Posting Promotional Materials on Campus

Informing the university community about events, programs, and services is a necessary and important part of ensuring the success of those activities. In recognition of this need, The university has designated suitable areas throughout the campus for the purpose of posting and distributing promotional materials. The intent of this policy is to set forth procedures for the orderly posting and distribution of promotional materials primarily by registered student organizations and students. This policy also provides requirements in terms of the time, place, and manner for posting and distributing promotional materials on campus which the university reserves the right to determine.

1. Internal Groups

Within the context of this policy, internal groups are defined as registered student organizations, campus governance units, academic units, campus departments/offices, and university committees. Internal groups may place promotional materials (e.g., posters, notices, flyers, announcements) on outdoor kiosks, bulletin boards, Laker Life, and general-purpose bulletin boards only, in accordance with the following requirements:

No promotional materials shall be affixed upon any other surface (interior or exterior), including but not limited to: buildings, doors, windows, interior walls, elevators, classroom bulletin boards, classroom chalkboards, trash receptacles, cigarette butt receptacles, light poles, telephone poles, posts, pillars, trees, shrubs, building signs, retaining walls, fountains, sidewalks, roadways, vehicle windshields, any other areas of a building whether inside or outside, any other area of the campus, or any object on the campus. The only exceptions to this section of the policy are:

Banners may be posted on the walls directly outside the entrance doorways to Residential Dining Centers.
The hand-to-hand distribution of promotional materials is permitted only when such activity does not disrupt or interfere with the educational, administrative, or operational activities of the university, the maintenance of campus property, or the free flow of traffic and persons. Reasonable efforts shall be made by the sponsoring university group to prevent litter as a result of the group’s hand-to-hand distribution of promotional materials.

The use of tape, paint, or other substances used to convey a message on sidewalks, roadways, buildings, grounds (including snow and ice), or any other campus property is prohibited. The only exception to this section of the policy is sidewalk chalking (see section 8).
The use of department, office, or organization bulletin boards or surrounding area shall be in accordance with the policies, procedures and established practices within each department, office or organization.
Only academic or student affairs postings are permitted on classroom bulletin boards.
Only academic chalkings are permitted on classroom chalkboards.
Promotional materials for events, programs, or services open to the general public shall include the following ADA Accommodations Statement: “Persons with disabilities seeking accommodations to attend this event should contact [Name] at [Telephone Number] in advance.” Assistance in arranging reasonable accommodations for persons with disabilities is available from the university’s ADA Coordinator, 155 Marano Campus Center. The cost of providing reasonable accommodations will be paid by the university in accordance with policies and procedures for such arrangements.

2. Individuals and External Groups

Within the context of this policy, external groups are defined as those groups which are not registered student organizations, campus governance units, academic units, campus departments/offices or committees. Individuals and external groups are permitted to place promotional materials (e.g., posters, notices, flyers, announcements) on outdoor kiosks and general-purpose bulletin boards only, in accordance with the following requirements:

Promotional materials for commercial purposes shall pertain only to personal grooming, academic support/other services to students, and food.
No promotional materials shall be affixed upon any other surface (interior or exterior), including but not limited to: buildings, doors, windows, interior walls, elevators, classroom bulletin boards, classroom chalkboards, trash receptacles, cigarette butt receptacles, light poles, telephone poles, posts, pillars, trees, shrubs, building signs, retaining walls, fountains, sidewalks, roadways, vehicle windshields, any other areas of a building whether inside or outside, any other area of the campus, or any object on the campus.
The use of tape, paint, or other substances used to convey a message on sidewalks, roadways, buildings, grounds (including snow and ice), or any other campus property is prohibited.

3. General Requirements

Promotional materials shall not include references to the sale or consumption of alcohol or other drugs.
Promotional materials shall not promote or condone behavior that violates university policies or local, state or federal law.
Promotional materials that infringe on the copyrighted or trademarked works of others are prohibited. Copyrighted and trademarked works may include, but are not limited to: logos, digital images, photographs, paintings, movies, videos, and written works. For an overview of Copyright and Fair use topics, visit Overview Sections Archive - Stanford Copyright and Fair Use Center.
Outdoor kiosks are located at the west entrance of Hewitt Hall and in the Academic Quad on the south side of Lanigan Hall.
University bulletin boards are located in all campus buildings.
A general-purpose bulletin board is located in the Marano Campus Center and is designated as such.
Access to posting space on outdoor kiosks, university bulletin boards, and general purpose bulletin boards is available on a first come first served basis.
Promotional materials (other than banners) shall be made of paper or similar medium as appropriate for posting on a kiosk or bulletin board. The preferred size is 8.5" by 11" or smaller. Promotional materials shall not exceed 17" by 22".
Each piece of promotional material is limited to one per outdoor kiosk, university bulletin board, or general-purpose bulletin board.
The advertisement or processing of applications for credit cards, except those offered by the Oswego Alumni Association, is prohibited.
The posting of promotional materials shall be performed by the sponsor. Likewise, the sponsor shall also be responsible for the prompt removal (within 24 hours) and proper disposal of all promotional materials upon the conclusion of an event, program, or service.
The distribution or posting of promotional materials within campus residences shall be in accordance with Residence Life and Housing policies and shall be approved in advance by the Director of Residence Life and Housing, or designee, 303 Culkin Hall.
The door-to-door distribution of promotional materials in residence halls is not permitted.
The use of table tents in campus Dining Centers shall be approved by the Executive Director of Auxiliary Services, or designee, 507 Culkin Hall.

4. Content

The university reserves the right to address concerns or make suggestions related to the content of promotional materials in an effort to reinforce the educational mission of the university.

5. Violations

Individuals, internal groups or external groups, student organizations, and athletic teams, distributing or posting promotional materials in violation of this policy, may be subject to disciplinary or legal action.

6. Digital Signage

Digital Signage is a visual communications medium that informs students, faculty, staff and visitors about the happenings at SUNY Oswego. Several large LCD screens are placed in strategic locations in campus buildings that display digital slides and digital video. The Digital Signage system also provides up-to-date weather information, television feeds, and serves as a means of emergency communication.

Only registered student organizations, campus governance units, academic units, campus departments/offices, and university committees are permitted to display content (digital slides and digital video) on the Digital Signage system.
The creation of content for display on the Digital Signage system is the responsibility of the group presenting the information to the campus community.
Content must be submitted electronically to signage@oswego.edu a minimum of five (5) business days prior to the first date the content is to be displayed on the Digital Signage system. Content submissions must include the first name, last name, and phone number of the submitter, the date the content should start running on the Digital Signage system, and the digital slide or digital video file as an attachment to the e-mail.
Campus Events and Conference Services reserves the right to address concerns or make suggestions related to Digital Signage content in an effort to reinforce the educational mission of the university.
Digital Signage content that promotes or advertises the occurrence of a series of regularly scheduled meetings, activities or events will not be approved for display.
Digital Signage content that promotes or condones behavior that violates university policies, or local, state or federal law will not be approved for display.
Advertisement of commercial products or services on the Digital Signage system is prohibited.
The use of solid red backgrounds in digital slides and digital video is reserved for Emergency Communications only. Digital Signage content submitted with a solid red background will not be scheduled for display.
To optimize the management of Digital Signage content, Campus Events and Conference Services reserves the right to determine what content is displayed at which Digital Signage location(s) and determine the duration, dates, and times content is displayed.
Content that violates this policy or does not meet the minimum digital signage content requirements will not be approved for display.

The most current version of this policy and the content and format requirements can be found on the university’s website. Digital Signage | SUNY Oswego.

7. Laker Life

Laker Life is the university’s online system for centralizing, organizing and increasing student involvement opportunities and communication among and between registered student organizations, campus governance units, academic units, campus departments/offices, and university committees.

Only registered student organizations, campus governance units, academic units, campus departments/offices, and university committees are permitted to post content (news, photos, events, flyers, etc.) on Laker Life.
The creation of content for display on Laker Life is the responsibility of the group presenting the information to the campus community.
The university reserves the right to address concerns or make suggestions related to Laker Life content in an effort to reinforce the educational mission of the university.
Laker Life Bulletin Board content that promotes or advertises the occurrence of a series of regularly scheduled meetings, activities or events will be removed.
Laker Life content that promotes or condones behavior that violates university policies, or local, state or federal law will be removed.
Solicitation for monetary donations and the advertisement of commercial products or services on Laker Life are prohibited.
Content that violates the University’s Posting Policy will be removed.

8. Sidewalk Chalking

Informing the university community about events and programs is a necessary and important part of ensuring the success of those activities. In recognition of this need, the university has designated suitable areas throughout the campus for the purpose of displaying chalked messages. The intent of this policy is to set forth procedures for the orderly display of chalked messages.

Chalked messages may be created by students, faculty, and staff of the university and staff of university affiliates for creating short-lived promotional messages on approved exterior horizontal surfaces of the campus in compliance with the following requirements:

All chalked messages by students, faculty, and staff shall only be for events or programs which occur on the campus and are sponsored by a registered student organization, campus governance, an academic unit, a campus department/office, or a campus committee.
Only academic related messages are permitted on classroom white boards and chalkboards.
Chalked messages shall be written using commercially manufactured water soluble “sidewalk chalk” in stick form only.
Chalked messages shall only be written on flat horizontal surfaces of sidewalks.
Chalked messages shall not be written on vertical surfaces (interior or exterior) including, but not limited to, trash receptacles, cigarette butt receptacles, light poles, telephone poles, posts, pillars, trees, building signs, buildings, doors, retaining walls, fountains, or any object on the campus.
Chalked messages shall not deface decorative symbols or sculptures located on walkways.
Chalked messages shall not include references to the sale or consumption of alcohol or other drugs and shall not constitute solicitation for products or services by external groups or their agents.
Chalked messages shall not promote or condone behavior that violates policies of the university or local, state or federal law.

Individuals or groups creating chalked messages in violation of this policy may be subject to disciplinary action or legal action such as a conduct hearing or Persona Non Grata action.

Source: Student Handbook - Posting Promotional Materials on Campus