Office of Student Activities
Utica College permits the posting of materials on campus only by those individuals, departments, student clubs and organizations, external organizations, and businesses that adhere to the conditions of this policy. All those wishing to post materials on the Utica College campus must obtain the permission of the Director of Student Activities or the Director of Residence Life as described below. Approved postings do not necessarily reflect the views or opinions of Utica College; receiving permission to post does not indicate an endorsement of the content of any approved posting.
Additionally, use of the Utica College name and/or logo in off-campus postings that promote College events, programs, and/or services must be approved in advance by the Office of Marketing and Communications.
This policy applies to all members of the Utica College community, administrative and academic departments, student clubs and organizations, external organizations, and businesses desiring to post materials that promote events, clubs, and organizations, or that wish to advertise goods and services.
Emergency notices – Certain offices may post emergency notices in locations otherwise prohibited by this policy and may do so without the usual approvals. These include the Offices of the President, Campus Safety, Environmental Health and Safety, Student Affairs, Registrar, Residence Life, and Student Activities.
Designated bulletin boards – Academic and administrative departments may maintain departmental or specially designated bulletin boards. Materials may be posted on such bulletin boards without being stamped by the Office of Student Activities. However, materials posted on designated bulletin boards must relate to the designated department or subject. For example, clubs and organizations may not post their materials on HR-designated bulletin boards.
Dedicatory and interpretive signage – When appropriate, the College will install plaques that commemorate donations to the College, recognize students or employees who have passed away, or provide information about sculptures and other campus features. The Office of the President must approve materials, design, wording, and locations for these types of signage. For more information, see UC’s Fundraising Activities and Practices policy.
Only the President of the College may grant permission for other exceptions to this policy. Requests for exceptions must be presented in writing to the Director of Student Activities, who will submit the request to the Office of the President.
REASON FOR POLICY:
This policy is intended to provide adequate opportunities to publicize and promote College events and activities, thereby enhancing the engagement of students and employees in the array of campus academic, social, and cultural activities. At the same time, the policy is intended to ensure that the Utica College campus is free of unnecessary clutter and to prevent damage to walls and other surfaces.
In the spirit of Utica College’s active engagement with the Mohawk Valley community and recognizing that certain off-campus activities, events, and services are of interest to the Utica College community, this policy also provides designated areas where external groups may post materials.
All posters, flyers, and signs falling within the purview of this policy must be authorized and stamped by the Office of Student Activities, which is located in Room 103 of the Strebel Student Center. Anyone requesting permission to post an item must leave a sample copy in the Office of Student Activities along with all pertinent contact information for the person responsible for such posting. Permission will be granted for a period of time not to exceed three weeks.
If postings will be hung in the residence halls only, said postings should be reviewed, approved, and stamped by the Director of Residence Life or his or her designee without going through the Office of Student Activities.
Once materials have been authorized and stamped, they may be posted by the individuals requesting authorization, providing that the guidelines outlined below are followed. Alternatively, a supply of the materials can be left with the Office of Student Activities, which will make arrangements for the materials to be posted.
Individuals and organizations are required to remove their own postings by the day after the event date or the expiration date on the approval stamp. Materials not so removed will be discarded by College employees.
Posting Guidelines for Members of the Utica College Community
Format and Content
1. The following content must appear on all posted materials:
• The full name of the sponsoring organization, business, or group
• In the case of an event, the date, time, and location
• A contact telephone number or e-mail address for more information
• Any fees, costs to participate, entrance requirements, etc.
2. Posters may not exceed 11" x 17" in size. Special consideration for special events that may require larger posters will be considered; such requests should be directed to the Director of Student Activities.
3. All posted material must comply with the Advertising Alcohol-Related Events Policy in the Student Handbook.
4. Postings for events that violate the Code of Student Conduct are not permitted.
5. Postings for activities prohibited by College regulations or local, state, or federal laws are not permitted.
6. All postings will adhere to the College community’s sense of decency and good taste. Offensive, obscene, or inflammatory postings will not be permitted.
7. Posters for New York state and federal elections must conform to the institutional policy regarding Political Activity on the Utica College Campus.
Approved Locations for Postings
1. Posters are allowed only on designated bulletin boards. The Office of Student Activities will provide guidance as to which bulletin boards are designated.
2. Examples of where posters may not be placed include external doors, windows, walls, classrooms, anywhere within public restrooms, or on the wood walls, tack strips, or fireplace in the Strebel Center’s Ellen Knower Clarke Lounge.
Exception: Postings are allowed on residence hall walls.
3. Only one poster per activity or service is permitted per bulletin board.
4. Postings should not cover or obstruct other notices.
5. Postings are not to be distributed door to door, hand to hand, or on car windshields. However, the Director of Student Activities may, at his or her discretion, provide a location for external organizations or businesses to leave quantities of publications and/or handbills.
Approved Methods for Affixing Postings to Surfaces
For cork bulletin boards, only tacks, staples, stick pins, or masking tape may be used.
Other Forms of Posting
1. The following types of promotional materials will normally be permitted only with prior approval from the Director of Student Activities (for activities sponsored by internal departments or organizations) or the Executive Director of Corporate and Professional Programs (for activities sponsored by external organizations):
• Free-standing signs
• Indoor banner-style signs
• Lawn stake signs
2. ARAMARK Dining Services provides napkin holders that can accept promotional notices. Because of this convenience and consistent with the College’s commitment to maximizing opportunities to promote College events, permission may be requested from the Office of Student Activities to post in these receptacles. For information on the size and requirements to advertise in these units, please contact the Office of Student Activities. (Note that table tents are not permitted in the College’s dining facilities.)
3. Other promotional resources that may be used by members of the College community include:
• The Daysheet (please email email@example.com)
• The Tangerine (submit to Tangerine office)
• WPNR Radio (submit to WPNR studio)
• Inside UC (consult with the Coordinator of Media Relations in the Office of Marketing and Communications)
• The Utica College Web site (consult with the person responsible for the specific Web page)
4. Off-campus postings that feature the Utica College logo must be approved in advance by the Office of Marketing and Communications.
Note that each of these resources may have its own guidelines for content submission and all have deadlines. Please be sure to plan ahead to allow time for submissions to be processed.
Guidelines for Postings by External Organizations or Businesses
External organizations or businesses must follow all of the procedures and guidelines above and must also follow these additional procedures:
1. Except with regard to employment notices or off-campus housing opportunities, all outside organizations or businesses must receive permission from the Office of Student Activities as outlined above. Non-College postings are restricted to the designated bulletin board in the Strebel Student Center and other locations to be determined by the Office of Student Activities.
2. The following is a partial list of items not allowed for posting on these boards:
• Lost and found announcements
• Boxes or receptacles that solicit donations
• Any posting deemed unacceptable by the Director of Student Activities
3. Off-campus employment opportunities are publicized through the Office of Career Services, and all notices should be brought to that office.
4. Off-campus housing opportunities, including “roommate needed” signs, are publicized through the Office of Residence Life and their off-campus listing service, and all notices should be brought to that office.
5. Approval of all other postings by external organizations or businesses is at the sole discretion of the Director of Student Activities. The Director of Student Activities may, at his or her discretion, provide a location for external organizations or businesses to leave quantities of publications and/or handbills.
6. Everyone requesting such posting must provide the following information: the responsible person’s name, telephone number and/or e-mail address, and a permanent postal mailing address.
It is the responsibility of all members of the College community, College departments, student clubs and organizations, and external organizations and businesses wishing to post materials on the Utica College campus to contact the Director of Student Activities or the Director of Residence Life for approval. It is the responsibility of members of the College community to remove their postings after the date of expiration.
The Director of Student Activities, the Director of Residence Life, and the Director of Facilities Management have the authority to direct the removal of any and all expired and/or inappropriately posted postings as appropriate.
1. Postings in violation of this policy will be removed and destroyed regardless of the content.
2. The College’s student disciplinary system has jurisdiction over Code of Student Conduct violation complaints filed against any student or organization that places, destroys, defaces, or removes postings on College bulletin boards or that posts materials that violate this policy. Sanctions for students or student clubs and organizations violating this policy include but are not limited to:
• The cost of removing inappropriate postings and repair of any damage caused by such postings, which may be charged to the individual and/or organization responsible for the posting
• Loss of future posting privileges
• Other disciplinary sanctions as outlined in the Student Handbook.
3. College employees violating this policy may be subject to disciplinary action by the College as outlined in the Employee Handbook.
4. External organizations and businesses violating this policy may receive a warning letter from the Office of Campus Safety, may be charged for the cost of removal and repair of damage, and/or may be subject to legal action.
5. Chronic abusers of this policy should be reported to the Director of Student Activities or the appropriate College administrator.
Enforcement of Utica College policies is the responsibility of the office listed in the “Resources/Questions” section of each policy. The responsible office will contact the appropriate authority regarding faculty or staff members, students, vendors, or visitors who violate policies.
For any questions or additional information, please contact the Office of Student Activities, the Office of Residence Life, or, regarding employment opportunities, the Office of Career Services.
See also Utica College’s policies on Solicitation, Fundraising Activities and Practices, Political Activity on the Utica College Campus, and Credit Card Marketing, the Utica College Student Handbook (sections on Advertising Alcohol-Related Events and Code of Student Conduct), and the Utica College Employee Handbook.
Please note that other Utica College policies may apply or be related to this policy. To search for related policies, use the Keyword Search function of the online policy manual.
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