Schools, community organisations and sporting clubs may take and share photographs and videos to record events and celebrate achievements. To ensure that everyone can enjoy sharing photos and videos, you should consider having a social media policy and consent arrangements in place.
It is good practice for all organisations to have a current social media policy. The policy should provide information on:
Social media policies should also include a mechanism to acknowledge and accept the terms of the policy. Further information on social media and sport can be found at the Clearinghouse for Sport website.
Best practice around photographing and filming children includes:
For schools please refer to the body representing your school sector for more information on their social media policies.
Organisations and schools need written consent from the parents/carers of a child or young person for any photos or videos before they are published on any media including social media sites, websites or newsletters.
It is good practice to ensure you provide as much information on the possible use of the image/s to enable parents to have a clear understanding of what they are consenting to. For example; include a description detailing how the image will be used including future use if that is proposed. You may prefer to give parents the option of only agreeing to the use for a particular purpose and with future use needing separate approval. You could do this by including in your consent forms a check box that asks for specific permissions for an event or specific publication and another check box for broader use of an image/s.
Clubs, schools and organisations may wish to seek legal advice when deciding on what approach to take when publishing photos of children. Some organisations only publish photos of children from behind to avoid identification.
Consider including on any consent form that “any image that is published online can be copied and redistributed without the knowledge of the person that uploaded it. Once published, we may not be able to retrieve or delete images if consent is withdrawn after publishing”.
Schools and organisations should appoint a moderator for their social media pages who will be responsible for reviewing and monitoring the content regularly. A moderation policy should also be developed, and should be accessible in the school or organisation’s social media policy.
The moderator should:
Information and safety guides for the most popular social media sites and apps can be found on our Games, apps and social networking pages.
Ideally organisations and schools should have protocols on the storing of videos and photos which require:
Most online fundraising platforms require fundraisers to set up a profile to help in their fundraising efforts. Profiles may include images of the fundraiser, along with other personal information including their name and school or organisation.
A thorough risk assessment is advised before using online fundraising with your community. Written consent should also be obtained from children’s parents or carers, with risks and safety features clearly communicated. Offering an alternative mode of fundraising should also be considered.
Some key areas of a risk assessment may include: third party app data sharing; password protection; geo-location tracking/identification; privacy settings and procedures (following the Australian Privacy Principles); and pseudonymisation options.
Other online safety considerations may include:
Photos and videos on social media sites may be easily copied and uploaded to many other websites. Before posting a photo or video consider your intended audience.
Avoid photos and videos that:
The Australian Institute of Family Studies website provides further information on the protection and privacy and the safety of children together with guidance on the publishing images of children and young people online.
This guide offers sporting organisations and clubs the chance to review and improve eSafety policies and practices—to identify online risks and ways to better manage social media use and online behaviour by managers, coaches, officials, participants, parents/carers and volunteers.For further information on taking photos and videos of children in sporting clubs see the Play by the Rules website.