University of Alberta

Photography

Working with Photo Services

Our Process

Start by contacting our project and traffic coordinator at 780.492.7199 or joline@ualberta.ca so a preliminary needs assessment can be conducted on your proposed project. This initial contact will help us understand your project and give us some information to help us prepare an estimate. We will also collect your information at this time (Name, email, phone, faculty or department etc.)

Here are some questions we will ask you:

  • Do you have an anticipated budget for this project?
  • What is the timeline for the project? When do you need/expect delivery? (If this is an event, we will need to know the location and date/time of the event.)
  • Can you describe the photos you require and what is the proposed use? (This will give us a better understanding of the type of photography you may require.)
  • What is the speedcode you will be using to pay for this project?
Once we’ve done the initial intake, a photographer may conduct a follow-up with you to obtain  more detailed information, depending on the scope of the project. We will then assess the scope and provide you with a digital estimate for the work.

Things You Need to Know:

  • Marketing and Communications works on a first come, first serve basis. We typically require a minimum of a week’s notice for each photo session. We will do everything possible in order to facilitate your request; however, we may not always be able to accommodate your request. The more notice you are able to provide, the greater our ability to schedule your project.
  • We do understand that last minute deadlines happen and we will make every effort to accommodate you. Rush charges will be applied to any project that involves less than 48 hours notice. (The rate is listed below under fees.)
  • Should we be required to work outside of normal University business hours in order to facilitate your project, we will charge an evening/weekend rate. (The rate is listed below under fees.)
  • Photographs taken for a scheduled photoshoot will remain exclusive to you/your department for a period of one year from the date of the shoot, after which all photographs may or may not become part of the University’s general stock library. (Sometimes a photograph taken for one client may be requested by another client for a different use within the one year term. In such an instance, we will contact you and seek your consent before releasing the photo.)
  • All photographs taken by Marketing and Communications - Photo Services are the property of the University of Alberta. Therefore, we are responsible for managing and maintaining the copyright and FOIPP information related to these photos.
  • Model releases are required if you plan on having people in your photos. These releases can be obtained and are managed and stored by Marketing and Communications - Photo Services. We cannot release any photos for use if we do not have an appropriate model release form.
  • Model release forms also have limitations, most notably a duration of seven years after which a renewal must be obtained or the photo can no longer be used.
  • A valid speedcode (or deposits for external clients) is required before we begin any work. This includes file pull fees.
  • Credit to the University of Alberta should be made on our photos when using them outside of official University materials. (Example - Travel Alberta uses one of our photos in a promotional advertisement: “Photo courtesy of the University of Alberta” should appear in small print on the photo.)

Fee structure:

Service

Price

Photography (to and from location)

$75.00/hour

Photography (evening/weekend rate)

$100.00/hour

Post processing (digital retouching & mastering)

$75.00/hour

Non-University clients

$85.00/hour

Rush Services

$150.00/hour

Stock pull - This is an administrative charge that offsets the time it takes to retrieve and deliver the file.

$10.00 per image

Photos provided on CD

$40.00/CD + labour