Official Photograph Policy

Responsible Unit: Operations | Executive lead: CIO 
Created: 5/2019 | Reviewed/Revised: 9/27/2023 | Effective: 11/14/2023
Compliance: N/A 
Approving Body: PAC | Classification: Institution-wide 

Policy:  
Pacific Northwest University of Health Sciences (PNWU) utilizes individual official photographs of students and employees as a means of security and identification. 

Students

Official student photos are taken upon matriculation by a University Operations approved photographer. 

Photo retakes must follow official photo retake procedures, are at the expense of the student, and may only be taken by a University approved photographer. 


Employees 

All staff 0.2 FTE or more, all administrators, and all faculty will have their official photograph taken within 90 days of hire by a University approved photographer. Staff employed less than 0.2 FTE must have a photo taken by Security for their access badge within 90 days of hire. 

At the expense of the University:  

  • An employee may have a new official photo taken after five years of employment (recommended). 
  • A new official photo is offered at the 10-year anniversary of hire and every five years thereafter. 

Photo retakes other than those provided by the University as detailed above, are at the expense of the employee, taken by a University approved photographer, and preapproved by the employee’s supervisor. 

Under limited circumstances, exceptions to having a student or employee official photograph taken or published may be granted by Student Affairs (for students) or the employee’s supervisor, in consultation with Security and Human Resources. 

Definitions:  
N/A 

Procedure:
Students: Official Photo section of Student Handbook 
HR New Employee Onboarding (PNWU.edu) 

Related Documents: 
FERPA 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu