Research photo and video guidelines

When we take photos and video in labs, shops, or other research environments, we are showing the outside world how we conduct our work. Adhering to all safety policies and best practices is crucial as we represent Kansas State University’s research enterprise. Please help us develop excellent promotional communications by following these guidelines.

Guidelines for researchers

  1. Read the Laboratory Safety section of the Kansas State University Policies and Procedures Manual and follow the rules. See Section 3700, Public Safety. Laboratory Safety is chapter 3730.
  2. Wear all appropriate personal protective equipment. Remember that we are representing our work to the outside world, including parents of students who work in research facilities. ALL personnel must wear eye protection, and visitors should be provided safety glasses. Even if you are not working with “real” substances during a photo or video session, wear appropriate equipment, including gloves and lab coats and any other necessary items.Wear appropriate equipment if you are in a shop or food preparation environment working with or around heavy equipment, large mixers, vehicles, and the like. Follow all rules to the letter. When in doubt, wear the gloves/lab coat/eye protection/hair net, etc.
  3. Prepare for photos or video by cleaning your lab or research facility. Remember that food or beverage containers should never be in the lab. Remove trash, excess equipment, and so on. Ensure that materials and labels look professional: Surfaces should be clean, labels should be printed rather than hand-written, etc.
  4. Make sure all necessary safety signs and equipment are visible, well maintained, and up-to-date.
  5. If the person taking the photo or video suggests that you wear safety glasses, lab coats, gloves, etc., please comply. If you don’t, we may not be able to promote your research in magazines or websites effectively, or we may waste your and the photographer/videographer’s valuable time.
  6. Choose your clothing carefully. Wear solid colors (purple is always a good choice!) — avoid plaid, stripes, etc., because these don’t look good on camera. Wear long pants or skirts and closed-toed shoes. Avoid ball caps.

Guidelines for media including animals:

  1. Purpose: Kansas State University prides itself on being responsive and transparent. This guidance on the use and sharing of recordings (including photos, videos, and audio) including animals is intended to provide accurate representation of university activities. This guidance serves to protect the integrity of university research and to assure respect for the privacy and safety interests of university personnel.
  2. Approved recording: Use of a recording device (e.g., film camera, digital camera, camera phones, digital recorder) to capture recordings of university research animals, animals in the care of the university, and/or associated personnel, documents, materials, equipment, or facilities is prohibited with the following exceptions:
    • When performed by government inspectors (e.g., U.S. Department of Agriculture veterinary medical officer).
    • When performed by an authorized principal investigator (PI) or designee when required for scientific reasons (e.g., publications, laboratory documentation).
    • When performed by an authorized PI or designee for the purpose of recording instructional activities covered by an Institutional Animal Care and Use Committee (IACUC)-approved protocol.
    • When performed by personnel authorized by research animal veterinary staff when required to assist in the clinical management of a disease.
    • When performed by authorized personnel when required to document the condition of facilities, or compliance or animal handling issues at the direction of university officials, IACUCs, veterinarians, or representatives of federal agencies.
    • When authorized by the principal investigator for teaching or outreach.
    • When capturing images of public display animals for teaching or outreach.
    • When reporting concerns related to animal welfare. Concerns must be reported within 24 hours of the image being captured.

Violation of this policy may result in discipline up to and including termination of employment.

  1. Securing media: PIs are responsible for securing all photos, videos, or audio recordings in a manner that will prevent uncontrolled duplication and distribution. Recommendations include use of a secure server or password protected storage device. Avoid storing sensitive materials on portable or unprotected devices. Avoid emailing photos or videos. If unavoidable, emailed photos or videos including animals must adhere to all university, department and facility guidelines.

3.1 When the camera in a cell phone, tablet, or other smart device is used, both the location services (GPS) and automatic cloud backup of images must be disabled. This is required because digital images of research animals must not be geotagged, transmitted over unsecure networks or stored in a third-party unsecure cloud environment.

  1. Photo guidelines:

4.1 All personnel shown in photographs must be wearing appropriate personal protective equipment.

4.2 Whenever possible, show healthy, content animals and how they are benefitting from university research and care. Animals must not be wounded, injured, disabled, sedated, disoriented, incapacitated or show any signs of pain and/or distress.

4.3. Personnel who may be recorded in the course of their work must be informed when such recording is imminent, and they may decline being recorded at their discretion. Personnel who decline to be recorded must either be excluded from the recording, or if that is not feasible, must not be identifiable by covering their face and/or personnel ID badges, personnel lab coats, etc.

4.4. Background and surrounding areas must be clutter free. Avoid location-specific or proprietary information when capturing images. This includes cage cards, room numbers, posters, etc.

4.5 Photographs and video images of animals used in teaching and research are often the targets of public records requests. Personnel are encouraged to consult with the Office of General Counsel and the Office of Research Integrity, Compliance and Security prior to creating such photographs or video images.

  1. Exemption request: Personnel who believe they have a compelling reason to share an image or video that does not follow this policy can request a review an exemption by emailing research@k-state.edu.

5.1 Exemption request must include:

      • A description (in words) of what portion of this policy is not followed in the image or video.
      • Intended audience.
      • How and where the image or video will be shared.
      • Justification of importance with compelling rationale for sharing this image/video versus something that adheres to the policy.