Session Processes and Policies
Photographers
Approved volunteer photographer for On Angels’ Wings, must adhere to the following in order to protect themselves, recipients and the organization.
Updated 9/18/23
Basic Session Process
- Assigned Session and provided details (for scheduled sessions, a joint message with a board member and recipient may be established to communicate about the session further)
- Complete session with online release filled out ahead of time for scheduled sessions or during session for hospital sessions (required!) (found under the Recipients tab on the website)
- We only ask an hour of your time for each session. There are extraneous circumstances for delivery sessions, in which case we ask you to remain in contact with us upon arrive and, if you are waiting more than 30 minutes, we will re-evaluate case-by-case. We value your time and will do what we can to protect it.
- Receive upload link from OAW staff for finished pictures within 2-4 days of sessions date (please do not ask for the link prior to that time, as we are doing our best to get them to everyone as quickly as possible, but cannot in most cases send them immediately)
- Within 12 days of session, submit at least 30 images to the gallery link (communicate with us if circumstances meant you didn’t even take that many images, but otherwise at least 30 is required). Inform OAW staff that images have been submitted.
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)
Call goes out to photographers on call during the time of the projected need and updated as needed/where available. Those on-call agree to be prepared — Release printed and camera charged.
Photographer goes in for the session per instructions provided, and has online release completed by parent or guardian before leaving session
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 beginning the session. Do not send the Release with a nurse to be filled out without you present, unless under extreme circumstances. And you will need to meet the parents to verify the information provided.
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.
Inform the family that the images will be provided via a password-protected online gallery within three 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). Make sure that the family has a brochure from the nurse. 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), send a joint message to the board members coordinating the session to notify us that the session is complete.
Upon receipt of the Release, and upload link will be provided to you for the completed images with in 48 hours.
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 via text or in the aforementioned joint message when images are uploaded to the gallery (we do not get a notification otherwise).
Completed images may be shared on your personal Facebook photography business page and website/blog ONLY IF THE RECIPIENT INDICATED THAT PERMISSION TO DO SO WAS PROVIDED in the OAW Image Use section of the Release, and only after the images have been sent to the family by On Angels’ Wings. You are required to link back to the OAW in any images you post.
Scheduled Session Process
The need for a photographer is posted in the Facebook group listing basic information about the session and the recipient’s availability for pictures. All applicable photographers are tagged in the post. Be sure that your notifications are on for the group post and that, when you’re tagged, you always check the post. ALWAYS RESPOND TO A SESSION CALL POST, even if you are not available.
The best matched photographer will be joint messaged with the recipient and an OAW board member to finalize the session date, time and location. All communication with recipients regarding sessions MUST BE IN A JOINT MESSAGE WITH A BOARD MEMBER, including any rescheduling. If the recipient reaches out to you privately regarding a session, move the conversation back to the joint 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 board 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. ALWAYS verify all of the information is complete and submitted before beginning the session.
Complete the session.
Inform the family that the images will be provided via a password-protected online gallery within three weeks of the session.
Immediately upon completion of session (from your car in the parking lot, if you have to), send a joint message to the board members coordinating the session to notify us that the session is complete.
Upon receipt of the Release, and upload link will be provided to you for the completed images with in 48 hours.
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 via text or in the aforementioned joint message when images are uploaded to the gallery (we do not get a notification otherwise).
Completed images may be shared on your personal Facebook photography business page and website/blog ONLY IF THE RECIPIENT INDICATED THAT PERMISSION TO DO SO WAS PROVIDED in the OAW Image Use section of the release, and only after images have been sent to the family by On Angels’ Wings. You are required to link back to the OAW in any images you post.
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