Policies and Procedures for Filming & Photography in the UTSA Libraries and Museum

Purpose

This policy establishes guidelines for filming and photography within the UTSA Libraries and Museums. It outlines the approval process, usage guidelines, permissions, consent agreements, and operational considerations related to photographing and filming in our facilities.

Filming and Photography Request Form

Go to the online form

Scope

This policy is applicable to all filming and photography requests and activities conducted within the library, which includes the following categories:

  • Academic projects (pertaining to both students and faculty).
  • Marketing, promotional, or public relations materials.
  • Personal or recreational photography.
  • Commercial filming or photography.

The policy is applicable to the following library locations: The Peace Library (JPL), Downtown Library (DTL), and the Applied Engineering and Technology (AET) building.

Filming Guidelines

  • Filming is only permitted during library hours when full-time staff are present.
  • Activities must not disrupt library operations, disturb patrons, or compromise privacy.
  • High-traffic and designated quiet areas may have additional restrictions.
  • No filming is allowed in restricted areas such as staff offices and breakrooms
  • Any identifiable individuals must provide written consent.
  • No modifications to the space are allowed (e.g., moving furniture, taping signs, altering lighting).
  • The film crew is responsible for ensuring a safe setup.
  • Compliance and Violations:
    • All filming must adhere to university policies, copyright laws, and intellectual property guidelines.
    • Non-compliance may result in immediate suspension of activities, revocation of filming privileges, or disciplinary action.

Post-Filming Requirements

  • Areas used must be restored to their original condition.
  • A copy of the final footage may be requested for archival or promotional use.
  • Any violations of terms may result in penalties or future restrictions.
  • These guidelines ensure that filming activities respect the integrity and operations of the UTSA Libraries and Museums.

Violations

Non-compliance with these policies may result in:

  • Immediate suspension of filming or photography activities.
  • Revocation of future filming privileges.
  • Escalation to university authorities for disciplinary action.

Student Filming Requests

Eligibility and Purpose:

  • Only current UTSA students and faculty may request permission to film or photograph within the Libraries and Museum buildings.
  • Filming or photography must be part of an official academic project. Personal, commercial, or non-academic projects must follow university guidelines.

Approval Process:

  • Students must submit a film request form at least three weeks in advance.
  • Requests should be submitted via an online form or email (circulation@utsa.edu) and must include:
    • Name, contact information, and affiliation.
    • Purpose of filming (class assignment, project, etc.), including course and professor's name if applicable.
    • Proposed date, time, and specific location.
    • Number of people involved.
    • Equipment description (camera, lighting, stands, etc.).
    • Overview of filming and any required staff support.
  • Requests will be reviewed by the Library Access Services Department, with final approval from the Library Services Manager.
  • Applicants will receive confirmation of approval or denial at least one week before the scheduled date.

Media/Commercial Filming Requests

Application Process:

  • External parties must complete the university’s commercial filming request form at least four weeks in advance.
  • Applications should include project scope, purpose, location, date, and impact assessment.
  • The University Strategic Communications office will review requests.
  • Additional review may be required for sensitive areas or complex setups.

Fees and Agreements:

  • External filming may incur location fees, which vary by site and duration.
  • A signed contract outlining terms, insurance requirements, and liabilities is required.
  • Commercial filming must acknowledge the institution in the credits unless otherwise agreed.

Campus Regulations:

  • Filming must comply with university policies and not disrupt academic or administrative activities.
  • Large crews or special equipment setups may require additional coordination with campus services.
  • Unauthorized drone use is strictly prohibited.

For more information, contact University Strategic Communications.

UTSA Libraries Special Collections Filming Requests

Non-researchers may be allowed in the reading room or collections storage areas for tours, media photography/videography, or other special circumstances. Guests must be accompanied by Special Collections staff and must follow staff instructions regarding food and drink, handling of materials, and preventing disruption to researchers.

Professional news media must prearrange any visits to Special Collections with University Strategic Communications.

For more details or questions: Contact Us | specialcollections@utsa.edu | (210) 458-5505

UTSA Institute of Texan Cultures Filming & Photography Request

Photography and filming of artifacts in storage must be approved by the ITC Collections Manager.

For more details or questions, please contact us at texancultures@utsa.edu or 210-458-2300.