Extension is known for helping the public sort through the avalanche of information and advice available online and providing unbiased, relevant, practical information. Extension educational materials incorporate and evaluate information developed by others. It is important Extension educators and communicators understand and model lawful and prudent practices related to attribution, copyright and trademark protection, permission, fair use, and endorsement.
Just because an image, diagram, song, or paragraph is freely available online does not make it appropriate or legal to paste it into your next PowerPoint, add it to a video, include it in a media release, or incorporate it into a handout. Knowing the basics can help avoid embarrassing and potentially costly oversights and keep Extension where it should be – demonstrating research-based best practices in all we do.
Extension staff and volunteers should review these resources as they prepare educational programs:
- Download the updated Best Practice Guide.
- Download the Copyright Tip Sheet for Volunteers developed in 2023.
- Not a lot of time? Here's a quick overview of the policies.
- Watch the training: Copyright Basics: A Beginner Guide
- Watch the training: Helping Volunteers Understand Copyright
Core Policies on Attribution, Copyright, and Fair Use
Digital content must meet legal and contractual standards for the pieces of content we package together and share in our name. If you didn’t create something from scratch, you don’t own it. If you don’t own it and you don’t have written permission, you can’t share it.
Guest Speaker Content
Illinois Extension requires all educational materials, including those delivered by a guest presenter, comply with copyright and trademark regulations. All photos, videos, and music used in a presentation must be 1) legally obtained through a royalty-free site with documentation of the source and license agreement noted with the photo or on an end slide; or 2) be taken by the presenter or associate of the presenter who grants use to Illinois Extension in the presentation and public viewing of the recording.”
Understanding Copyright Terms
1.Royalty-free: Royalty-free images are available to use without paying royalties to the owners. Royalty-free doesn't mean free; often you pay for the right to use the creative asset.
License: When owners grant access to their creative assets, the specific requirements for using the creative piece are outlined in a use license.
Creative Commons License: The Creative Commons, a nonprofit organization, provides a simple and standardized process for copyright owners to distribute their creative content. There are six different types of creative commons licenses, ranging from unlimited, unrestricted use to noncommercial use and full author credits required. Be sure you understand what license your content has so you can fully align with the license requirements.
Written Word
- Staff should not plagiarize content of any kind from other authors, including Extension staff in other states. Include citations of referenced works. If saying “research says,” the source of the research should be cited.
- When citing sources, use the Chicago Manual of Style format (preferred, though other styles may be used if used accurately and consistently).
- No graphic or text can imply endorsement of a company’s product or services. A disclaimer should be included if it is unclear.
- The following resources are available for all Extension staff:
- No permission is needed if a work was created before 1926 (as of 2021). Each January, that year advances by 1 year
- Copyright protection exists from the moment of creation to a fixed source. The copyright symbol is not required for the copyright to exist, and the works does not need to be registered to be copyrighted.
- Federal government documents exist in the Public Domain and may be used without additional permission.
Photos and Graphics
- All photos and graphics must be originally taken/created by Extension, purchased through a photo/graphic service, in the public domain, available with a Creative Commons or open access license (with attribution as required), or used with permission. Citing the photographer/designer does not absolve staff from copyright infringement.
- Staff must be able to document where a photo was obtained, include permissions received, if we need to defend an accusation of copyright infringement. Photographers or organizations should sign the Photography Use License Form outlining the use of specific photos taken by non-staff. Educators and communicators should keep these forms on file and be able to document use when requested.
- Staff may not use or reproduce trademarked images, characterizations, storylines, videos, or graphics, including, but not limited to popular TV shows, movie characters, book characters, video games, actors, musicians, slogans, cartoon, and phrases.
- Extension photos of identifiable people must have photo release forms on file.
