Guidelines for Visits by Members of the News Media

The University of Louisiana at Lafayette welcomes members of the media to campus and University events. The Office of Communications and Marketing is available to assist members of the media with planning and coordinating campus visits.

Access to some University activities, buildings or areas of the campus is restricted. As an institution of higher learning for a diverse group of about 20,000 people, the University strives to provide an environment that is conducive to study, work and, in some cases, residency. Members of the media are expected to respect students’, faculty members’, and staff members’ right to privacy.

The University supports the free and open expression of ideas and opinions by faculty, students and other members of the University community. These guidelines are not intended to interfere with that freedom.

For these guidelines:

• “Media” and /or "Reporters" refers to reporters, photographers, videographers and other members of news organizations.
• “Campus” encompasses any property owned, leased and/or occupied by the University.
• “Film” or “filming” refers to photography, videography and recording sound.

These guidelines do not cover commercial filming. The University has a policy for commercial filming.

Media visits and inquiries

Members of the media should wear at all times a visible media ID on campus and at off-campus functions hosted by the University or its affiliated entities (e.g., Alumni Association, Foundation). The ID should be the one that is provided by their news organizations.

No media visit or filming will be permitted that interferes with normal operations of the University.

University Police Department. The University Police Department’s public information officer handles media inquiries and press releases for the department, (337) 482-6450.

Athletics. Media inquiries and press releases specific to Ragin’ Cajuns® NCAA-sponsored sports are handled by the Sports Information Office, (337) 482-6331.

Experts - faculty members and researchers. Media can directly contact an expert and film an interview on campus about his or her area of academic or research expertise. It’s not necessary to notify the Office of Communications and Marketing. However, the office will provide assistance if needed. The Office of Communications and Marketing maintains a list of experts and their areas of academic or research expertise.

All other media inquiries related to the University should be directed to the Office of Communications and Marketing. Members of the media should notify the Office of Communications and Marketing of visits to campus in advance by calling (337) 482-6397 or sending an email to communications@louisiana.edu that contains pertinent details about the visit.

Access to academic and research spaces

News media are permitted to film exterior spaces for non-commercial uses, as long as the spaces are not restricted and the filming is not disruptive.

Classrooms. Classrooms and other academic spaces are generally not accessible when a class is in session to protect students and faculty from disruptions. Requests to enter such academic spaces should be made to the Office of Communications and Marketing (preferably 48 hours prior), which will seek permission from the faculty member conducting the class. If the faculty member grants access, he or she will inform students that media have asked to film or observe the class. If any student does not want to be filmed, he or she should be allowed to move from camera range. If any student objects to the presence of a reporter who wishes to observe a class, the reporter’s access to the classroom may be denied by the faculty member or the Office of Communications and Marketing.

Research labs. Access to research laboratories is restricted. The Office of Communications and Marketing must approve any exceptions in advance.

Edith Garland Dupré Library. The University requests that access and filming inside Dupré Library be limited to the first floor corridor/lobby area during normal operations, unless an event that is open to the public is being held in another area of the building. Otherwise, media must obtain permission from the Office of Communications and Marketing to film elsewhere in the library. Filming must not be disruptive to any library patrons. Media must refrain from disrupting areas where students, faculty, or staff are studying or working.

Student Union: The University requests that access and filming inside the Student Union be limited to public hallways/main lobby areas during normal operations. Filming of events that are open to the public is permissible if the presentation rights are not protected by the artist/presenter and the event organizer grants permission. Otherwise, media must obtain permission from the Office of Communications and Marketing to film elsewhere in the building. Filming must not be disruptive.

Access to athletics spaces

The University requests that filming in the Cox Athletics Center be limited to the lobby, unless an event that is open to the public is being held in another area. Otherwise, media must obtain permission from the Sports Information Office to film elsewhere in the building. Filming must not be disruptive. Media must refrain from disrupting areas where student-athletes are studying, training or dressing.

Access to construction areas

Construction areas, while under the management of a contractor, remain University property. Media must request access from the Office of Communications and Marketing, or the Sports Information Office, to film at University construction sites.

Access during an emergency

Access to buildings, areas and events may be denied during an emergency for safety reasons and to avoid creating distractions or obstructions that could hamper response. Media should adhere to all instructions given by emergency personnel at the scene.

Access to residence halls and on-campus housing

Residence halls and other on-campus housing (e.g., apartments, University-owned/occupied homes and fraternity houses) are not public facilities. Members of the media must obtain permission from the Office of Communications and Marketing to enter on-campus housing facilities. After permission has been obtained, the planned visit must be coordinated with the community director of the residential area.

Filming of living areas, which includes the hallways and lobbies, is not allowed without advanced approval from the Office of Communications and Marketing.

A student’s individual room or suite can only be accessed by media upon invitation by the student who lives there and with:

• approval from the Office of Communications and Marketing, and;
• approval of any and all students who live in the room or suite, and;
• approval of the community director of the residential area.

Broadcasting from campus

Broadcasts of radio shows from campus – other than by KRVS radio station – must be approved by and coordinated in advance with the Office of Communications and Marketing or the Sports Information Office.

Commencement

Commencement ceremonies are held at the end of each fall, spring and summer semester. The general assembly and ceremonies for academic colleges are open to media, who should be prepared to present valid IDs issued by their news organizations.

Media must not disrupt the event or distract participants and guests.

All photographers must be dressed entirely in black, use telephoto lenses and limit their movement to minimize visual disruptions. Only the University’s photographer is allowed on the main stage during any Commencement ceremony.

Events, activities, meeting and practices

If a member of the news media is invited by an employee or student – other than Office of Communications and Marketing or Sports Information Office personnel – to a University event or activity, the media member must confirm with one of those two offices that the event or activity is open to the public. This does not apply to events hosted by organizations or at the college, school, center or academic department level. In those cases, the event organizer is the authority.

Media credentials issued by the University may be required for some University events and activities, including those that are held at venues with limited seating, require an admission fee or are considered invitation only. Please do not transfer credentials; instead, contact the event organizer, the Office of Communications and Marketing, or the Sports Information Office. Unauthorized individuals will not be admitted to invitation-only or ticketed events.

Parking on campus

Annual parking permits are distributed at no charge by the Office of Communications and Marketing as a courtesy to members of the local news media who frequently cover campus events and activities. News media that do not routinely cover campus events should contact the proper University office for a temporary parking pass. Sports media parking, to include annual parking permits, temporary parking passes and game-day parking, is managed by the Sports Information Office.

Annual parking permits are not valid for parking at NCAA athletic events or other special events.

Parking permits are to be used only for coverage of the University on behalf of a news organization. Any other use – by a reporter taking a class, for example – is prohibited. Misuse of a parking permit will result in the loss of parking privileges for the entire news organization.

All news and sports media must observe parking laws and restrictions. Any vehicle that is in violation is subject to enforcement. For more details on parking on campus, visit park.louisiana.edu.