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Resources

District Procedures

To protect the privacy, safety, and learning environment of all members of the Palo Verde College community, this procedure outlines when and how audio or video recording is permitted on District property.

Applies to all individuals on any Palo Verde Community College District site, including students, employees, visitors, and members of the public.

 

Procedure Statement

Recording of any classroom instruction, office interaction, meeting, or private conversation is prohibited without the prior knowledge and consent of all parties involved, in accordance with California Penal Code § 632 and applicable privacy laws. Exceptions may be granted through formal processes as outlined below.

The District reserves the right to implement this policy to support safety, academic integrity, and institutional operations.

 

Permitted Recordings Examples

  • Classroom Instruction - only with explicit, written consent of the instructor and all participating students submitted to the Marketing & Advancement Services Department, or as part of an approved accommodation coordinated through the Accessibility Resource Center (ARC).
  • Media coverage - only with prior approval from the Marketing & Advancement Services Department.
  • Private Meetings - only with prior notification and mutual, written consent of all participants.

 

Prohibited Recordings Include But Are Not Limited To:

  • Secretly recording students or staff in classrooms, offices, hallways, restrooms, or other private areas.
  • Posting audio or video recordings of college employees, students, or private meetings on social media without consent.
  • Use of body cameras, voice recorders, or phone cameras to document meetings without notice and consent.

 

Enforcement & Consequences

Violations of this policy may result in:

  • Disciplinary action under the Student Code of Conduct or applicable employee agreements;
  • Removal from campus and/or revocation of visitor privileges;
  • Referral to Campus Safety and/or local law enforcement for potential violations.

 

Definitions

  • Audio or Video Recording: Any capturing, recording, streaming, or transmission of sound or images by any device, including but not limited to mobile phones, cameras, tablets, laptops, body-worn cameras, or audio recorders.
  • Brown Act: California’s Ralph M. Brown Act, which ensures public access to meetings of local legislative bodies by requiring advance notice, public agendas, and open sessions for deliberation, while permitting closed sessions under specific, limited circumstances.
  • Committees & Subcommittees: Committees and subcommittees established by the District are subject to the same recording and confidentiality requirements as the parent body under which they operate, unless designated as an open/public meeting under the Brown Act.
  • Confidential Meeting or Conversation: A meeting or conversation in which one or more participants have a reasonable expectation of privacy. This includes, but is not limited to:
    • Private meetings between two or more individuals
    • Administrative, personnel, or disciplinary meetings
    • Academic advising or student services meetings
    • Offices, conference rooms, or other non-public workspaces
    • Brown Act closed sessions

Confidential meetings and conversations are not open to public recording and require the prior knowledge and consent of all participants before any recording occurs.

  • Private Meetings: A gathering or conversation that is not designated as a public or open meeting and is not required by law to be accessible to the public. Private meetings are considered confidential by nature unless otherwise stated.
  • Open/Public Meetings: A meeting held by a governing body or committee that is legally required to be open to the public under the Brown Act or other applicable law. Open meetings include posted agendas, designated public participation periods, and are conducted in spaces clearly identified as public meeting locations.

Audio or video recording of open or public meetings may be permitted in accordance with applicable law, provided that such recording does not disrupt proceedings and complies with established meeting rules.

  • Signage: Posted notices displayed at the entrance of administrative offices, meeting rooms, or other non-public spaces indicating that meetings or conversations in that space are confidential by nature and that audio or video recording is prohibited without prior consent under California law.
    Signage is intended to provide notice but does not replace the requirement for consent when recording is otherwise permitted.

 

Signage and Notification

The College will post signage at the entrance of administrative offices and meeting rooms designated for confidential or private meetings. Signage will be removed or covered when space is being used for an open or public meeting as defined above:

Notice: Meetings held in this space are confidential by nature. Under California law (California Penal Code § 632) recordings are not authorized without the prior consent of all parties.

Instructors, supervisors, and meeting hosts are encouraged to verbally remind participants of this policy as appropriate. Meeting agendas may also use the phrasing:

This meeting is considered confidential by nature. Under California law (California Penal Code § 632) recordings are not authorized without the prior, written consent of all parties.

Requests & Questions

Requests for permission to record must be directed to the appropriate office:

  • Media/PR Requests: Marketing & Advancement Services Department
  • Accessibility Accommodations: Accessibility Resource Center (ARC)
  • Academic Use: Office of Instruction and Student Services

 

Relevance

Purpose and Scope

This procedure ensures that the posting and distribution of flyers and other printed materials on Palo Verde College property supports the College’s mission, maintains a safe and clean environment, and complies with applicable laws and policies while preserving the right to free expression. This policy applies to all students, district employees, departments, student clubs, and external organizations seeking to post or distribute printed materials on campus or at any PVC site.

 

Policy Statement

Flyers and printed materials may only be posted or distributed on campus with prior approval from the Marketing & Advancement Services Department. Materials must meet content and format guidelines and may only be placed in designated areas to prevent littering, property damage, or interference with campus operations.

Palo Verde College reserves the right to remove any materials posted or distributed in violation of this policy.

 

Submission & Approval Process

  • All printed materials for distribution or posting must be approved in advance by the Marketing & Advancement Services Department before printing or posting.
  • Submit flyers via the Marketing Request Form before intended posting or share the working file via email.
    • For Clubs and Student Groups, events should be approved by ASG before flyers are submitted for approval.
  • Flyers must include:
    • Event name and date (if applicable)
    • Contact information – name and email or phone number
  • Flyers will be reviewed for branding, clarity, and compliance with graphic design current best practices.
  • Approved flyers will be returned with a digital stamp in the bottom corner.  This is the version to be posted.
  • The flyer may not be altered after approval. If any changes are made, please resubmit for an updated stamp.
  • Requestors are responsible for printing, posting within approved spaces, and removing flyers post-event.

 

Posting Guidelines

  • Flyers may only be posted on designated areas or designated bulletin boards.
  • Posting is prohibited on:
    • Personal property without consent
    • Doors, windows, restrooms, walls, trees, or poles
    • Inside classrooms or offices without consent
  • Flyers must be removed within 48 hours after the event ends.

 

Distribution Guidelines

  • Distribution must not block walkways, obstruct traffic, harass passersby, or disrupt instruction or operations.
  • Littering or failure to clean up scattered flyers may result in loss of future posting privileges and potential citation under CA Penal Code.

 

Prohibited Content

Flyers that contain the following will not be approved:

  • Defamatory, obscene, or threatening language
  • Promotion of unlawful activity
  • Commercial advertisements unrelated to the college’s educational mission
  • Content that violates college policies

 

Student Free Expression

Student expression is protected under California Education Code, however, students must still comply with reasonable time, place, and manner restrictions, including designated posting locations and approval protocols.

This policy does not restrict students' ability to express opinions but establishes procedures to manage materials distributed on District property.

 

Enforcement and Violations

Violations may result in:

  • Immediate removal of materials posted or distributed in violation of this policy
  • Suspension of future posting privileges
  • Referral to the Office of Student Services or Human Resources for further action
  • Citation for littering or vandalism, when applicable

Relevance

This procedure establishes the process by which external media representatives (journalists, reporters, film crews, bloggers, or freelance content creators) may request access to Palo Verde College campuses. It ensures visits are coordinated, student and employee privacy is protected, and all communications align with the College’s mission, values, and legal obligations. This policy applies to all non-affiliated media professionals seeking to enter, film, interview, or photograph on any Palo Verde College property.

 

Definitions

  • Media Representative: Any individual working on behalf of a news outlet, production company, publication, or online platform producing content for public consumption.
  • Credentialing: The process of reviewing, approving, and granting access to college spaces for media purposes.
  • Authorized Access: Limited permission granted to media representatives to access public areas and designated interview/photo locations.

 

Process

All media representatives must be credentialed and approved by the Director of Marketing & Advancement Services prior to any visit or engagement on campus. This includes:

  • Requests for interviews with students, or employees of the college.
  • Photography or videography on campus grounds.
  • Coverage of events, protests, or incidents.
  • Feature stories or documentaries involving the college.

 

PVC reserves the right to deny or revoke access to any media representative not in compliance with this policy.

 

Procedur

Media Request Submission

Media must submit a written request at least 2 business days in advance of the proposed visit.

The request must include:

  • Name of the individual and media organization
  • Date and time of proposed visit
  • Purpose of visit or nature of story
  • Names of individuals they wish to interview (if known)
  • Equipment they intend to bring on to campus

 

Review & Approval

  • The Director of Marketing & Advancement Services (or designee) will review the request.
  • For requests involving minors, protected populations, or sensitive issues, legal or administrative review may be required.
  • Once approved, a media credential will be issued for the specific date/time, which must be retrieved upon check-in.

 

Day of Visit

  • Media must check in with the Director of Marketing & Advancement Services upon arrival at campus.
  • They must visibly always wear their PVC-issued credential while on campus.
  • A college representative may accompany media on-site at the College’s discretion.
  • No classroom access is allowed without express written permission from the instructor and the Marketing & Advancement Services Department.

 

FERPA & Consent

  • Media are not allowed to interview, film, or photograph students without prior written consent.
  • A Media Release Form must be signed for any student who will appear in the final product.
  • Employees may choose to opt out of interviews or photo ops.

 

Revocation of Access

PVC reserves the right to revoke or limit access at any time if media:

  • Fail to follow policy
  • Interfere with the educational environment
  • Pose a safety risk

 

Exceptions

  • Internal college media must coordinate with the Marketing & Advancement Services Department but may not be subject to the full credentialing process unless involving external coverage.
  • Emergency response or law enforcement press may be handled under Incident Command protocols.

 

Contacts

For all media inquiries or requests, contact:
Bianca Rodriguez
Director, Marketing & Advancement Services
bianca.rodriguez@paloverde.edu  
(760) 921-5421

Blanket Photo Policy

Palo Verde College, a non-profit California Community College, reserves the right to take and use photographs, video and electronic images of students, employees, and visitors on college property and at college-sponsored events. These images may be used for marketing and promotional purposes, including:

  • Social media
  • Print materials
  • Digital signage
  • Website content
  • Advertising campaigns

In accordance with California law and FERPA guidelines, individuals who object must submit a written request to the Director of Marketing and Advancement Services to opt out. Objections must apply to specific events or publications and must be renewed annually.

 

When Signed Releases Are Required

While the blanket policy allows for general use, signed Media Release Forms are required in the following cases:

  • Individuals under the age of 18
  • One-on-one portraits or interviews
  • Footage used in commercial / billboard placements
  • Subjects featured prominently on covers, banners, or large signage
  • Students participating in classroom instruction, unless prior consent is given by all participants

If you are unsure, always obtain a signed release.

All releases are to be kept on file with the Marketing & Advancement Services Department. 

 

PVC Photo Gallery

Need event photos or campus images? Marketing & Advancement Services maintains a repository at the PVC Photo Gallery. Click the link to visit the PVC Photo Gallery on Smugmug.

Before using any photo from the archive for public-facing content, contact the Marketing & Advancement Services Department to confirm usage rights, whether a release is on file or needed, and/or image quality or usage restrictions.

 

Image Ownership and Restrictions

All photos and videos produced by the Marketing & Advancement Services Department are the intellectual property of Palo Verde College. These materials:

  • May not be used for personal, commercial, or external gain
  • May not be redistributed to third-party vendors, media outlets, or publications without written consent
  • May not be altered or repurposed in a way that misrepresents the College or its students
  • May not be used to train any artificial intelligence

To request reuse, contact the Director of Marketing and Advancement Services.

 

Stock Imagery Use

Palo Verde College prioritizes the use of original images featuring students, faculty, staff, and campus environments. Non-AI generated stock photography should only be used:

  • When PVC originals are unavailable
  • When timelines prevent original photography
  • With prior approval from the Marketing & Advancement Services Department

Please plan accordingly, as new photography projects may require additional lead time.

 

Artificial Intelligence and Synthetic Media Use

Palo Verde College does not use photographs, videos, or likenesses of students, employees, or visitors obtained through Marketing & Advancement Services for the creation of artificial intelligence–generated content, deepfakes, or other synthetic media representations.

Images and video captured for marketing and promotional purposes are not used to train artificial intelligence systems, create manipulated likenesses, or generate altered representations of individuals beyond standard editing for clarity, color correction, or formatting.

Any future use of artificial intelligence tools involving identifiable individuals would require separate notice, consent, and applicable policy guidance.

Relevance

 

PVC Media Release Forms

 

PVC Photo Gallery

Need event photos or campus images? Marketing & Advancement Services maintains a repository at the PVC Photo Gallery. Click the link to visit the PVC Photo Gallery on Smugmug.

Before using any photo from the archive for public-facing content, contact the department to confirm usage rights, whether a release is on file or needed, and/or image quality or usage restrictions.

Additional Resources Coming Soon!