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UC Master Gardener Coordinators

Image Guidelines

ANR2016-249

Images and photographs are integral to storytelling and can draw readers in, conveying meaning beyond a verbal description. Gardening is a highly visual activity. A photo of a vegetable garden, hands digging in soil, or a juicy ripe tomato creates a range of emotions or feelings. 

Quality visuals depicting our volunteers, community and demonstration gardens, gardening activities and projects offer a behind-the-scenes look into, and an invitation of inclusion into the program that stock photography doesn't offer. 

(This webpage serves as a guide to using images and videos as you develop content for the UC Master Gardener Program, and should not be taken as legal advice.)

Photography Style Resources

Model Release Forms

UC Master Gardener volunteers should sign a model release form as part of their onboarding documents when joining the program. Records (digital or physical) must be kept and stored at the UC Cooperative Extension office. If a UC Master Gardener chooses not to sign a model release form, they are responsible for alerting photographers at events or removing themselves from being in images. Counties may also elect to add stickers or other identity markers on name badges to make it easier for photographers to identify volunteers who have chosen not to be photographed.

When do you need a model release for the public? 

Videos or photographs taken in public places, for purposes of news or general information, typically do not require a model release form. If you would like to add an extra layer of protection for an event where images will be captured you may post signage giving notice of your intent to use images captured at an event. Photo Release">See example photo release signage. In general, when an individual's face is clearly recognizable or featured to endorse the UC Master Gardener Programs, the best practice would be to obtain a signed model release form to be stored with the program's records.

"Please be advised that photographs will be taken at this event for use on UC Master Gardener Program and University of California websites, and in the press, UC marketing materials, social media and other university publications. By attending this event, you consent to the University photographing and using your image and likeness."

Any videos or images that include minor children under 18 years of age, or person(s) in a medical or full-time care environment (senior care facility, veterans home, hospital, etc.) require a signed model release form.   

Model Releases

Copyright

As both creators and users of images, presentations, videos, and illustrations it is important that we understand how to responsibly use them under US copyright law. "Copyright, a form of intellectual property law, protects original works of authorship including literary, dramatic, musical, and artistic works, such as poetry, novels, movies, songs, computer software, and architecture. Copyright does not protect facts, ideas, systems, or methods of operation, although it may protect the way these things are expressed."

UC Regents retains a non-exclusive license to use images, video, and educational content created by UC Master Gardener volunteers while acting as agents of UC. Volunteers sign acknowledgment of the copyright statement with the reappointment annual agreement and in the initial volunteer application. The revised copyright statement allows volunteers to maintain copyright ownership of assets created while acting as a volunteer or when sharing personal images, videos, etc. In other words, volunteers maintain ownership of their work, while granting UC a non-exclusive license to use in perpetuity.

Full rights to photos, videos, presentations, and other assets created by UC staff belong to the university. UC Master Gardener staff who hire freelance photographers should ensure that full-usage rights to the images belong to UC Agriculture and Natural Resources, and UC Regents as part of the terms of your request for purchase. 

Copyright Resources

Copyright and Permissions FAQ

2022 Copyright Webinars
Permission for use

UC Master Gardeners who develop educational materials must avoid using copyrighted materials without first requesting permission from the copyright owner. 

  • Contact the copyright owner directly describing the material and planned use (see copyright.universityofcalifornia.edu/use/obtaining-permission.html.)
  • Request the signature of the copyright owner on the request, verifying permission to exercise rights of the material.
  • If additional terms are requested or an alternative license form is provided, contact Permissions Officer for review and authorized signature.
Attribution

The copyright owner will usually give you their preferred language. Remember that citing the source is not sufficient. For example: “© 2022 Regents of the University of California. Used by permission” 

Information to include will depend on the license type – check license terms. Usually, at a minimum attribute the content creator and the source.

  • Documents and PowerPoint slides – caption the image in the document or on the slide.
  • YouTube videos – add attribution information to your video description. In YouTube Studio, select the video then click the pencil icon or ‘Options’ to edit the description.
Creative Commons

Images licensed under Creative Commons Zero means you can copy, modify, distribute and use the photos for free, including commercial purposes, without asking permission from or providing attribution to the photographer. There hundreds of image libraries that host creative commons images, you still must check and confirm the terms of use for every image. Attribution on many of the sites is encouraged, but not required. 

Creative Commons image website examples: 

Always check the terms of use! 

Questions? Contact

Cynthia Kintigh
UC ANR Permissions Officer
cckintigh@ucanr.edu

Barbra Braaten
Statewide Communications Specialist
bbraaten@ucanr.edu