Black History Month competition T&Cs

Terms and Conditions – Black History Month Poster Competition

October 2018
The idea behind the competition is to give Black students at the University of Leicester the chance to interpret the theme ‘Black History; past, present, and future’ in the format of a poster.

The final selection of winning posters will be made by a judging panel. The University of Leicester is awarding three equivalent prizes to three winners, where there will be no first, second, or third place. The winning posters will be presented on the university website, exhibited on campus and kept in the University of Leicester archives. All prize winners will be awarded at the end of October 2018, and also notified via email.

Entrants can submit only one entry, which must be self-made (or self-directed for entrants who require physical assistance) for which the entrants own the copyright and have unrestricted rights of use, and the subjects of which do not conflict with the legal provisions of the country of origin or the European Union or the personal rights of any of the individuals portrayed in them.

Students must write their name and university email address on the back of their entries. Posters must be submitted by Friday 26 October 2018 at 5pm.

Posters submitted digitally must have a minimum size of 1,191 x 842 pixels and a maximum file size of 24 megabytes (MB). They must be submitted as JPEG files. The University reserves the right to reject posters where the subject matter deviates significantly from the requirements of the competition. Entrants will not be notified if their posters are rejected. The organizer also reserves the right, at any time and without prior announcement, to make changes or additions to the content it has provided, even if these changes or additions have an effect on the terms and conditions of the competition.

By entering the competition, the entrant grants the University of Leicester the irrevocable, nonexclusive right to utilise the posters as part of the University Archives, to make them available online as part of the Special Collections online discovery platforms and exhibitions, to promote them through online catalogues, social media and other finding aids as appropriate and to support the University’s PR work indefinitely. That includes the right to publish, reproduce, display and distribute them for the University's own advertising and promotional purposes. This applies exclusively in connection with the competition in which the entrant is taking part and any subsequent communications.

By entering the competition, the entrant confirms that he or she is the author of the poster and thus has unrestricted rights to the poster content. The entrant also confirms that third parties do not have any rights to the poster and, in particular, that all individuals who are recognizable in the poster are in agreement with the uses specified above and that the property rights of third parties are not violated by these uses. The entrant accepts in advance that the University is exempted from any claims made by third parties.

The entrant conforms to section 4.18 of the University of Leicester data protection code of practice which states:
4.18 Images
An image (whether photographic, video, digital or other) of an individual or groups of individuals is personal data where individuals are recognisable from the image. For example, taking a photograph of a person is processing personal data. If you intend to take or use photographs of individuals in connection with your University work, you must ensure that the taking of the photograph and the subsequent processing of it is in compliance with the eight data protection principles. Care should be taken with the use of medical images (such as X-rays and scans) where an individual may not be immediately recognisable from the image alone. Such images will normally have a reference code to link them back to a living individual; they will be personal data. The eight data protection principles still apply to the taking and subsequent use of the image; therefore the data subject will need to give their consent to the use of any such image for any nonmedical purposes. References to photographs in the following paragraphs include all images of living individuals, whatever the means of recording those images are.
1. Before taking a photograph, you should explain to the individuals concerned why the photograph is being taken and how it will be used. If it will be used for promotional purposes you should explain that this could mean, for example, that the image will appear on the Internet in the University’s online prospectus; or that it could be loaned, for example, to the British Council.
2. If you take a photograph of an individual or of a small group of people who have been asked to pose for the photograph it can be assumed that they have consented to the taking of the photograph and to its subsequent use for University purposes.
3. If you take group photographs that are not formally posed (for example of lectures) you must explain to the subjects what the purpose of the photographs will be and allow individuals time to remove themselves from the frame if they wish.
4. If you take a photograph of an individual or a group of people participating in a University public event (for example, a graduation ceremony or a sports event) it can be assumed that they have consented to the taking of the photograph and to its subsequent use for University purposes.
5. If you take a photograph in any other circumstances you must take extra care in the subsequent use of it and have regard for the potential harm or distress that might be caused to any identifiable individual by using the photograph in any particular manner.
6. If you wish to take and use photographs of individuals who are vulnerable (for example, children) or who appear in a context where client confidentiality is prerequisite (for example, medicine, counselling) the written consent of the individuals concerned or in the case of children their legal guardian, must be obtained.
7. Images of individuals taken in schools or hospitals settings should also have the written permission of the hospital or school concerned.
8. Images must be used in accordance with the purpose for which they were taken and must not be used out of context. For example, if you take a photograph for purely social or similar purposes it must not be used for commercial purposes without the consent of the data subjects. Also, a photograph must not be used to give a misleading or false impression (for example, a photograph of a student talking to a tutor in an office must not be used to illustrate the Counselling Service as this would imply that the student was receiving counselling).
9. You must store photographs securely and with a suitable indexing system.
10. You must not keep personal data in the form of photographs for longer than is necessary, and in any event there must be a reason for holding the data that is valid by reference to the data protection principles.

Competition entries are limited to students at the University of Leicester. The entrant thus agrees to be named as the author. The entrant confirms that the contents of the poster do not violate any applicable prohibitions. No fees or remuneration of any kind will be paid when posters are published under the terms and conditions of publication. By submitting the poster, the entrant declares that they are in agreement with the terms and conditions of participation. There is no recourse to legal action.

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