Waterloo Photos in particular is intended to serve four key purposes:
- Consolidate valuable images from departments across campus into a central location where they can be stored and maintained more efficiently.
- Provide a tool to help staff and faculty find appropriate photos for use in marketing material, on websites, in reports, etc.
- Ensure that photos of importance to the history and posterity of the University are not lost.
- Prevent and quickly respond to complaints related to copyright or 'use of likeness'.
Waterloo Photos is not intended to store files other than photos, to be a personal photo store, or to be a dumping ground for all photos.
Waterloo Photos supports file image storage for use by academic and academic support departments of the University within the following guidelines:
- Assets stored support the administrative, research, teaching and learning objectives of the University.
- A designated faculty member or regular staff person (authorized by the department) must be assigned as Point of Contact and will act as the Organizational unit administrator. Note: Org units may have more than one administrator.
- Requests for access to the system must be submitted via the Request Tracker (RT) system, specifically the Waterloo Photos queue, email@example.com.
- The Service Owner will review and respond to all requests
Users of Waterloo Photos must:
Org unit admins:
- Meet with the Service Owner to discuss and confirm role/responsibilities, org unit configuration, permissions, training/support, etc.
- Adhere to the responsibilities outlined for the POC/admin.
- Inform the Service Owner of changes to org unit users (i.e. if employee no longer requires access to the system) or org unit POC.
- Review the training and support resources provided.
- Follow best practices and guidelines outlined in these resources.
Ensure copyright and other legal compliance; ensure consistency with University policy and guidelines; best practice.
Approved May 10, 2016