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AAU Handbook

Consent forms in the field of communication

Published: 05.03.2019 (Last revised: 01.04.2019)

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Content

Types of consent forms

  • Photo and video: for photography and video footage focused on one or more individuals (portrait pictures).  Remember to indicate which images/videos are associated with which consent forms. If an activity or situation is the main purpose of the image/video, it can be published without the consent of the persons pictured (situational pictures).

    When published, the images/video must not make the persons pictured feel exhibited, exploited or violated. In other words, published images/videos must be reasonably considered harmless.
     
  • Events: for collecting and processing registration information at events such as conferences. This includes acceptances from registrants for using their email addresses if this is desired in a context other than the present event.

    Remember to include the option to unsubscribe at the bottom of any emails that concern anything other than the present event.

    If the event organiser knows that photos/video will be taken during the event, the registrants’ must be informed about this in connection with their registration for the event - alternatively they must be informed verbally as the first item of business at the event together with the information that if they do not want to participate in the pictures/video, they have to contact the photographer. If photos/video have one or more people in focus, consent forms must be obtained from the persons concerned.
     
  • Newsletter: for collecting email addresses in connection with sending out newsletters. Remember to include the option to unsubscribe at the bottom of all newsletters.

    Internal newsletters that provide information about work and personnel matters of importance to the workplace do not need the consent of recipients.
     
  • Questionnaire: for collecting personally identifiable information via surveys.
     
  • Profiling: for collecting statements, photos and video for profiling AAU.
     
  • General consent template
     

Collection

If consent is obtained in a non-digital manner, both the consent giver and consent taker must have a copy of the consent.

Archiving

It is recommended that consent forms containing personally identifiable information (name, email or telephone no.) be stored in WorkZone and that any paper versions then be shredded. If consent forms are not connected to a case created elsewhere in WorkZone, it is recommended that they be saved under WorkZone-case: 2019-800-00029, samtykkeerklæringer 2019.

Set up sub-cases if a substantial number of consent forms are connected to the same event, such as Open House.

Naming of documents in WorkZone: [event/purpose]-[date (ddmmyy)]-[person name], e.g. makeitreal-070319-HeleneJensen.

Evaluation

Consent form templates are evaluated on an ongoing basis and at a minimum once a year. If you have comments about the content of the consent forms and their use, please send an email to bfe@adm.aau.dk.

Purpose and delimitation

Unification of consent forms in the field of communication.

Contact and responsibility

Berit Fejborg, AAU Communications.

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Target group

  • Det Humanistiske Fakultet
  • Det Ingeniør- og Naturvidenskabelige Fakultet
  • Det Samfundsvidenskabelige Fakultet
  • Det Sundhedsvidenskabelige Fakultet
  • Ansatte på AAU
  • Det Tekniske Fakultet for IT og Design
  • Fælles Service
  • Institutter
  • Skoler
  • Studienævn

Category

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  • Byggeri og bygningsdrift
  • Fysisk arbejdsmiljø
  • Lejemål
  • Lokaler
  • Miljø
  • Sikkerhed
  • Udendørs arealer
  • Organisation
  • Forsikring
  • GDPR
  • Strategi og udvikling
  • Styrelsesspørgsmål
  • Styrende organer
  • Personale
  • Ansættelse
  • Arbejdsmiljø
  • Barsel
  • Ferie
  • Fratrædelse
  • Internationale medarbejdere
  • Kompetenceudvikling
  • Samarbejde
  • Sygdom
  • Kommunikation
  • Design og logo
  • Intern kommunikation
  • Markedsføring
  • PR og presse
  • Sprog og oversættelse
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  • Input fra fakulteterne
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  • Økonomi
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  • Undervisning eksamen og merit
  • IT
  • Hjemmesider
  • IT - diverse
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  • Scanpas-vejledninger

Type

  • Politik
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