Featured Person and Release Policy

Version: [1.0] Effective date: [date]

The short version

People in the background of a public campus scene are fine without paperwork, as long as you do not focus on them. Anyone you intentionally feature (you interview them, they talk, they are the main subject, you name them, or they are clearly recognizable for more than a moment) must sign a Featured Person Release before you submit your draft. Never feature anyone under 18. If someone asks not to be filmed, stop and cut them out. Paid ads need a release from every recognizable person, not just the featured ones. Some places are fine to film, some need permission first, and some are never allowed. The lists are in Section 8. In the Independent Test at Indiana University, film only in your own space and off campus until Campus Voices tells you in writing that IU has cleared on-campus filming (Section 8.5).

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1. What this Policy covers

1.1 This Featured Person and Release Policy (the "Policy") is part of the Campus Voices Creator Agreement (the "Creator Agreement"). Words defined in the Creator Agreement have the same meaning here.

1.2 It applies to every Brief, every Draft and every Live Post, in every Program and in the Independent Test. It also tells Reviewers how to check the FEATURED_PEOPLE and PRIVACY items on the review checklist.

1.3 A Brief can add stricter rules for a specific piece of content. A Brief cannot loosen this Policy.

2. Key terms

2.1 "Recognizable" means a person could reasonably be identified from the content by someone who knows them, by face, voice, name, tattoo, distinctive clothing, or context.

2.2 "Incidental Person" means someone who appears in the content only by chance, in the background of a public or common campus space, for a passing moment, and who is not named, tagged, spoken to or made the subject.

2.3 "Featured Person" means anyone other than the creator who is intentionally featured. A person is featured if any one of these is true: they speak on camera (including answering a question); they are interviewed; they are the main subject of a shot or of the video; they are named or tagged in the video or caption; or they are Recognizable for more than a passing moment. As a rule of thumb, more than about [2 seconds] of a clearly Recognizable face in focus counts as more than a passing moment.

2.4 "Release" means a Featured Person Release (Form A) signed by the Featured Person, in the app or on paper.

2.5 "Minor" means anyone under 18.

2.6 "Paid Media" has the meaning in the Creator Agreement: boosting, dark posts, Spark Ads, whitelisting, paid search, programmatic, TV, out-of-home and print advertising.

3. Incidental people

3.1 No Release is needed for Incidental People in public or common campus spaces.

3.2 To keep someone incidental:

(a) do not zoom in on them, follow them, or hold the shot on them;

(b) do not name, tag or caption them;

(c) do not make them the joke, the reaction shot or the point of the scene; and

(d) do not film anyone who is visibly avoiding the camera, covering their face or asking you to stop.

3.3 If an Incidental Person becomes Recognizable for more than a passing moment, treat them as a Featured Person (get a Release) or cut or blur them.

4. Featured adults

4.1 Release before submission. Every Featured Person must sign a Release before you submit the Draft. You confirm this with the "features people" and "consent confirmed" attestations when you upload.

4.2 Who counts. Friends, roommates, classmates, family, club members, instructors, University staff and local business staff all count if they are featured. You do not need a Release for yourself.

4.3 Age. Every Featured Person must confirm on the Release that they are 18 or older. If they will not or cannot, do not feature them.

4.4 How to get it.

(a) Best: send them the in-app Release link (or QR code) and have them sign on their own phone.

(b) Also fine: a signed paper or PDF copy of Form A, photographed or scanned and uploaded with your Draft.

(c) Quick street interviews: use the verbal script in Form B to get a spoken yes on camera first, then get Form A signed before you submit. A verbal yes alone is never enough for submission.

4.5 One Release per person per shoot. One Release covers everything filmed with that person on the date and at the place listed on it, for the Program named on it.

4.6 University staff and instructors. University employees who are featured need a Release too. Some universities have their own rules for employees appearing in content; the Brief will say if so.

4.7 If they change their mind before you post. If a Featured Person withdraws before your content is posted, do not use them. Cut them out or drop the content, and tell Campus Voices. Their withdrawal is not a failure on your part.

4.8 If they change their mind after you post. Tell Campus Voices. We will treat it as a removal request under the Creator Agreement if there is a safety, privacy or serious personal reason, and will ask the University to consider a courtesy takedown. Your earned Fee is not affected if you followed this Policy.

5. Paid Media

5.1 Paid Media is never included by default. It needs a separate Paid Media Rights Addendum signed by the creator for each asset.

5.2 For Paid Media, a Release that includes the Paid Media box (checked) is required for every Recognizable person in the content, including people who would otherwise be incidental.

5.3 In practice, content with Recognizable people in the background is usually not eligible for Paid Media unless those people are blurred or cut, or have signed.

5.4 The Paid Media box on Form A is unchecked by default. The Featured Person must choose it on their own. Nobody may check it for them or pressure them to check it.

6. Minors

6.1 Never featured. No Minor may be a Featured Person in any content, in any Program, for any reason, even with a parent's permission.

6.2 Incidental Minors. A Minor may appear only as an Incidental Person in the background of a public scene, and must not be the focus, prominent, named or tagged.

6.3 When unsure. If a prominent person could reasonably be under 18 (for example, a visiting high-school student on a campus tour, a camper, or a child), treat them as a Minor. Some first-year students are 17; the age confirmation on Form A is how you know.

6.4 Reviewers reject. Reviewers reject any Draft where an identifiable Minor is a subject or is prominent.

7. People who object

7.1 If anyone asks not to be filmed, stop filming them.

7.2 Remove them from the content: cut the shot, crop them out, or blur their face and anything else that makes them Recognizable.

7.3 If someone objects after posting, tell Campus Voices right away. We will ask you to edit, remove or re-post without them, and your earned Fee is not affected if you followed this Policy.

7.4 Never argue with, follow, or keep filming someone who objects.

8. Locations

8.1 Allowed without extra permission:

(a) open outdoor campus areas;

(b) public areas of buildings that are open to all students;

(c) your own room, with your roommate's consent, and with none of your roommate's belongings or private information on camera; and

(d) public events open to students where filming is not prohibited.

8.2 Needs permission first (write down who gave permission and when, and note it in your Draft submission):

(a) classrooms during class: the instructor must say OK, and no other students may be Recognizable unless they have signed a Release;

(b) quiet areas of libraries: follow the library's policy;

(c) dining halls: follow the dining policy, and avoid staff as subjects unless they have signed a Release;

(d) gyms and recreation centers: avoid other patrons, and never film in locker rooms;

(e) athletic venues: follow the venue and ticketed-event rules, which often prohibit commercial filming;

(f) ticketed events;

(g) labs;

(h) offices; and

(i) businesses in town: you need the owner's or manager's permission, and a business shown as the focus of a University post needs permission.

8.3 Never:

(a) restrooms;

(b) locker rooms;

(c) health centers and counseling centers;

(d) other people's residence hall rooms;

(e) anywhere with posted "no filming" or "no photography" signs;

(f) anything showing screens with private data (emails, grades, messages, portals, notifications);

(g) IDs of any kind;

(h) room numbers; and

(i) security infrastructure (for example, card readers, security cameras, alarm panels, door codes, or emergency systems shown in a way that could help someone get around them).

8.4 Also avoid [recommended, founder to confirm]: religious services, protests and demonstrations, medical or emergency situations, people in distress, police activity, and people's license plates or home addresses.

8.5 Independent Test at Indiana University (stricter rule). IU's filming process may cover paid creator filming on IU property. Until Campus Voices has asked IU (ucm@iu.edu) and tells you in writing that on-campus filming is cleared, you may film Independent Test content only in your own living space (following 8.1(c)) and at off-campus locations (following 8.2(i) for businesses). Sections 8.1(a), 8.1(b), 8.1(d) and 8.2(a) to (h) do not apply to the Independent Test until then. Never put up Campus Voices posters, flyers or chalk on IU property; IU policy FIN-PURCH-12 requires IU Procurement approval for commercial postings. (Founder resolution 16.)

9. Recording people honestly

9.1 Always film openly. Never secretly record anyone's conversation. Some states require everyone in a private conversation to agree to being recorded.

9.2 Tell every Featured Person, before filming, that the content is a paid, sponsored post and who the Sponsor is. Form B includes the words to use.

9.3 Never promise a Featured Person payment, a prize, or anything else on Campus Voices' or the University's behalf.

10. How Releases are stored

10.1 Releases are uploaded with the Draft or signed in the app, and are stored by Campus Voices.

10.2 Campus Voices keeps Releases for 7 years after the relationship ends, or longer while the content they cover is still in use under a license.

10.3 The University may receive a copy of a Release for content it uses, on request.

10.4 A Featured Person can ask about their Release, or ask to withdraw it, at privacy@campusvoicesmedia.com.

11. Reviewer checklist: FEATURED_PEOPLE and PRIVACY

Reviewers mark each item PASS, FAIL or N/A in the app. A Draft with any FAIL cannot be approved. Every FAIL needs a short note that tells the creator exactly what to fix (the app requires at least a few words).

11.1 FEATURED_PEOPLE (N/A allowed)

Mark N/A only if all of these are true: the creator attested that no one is featured; after watching the whole video, you agree no one other than the creator is featured; and no one in the video is Recognizable for more than a passing moment.

Otherwise, mark PASS only if every line below is true. Any "no" is a FAIL.

11.2 PRIVACY (always applies, N/A not allowed)

Mark PASS only if every line below is true. Any "no" is a FAIL.

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Form A: Featured Person Release

Campus Voices Featured Person Release

What this is. You are being filmed for a short video that will be posted on social media. This video is sponsored content (an ad). It is paid for by [Sponsor: the University named below / Campus Voices]. Signing this lets the creator and the organizations named below use your appearance in that video. You do not have to sign. If you do not sign, you will be cut out of the video.

1. About the video

• Creator name: ____________________
• Creator handle: @____________________
• Program: [University name] Campus Voices program / Campus Voices Independent Test
• Sponsor: ____________________
• Date filmed: ____________________
• Place filmed: ____________________
• Short description of the video: ____________________

2. About you

• Your full name: ____________________
• Your email or phone (so we can reach you about this video): ____________________
• Your social handle, if you want to be tagged (optional): @____________________
• I am 18 years old or older. (required)

3. What you are agreeing to

3.1 You give the creator, TTplus10 Inc. (doing business as Campus Voices), and the Sponsor permission to record and use your name, image, likeness, voice and what you say, as they appear in the video, for organic (unpaid) use only. That means:

(a) the creator's post on their own TikTok or Instagram account;

(b) reposts and sharing on the Sponsor's own channels (its social media accounts, websites, email newsletters, on-campus digital screens and presentations), and by agencies posting for the Sponsor on those channels; and

(c) Campus Voices' records, reports to the Sponsor, and (where allowed) Campus Voices' own website and presentations.

3.2 They may crop, trim, shorten, caption, subtitle, add branding or music, and combine the video with other content. They may not change the meaning of what you said, put words in your mouth, or digitally alter your face or voice.

3.3 This permission does not include paid advertising, unless you check the box in Section 4.

3.4 This permission has no end date for organic use. The video may stay online, and copies may exist, after the original post is deleted.

3.5 You are not being paid for appearing. You agree you will not be owed money for this use.

4. Paid advertising (optional)

[ ] I also agree that this video may be used in paid advertising (for example boosted posts or ads on social media), under the same rules as Section 3.2, for up to [90] days at a time. (Leave this unchecked if you do not agree. Leaving it unchecked does not change anything else on this form.)

5. Changing your mind

• Before the video is posted: contact the creator or privacy@campusvoicesmedia.com, and you will be cut out.
• After the video is posted: contact privacy@campusvoicesmedia.com. We will act quickly on any safety or serious personal concern and ask the Sponsor to stop new uses. Because the video may already have been shared, we cannot promise every copy can be removed.

6. Your information

Campus Voices keeps this form, your name, contact details, signature, and the date, time and IP address of signing, for 7 years after the relationship ends, or longer while the video is in use. We use it only to prove permission and to contact you about this video. See www.campusvoicesmedia.com/privacy [link]. Questions: hello@campusvoicesmedia.com.

7. Signature

By signing (or by typing your name and tapping "I agree" in the app), you confirm you have read this form, you are 18 or older, and you agree to it. An electronic signature counts the same as a handwritten one.

• Signature (or typed name): ____________________
• Date: ____________________
• (Recorded automatically in the app: date and time, IP address, form version [FPR-1.0])

Creator confirmation: I told this person the video is sponsored content and who the Sponsor is, before filming.

• Creator signature: ____________________ Date: __________

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Form B: Verbal consent script for quick interviews

Use this for quick street-style interviews. The verbal yes gets the interview started. You still need a signed Form A from each person before you submit your Draft. If you do not get Form A, cut that person out.

Before you hit record (say it in your own words, but cover every point):

"Hi, I'm [name], I'm a student here. I'm making a short video for my [TikTok / Instagram]. It's a paid, sponsored post for [Sponsor]. [The University / Campus Voices] might also repost it on its own pages. Can I ask you a quick question on camera? Are you 18 or older? You can stop at any time, and I'll cut you out if you change your mind. If you're in the video, I'll need you to sign a short form on your phone before I can use it."

If they say no, or hesitate, or are under 18: thank them and move on. Do not film them.

If they say yes, start recording and get this on camera (keep this clip in your own files; do not put it in the post):

You: "Just to confirm, what's your first name, are you 18 or older, and are you OK being in this sponsored video?"

Them: "[Name], yes, and yes."

Right after the interview:

1. Show them the Form A QR code or send the link.
2. Let them read it and sign on their own phone. Do not sign for them or check the paid-ads box for them.
3. If they cannot sign now, get their email or phone number so you can send it. If they have not signed by the time you submit, cut them out.

Do not:

• say the post is not sponsored, or leave out who the Sponsor is;
• promise money, prizes or anything else;
• film anyone who looks under 18 as a subject;
• keep filming someone who asks you to stop; or
• interview people in any "Never" location or a "Needs permission" location without permission.

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