Guidelines for use of Waterloo Photos

Waterloo Photos in particular is intended to serve four key purposes:

  1. Consolidate valuable images from departments across campus into a central location where they can be stored and maintained more efficiently.
  2. Provide a tool to help staff and faculty find appropriate photos for use in marketing material, on websites, in reports, etc.
  3. Ensure that photos of importance to the history and posterity of the University are not lost.
  4. 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, ist-waterloo-photos@rt.uwaterloo.ca.
    • 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.

All users:

  • 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