Do you track student photo opt-in consents for marketing purposes? If so, how?

Stephanie Benelli
Stephanie Benelli
First Anniversary Name Dropper Facilitator 1
in Blackbaud K–12 Education Solutions™ General Discussions

We'd like to better track student photo releases so it's easier to identify who should not be in marketing materials. Would this be best accomplished through a contact card custom field? If so, could that custom field be pulled in an advanced list that also includes the ID photo from their student profile? Thanks for any insight!

Comments

  • Soudad Albermani
    Soudad Albermani
    Seventh Anniversary Kudos 1 Name Dropper Participant

    @Stephanie Benelli We developed a media release form for our school (using school forms on BBD -the acknowledgment permission type) which we distribute to parents annually via the re-enrollment application. This allows parents to update their preferences if they wish. By using this form, we can identify those who choose to opt out of media coverage.

    You can also run a report. teachers and admins can access the updated information as well.

  • Shannon Krise
    Shannon Krise
    Fourth Anniversary Kudos 3 Name Dropper Participant

    @Stephanie Benelli It sounds like we do basically the same thing as Soudad. I have a school form that is part of the registration checklist for parents, and then I produce a report based on that form showing students with media restrictions.

  • Lisa Tulchin
    Lisa Tulchin
    Kudos 1 Name Dropper Participant First Anniversary

    @Stephanie Benelli The latest trend I see is that schools are skipping the separate media opt-out forms and burying the media opt-out clause deep in the student handbook with a note saying they need to email so and so. But that's from my sample of two independent schools, which is not a large sample, and it's a new change. If families want to opt-out, which we have only one this year, we make a profile notice on the student. You can pull reports on Profile Notices, teachers can see it, etc.

  • Candi Roberts
    Candi Roberts
    Kudos 4 Fourth Anniversary Name Dropper Facilitator 1

    @Stephanie Benelli We do track it and it is an admin view custom field. It is asked on the application and then if the student enrolls, it is added to that field. We give the Media Permission options of Yes, No, or Yes, but don't print their name. On the custom field, we have a Yes/No. And a second custom field “Media Permission Note” is added only if needed regarding not printing their name or any other communication on that. Of course, we could have just had one field, but I liked the simplicity of the Yes/No since most fit in that category. I run a students list for marketing with the information.

  • Stephanie Benelli
    Stephanie Benelli
    First Anniversary Name Dropper Facilitator 1

    @Kelly Maddox I was hoping to easily include student photos so marketing has a visual reference, so I'm going to suggest this as a solution. Thank you so much!

  • Stephanie Benelli
    Stephanie Benelli
    First Anniversary Name Dropper Facilitator 1

    Thank you so much everyone for your suggestions!

  • Petra Hall
    Petra Hall
    Tenth Anniversary Kudos 3 Financial Edge NXT Fall 2025 Product Update Briefing Badge Name Dropper

    @Stephanie Benelli We include permissions as part of our standard contract, and track opt-outs as a yes/no admin view only field.

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  • Lauren Marcus Eisenberg
    Lauren Marcus Eisenberg
    Tenth Anniversary Kudos 5 Name Dropper Participant

    @Lisa Tulchin @Stephanie Benelli This is what we do: families are required to email school before the first day with the request and include a student photo. The default is permission.

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