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Communications and Marketing: Web Services

Requirements for Professional Portraits

Last modified: October 9, 2024
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Beginning Oct. 11, 2021, the following are the minimum requirements for an individual’s portrait to be published on UAMS web properties. The UAMS Office of Communications & Marketing has defined these requirements to market the institution consistently and professionally.

Appropriate Attire

While an individual may not wear this particular attire in their daily duties at UAMS, they must adhere to these requirements when taking their portrait. Otherwise, the portraits will not be used on UAMS web properties. The dress code defined in UAMS Administrative Guide 4.4.21 is the foundation of these requirements.

If an individual’s department has approval from the Dress Code Committee to implement a department-specific dress code policy that would affect the requirements presented here, email the policy to the UAMS Office of Communications & Marketing.

Any items worn for a portrait must be neat, clean, wrinkle-free, and in good condition.

Avoid clothing with small patterns or repetitive detailing such as dots, lines, checks or stripes. These patterns can cause a moiré effect (odd stripes and patterns) to appear in the photo.

Licensed Independent Practitioners and Certain Research/Lab Roles

Licensed independent practitioners must wear white lab coats in their portraits. For these requirements, licensed independent practitioners are individuals permitted by law and by UAMS to provide care, treatment, and services without direction or supervision.

Workers with a research or laboratory role that would make a lab coat appropriate attire must also wear white lab coats in their portraits.

If possible, all of the buttons on the lab coat must be buttoned for the portrait.

Each provider should bring their own white lab coat.

If a logo is embroidered on the lab coat, it must be the UAMS logo (preferred) or the logo of their affiliated hospital.

Lab coats should be well fitting, clean, odor-free, and without rips, tears, and missing buttons. Lab coats may be embroidered with the UAMS logo and college, service line, or institution name along with the employee’s name and title. No other logos or graphics should be visible on lab coats.

UAMS Administrative Guide 4.4.21, Procedure, VI. Lab Coats

Personalized lab coats must feature the individual’s current legal name. See a guide on how lab coats should be embroidered.

Men

Male licensed independent practitioners and male workers with particular research/lab roles (defined above) must wear one of the following options:

Women

Female licensed independent practitioners and female workers with particular research/lab roles (defined above) must wear one of the following options:

Direct Clinical Patient Care Staff

For these requirements, direct clinical patient care roles are those who actively work in a medical setting with patients and have a direct influence on the care of a specific patient.

Direct Clinical Patient Care Staff shall mean employees serving in roles designated by UAMS ICE Leadership as providing direct patient care.

UAMS Administrative Guide 4.4.21, Definitions

Direct clinical patient care staff who are not licensed independent practitioners must wear scrubs in their portrait.

Employees in roles designated as direct patient care must wear scrubs and shall follow the established scrub color guidelines for their role.

UAMS Administrative Guide 4.4.21, Procedure, Section IV.A

The color of the scrubs worn in their portrait must match the assigned color for their specialty as defined in UAMS Administrative Guide 4.4.21, Section IV.F. See a guide on colors of scrubs and how scrubs can be embroidered.

All Other Workers

All other staff must wear professional business attire or uniforms as defined in Section II (Business Attire) and Section III (Uniforms) of UAMS Administrative Guide 4.4.21, with additional restrictions as outlined below.

Men must wear a collared shirt in their portrait (i.e., a dress shirt or polo).

Prohibited Items

  • Apparel with the logos of any other institution or organization, including the University of Arkansas (Fayetteville) and Razorbacks Athletics. However, the white lab coats of clinical providers may be personalized with the logo of their primary hospital affiliation.
  • Hats, except for recognized religious head coverings
  • Surgical caps
  • The following clothing items are prohibited if worn as a single layer:
    • Sleeveless tops
    • Halter tops
    • Tube tops
    • Spaghetti strap tops — including camisoles and sundresses
  • T-shirts — regardless of whether they are UAMS branded or created by UAMS Communications and Marketing
  • Outerwear other than the items mentioned above (fleece vests, quarter-zip pullovers, scarves, balaclavas, muffs, etc.)
  • Activewear and exercise apparel
  • Apparel that is see-through or otherwise revealing
  • Large or extravagant jewelry

Decision Tool

Visit this form and answer up to five questions to easily determine what the appropriate attire should be based on the information outlined above.

Portrait Background

Portraits for use in lists of individuals on UAMS web properties should be photographed on a white background if resources are available on the individual’s campus.

Portraits taken in front of a different background may be used in other forms of communication, such as marketing materials, news releases and social media.

Positioning of the Subject

In portraits for use in a list of individuals on UAMS web properties, the individual should be facing the right side of the image (to their left), since the image is being placed on the left side of the page. This way, they are looking into the page’s content instead of out of it.

If having the individual directly face the camera results in a better portrait, that will also be acceptable unless their head is not turned to the left side of the image (to their right).

The individual can also be photographed facing to the left side of the image (to their right) in case there are other needs for this portrait.

Image Crop

Image Crop for a Portrait Used in a List of Profiles

When using a photograph on UAMS web properties as part of a list of profiles (e.g., when using the People Showcase plugin), the image must be cropped to a 3:4 aspect ratio.

Position the top of the crop box just above the subject’s hair. A good distance would be the equivalent of three finger widths above the top of their hair (or scalp, if bald).

Resize the vertical dimensions of the crop box so that the bottom edge is around the lower half of the chest. This will typically be above the first button of their coat.

When using a photograph on UAMS web properties as the featured image of a page or post, the image must be cropped to a 16:9 aspect ratio.

Find more details by reading Featured Image Dimensions, Creating a Featured Image Using a Single Studio Portrait, and Creating a Featured Image Using Multiple Portraits.

Image Manipulation

When using a photograph on UAMS web properties, serious consideration must always be given to ensure honest reproduction of the original photograph.

Photographs may be altered only for the purpose of producing the closest possible likeness of what the photographer actually saw. Technical enhancements such as burning, dodging, contrast control, color balancing and cropping are allowed. Retouching is limited to the removal of minor situational issues such as stray hair over the individual’s face or lint on their clothing.

Photographs must not be altered to materially change the physical characteristics of the faces and bodies of the individuals depicted.

When an individual has concerns with their photograph that cannot be addressed through the minor enhancements detailed here, they should have a new portrait taken by UAMS Creative Services photographers. The photographers should be made aware of the concern so that it can be addressed when the new portrait is taken.

Attachments

UAMS Administrative Guide 4.4.21 — Dress Code/Appearance
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