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Secretariat
POLICIES, PROCEDURES AND REGULATIONS

Postering Guideline

Description: Outlines the guidelines and restrictions for “postering” – the posting of advertisements, notices, posters, flyers, or other documents – on York University premises.

Notes: Approved by President and UEC, August 31, 2005.  Effective September 1, 2005


Approval Authority:
Vice-President Finance and Administration

 

Signature: Gary Brewer


General

The University permits limited postering in designated places inside its campus buildings. 

There are specific postering guidelines for the York University Student Centre and the York Lanes Retail Centre that can be found at their respective Web sites.

Notices, posters, advertisements, decals, flyers and other documents (hereafter referred to as “posters”) that are posted on York University property in contravention of the Guidelines and Restrictions will be removed by the University.   The cost of poster removal and repair of any damage caused by those breaching the following Guidelines and Restrictions may be charged to the offending party.

Guidelines

Permitted Posters

1.         Recognized student clubs and organizations as well as University Faculties, colleges, departments and offices may place posters publicizing events and services on campus bulletin boards (and also on other wall panels designated for poster display). 

2.                   A poster that advertises an event, service or product for profit or an employment opportunity for commercial purposes may only be posted on University property with the prior approval of the Department of Campus Services and Business Operations (which may assess an appropriate fee).

3.                   Emergency or regulatory notices to the community containing “need to know” information about an urgent issue regarding facility or security shall be temporarily posted on walls in high traffic areas.  The posting of such emergency or regulatory notices shall be approved by the Office of the Vice-President Finance and Administration and shall be removed immediately following the emergency period.  

4.                   A notice about a class cancellation, course relocation, etc. is permitted on a classroom door or on an adjacent wall for the applicable period of time.

5.                   Posters for student elections and referenda shall comply with the related “Poster and Banner Placement Guidelines” under the responsibility of the Centre for Student Community and Leadership Development.  These include certain exemptions from the York University Postering Guidelines for the duration of the established campaign periods only.

Use of University Name and Brand Logo

6.                   Use of the York University name on a poster shall be pre-approved (by the sponsoring University department head or designate; the Centre for Student Community and Leadership Development, for student clubs and associations; or the Space Reservation Agent, when the University name is to be included in an event location).  The use of the York University brand logo must also be approved in advance (by Account Direction in the Communications Division) and conform to York University graphic standards.

Restrictions

7.                   With the exception of University approved regulatory notices, postering inside classrooms, lecture halls and other teaching spaces is prohibited.  Posters and documents relating to class instruction or other programmatic use of the teaching space are permitted, but shall be removed upon vacating the room/space.

8.                   Posters are limited to one or two copies of the same poster per notice board or display panel, and the name of the internal York sponsor (University department/office, employee group or recognized student association/club) should appear on each, along with contact information such as a contact person’s name, e-mail address, and/or telephone number.

9.                   Wording on posters or notices shall normally be in either English or French or both.  Where the principal messages are in another language, the poster or notice shall include a translation in either English or French or both, or such translation shall be provided by the poster sponsor upon request.

10.               Certain notice boards are reserved for the exclusive use of campus departments or organizations and are labeled accordingly.  The University Official Notice Boards are indicated with large title signs and some are designated for specific uses.

11.               In common areas within buildings, posters shall not be placed on windows, doors, painted surfaces, or the small bulletin boards outside each classroom and lecture hall reserved to display official University timetabling of the room.  This restriction does not apply within office suites or defined departmental areas or to the interior of individual offices.

12.               Posters shall not be placed inside elevators; on elevator doors, directory boards, directional/wayfinding signs, fire hose cabinets, or exit signs; on or inside commercial advertising signs or classroom schedule holders; or on wood finishes.  

13.               Postering is not permitted outdoors on University property, including on any vehicle, tree, hedge, building, wall, door, window, light pole, sign or sign post, garbage/recycling container, utility box, mail box, newspaper dispenser or other fixture.  Temporary external signs are permissible for event wayfinding and can be requisitioned through Account Direction in the Communications Division of the University.

14.               Decals (with adhesive backing), double-backed carpet tape, and the use of other permanent adhesive substances or those that prevent easy poster removal are prohibited.

Removal of Posters 

15.               Posters outdoors on University property as well as posters on glass, wood and painted surfaces in common areas within buildings (including on elevator doors and inside elevators) will be removed by the University. 

16.               The bulletin boards in Central Square, Curtis Lecture Halls, the Accolade West Building and the main floor of the Ross Building will be cleared once a week by University staff on the day indicated on the board.  

17.               Posters and notices posted in excessive numbers on a notice board or display panel will be removed.

Cleaning of University Official Notice Boards and other reserved boards is the responsibility of the department/group for which they have been provided.