Postings, Decorations, Electronic Campus Display and Information Distribution Standards

Postings, Decorations, Electronic Campus Display and Information Distribution Standards SCOPE This document covers guidelines for posting of fliers and advertisements, use of other decorations, displays or advertisements on a temporary or permanent basis and distribution of information in display racks or on tables in all Richmond/Connersville facilities and grounds. Standards and procedures for display of information on the campus s electronic display system are also included. EFFECTIVE DATE Approved October 2005; Revised 2-26-07; Revised 11-28-11 OVERVIEW The Ivy Tech Richmond community is committed to maintaining a neat appearance and minimizing damage to walls and finished surfaces throughout all facilities. However, recognizing the need for adequate display space and information distribution tools such as tables, display racks and bulletin boards in convenient locations for posting announcements of and information regarding campus activities, events, and notices of interest and the need to create a facility that is aesthetically pleasing and lacks an institutional feel, the following policies are provided for all displays on campus. STANDARDS A strict no taping or tacking policy will be enforced for the posting of items such as posters, flyers, temporary directional signs, advertisements, decorations, and announcements with the exception of posting class cancellations and testing-in-process signs. Class cancellations and testing-in-process signage is to include date and time posting is to be removed. All such items are restricted to display on sign standards, easels or designated bulletin boards. Materials may not be taped, pinned, tacked, or otherwise affixed to interior or exterior building surfaces, doors, windows, walkways, sidewalks, trees or any other natural formation, except as outlined below. Personnel from the Facilities or Student Life Departments will remove items posted in violation of this policy. If a recurring need for such postings exists, please contact the Facilities Department for recommendations on the best method for mounting these items in a professional manner. The Facilities Department will work with individual departments to provide posting space either on existing posting boards or on new display spaces which meet the design standards of existing spaces within the facility. In no case should a department purchase a display item or information distribution table or rack without first consulting the Facilities Department. Public Display Boards: The following guidelines apply to postings made on designated public display boards. At least one display board in each College-owned facility will be designated as a public display board. These display boards are coordinated through the Office of Student Life. 1. Items should be provided to the Office of Student Life to be stamped for approval before being placed on the display board. 2. No decorations or postings may be displayed which violate any College policy. 3. Items may be posted on these bulletin boards using only tacks, push pins or staples. 4. The College reserves the right to remove any posted item. 5. Postings may include only a single copy of an item. Multiple postings of the same item or derivative postings relating to the same item will be removed. 1

6. Postings, fliers, and announcements of events can remain on boards until the day after the event is over. 7. Every item will be removed from public display boards immediately following the end of each term. 8. It is the responsibility of the person posting the item to remove it once the event has passed. Items removed by the Facilities or Student Life staff will not be saved. Designated Display Boards: The following standards apply to postings made on provided sign standards, easels or display boards. Each sign standard, easel, or display board will be assigned to a particular department or functional unit. 1. Whenever possible, announcements for campus events should be marketed using electronic advertising methods including the regional web site, student portal announcements and email, and the campus television display system. 2. No decorations or postings may be displayed which violate any College policy. 3. Departments are to limit their postings to their designated posting locations within a facility. 4. Postings should be limited to single copies of an item. If multiple copies need to be provided, please contact the Facilities Department for a holder or table for multiple copies. 5. Postings, fliers, and announcements of events can remain on boards until the day after the event is over. 6. Postings advertising events hosted, sponsored, or sanctioned by a student organization must be approved by the designated faculty or staff advisor to that organization and must be signed by that advisor. Postings must also be approved by the Office of Student Life. 7. The designated department responsible for a display board may have additional standards which apply to their display board. In those cases, all standards must remain in compliance with this document. Transfer Display Board (Johnson Hall): The transfer display board is managed by the Office of Admissions. Please contact this office with any questions related to this display. Student Life Display Board (Johnson Hall): The Student Life display board is managed by the Office of Student Life. Please contact this office with any questions related to this display. Dean s List Display Board (Johnson Hall): The Dean s List display board is managed by the Office of the Vice Chancellor of Academic Affairs. Please contact this office with any questions related to this display. Glen W. Sample Award, Adjunct Faculty Award, Advisory Committees Display Boards (Johnson Hall): These displays are managed by the Office of the Vice Chancellor of Academic Affairs. Please contact this office with any questions related to these displays. Temporary/Free Standing Displays: Temporary and free standing displays must be approved by the Executive Director of Facilities. Considerations are made in regard to location, topic of display, time period of display, appearance and removal for events and other facility requirements. Elevator: (Currently no display space is available in elevators). The following standards apply to postings made in provided sign holders in elevator cars. No postings may be made in the elevator waiting areas or in or on the elevator car unless in a provided sign holder. 1. Postings in elevator sign holders may not exceed 8-1/2 x 11. 2. No postings in elevator sign holders may be displayed which violate any College policy. 3. Postings in elevator sign holders are limited to a single copy of an item. 2

4. Postings in elevator sign holders may remain until after the event is over. 5. Postings in elevator sign holders must be approved by the Office of Student Life. Display Cases: The large, recessed display cases available in both Johnson Hall and McDaniel Hall are coordinated by the Development Office. If a club or group wishes to utilize space in the display cases, they should contact the Office of Student Life. Room Signage Display Holders: The Office of the Registrar or their designee is responsible for the contents of room signage display holders for classrooms. The designated scheduling contact for each conference room is responsible for the contents of the conference room signage holder. Postings in these holders may only be made by these individuals. All items must be contained within the display holder. No items may be otherwise attached to the item. Signage that is found within/on room signage holders will be removed upon discovery if noncompliant. Additional signage added in close proximity of room signage with the intent providing additional information not contained in the display holders must be approved by the Executive Director of Facilities. Office Number Signage Holders: Most faculty/staff private offices include a room number sign with an 8 ½ x 11 pocket at the bottom. This pocket may either be used to hold the faculty/staff member s title, printed by FAS per agreed upon standards, or the faculty/staff member s schedule. Personal decorations placed on the signage should be used with professional discretion. Additional signage added in close proximity of signage with the intent providing additional information not contained in the display holders must be approved by the Executive Director of Facilities. Exit Signs and Other Postings of Emergency Information: No posting or decoration may be placed in such a way as to obscure exit signage, exit or other emergency information. Sidewalk Chalking: With the exception of the preschool sidewalk chalking limited to the west entrance of Johnson Hall, chalk advertisements by members of the campus community are permitted on concrete, horizontal sidewalk surfaces only. 1. These advertisements may only be placed in areas that can be naturally washed by rain and are not permitted under building overhangs, on building surfaces, curbs, steps, brick surfaces, planters, benches or similar locations. 2. Only washable sidewalk chalk may be used. 3. Proposed advertisement drawings must be approved by the Office of Student Life. 4. Drawings may not violate any College policy. Wall Décor: It is important that we protect vertical surfaces in all facilities from damage from hammers, nails, and other materials used for hanging wall décor. Supplies for attaching items to walls are provided by the Facilities Department. Submit a Facilities work order to request hanging of personal items in a private office. If office is a shared space, approval from supervisor will be obtained for hanging of personal decorations. Personal decorations may not violate College policies. Ceiling Décor: Hanging decorations from the ceiling is prohibited. Exceptions must be approved by the Executive Director of Facilities or designee. Window Décor/Postings: No postings or decorations are to be placed on any internal and external windows in classrooms and labs and facility entrances with the exception of posting class cancellations. The Office of Student Life approves and manages postings on windows in the student lounges. External windows in offices are not to have postings or decorations attached to windows. Any postings and decorations placed on windows in offices should not result in the complete covering of the window for safety reasons. Postings and decorations 3

must comply with College policy. Any posting and decoration is subject to removal by the Facilities Department for cycling cleaning of windows. Permanent or temporary coverings of internal windows either by tinting, blinds or curtain is made on a case-by-case and should be directed to the Executive Director of Facilities. Other Décor: Hallways and other public spaces are to be decorated with oversight by the Office of Facilities and the Office of Development in coordination with the Chancellor s Office. Hanging Systems are provided throughout our facilities to allow for the quick installation of a variety of types of hanging artwork and other displays however these may not be used without the permission of these offices. These offices work with a variety of different groups including donors, students, faculty & staff, the local art community, and the local art museums and other groups to provide a variety of types of art and displays in these areas. In general, the area outside of Stidham Auditorium, in the Bennett Lounge, and the area outside of the Pumerville suite will utilize art from the Richmond Art Museum or other Museum or professional quality pieces. Other areas showing hanging systems may include art displays by local artists, student groups, faculty & staff exhibitions, etc. with the coordination of the Offices of Facilities and Development. Restroom Doors: Doors in each restroom in addition to selected locations within restrooms at campus facilities are outfitted with one sign holder, oriented in landscape. All postings in these holders must be approved by the Office of Student Life. The following guidelines must be adhered to when providing postings for these signage holders: 1. Departments should submit postings to the Office of Student Life. The Office of Student Life will review for approval by the applicable department administrator and then prioritize posting order. 2. Copies must be provided to the Office of Student Life in landscape orientation, or they will be returned. 3. The Office of Student Life will stamp the posting as approved and post. 4. The Office of Student Life is responsible for maintaining the timely removal of dated materials. Departmental/Office/Student Lounge Postings: If any of the standard display locations are not sufficient to use for the purpose of the intended posting, in an effort to maintain a balance of achieving an aesthetically-pleasing facility by complying with these posting standards as well as allowing leniency for the College community to post in departments, offices and student lounges, appropriate displays may be placed on doors and windows. If posting on painted walls is considered, the approved adhesive must be used. If tape is used on windows and doors, all tape must be removed from vertical surfaces at the time of removing the posting. If it appears that chemicals are needed to remove tape on surfaces, submit a Facilities work order for this activity. Directional Signage: Interior and exterior directional signage is provided for all facilities. Directional signage not only serves as a way to make guests and students feel more comfortable and oriented in the facility, it also serves a vital role in emergency evacuation of the facility. No posting or decoration may be placed on any interior or exterior directional signage. Temporary directional signage must be approved by the Executive Director of Facilities or designee. Yard Signage: Approval must be obtained from the Executive Director of Facilities for the usage and placement of yard signage. Yard signage must be in compliance with College policies, professional in appearance, temporary, and placement administered by the Facilities Department. Placement of yard signage on non-ivy Tech property is coordinated by the Executive Director of Facilities or designee. 4

Displays of Artwork: The Richmond campus will utilize a variety of resources to display artwork in various areas around the facilities. Hallways and other public spaces are to be decorated with oversight by the Office of Facilities and the Office of Development in coordination with the Chancellor s Office. Hanging systems are provided throughout the facilities to allow for the quick installation of a variety of types of hanging artwork and other display; however, these may not be used without the permission of these offices. These offices work with a variety of different groups including donors, students, faculty & staff, the local art community, and the local art museums and other groups to provide a variety of types of art and displays in these areas. Displays of Trophies/Awards: The Facilities Department will be responsible for the location, security and maintenance of the trophy/award displays. Displays, Flyer Distributions and Other Items on Horizontal Surfaces: The placement of tablet tents, displays and flyers are not to be posted in common areas with the exception of student lounges and individual departments. All displays and flyers in student lounges must be approved by the Office of Student Life. Any exceptions for displays in other common areas must be approved by the Executive Director of Facilities. Individual department displays must comply with Posting Standards and College policies. Commons area magazine/literature displays must be kept current by the individual departments and neat in appearance. All flat surface displays must be easily removed for surface cleaning by the Facilities Department. Donation Boxes: The following guidelines are managed by the Facilities Department: 1. Approved location of donation box is the student lounge for each facility. 2. Donation boxes must be College sponsored. 3. Donation boxes must be respectable looking. 4. Identification of person responsible for maintaining collection boxes is maintained by the Facilities Department. 5. Agreement that the College is not responsible for lost or stolen items. 6. Agreement that the College is not responsible for storage of donated items. 7. Agreement that the College has the right to temporary move collection boxes for the purpose of cleaning and College events. 8. Donation boxes must be removed by the specified date by the responsible person. If not removed by the specified date, the College has the right to remove the box. 9. More than one donation box may be active at a time with approval. 10. An understanding that donation boxes also become the collection of trash. It is strongly encouraged that the responsible party regularly checks and maintains the boxes accordingly. Electronic Campus Television System; Campus Connect Targeted Announcements and Campus Connect Email Messages: The electronic displays are the most prominent and easy to utilize system for advertising and promoting events and activities. The following guidelines are to be used: 1. Messages to be displayed on the electronic display systems system from student groups, must be sent to the Office of Student Life for approval. The Office of Student Life will then send them on to the Help Desk for posting. 2. All other messages to be posted on the electronic displays should be sent to the Richmond Help Desk with the approval by the applicable department administrator. 3. Messages to be posted on the electronic displays should be in one of the following formats: a. Microsoft PowerPoint. You may create a single slide or a multi-slide presentation. If you use a multi-slide presentation, set the presentation to run as a Power Point Show, with slide timings set up. Do not add audio to the files. When you submit the file, be sure to include the length of the presentation. DO NOT set a presentation to loop. 5

i. Slides MUST be in landscape orientation, which is the default in PowerPoint. ii. Slides are best read if they use a solid, dark colored background (dark green, black, navy blue, etc.) with light colored text (white, light tan, or light yellow). iii. Slides should use fonts of at least 48 pt per slide; do not use script font; no transitions or animations. b. Jpg or gif images. Single images or groups of images can be displayed. If sending more than one image, include how long each image should be displayed on the screen. A default of 10 seconds will be used per image. 4. Messages are posted to the electronic displays one time per day, typically in the mornings. If you have made an error to the posting and it needs to be corrected, we will be unable to correct it until the updates are made the following morning. 5. Messages to be posted on Campus Connect and/or Email Announcements should be sent to the Registrar using the form provided on the Share-All, under Registrar s Office > Forms. All Other Displays and Signage: This policy is not meant to be extensive and cover every possible case. If another signage or display is to be created in an Ivy Tech Community College Region 9 facility, the Executive Director of Facilities or designee should be consulted prior to procurement of materials for creation and display of such signage. Appeals: Appeals regarding approvals within this policy may be made to the Chancellor via the applicable Chancellor s Cabinet member. 6