Employee Photo Release

Policy

Category: Human Resources
Subject: Employee Photo Release
Division: N/A
Policy Number: Employee Photo Release
Effective Date: April 16, 2012

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) requires all employees to wear and display proper WDGPH issued photo identification cards at all times while working on the premises. A photo identification card provides evidence of employment with WDGPH and addresses security issues.

Photos will be taken by Human Resources (HR) and used to prepare the employee photo identification card. Photos will be stored electronically as part of the employee’s file on the Human Resources Information System (HRIS). This information is only accessible by Human Resources. If this information needs to be disclosed, HR will seek permission from the employee.

Due to the nature of the business, employees will be advised of other uses where their image may, or could be used, for example: videos, the website, brochures and reports. When hired, all employees must complete a CA.30.01.122 Photo Release Form to grant or refuse permission to use their image for any other WDGPH related business.

Employees will be advised prior to an activity involving the collection of an image. Employees who have not granted permission for their image to be taken for other WDGPH related business are responsible to remove themselves from the activity. 

All information collected will be used for WDGPH related business purposes only, and will be maintained in a confidential manner.

Copyright:

The employer, unless agreed otherwise, is the owner of the copyright for photos taken as part of the job for employees, contractors, volunteers, or students. If WDGPH owns the photo, the term of the copyright is for the remainder of the calendar year, plus 50 years.

This policy is in accordance with WDGPH’s privacy policies, Copyright Act 10(1) (2) and Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) legislation.

SCOPE

This policy applies to all employees, volunteers, students, and contractors of WDGPH

RESPONSIBILITIES

Directors/Managers/Supervisors will:
  • Ensure employees adhere to this policy;
  • Ensure employees have and wear their employee identification at all times when on WDGPH premises;
  • Advise employees prior to a project that photographs or videos will be taken for the use of multimedia (other electronic formats); and
  • Ensure employee’s permission is granted where required.
Human Resources will:
  • Advise employees of the mandatory requirement for their photo for an employee identification card, and record keeping on HRIS;
  • Ensure the information collected is kept in a secure, confidential manner;
  • Ensure employees complete and provide a signed CA.30.01.122 Photo Release Form; and
  • Ensure employees have all the information needed to make a decision to grant/refuse permission to release their image for other WDGPH business.
Employees will:
  • Adhere to policy and wear the employee identification at all times on WDGPH premises and for business;
  • Ensure they understand the purpose to release their image for other WDGPH business;
  • Complete CA.30.01.122 Photo Release Form; and
  • ​If they did not grant permission to collect their image, ensure they remove themselves from any activity that involves their image being captured for WDGPH related business. 

 

DEFINITIONS

Copyright is a legal concept, enacted by most governments, giving the creator of original work exclusive rights to it, usually for a limited time.  Generally, it is “the right to copy” but also gives the copyright holder the right to be credited for the work, to determine who may adapt the work to other forms, who may perform the work, who may financially benefit from it, and other related rights.

Multimedia is media and content that uses a combination of different content forms. It includes a combination of text, audio, still images, animation, video, or interactivity content forms.

Human Resources Information System (HRIS) is a software system to help automate and manage Human Resources information relating to personnel.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.02.113 Employee Photo Release
CA.58.01.101 MFIPPA
CA.30.01.122 Photo Release Form
MFIPPA Act
Copyright Act

APPROVED BY

Carole Desmeules


Procedure

Category: Human Resources
Subject: Employee Photo Release
Division: N/A
Procedure Number: CA.52.02.113
Effective Date: April 16, 2012

PROCEDURE

New Employees:
  1. A Human Resources (HR) representative will meet with the new employee to conduct an HR orientation.
  2. The HR representative will advise the employee of the requirement to have their photo taken for their identification card and to upload it to the Human Resource Information System (HRIS).
  3. The employee will complete a CA.30.01.122 Photo Release Form which will allow the employee to grant, or refuse, permission to have their photo used in any other WDGPH related business.
  4. The signed CA.30.01.122 Photo Release Form will be placed in the employee’s personnel file.
  5. The HR representative will take the employee’s photo, upload the photo to HRIS and create their identification card.
  6. The HR representative will send the card directly to the employee.
  7. The employee is required to wear their photo identification card at all times while on WDGPH premises and business.
  8. If the employee has not granted permission to use their photo for other business, the Communications department will be advised and HR will enter the information in the HRIS system.
  9. If the employee has not granted permission to use their photo for other business, it is their responsibility to remove themselves from any activity where their photo will be taken.
  10. The Communications department will maintain a list of the employees who did not grant permission to use their photo for other business to ensure that their photos are not used, prior to release of any photos, videos, brochures or other materials.
Replacement Cards:
  1. Employees will advise Payroll if their photo identification card is lost, damaged or stolen. 
  2. Payroll will prepare a new photo identification card using the photo from the HRIS system. If their photo is not in the system, the employee will be contacted to schedule an appointment with HR to take another photo.
  3. An employee can request a new photo identification card by contacting HR to schedule an appointment to have a new photo taken. If a signed CA.30.01.122 Photo Release Form is not in their file, the employee will be required to complete one.
  4. HR will forward the new photo identification card directly to the employee.
Resignation or Termination:                                                                                                                                                        
  1. Employees will return their photo identification card to their immediate Supervisor when their employment ends with WDGPH.
  2. ​If necessary, the immediate Supervisor will request the photo identification card from the employee.
  3. The immediate Supervisor will forward the photo identification card to HR

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01.113 Employee Photo Release
CA.58.01.101 MFIPPA
CA.30.01.122 Photo Release Form
MFIPPA Act
Copyright Act

APPROVED BY

Carole Desmeules