Guidelines for External Media in Ateneo Campuses and Events
Scope
These guidelines cover activities of external media entities in Ateneo de Manila campuses and during Ateneo events outside campus. These include:
Legitimate news organizations covering public events on campus, Ateneo events off-campus, or for interviews related to the University or the work of its staff and students, or for public activities of the campus tenants/affiliates/auxiliary units
Individual media personalities who are considered guests at an event on-campus are not covered (e.g., a journalist who is a panelist in a seminar or lecture, and is not covering the event for a news organization). Regular guidelines for guests with official business on campus shall apply.
Media teams of government officials and high-level official guests of the University or its tenants/affiliates/auxiliary units
Third-party media suppliers (production houses, studios, etc) hired by University offices/entities for recognized activities (e.g. shoots, events)
Media teams or news organizations that are covering or are part of activities held by a non-Ateneo entity renting an on-campus venue (e.g. Gesu, Irwin Theater, football field)
The following activities are not allowed:
On-campus shoots by external entities without any relation to any Ateneo entity, affiliate, or event (e.g. interview of Ateneo student or personnel that is not connected to their work in Ateneo)
On-campus shoots for commercial use (e.g. commercial films, TV shows, advertisements, monetized vlogs, etc)
Other media entry requests are reviewed on a case-by-case basis.
Guidelines
Requests must be submitted at least 48 hours before the intended date and time of entry. Ideally requests should be put in at least 5 weekdays before.
Applying for Campus/Event Entry
The host entity (office, unit, organization, employee, or affiliate/tenant) should email the following with the subject line “[Media Entry] <Activity>, <Date/s of entry/attendance>”:
Campus Safety and Mobility Office: csmo [at] ateneo.edu
Endorsement from the supervising office/administrator/faculty
For a student activity, from the org moderator and/or the Office of Student Activities of the unit concerned
If for an activity by an office, the department chair or unit head
Endorsement/s from office/s in charge of the location/s where the shoot will be held, if applicable, or proof of venue reservation
When using drones:
In a separate email, the host office informs CSMO and the Campus Security Detachment, cc UMCO, with the subject line "[Drone Use Request] <Office/person name/activity>, <Date of use>"
Campus Safety and Mobility Office: csmo [at] ateneo.edu
University Marketing and Communications Office: umco [at] ateneo.edu
CSMO shall provide the Drone Registration Form.
Requestor fills out the form and sends back to the email thread for approval, along with the following:
Photos of the 4 sides, top view, and serial number of the drone
Specific details (date, time, location) when the drone will be used
It is requested that the request to use a drone will be submitted as early as possible. The 48-hour rule applies.
Note that approved drone requests might be rescinded due to weather conditions.
UMCO shall review the request, and may ask the requesting party to provide more information. You will receive an approval/rejection notice once all necessary info has been provided, and if the request falls within the allowed activities.
CSMO and CSD shall then take note of the approval and coordinate with the organizer/s for campus access details.
External Media-Initiated Request
The requesting external media organization must first email the office/person they intend to work with, or the University Marketing and Communications Office (umco [at] ateneo.edu), for permission and/or approval at least 48 hours prior to the intended date and time. Concerned office/s may be looped into the conversation for additional guidance/approvals.
Once the request is approved, the host office/personnel initiates the application for campus/event entry.
However, if the activity will be conducted remotely (e.g. an interview via videoconferencing or phone) or outside campus, and if it is directly connected to their work with Ateneo (e.g. as an employee/contractor or as a student), the Ateneo office/individual only needs to inform UMCO and their supervisor/s as a courtesy.
Entry to Campus
Once the media entry is approved, the host office confirms the media entity's campus entry date and time with CSMO and UMCO at least 24 hours prior.
If the event takes place in a venue outside of an Ateneo campus, the media list should ideally be finalized by the host office at least 24 hours prior. Non-registered media might be barred from entering the venue.
If the activity involves shooting photo/s and/or video/s, the media entity must comply with the following guidelines:
Do not take shots of Ateneo branding and other identifiable building logos/signages.
Do not take shots of random people in compliance with data privacy guidelines.
Keep passageways and driveways open and free from any obstruction at all times.
Only battery-equipped/operated cameras and other equipment are allowed to be used.
Video/photo material obtained should not be used for commercial /advertising purposes.
The host office is responsible for coordinating with the external media, and for ensuring that the external media adheres to all applicable University rules and regulations. The host office may ask UMCO for support if needed.
Special Events
For special events, such as Commencement or major public gatherings on campus (e.g. masses, rallies, shows) the University releases additional media entry guidelines, and are posted on ateneo.edu.
For More Information
Campus Safety and Mobility Office csmo [at] ateneo.edu
University Marketing and Communications Office umco [at] ateneo.edu
