Photo Usage Guidelines

Florida seascape during sundown with bright blue sky at the top melting into the orange sunset and then the open water.A picture is worth a thousand words, but which photos can you use without bumping into copyright laws or licensing restrictions?

UF/IFAS Communications recommends using images taken by UF faculty and staff before any other source. We provide a photo database,, with thousands of images that can be searched and downloaded. Use your current UF/IFAS Gatorlink credentials to log in and download high-resolution images. Using photographs from sources outside the University can be done if you are diligent and follow ALL licensing restrictions.

UF Photo Sources

Here is a listing of internal photo banks that any UF/IFAS staff or faculty member can use:

Microsoft Office Stock Images

Use MS Stock images with caution. Follow the guidelines below:

  • DO include MS Stock images in presentations, documents, or other MS Office files.
  • DO export these to PDF for sharing.
  • DO NOT copy/paste to third-party applications.
  • DO NOT post on websites or social media pages.
  • DO NOT save as an image file and use it outside of MS Office.
  • DO NOT use photos browser or online pictures options.

Getty Images

UF/IFAS Communications has purchased a subscription to a set of Getty Images for use by UF/IFAS faculty and staff. You can view the images we have access to here: Getty Premium Access Guest Preview (

Once you find the images you are interested in, please submit a Workfront request using Getty Image Request ( option.

Using Photos from the Internet

NOT ALL PHOTOS on the web ARE FREE. Most of them have copyright limitations from the photographer.

Q: Can I use a photo that was taken by a UF/IFAS employee?

A: You can use the photo IF:

    • employee was on the job when photo was taken;
    • used UF photographic equipment (including a personal cellphone); or
    • it taken in service of performing one’s job duties. Under these circumstances, the copyright would belong to UF, and thus, it is “safe” to use for UF/IFAS publications or communications.

Q: Can I use a photo that I took while I was NOT on the job?

A: Yes, you can.

Q: How should photos be credited?

A: Use “UF/IFAS” after your name in the credits to cede copyright to UF. If you want or need to assert that it is your photo, credit it “Courtesy of <name>.”

Diversity and Inclusion

People make UF/IFAS what it is, and should be showcased in the best light. Whenever possible, use photos that show real, candid moments—a natural smile is always better than a forced one.

When selecting photos, keep IDEA in mind: Inclusion, Diversity, Equity, and Access. Consider the diversity of age, race, gender, and ability represented in photos. Do not forget to use Alt text embedded on your photos for people who use screen readers. Read more about writing alt text in this blog post:

COVID-19 Note: If you need to use an image where subjects are not adhering to CDC guidelines for COVID safety, please add this disclaimer/caption: “This image was taken before national guidelines of face coverings and social distancing.” Use the search term “covid” on the UF/IFAS Photo Database to find related images.


Avatar photo
Posted: September 1, 2021

Category: UF/IFAS Graphics, UF/IFAS Photo Communications
Tags: Copyright, Diversity And Inclusion, Getty Images, MS Office Stock Images, Photo Sources, Photo Usage

Subscribe For More Great Content

IFAS Blogs Categories