Once the press release is out, each media outlet will make its own decision as to whether to assign a reporter to cover an event or story.
The News Service or one of the other campus press offices may assign a reporter to the story. If so, the reporter will cover the event and may write a story that generally will be used as a press release and also published in Stanford Report and Stanford Report Online. Press releases are sent out to the media and also posted on the News Service web site.
If you spot an error in any coverage, report it immediately to the news outlet. Serious errors generally warrant a correction. Errors in online publications can be corrected as soon as they are reported.
If your complaint is not truly an error but a difference of opinion about the way the story was reported or trimmed, it is usually preferable to discuss it with the particular writer or editor involved. The News Service will assist you in obtaining corrections for serious factual errors.
Stanford has only one part-time photographer on staff, so photography will not be available for many stories and events. You may request photographic coverage through the news office at the time you submit your basic press release information.
If a staff photographer is assigned, the story/event will be photographed in color, with either a digital or film camera. The images will be used in News Service publications and made available to the press through the Internet. The negatives, images and the rights to the photos are held by the News Service.
If a photographer is not available, you may want to consider submitting publicity photos, line art or other graphic elements, such as a book cover or poster, along with your basic press release information. In some cases you must have written permission from the copyright holder to use images or text.
For major events when a staff photographer is not available, you may wish to hire a freelance photographer. If you do so, be sure to ascertain how many times you may use the images and who will own future rights to the negatives. Be certain that you have written permission for the photograph to be used and signed releases from the individuals in the pictures. The News Service may recommend names of local photographers, but you must make your own arrangements for coverage and payment.
If a freelance photographer shoots an event, you may submit the images to the News Service or other media outlets in either negative, print or digital form. Only professional quality photos will be used, and there is never a guarantee that a picture will be used.
It is important to work with the news office staff member who is assigned to the story to be sure the photographs are submitted properly and, if necessary, returned to you. Be sure to include any caption information and required credit line with your submission, along with permissions for use.
Please note that media outlets rarely use photographs of handshakes, check passings, ribbon cuttings, groundbreaking group photos or similar events.
To obtain photographs or videos:
Stanford News Service has an extensive archive of photos and videos. The News Service also has video B-roll of scenics of the campus and students available on a "dub-and-return" basis in Beta format.
To examine the archives or obtain prints or tapes, contact the News Service librarian at (650) 725-1943 or email "newslibrary at stanford dot edu". Permission to use the photo or video must be obtained from the News Service librarian. Commercial use of images is strictly monitored by the News Service and the Office of Communications.
General rules for photography and video:
The Stanford campus is private property, but in general, photography and video are allowed in outside areas. Wedding photography for couples other than those married in Memorial Church is prohibited. Advertising and other commercial projects are prohibited except with special permission from the Director of University Communications.
Permission to shoot in interior spaces is required in all circumstances. This includes administration and office buildings, classrooms, laboratories, dormitories and residences. Also covered under this rule are inside dining areas, private or public.
Permission must be granted by individual instructors for classrooms, by supervisors for labs, and by administrators or resident fellows through the News Service for dorms. This has been a longstanding rule at Stanford and there are no exceptions. It applies to any type of photography -- stills, video and film -- and to any reporters with cameras, print, broadcast and electronic.
The News Service is generally available to assist news media crews with shooting on campus if needed, including setting up locations and getting access to restricted areas when permission to shoot has been granted. Call (650) 723-2558.
Broadcast media very selectively cover Stanford news and events. To explore the possibilities of broadcast coverage for your event, telephone Jack Hubbard, associate director of the News Service: (650) 725-1294; pager (650) 428-2306; cell (650) 444-4145. Please be prepared with all the basic information listed previously.
The News Service on occasion will film an event or story for use as a video news release (VNR) or to broadcast short segments on the web. The decision on which stories and events to film is made by News Service staff.
Stanford has broadcast studio facilities available to the news media on a first-come, first-served basis for interviewing faculty and staff. The university has the capacity to transmit by C-Band, Ku-Band satellite and VYVX fiberoptic for television, and by ISDN Switch 64 for radio for live broadcast feeds.
For more information contact Jack Hubbard, associate director: (650) 725-1294; pager (650) 428-2306.
