General Overview
This policy has been designed to ensure that John Carroll University students, faculty, and staff have equal access to common posting areas in order to promote events and activities, to avoid violations of fire and safety codes, and to preserve the aesthetic quality of the campus.  Posting on University property is a privilege, and therefore, the University reserves the right to regulate the posting and distribution of all publicity.  General guidelines for all members of the community are included in this policy with additional instructions outlined for student groups and non-University groups.

Posting Restrictions

  • Location – No fliers are permitted on any walls, windows, doors, stairwells, elevators, garbage cans, or columns on campus.  Posting is not permitted on glass (except where noted), mirrors, masonry walls, and painted surfaces (including doors).  There may be some exceptions to this in the residence halls. 
  • Content – No libelous material shall be posted.  Material must abide by the University Code of Conduct and not be contrary to the mission of the University.  No fliers are allowed to advertise drink specials, events where the primary purpose is drinking, or other activities that appear to promote irresponsible or illegal alcohol use.
Student Groups and Non-University Groups                                                                        
  1. All promotional materials and advertisements must have the “approved for posting” notice displayed on each promotional piece prior to posting.  Photocopies of the stamped original are acceptable.  All posters/fliers from student organizations or outside groups must be approved in advance by the Office of Student Activities (OSA).
  2. The following information must be included on all postings:  the name of the event; sponsoring organization; contact information including name, phone number, and e-mail address; and event time, place and admission cost, if applicable.
  3. All postings must be dated and removed by the date stamped on the flyer or within three (3) days following the event date.  The sponsoring organization/group is responsible for removing all fliers and posters following the event.
  4. Posting is permitted on common area bulletin boards only (only one per bulletin board).  Posting may also be permitted on departmental bulletin boards with permission of the appropriate department.

University Departments

  1. Flyers sponsored by a University department do not require content approval from the OSA prior to posting, but must follow all other of the same posting guidelines.
  2. Departments may post information on the inside glass within their departments or other departments with permission.  Postings of signage on the exterior grounds and/or buildings can only be done with the permission of the Facilities Office (216.397.4314).  *Note:  Stanchions may be available through the Facilities Scheduling Office (216.397.1500) for special events on campus. Faculty and departments may obtain approved bulletin/posting board/bars for their walls adjacent to their doors through the Facilities Office at a nominal cost.
  3. Flyers are permitted to be posted on faculty and staff member’s doors with blue tape.

Sanctions and Questions
Failure to abide by these guidelines may result in a loss of posting privileges.  Additionally, charges/fines may be imposed for the removal of fliers/posters/signs that have expired, are posted in unacceptable locations, or require repair of surfaces due to damage during removal.  Any non-JCU person or group found posting around campus without following the posting procedures and guidelines may be charged with trespassing.

General policy questions can be directed to the Director of Purchasing & Auxiliary Services at 216.397.3025.  Content and questions regarding postings by students and non-University groups should be directed to the Office of Student Activities at 216.397.4288 or studentactivities@jcu.edu.

Guidelines for Specific Types of Publicity

Atrium Window Painting

  1. Atrium window painting in the D. J. Lombardo Student Center is reserved for major, campus-wide events for JCU entities only.  Only one event may be publicized at one time.
  2. The group must provide their own paint (use water based poster paint only please!).  Paint must be removed within 24 hours of the event.
  3. If the cleaning company cleans the window, your organization or department will be charged a fee that ranges from $100 – $400.
  4. To get permission for this form of publicity, please complete the Office of Student Activities Publicity Request Form, with the text and design attached, and submit to the Office of Student Activities (OSA) for approval.
  5. After your request is approved, you may sign the atrium window calendar located in the OSA.

Banners

  1. Banners may only be hung on the wall of the Atrium across from the windows of the D. J. Lombardo Student Center and from the horizontal rail at the top of the steps. Signs may not be hung on any other wall or stairway handrail.
  2. Banners may be hung for a period of one week. They will be removed after seven days or following the day of an advertised event.
  3. Banners may not exceed three (3) feet wide by six (6) feet long in size and should be hung at a height of at least eight feet from the floor.
  4. Exceptions may be made in the size, location and hanging duration of signs for special campus events (e.g. Homecoming/ Family Weekend, Greek Week, etc.) with the approval of the OSA.
  5. Student organizations who wish to post beyond the guidelines written in this policy, must submit a written request to the OSA for approval.
  6. University departments who wish to post beyond the guidelines written in this policy must get the approval of the Office of Auxiliary Services.
  7. All banners are approved and stamped for approval, including a removal date, by the OSA (located in Suite 201 of the D. J. Lombardo Student Center, above the bookstore).

Chalking

  1. This form of publicity is available for registered student groups or departments to promote an organizational event or meeting.
  2. Chalkings should be on the sidewalk only and not on any buildings or trash cans.
  3. Groups must provide their own chalk.
  4. To get permission for this form of publicity, please complete the Office of Student Activities Publicity Request Form, with the desired text, design, and location attached, and submit to the Office of Student Activities (OSA) for approval.  

Floor Posting

  1. Floor publicity can only be displayed on the stairs from the Schott Dining Hall level to the Intramural Gym level of the D. J. Lombardo Student Center.
  2. Publicity can only be posted on the side of the steps, not the top of the steps. Blue painter’s tape must be used to secure the publicity. 
  3. Floor posting is limited to only registered and recognized JCU student organizations.  Only two (2) organizations can have publicity on the steps for up to 48 hours. After the 48 hours, publicity must be removed by the sponsoring student organization.
  4. To get permission for this form of publicity, please complete the Office of Student Activities Publicity Request Form, with the text and design attached, and submit to the Office of Student Activities (OSA) for approval. 
  5. After your request is approved, you may sign the floor publicity calendar located in the OSA.

Flyers

  1. Except where noted, flyers are not permitted on any walls, windows, doors, stairwells, garbage cans or columns on campus.
  2. Flyers are not permitted to advertise alcoholic drink specials, events where the primary purpose is drinking, or other activities that appear to promote irresponsible or illegal alcohol use.
  3. All flyers and signs should contain the name of the sponsoring organization, clearly marked, as well as contact information (phone and/or e-mail of the sponsoring organization or department).
  4. Flyers that promote messages that are contrary to the Jesuit and Catholic character and mission of the university are not permitted.
  5. Approved flyers may be posted on established bulletin boards in any building on campus. With permission, approved flyers may be posted in the residence halls and on department bulletin boards.
  6. No solicitation is permitted under doors in any residence hall or buildings on campus.
  7. The staff in the Office of Student Activities will post flyers on a weekly basis for external groups if they desire.
  8. Only Residence Life personnel are allowed to post flyers in the common areas of the residence halls.  A total of 64 copies may be placed in the hall office mailboxes located in the Office of Residence Life.  Each hall office mailbox has a designated number marked on it that represents the number of flyers that can be placed in each mailbox.  The numbers are the following:  20 copies are needed for Campion and Hamlin, 13 for Sutowski and Pacelli, 16 for the Bernet, Millor, and Dolan, and 8 for Murphy.
  9. All flyers are approved and stamped for approval, including a removal date, by the OSA (located in Suite 201 of the D. J. Lombardo Student Center, above the bookstore).
  10. There are (7) bulletin boards used for posting flyers. Bulletin board locations are: Student Center Atrium – (2) boards across from student mailboxes, (1) board to the right of the elevator, on the same floor as Residence Life and (1) board across from the IM gym by the vending machines, AD building – (1) board on the 2nd floor, across from Catholic Studies,  Boler School of Business (1) board on the 1st floor, Dolan Science Center(1) board on 1st floor – east wing, across from the vending machines.

Outdoor Staking/Signs

  1. Publicity staking and/or signs can be used occasionally to promote events or activities.
  2. To get permission for this form of publicity, please complete the Office of Student Activities Publicity Request Form, with the text, design and location attached, and submit to the Office of Student Activities (OSA) for approval.  

Special Presentations

  1. Any special publicity presentation not outlined in this policy must be approved through the OSA. 
  2. The organization, department or group must complete the Office of Student Activities Publicity Request Form, with the text, design, or other description and location attached, and submit to the Office of Student Activities (OSA) for approval.  

Student Mailbox Stuffers

  1. Flyers can be placed inside individual student mailboxes with the approval of the Office of Student Activities (OSA). There are a total of 1900 student mailboxes.
  2. To get permission for this form of publicity, please complete the Office of Student Activities Publicity Request Form, attach the flyer to the request, and submit to the OSA for approval. 
  3. Requests must be submitted at least ten days in advance. After your request is approved, you must contact the supervisor in the Mail Center to schedule a time to stuff the mailboxes.

Napkin Holders

  1. Napkin holders can be placed in the Schott Dining Hall and/or Einstein Bagels.  There are 200 napkin holders in the Dining Hall and adjacent areas.
  2. The format for the napkin holder publicity is a rectangle that is 6 inches X 4 inches.  Groups will only be able to print on one side.
  3. Napkin Holders will be reserved on a first-come, first-served basis and only two table tent promotions will be allowed on tables at one time.
  4. To get permission for this form of publicity, please complete the Office of Student Activities Publicity Request Form, with the text, design and location attached, and submit to the Office of Student Activities (OSA) for approval. The text document must be attached.
  5. After your request is approved, you may sign the table tent calendar located in the OSA.

Posting Approval Procedures

  1. All flyers and banners are approved and stamped for approval, including a removal date, by the OSA (located in Suite 201 of the D. J. Lombardo Student Center, above the bookstore).
  2. Other special publicity described above must be submitted to the OSA with the Publicity Request Form and with the text, design and other pertinent information attached.

Enforcement

  1. The OSA staff will monitor and maintain the bulletin boards, doors, and windows in the Student Center and clean off dated or unapproved fliers or banners on a weekly basis.
  2. The OSA staff will monitor and maintain the bulletin boards, doors, and windows of the D. J. Lombardo Student Center on a bi-weekly basis.
  3. The Auxiliary Services and Housekeeping departments will monitor unauthorized postings in administrative common buildings except where noted above.
  4. Faculty, staff, and students are encouraged to take down dated fliers and bring unapproved or questionable fliers to the attention of the OSA staff as needed.  The office staff will follow up with any sanctions that are needed for policy violations.

Revised August 16th, 2014