Collect Parent Consent Before You Photograph Minors
Use the district's Minor Media Consent Form to get written permission from parents and guardians, online with an on-screen signature or on paper, before any photo or video of a child is published.
The district's Standards of Conduct say photos or videos of youth participants may only be taken and published with the prior consent of the youth and/or their parents or legal guardians. The Minor Media Consent Form is how a club collects that consent in writing, citing the Philippine Data Privacy Act of 2012 and DepEd child protection guidelines for school-based activities.
This guide covers both sides. The club organizer fills in the project details once and sends parents a link, or prints copies. The parent opens the link, adds their child's details, chooses YES or NO, signs on screen and downloads a completed PDF to give back to the club.
The form is created entirely in the browser. Nothing typed into it is sent to or stored by the district website, so the club is responsible for collecting and keeping the completed forms.
What to have ready
Step by step
- 1
Open the form and fill in the project details
2 minutesGo to the Minor Media Consent Form (it is also linked from the district's Youth Protection page). In the "Project details" section, fill in three fields: "Rotary Club of", "Name of service project" and "Date & venue of event".
As you type in "Rotary Club of", the field suggests club names from the district's club list. You can pick one or type your own.
Type only the club's name in the club field, for example "Marbel". The form already prints "Rotary Club of" in front of it.
- 3
Or print paper forms instead
5 minutesFor parents without a phone or internet, click "Download printable form". You get a PDF with your project details printed on it and the child, guardian and signature lines left empty for handwriting. Leave the project fields blank first if you want a completely blank form.
Print enough copies, hand them out with a pen, and collect the signed sheets before the event.
- 4
Parents: fill in your child's details
2 minutesOpen the link the club sent you and check the project details at the top. Then fill in the "Beneficiary / minor information" section.
- Required: "Full name of minor" and "Name of parent / legal guardian".
- Optional: "Barangay / community residence", "School name & grade level (if applicable)" and "Mobile / contact number".
- 5
Parents: choose YES or NO, then sign
1 minuteUnder "Parent / legal guardian authorization", read both choices and tap one. YES lets Rotary District 3860 and the host club photograph, record and publish your child on official Rotary websites, verified social media and print publications. NO means your child is not photographed or filmed, and volunteers keep them out of camera range or unidentifiable.
Under "Signature", sign in the box with your finger or mouse. Tap "Clear signature" to start again. You can also leave the box empty and sign the printed copy by hand. "Date signed" is set to today; change it if needed.
Choosing NO will not stop your child from joining the project or receiving any goods, donations or benefits from Rotary.
- 6
Parents: download the PDF and send it to the club
1 minuteClick "Download completed PDF". The file is named after your child, for example "Media-Consent-Juan-dela-Cruz.pdf", and includes your choice, signature and the date.
Send the PDF to the Rotary club running the project, or print it and hand it to them. The website does not send it anywhere for you.
If the full name of the minor, the parent or guardian's name, or the YES/NO choice is missing, the form highlights it and asks you to complete the highlighted fields before it will download.
- 7
Organizers: check consent before anyone takes photos
Before and during the eventGather every returned form, online and paper, in one private club folder. Before the event, list which children have a YES and which have a NO, and share it with the members taking photos and video.
- Keep children with a NO, or with no form at all, out of frame or unidentifiable in anything you post.
- Check the list again before publishing to the club's page or sending photos to the district.
- Treat the forms as confidential. They hold children's names, residences and parents' contact numbers.
Common questions
The Minor Media Consent Form is a district tool and may change. It does not store or send anything you type: completed forms exist only as the PDFs parents download and return to the club, and the club is responsible for keeping them secure. This guide is not legal advice on the Data Privacy Act.