Photography Request Priority Structure
Due to the significant increase in photography requests across campus, the Office of Marketing & Communications prioritizes assignments to ensure photography resources support the university’s highest strategic priorities.
Requests are scheduled according to the following priority tiers.
These assignments directly support the President’s Office, institutional fundraising, and student recruitment.
Examples include:
- Presidential events and initiatives
- Board of Trustees events
- Advancement / donor events
- Scholarship presentations
- Major gift announcements
- Admissions and recruitment events
Scheduling:
Tier 1 requests will be accommodated at any time and take precedence over all other requests.
Assignments that support university visibility, brand storytelling, and major institutional initiatives.
Examples include:
- Major university events
- Groundbreakings or ribbon cuttings
- Academic program marketing
- Public relations photography
- Institutional marketing campaigns
Scheduling:
Requests should be submitted at least 7-10 business days in advance.
These assignments involve planned promotional shoots used for marketing materials, websites, and advertising campaigns.
Examples include:
- Classroom and student life photography
- Faculty or departmental promotional images
- Campus environment photography
- Marketing stock imagery
Scheduling:
Because these shoots require planning and coordination, requests must be submitted 2-3 weeks in advance.
Requests that do not directly support enrollment, fundraising, or institutional marketing priorities.
Examples include:
- Departmental events
- Internal meetings or activities
- Informational documentation
Scheduling:
These requests will be fulfilled only as photographer availability allows.
Photography Equipment Checkout Agreement
If coverage cannot be provided, departments may request camera or equipment rental through the Office of Marketing & Communications. Photos captured through departmental equipment use will not be housed in the university photo database.
The Jacksonville State University Office of Marketing & Communications maintains photography equipment to support the university’s highest strategic marketing, enrollment, philanthropy, and communications priorities.
Due to the significant increase in photography requests across campus, photography assignments are prioritized according to the university’s Photography Request Priority Structure. When staff availability does not permit direct photography coverage for lower-priority requests, approved internal stakeholders and university partners may request temporary checkout of photography equipment, subject to the terms outlined below.
By checking out university-owned photography equipment, the requesting department acknowledges and agrees to the following:
Equipment checkout is intended primarily for requests classified as Tier 4: Internal or Departmental Events, including but not limited to: departmental events, internal meetings or activities, informational documentation, other photography needs that do not directly support enrollment, philanthropy, presidential initiatives, or institutional marketing priorities.
Equipment checkout may also be offered at the discretion of Marketing & Communications for other requests when staffing limitations prevent coverage.
The requesting department assumes full responsibility for all checked-out equipment for the duration of the loan period.
This includes responsibility for: cameras, lenses, batteries, chargers, memory cards, camera bags, accessories issued with the equipment.
The department agrees to return all equipment in the same condition in which it was received, excluding normal wear.
The borrowing department is financially responsible for the repair or replacement of any equipment that is lost, stolen, or damaged due to misuse, neglect, or improper handling.
Any damage, malfunction, or incident involving the equipment must be reported immediately to the Office of Marketing & Communications.
Replacement value will be determined based on current market cost for equivalent equipment.
Only the individual(s) identified by the requesting department and approved by Marketing & Communications may operate the equipment.
Equipment may not be transferred, loaned, or shared with unauthorized users.
By accepting equipment, the borrowing department confirms that the designated user has sufficient knowledge to operate the equipment safely and appropriately.
The Office of Marketing & Communications is not responsible for user error, poor image quality, missed photographic moments, or equipment misuse.
Basic operating guidance may be provided at checkout when feasible, but formal photography training is not included.
All photographs captured using university-owned equipment remain subject to Jacksonville State University policies regarding institutional photography, branding, and public communications.
The borrowing department acknowledges:
- Photos captured through departmental equipment use will not be uploaded to or housed in the official university photo database
- Marketing & Communications is not responsible for editing, retouching, archiving, or distributing images captured through equipment checkout
- Images intended for public-facing university marketing materials must comply with university branding and communications standards
Equipment checkout is subject to availability and may be denied, postponed, or recalled if needed to support higher-priority university assignments, including:
- Presidential initiatives
- Philanthropy & fundraising
- Enrollment and recruitment
- Institutional marketing campaigns
- Major public relations needs
Marketing & Communications reserves the right to make final determinations regarding equipment allocation.
Equipment checkout dates and return deadlines will be established at the time of approval.
Late returns may impact future checkout privileges.
Repeated late returns or misuse may result in suspension of departmental equipment checkout access.
The borrowing department is responsible for:
- Backing up all images
- Transferring files from memory cards
- Deleting files from equipment (if requested)
- Ensuring secure handling of any sensitive or confidential imagery
Marketing & Communications is not responsible for lost files, corrupted files, or data recovery.