Permission to use names and images of young scholarship winners

[Heidi Peters]

Hi team!

We're looking to revise our scholarship application forms to include some kind of "permission" or consent so that our organization can use a scholarship winner's name and image for media, promotions, etc.

I am wondering how other fraternals gain permission to use scholarship winners' names and images without too much paperwork.
-Do you have a consent section right on the application form?
-Is it an opt-in for permission (Check this box if we have your permission) or an opt-out (By checking this box, you deny consent and do not wish for us to use your name and image in promotional materials)?
-Do you take any special steps for children under 18?

Thanks in advance for any guidance that you are able to offer!

[Rose Riccetti]

Hi Heidi,

I would suggest asking this same question, but in the Groups section of this site. I think if you post this to both the Fraternal Section and the Communications Section (two separate groups), that you may get a better response.

If after that you still don't hear back from anyone, let me know and I'll see if I can get some feedback from folks.

Thanks,
Rose

[Jacqueline Douglas]

Hey Chiquita how are things going?
I saw your request last night and I will email you a copy of what we use. Our release form is pretty basic and is mailed to the recipient with a letter congratulating them and detailing what Teachers Life requires to cut them a cheque for their first payment, plus detail the conditions required for renewal payments.

For the newsletter we prefer to work from a photo, so we ask them to return all material to us in a postage paid envelope. In a pinch we have received the release forms by fax or get them emailed to us, so at minimum we can publish the recipients name and the name of their proud parent or grandparent along with their District/membership details.

Hope this is helpful. I didn’t get into process details from start to finish, but once you’ve had a chance to review my email if you have any questions feel free to give me a call.

[Heather Vargo]

Hi Heidi,

Great questions. Catholic Aid gives out about 450 scholarships every year to our members and we publish as many pictures as possible in the scholarship edition of our magazine.

We do not use a consent form to use the pictures. However, if the picture has copyright limitations (which most photographers seem to use as a default), we do need permission to print the picture and request that the student get a letter of consent from the photographer. If the student does not provide a letter of consent, someone from the fraternal department of Catholic Aid will contact the photographer directly to request permission to use the photo.

Catholic Aid does not take any special steps for those under 18 years old.

Please feel free to contact me for more information at [e-mail] or 651.765.6540.

Heather Vargo
Youth Fraternal Liaison
Catholic Aid Association