not be presented or considered reflective of the university as a whole or its leadership.

Laboratory visits

Visits by news media to laboratories or research facilities will be carried out only with the prior approval of the director of the lab, the permission of the principal investigator of the related research and clearance from the marketing and communications representative. News media must submit requests in advance to our media relations staff.

Journalists must meet any special requirements, such as the use of protective clothing or documentation of recent tests, in order to visit certain facilities.

News media receiving permission to visit laboratories or research facilities agree to observe all rules and conditions established for the scheduled appointment. Permission to visit campus facilities may be revoked at any time by the director of the lab, the principal investigator or a representative from media relations.

The principal investigator and a representative from media relations will accompany journalists with permission to visit labs or facilities at all times.

During visits, news media must not disturb research settings and laboratory subjects. To avoid personal injury, journalists must refrain from unauthorized contact with any equipment or subjects. Special instructions, such as directional signs or posted hazard warnings, must be followed.

Use of cameras or sound-recording devices is not permitted in any laboratory or research facility unless approval is obtained from the director of the lab, the principal investigator and media relations before the visit.

Obtaining photographs

Case Western Reserve's media relations team often can provide images for recent press releases. In addition, we can offer assistance in obtaining images from the university's archives.

Photographs provided by the university are to be used-with appropriate credit-for editorial purposes only. Flopping, altering or otherwise embellishing these photos in any way that changes the photographs' editorial content is prohibited. Images provided for web use must be resized to low resolution. Permission is for one-time use only. Supplied image files must be deleted after use.

The Case Western Reserve campus is private property, but in general, news media are permitted to photograph or videotape campus building exteriors and surrounding public areas. Journalists must request permission from our media team before their arrival on campus. Permission to shoot in interior spaces is required in all circumstances. This includes administration and office buildings, classrooms, laboratories, dormitories and residences. Also covered under this rule are inside dining areas, private or public.

Permission must be granted by individual instructors to take photographs of classrooms, by supervisors for labs, and by administrators or resident fellows through media relations for dorms. This rule applies to any type of photography-stills, video and film-and to print and broadcast reporters with cameras. Requests from news media to access or publish any photos, video or audio recordings of laboratories, animal facilities or any other research-related information must be submitted in advance to media relations.

Permission to use such materials will be granted by the principal investigator of the related research; the director of the lab or facility, if applicable; and the marketing and communications representative.

Members of the public may only photograph the exterior of buildings and grounds for their own private use.

Television, film and photography location shooting for commercial interests (not breaking news) must be cleared with our media team at least 10 business days in advance.

Media relations is available to assist crews with shooting on campus if needed, including setting up locations and getting access to restricted areas when permission to shoot has been granted. In many cases, especially if journalists are not familiar with the university, we can save you time and effort.

Signed Consent

All students under the age of 18 must have a parent or guardian sign a consent form before being videotaped, photographed or interviewed by news media. Faculty, staff and students over the age of 18 may provide consent for themselves.

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