Approved Volunteer Photographer for On Angels’ Wings must adhere to the following in order to protect themselves, recipients, and the organization.
More About Volunteering as a Photographer with OAW
updated 8/4/24
As an approved volunteer photographer for On Angels’ Wings, you agree to adhere to the following:
Committing to complete at least one (1) session every three (3) months to stay on as a volunteer (as volume in your service area allows).
Having the parent or guardian fill out the online release form provided and ensuring that it is fully and properly completed, signed electronically and submitted before leaving the session.
OAW acknowledges our commitment to your well-being and, therefore, commits to not give you on more than two sessions a month, unless you specifically volunteer for more after completing two sessions.
You agree to wear the teal “VOLUNTEER PHOTOGRAPHER” name badge for all sessions — dressing comfortable/casual but presentable. Also, you agree to wear a mask (properly, including over the nose) if requested by a recipient family or the hospital.
You agree to represent the organization to the best of your ability. At events for which you volunteer or when taking photographs for a family, that you will present yourself in a professional manner, portraying On Angels’ Wings as a reputable and reliable organization, and convey the purpose and passion of the organization as clearly and accurately as possible.
You agree to only convey to recipients that they will have images within 3 (three) weeks of session. Please do not communicate to recipients that you have turned images in to us, regardless of the timeline. If a recipient asks you directly if images are done, please simply tell them that they will have them from OAW within 3 weeks of the session and that, should they wish to get a few preliminary images for a service or birthday party, they will need to request those directly from the organization.
While OAW is a faith-based organization, sharing religious beliefs (or lack thereof) of any kind during an OAW session or event is prohibited unless the recipient requests information about your beliefs from you directly. Praying for a recipient directly is acceptable, if you request permission from the recipient to do so after you have determined through observation that the recipient will likely not be upset by such a request.
The taking of video during any OAW session is strictly limited to video of the recipient family only, and only with their permission as indicated on the release. Videos are not to be shared by the photographer on any platform, medium or website without the specific and written permission for that specific video from both the parents and On Angels’ Wings. “Vlog” or documentary style videos that include you, the photographer, and any details about the session or the family are strictly prohibited. Examples of acceptable videos may include: video of a baby’s first few cries after birth when they are not expected to live long, video of a child with cancer running and playing during the session, etc. Violation of these regulations may result in immediate removal as a volunteer and legal action.
The sacred nature of group communications within the organization must be protected, including group chats with other volunteer photographers, with OAW staff, and/or OAW recipients. You are not allowed to share any personal information from joint OAW communications with anyone outside the organization under any circumstances. Violation of this privacy may result in a probationary period or removal as a volunteer.
Photographers may not post any previews of images taken to your business page or website unless and until all four of the following criteria are met:
- The parents marked in the OAW Image Use section on the release that we have permission to share their images,
- 30 days has passed since the date of the session to ensure that the gallery has been sent to the family by OAW (out of respect we don’t want others to see their pictures before they do),
- You tag the OAW page in your post or in the caption of the preview image in order to raise awareness of our services, and
- Never provide the child’s full name, diagnosis or location if the images were taken in a hospital, even if the family provides permission to share the images.
Emergency / In-Hospital Session Process
Call comes in from the hospital or recipient directly
(this will either be an immediate need or we will have advanced warning).
We post the need in the appropriate Discord Channel for that area’s photographers with the projected need and update as needed/where available.
Photographer goes in for the session per instructions provided, and has online release completed by parent or guardian before leaving session (must verify with OAW team that release was received).
Upon arrive at the hospital, go to the nurses station for the department so the nurse can introduce you to the family.
Before the session begins, verify that a parent or guardian is present (we cannot do images if a parent or guardian is not present to sign the release). Have the Release completed BY A PARENT OR GUARDIAN ONLY. Always draw attention to the OAW Image Use section on the release and make sure only ONE option is selected by the signing parent only. All information in the contact session must be completed. ALWAYS verify all of the information is complete and release has been submitted before leaving the session.
Complete the session. We do not use flash for loss/goodbye sessions in the hospital because it can be too invasive for the family to bear in their fragile emotional state. You will need to use available light and a high ISO. You will be provided small teddy bears/bunnies to use as a prop and leave with the family.
Inform the family that the images will be provided via a password-protected online gallery within three (3) weeks of the session and that they need to contact OAW if they need a few images for a service before then (if there is a loss). Provide a postcard brochure to the family so they can contact us. Inform them that we have support services available and someone from OAW will contact them within 24 hours to check on any further needs.
Immediately upon completion of session (from your car in the parking lot, if you have to), let us know in your Discord session thread that the session is complete.
An upload link will be provided to you for the completed images with in one week in your Discord sessions thread.
Edit images and upload them within 12 days of session. A minimum of 30 images is required for each session (unless we are notified of extreme circumstances immediately following the session). For loss sessions, we require a color and black & white duplicate of each image (this is not required for any other session). Assistance with edits is available upon request in a timely manner. If you cannot meet the 12 day deadline, please contact OAW staff immediately so that we can inform the family.
Notify in your Discord sessions thread when images are uploaded to the gallery (we do not get a notification otherwise).
Scheduled Session Process
The need for a photographer is posted in the Discord Channel for your service area listing basic information about the session and the recipient’s availability for pictures. ALWAYS RESPOND TO A SESSION CALL POST, even if you are not available.
The best matched photographer will be be sent a joint text with the recipient and an OAW board executive team member to finalize the session date, time and location. All communication with recipients regarding sessions MUST BE IN A JOINT MESSAGE WITH AN OAW TEAM MEMBER, including any rescheduling. If the recipient reaches out to you privately regarding a session, move the conversation back to the joint text message. (Alternatively, a joint email can be arranged if necessary).
Before the session begins, verify that a parent or guardian is present (we cannot do images if a parent or guardian is not present to sign the release). Have the online Release completed BY A PARENT OR GUARDIAN ONLY (this may also be done in advance of the session if photographer has a joint thread with a parent and a coordinating OAW team member). ALWAYS draw attention to the OAW Image Use section on the release and make sure only ONE option is selected by the signing parent only. All information in the contact session must be completed.
Complete the session.
Inform the family that the images will be provided via a password-protected online gallery within three (3) weeks of the session.
Immediately upon completion of session (from your car in the parking lot, if you have to), let us know in your Discord session thread that the session is complete.
An upload link will be provided to you in your Discord session thread within one week.
Edit images and upload them within 12 days of session. A minimum of 30 images is required for each session (unless we are notified of extreme circumstances immediately following the session). If you cannot meet the 12 day deadline, please contact OAW staff immediately so that we can inform the family.
Notify us in the aforementioned joint Discord message when images are uploaded to the gallery (we do not get a notification otherwise).