Bulletin Board, Advertising & Publicity Policy

  • Custodian of Policy: VP Finance & Administration
    Effective Date: March 2019
    Last Review: Unknown
    Next Review: March 2026
    Relevant Policies / Procedures: Facilities & Space Use
    Freedom of Speech Policy
    Protests & Demonstrations
    University Signage Policy

    Rationale and Scope

    Minnesota State University Moorhead recognizes the importance of providing information about events and opportunities that support the University’s mission and are of value to the University’s students, faculty, staff, visitors, and guests. This policy is intended to provide direction for groups or individuals who wish to display or distribute information in University facilities and any other property controlled by the University.

    Definitions

    Informative materials include posters, easels, exhibits, digital monitors, flyers, handouts, bulletins, notices, sandwich boards, floor ads or any other type of sign or display format used for the purpose of advertising, announcing, sharing or marketing information.

    Non-affiliated individual or organization means an individual or organization not affiliated with MSUM and includes, but is not limited to:

    1. community organizations
    2. community governmental organizations and associations
    3. regional, state or national organizations
    4. non-profit groups
    5. related state and federal government agencies
        

    Policy

    All informative materials posted or distributed in University facilities and any other property controlled by the University must clearly identify the department, program, recognized student organization, company or other entity responsible for the content being displayed or distributed.

    Informative materials posted or distributed by non-affiliated individuals or organizations require prior approval by the Director of Public Safety or their designee. Non-affiliated individuals or organizations may not use the University logos on any informative materials. The University is not responsible for content errors, false information, or copyright/trademark infringement on informative materials created or published by non-affiliated individuals or organizations. Posted materials may not advertise profit-making goods or services available through the University or its existing business relationships, such as restaurants, book sales, banks or other commercial services.

    Informative materials must be placed on designated bulletin boards, posting boards or stanchions in such a manner as to not cause damage to the display location. The presence of a sign designating the bulletin board for a specific use (e.g. University departments or labor unions) is the indicator that others may not place informative materials on these boards without permission granted by the designated user.

    Only one posting for the same or similar content, message or content may be posted per bulletin board, posting board or stanchion. Posted items are to remain within the perimeter of the bulletin board and should not cover any other posted material. Posted items shall be no larger than 11” x 17” unless otherwise approved by the Director of Public Safety or their designee.

    No materials are to be posted on buildings, building entry/exit doors (except for emergency notices, security, or building hour notices), walls, doors, glass, windows, columns, stairwells (except evacuation information), railings, bathroom stalls, sculptures or any other permanent structure of the University. No materials may be attached to light poles, trees, yards, benches, trash receptacles, bike racks or vehicles in campus parking lots. Requests for exceptions to these restrictions may be approved by the Director of Public Safety or their designee.

    Informative materials placed on bulletin boards designated for use by University departments must promote the department, academic program and/or field of study and will normally not be larger than 11” x 17”. The University administration retains authority over ensuring informative materials support the University’s mission and are of value to the University’s students, faculty, staff, visitors, and guests.

    The University permits academic departments to display their students’ scholarly research posters on the walls in our academic buildings. Such displays, which often exceed the 11” x 17” size limitation, must be made in a neat and orderly fashion and must be posted in such a manner as to not cause damage to the display location. Student scholarly research posters are to be removed after their purpose has been served.

    The University recognizes that in order to do business, temporary notices occasionally must be posted on office or classroom doors, indicating changes, class cancellations, office closings or faculty office hours. Such postings must be made in a neat and orderly fashion and must be posted in such a manner as to not cause damage to the display location. Temporary notices must be removed immediately after their purpose has been served.

    Floor graphics are permitted and must be approved and arranged by the University Marketing and Communications Department. Chalking is permitted on campus sidewalks with prior approval from the Director of Public Safety or their designee.

    Informative materials are to be removed by the individuals who originally posted the information in such a manner as to not cause damage to the display location. If materials are not removed and they become outdated, expired or damaged, the materials may be removed and disposed of by University staff or any person needing use of the space. Informative materials that do not have date-specific information may be removed, as needed, to accommodate posting or distribution of informative materials promoting current events, specific needs or issues related to the campus community.

    Informative materials shall be posted, displayed, carried or distributed in a manner which does not:

    • violate any Minnesota State or University policy, procedure, or codes of conduct or federal, state, or local laws. Messages promoting or advertising alcohol, other drugs, controlled substances and drug paraphernalia in violation of Minnesota State Board Policy 5.18 or the University Alcohol and Other Drug Policy are prohibited.
    • impede access to university buildings or grounds or cause obstruction, blockage, or interference with the regular flow of pedestrian or motor vehicle traffic.
    • present a safety hazard by causing obstruction, blockage, or interference with emergency exits, fire extinguishers or other safety equipment.
    • result in excessive litter or interferes with campus beautification or grounds maintenance efforts.
        

    The University administration retains authority over ensuring informative materials support the University’s mission and are of value to the University’s students, faculty, staff, visitors, and guests. The University administration reserves the right to remove and dispose of informative materials that are in violation of this policy. Repeated violations of this policy may result in revocation of posting or distribution privileges and/or other action. The University reserves the right to assess the cost of labor and materials for cleanup and for any damage done to University facilities and any other property controlled by the University which are a direct result of the posted, displayed, carried or distributed informative materials.

    Certain University facilities (e.g. Livingston Lord Library, Dille Center for the Arts, Nemzek Hall, Comstock Memorial Union, Gerdin Wellness Center and Housing & Residential Life) may have additional University-approved guidelines or exceptions to this policy due to the unique aspects of their department and buildings.