Student Life Publicity Procedures

Statement of Purpose

These publicity procedures are designed to promote compliance with established fire codes, to reduce visual clutter on campus, to reduce paper waste, and to cut overall costs of event promotion for groups and organizations. They are also intended to prevent damage to surfaces and prevent costly cleanup and repairs. These procedures apply to all publicity (flyers, banners, posters, leaflets, etc) posted in or on Fowler Student Center, Pamplin Sports Center, Zehntbauer Swimming Pavilion, and the residence halls.

These procedures operationalize the institutional Freedom of Expression & Academic Inquiry Policy.

Requirements for Print Publicity

Contents:

Print publicity must contain the following information:

1. Name of the Lewis & Clark College sponsor, which can be an institutional department, office, or an officially recognized student organization. (All others interested in posting must have  organizations must have an L&C sponsor).

2. The date of the event or the date the posting will expire

3. The contact information for the sponsor

Criteria:

Posters will be tabloid size (11’’x17’’) or smaller.

Location:

Print publicity is permitted on designated bulletin board surfaces only. Postings on any other surface will be removed without notice. Prohibited posting surfaces include the following: doors, walls, glass windows (postings cannot block line of sight under any circumstances), wood surfaces, building exteriors, floors, banisters, pillars, fixtures, railings, stairs, traffic and directional signs, or in restrooms.

Office or residence room doors may be decorated at the discretion of their occupants.

Removal:

Print publicity will be removed by the sponsor no more than two (2) days after the event has passed, or the posting has expired.  Sponsors that fail to remove their own posts may lose publicity privileges.

Bulletin Board Regulations

Posting of any material is only permitted on bulletin board surfaces designated for that use.

• All bulletin boards in Templeton, Pamplin, and Zehntbauer will have an identification placards with the following information:

• • General use -OR- Dedicated Use

  • If dedicated use: Name of L&C organization or department

  • If dedicated use: Contact email for that organization or department

  • go.lclark.edu/SLBulletinBoards - which links to these procedures

• Print publicity can only be affixed with removable tape (such as blue painters’ tape), pushpins, or thumbtacks.  Use of cellophane tape, duct tape, electrical tape, packing tape, staples, nails, etc. will damage the surface and may cause additional work to clean or repair; postings using these prohibited items will be removed immediately.

• Duplicate postings on the same general use bulletin board will be removed.

• General Use bulletin boards will be cleared at the end of each semester.

Dedicated Use Bulletin Boards:

Departments and organizations with dedicated use bulletin boards are responsible for the content of the boards and for the approval of such content. All materials should be in compliance with all College policies and regulations.

Banners:

Banners are only permitted in specific locations which are available from Conferences and Events. Banners require pre-approval by Student Activities and Conferences and Events.

Display Cases:

Display cases outside of Fields Dining Hall and in the Trial Room are available on a first come, first serve basis. Requests for use of a display case can be made here. All display case contents require pre-approval by Student Activities.

Approval process

All publicity materials in the Templeton Campus Center must be pre-approved by the Office of Student Activities before they may be posted.

1. A digital draft of the proposed publicity material must be electronically submitted to the Office of Student Activities at activity@lclark.edu no less than two (2) business days (48 hours) before the posting is intended to be printed. If you are unable to submit a digital draft, a hard copy can be brought to Student Activities (Templeton 110) for approval.

2. After receiving approval, copies of the of the publicity material may be produced.

3. All copies of the publicity material must be brought to Student Activities to receive the approval stamp.

4. Sponsor will be responsible for applying the approval stamp on each poster.

5. Sponsor will then be responsible for removing all publicity materials two (2) days after the event has passed, or the event has expired.

Approval Conditions:

• Publicity containing obscene language or promoting conduct prohibited by the Student Code of Conduct will not be approved.

• The Office of Student Activities reserves the right to discuss concerns with the sponsor prior to approval.

• Publicity in dining facilities must be approved by Bon Appétit management, in coordination with Student Activities.

• Those wanting to post publicity materials in Pamplin or Zehntbauer will be directed to Director of Physical Education and Athletics or designee for approval. The Director of Physical Education and Athletics or designee may choose to consult with the Director of Student Activities as needed.

• Those wanting to have publicity materials posted in the residence halls will be directed to Campus Living staff for approval. Campus Living staff may choose to consult with the Director of Student Activities as needed. Publicity materials intended for the residence halls must be delivered to the Campus Living Office and may only be posted by Campus Living staff. Each Area Director and their staff is responsible for managing publicity in their respective areas.

Fowler Bulletin Boards

• All publicity must be approved by Director of Student Activities.

• Bulletin board use in the Fowler Student Center will be designated by the Director of Student Activities and postings must be appropriate for each space.

• • Student Organizations (those with and without designated office space in Fowler)

  • Student Life departments and building tenants

  • General Announcements

Bulletin Board Numbers and Locations

First Floor

1. Registrar’s Office

2. Student and Departmental Accounts

3. Financial Aid

4. Financial Aid

5. Campus Living

6. General Postings

7. Directional Sign

Second Floor

1. General Postings (above mailboxes)

2. College Outdoors

3. College Outdoors

4. College Outdoors

5. Conferences and Events

6. General Postings

7. General Postings (column)

8. General Postings (column)

9. KPH Radio

10. KPH Radio

11. Pioneer Log

12. Queer Student Union

13. General Postings

14. SEED/General Postings

15. MRC

16. General Postings

17. Feminist Student Union

18. General Postings

19. General Postings (column)

20. Display Case - Career Center

21. Sculpture Display Case

22. Display Case assigned by Student Activities when requested

23. Display Case - Physical Education and Athletics

24. General Postings

25. Student Leadership and Service

26. ASLC

27. ISLC

28. ASLC

29. CAB/General Posting

Third Floor

1. General Postings

2. Display Case assigned by Student Activities when requested

3. TCKs/ISS Postings

Pamplin and Zehntbauer Bulletin Boards

• All publicity must be approved by Director of Physical Education and Athletics or designee.

• Bulletin board use will be designated by the Director of Physical Education and Athletics or designee and postings must be appropriate for each space

• • Varsity Athletics

  • Intramural

  • Club Sports

  • Faculty/Staff Fitness

  • General Announcements

Residence Hall Publicity

• All publicity materials for the residence halls must be approved by Campus Living staff, in coordination with Student Activities. Publicity in residence halls must be delivered to the Campus living office and may only be posted by Campus Living staff. Each Area Director and their staff is responsible for managing publicity material postings in their respective areas.

Notices

• The College disclaims all responsibility for the content of postings and advertising materials posted on campus. All materials should be in compliance with all College policies and regulations. Students, faculty, and staff should be aware of current laws regarding libel, defamation, obscenity, fair labor, and any other applicable laws.

• Publicity that does not adhere to the outlined policy and procedures, or that may violate College policy or the law, may be removed at any time without notice.

• Recognized student organization postings, email accounts, and website profiles pages are hosted at Lewis & Clark College as physical postings in approved locations or on College owned servers, but they are not official Lewis & Clark College methods of communication. The College assumes no express or implied responsibility for any component of student organization communication, including content, presentation, usability, accessibility, accuracy or timeliness, nor any website links directed from any posting, email communication or website. Please visit the Office of Student Activities website at go.lclark.edu/activity to obtain the email address for the student organization that you would like to get in contact. If the student organization does not respond to you in a timely manner, contact the Office of Student Activities at activity@lclark.edu or at 503-768-7122 to be referred to a designated contact.
  
  Adopted July 15, 2016