Approved September 2024
Policy Statement
At Chapman University, the display of flyers, posters, yard signs, chalking and digital signage on campus serves various purposes, such as promoting campus events and organizations, sharing a variety of viewpoints, celebrating communities and helping with directional needs. To facilitate this process, Chapman has established this Policy to address the time, place and manner of displaying these materials as well as the process for campus upkeep.
Reason for the Policy
The Chapman Campus Posting Policy ensures that university events, organizations, activities and viewpoints can be effectively promoted through campus postings and digital signage without compromising the aesthetic appeal and safety of campus.
Table of Content
- Policy Applies to
- Exemptions
- Posting and Distribution Regulations
- 3.1. General
- 3.2. Prohibited
- 3.3. Approved Spaces
- 3.4. Approved Spaces - Interim Allowances
- 3.5. Staked Signs, A-frames & Pedestal Signage
- 3.6. Flyer Distribution (passing out flyers on campus)
- 3.7. Content Requirements
- 3.8. Mounting and Display Requirements
- 3.9. Time Period
- 3.10. Quantity and Placement
- Cleanup
- Theft, Damage and Destruction
- Consequences for Violating this Policy
- Reporting
Policy
1. Policy applies to
1.1. All Chapman University students, recognized student clubs, organizations, groups, employees, campus academic and administrative units, and all who choose to display postings on the Chapman campuses and Chapman-owned properties (excluding faculty/staff residential housing and individual student residences).
1.2. External entities that would like to display posting on the Chapman campuses and Chapman-owned properties.
2. Exemptions to certain aspects of this Policy are allowed for
2.1. Chapman branded signage and décor approved by Campus Planning and Design, Public Safety, Student Affairs and/or Marketing and Communications.
2.2. Display/Exhibit reservations through Event Operations. (See Policy for Outdoor Displays and Exhibits on Campus).
3. Posting and Distribution Regulation
3.1.1. Chapman University-recognized student clubs, organizations, groups, and campus academic and administrative units can post freely without central approval but must adhere to this Policy.
3.1.2. External entities and individual Chapman students and employees can post personal postings within the designated community spaces only (See Posting Locations Map).
3.2.1. Postings may not be placed on painted walls, windows, glass, wood, brick, inside elevators or within 5 feet of elevator doors, within enclosed staircases, on interior and exterior doors, inside bathrooms or in a manner that impedes functionality, safety and access.
3.2.2. Signs are prohibited from being placed on public property, which includes the public parkway (the strip of grass located next to streets) or any utility pole or streetlight and are subject to removal in accordance with the City of Orange Municipal Code.
3.2.3. Postings may not be placed on campus art or exhibits.
3.2.4. Postings may not conceal or obstruct door/exit signs, manual pull fire alarms, fire extinguisher cabinets, fire sprinklers or other life safety equipment.
3.2.5. Paper or sticker postings (or other similar mediums) may not be placed on walkways.
3.3. Approved Spaces (with stipulations as stated)
3.3.1.1. Must use tacks to adhere to bulletin boards.
3.3.1.2. Cannot post on bulletin boards that are designated for other uses (ex. Argryos Forum art wall).
3.3.1.3. Cannot cover existing signage with other flyers. This ensures content is not obscured.
3.3.2. Digital Signage (through signage.chapman.edu)
3.2.1. Cannot post physical signage on top of screens. This ensures screen cleanliness and content is not obscured.
3.3.1. Cannot obstruct campus maps and key directional signage. This ensures pathfinding tools are accessible for campus.
3.4. Other Approved Spaces - Interim Allowances (with stipulations as stated)
As Chapman continues to improve its posting locations infrastructure and with a project underway to find more effective ways to post on campus, these spaces may be modified or removed from this Policy.
3.4.1.1. Certain pieces of campus art rest on support structures. Posting is permitted on these support structures, provided postings do not block, cover, or otherwise alter any plaque, inscription or other message present on the support structure.
3.4.2. Bench Seat Backs (where your back touches the bench)
3.4.2.1. Cannot post on the seat portion of the benches (where your rear touches the bench). This ensures a clean sitting experience for the campus.
3.4.3. Campus Railings and Gates
3.4.3.1. Cannot attach to any hand grips on railings and gates. This ensures proper hand grip safety.
3.4.5.1. Cannot adhere postings to any existing branded signage or obscure the lights themselves. This ensures brand compliance and proper visibility at night.
3.5. Staked Signs, A-frames & Pedestal Signage
3.5.1. The use of staked signs (i.e. yard signs), A-frames and pedestal signage can be utilized by recognized student clubs, organizations, groups, and campus academic and administrative units for event promotions, directional signage and/or educational events. Political message and campaign signs are prohibited.
3.5.2. Signs must be placed in areas that do not impede functionality, safety and access.
3.5.3. Signs may not be placed in any campus location that has been reserved, including exhibits/displays. Signs placed in locations that have been reserved will be removed prior to the start time/date of the reservation.
3.5.4. Obvious blanketing of campus with yard signs, a-frames and pedestal signage is prohibited and will be removed.
3.5.5. Cannot cover existing signage with other postings. This ensures content is not obscured.
3.5.6. Content must include the required information listed in 3.7.1.
3.5.7. Signs may not be posted longer than a week in advance of an event or campaign and must be removed by the sponsoring program or department within 24 hours following the completion of the event or campaign.
3.5.7.1. Signs related to events that last longer than one week should schedule campus space through the appropriate process through Event Operations. Signs related to events that exceed one week and are not part of a scheduled exhibit/display, are prohibited.
3.5.8. Signs placed on lawns or adjacent to/in landscaping areas will be removed as/when needed for landscaping maintenance (i.e., lawn mowing, trimming, etc.).
3.5.8.1. Regular sprinkler schedules will not be altered, and it is the responsibility of the recognized student clubs, organizations, groups, and campus academic and administrative units to ensure signs are prepared accordingly.
3.5.9. Staked signs must be produced using thin metal frames with corrugated plastic signage and placed with care to avoid piping and/or other in-ground elements. All other types of staked signs are prohibited (i.e. wood frames). This ensures the placement of the sign does not damage the grass, piping and other in-ground elements. Staked signs may be removed if they are determined by Facilities Management to be placed in a location or manner that risks damage to landscaping, pipes, and/or other in-ground elements.
3.5.10. Cleanup and removal of signs is outlined in 4.2.4 below.
3.6 Flyer Distribution (passing out flyers on campus)
3.6.1. Leaflets, pamphlets, handbills and similar informational literature (i.e., flyers) may be handed out in association with recognized Chapman groups, events and activities.
3.6.2. External and unrecognized groups can only distribute flyers in conjunction with the renting of outdoor space through Event Operations. Otherwise, the distribution of flyers by external and unrecognized groups is prohibited. Recognized student clubs, organizations, groups, and University departments should refer to the Facility Use and Event Policy if they desire to distribute flyers as part of a co-sponsored or co-hosted event with an external or unrecognized group.
3.6.3. Flyers may only be distributed in person, to individuals.
3.6.4. Flyers cannot be placed on cars, left on unattended tables, attached to walls or doors, or placed in any other campus locations.
3.6.5. Flyers may not be distributed in a manner that impedes the flow of traffic (automobile or pedestrian), disrupts activity taking place in any classroom or building, or goes against the policy outlined in 3.7.2.1.
3.6.6. Flyers may not be distributed inside any building or dining hall.
3.6.7. Flyers may not be distributed in the Residence Halls, Chapman apartments, or surrounding locations without prior authorization from Residence Life and First Year Experience.
3.6.7. Persons or entities responsible for the unauthorized distribution of flyers may be charged by Chapman for cleanup.
3.7. Content Requirements
NOTE: Content requirements are applicable to all posting channels noted in this policy including flyers, chalking, staked signs, flyer distribution, digital signage, etc.
3.7.1.1. All postings should have the below required information displayed on their physical posting in a font size no smaller than ten (10) point:
3.7.1.1.1. The name of the sponsoring Chapman group, department, or individual as well as the sponsored unrecognized group.
3.7.1.1.2.Organization’s or individual's contact information (phone number, e-mail, social handle and/or website).
3.7.1.1.3. When related to an event, the event date, time and location.
3.7.1.1.3.1 Allowance is made for event promotion before time, date and location are known.
3.7.1.1.4. All postings in our designated community spaces by unrecognized/unaffiliated student groups shall expressly disclaim any affiliation with or recognition or sponsorship by the University. The following language is approved for use: “This group is not affiliated with, recognized by, or otherwise endorsed by Chapman University in any manner.”
3.7.2.1. Postings must not violate Chapman University Policies, the Academic Freedom and Free Speech, or the Student Conduct Code.
3.7.3.1. Postings containing information written in a language other than English must have an English translation on said postings, with the exception of the names of recognized student groups, clubs, organizations and commonly used phrases.
3.7.4. Use of the Chapman Name, Logo and Marks
3.7.4.1. Any postings using the Chapman logo must adhere to Marketing and Communications brand guidelines.
3.7.5. Trademark, Copyright and Image Use
3.7.5.1. Content displayed on posters and banners must strictly adhere to laws and statutes concerning trademark, copyright, and other regulations safeguarding creative and intellectual property.
3.7.5.2. For any images of individuals used for promotional postings that fall under the protection of privacy laws, written permission from the individual is required unless sourced and purchased from a stock photo library with proper rights.
3.7.6. Personal Promotion and Advertising
3.7.6.1. Personal classified advertisements and promotional postings are allowed only in the designated community spaces around campus (See Posting Locations Map).
3.7.6.1.1. This excludes campaigns for Student Government Association positions, which can be posted throughout approved campus posting locations.
3.7.7.1. Commercial advertisements and promotional postings are allowed only in the designated community spaces around campus (See Posting Locations Map).
3.7.8.1. Recognized student clubs, organizations and groups may coordinate voter education activities (including public forums, the publication of voter education guides, and voter registration drives) if they are carried out in a non-partisan manner (Reminder: student clubs and organizations must follow the protocols and policies for planning events on campus). Providing partisan links or other partisan resources regarding voter registration or voter education is prohibited. The Argyros Forum Student Union and the Campus Center at Rinker regularly coordinate such activities and that collaboration on such efforts is encouraged.
3.7.9.1. All political advocacy posting-related activities must comply with the Facility Use and Event Policy, and the use of Chapman property, buildings, or facilities for political campaigning posting is strictly prohibited.
3.8. Mounting and Display Requirements (Note: All content requirements are applicable)
3.8.1. Size Dimensions
3.8.1.1. Postings should be no bigger than 11”x 17”.
3.8.1.2. Anything larger than 11”x 17” is considered an installation or display and must comply with the Policy for Outdoor Display and Exhibits on Campus.
3.8.1.3. A-frames and pedestal signage sizes are an exception and should match signage specifications.
3.8.2.1. Posting should be attached with painter’s tape (non-damaging) or string or tacks for bulletin boards.
3.8.2.2. Posting should not be attached with scotch tape, masking tape, duct tape, industrial tape, adhesive strips or stickers that may damage the structures. Posting with glue is expressly prohibited.
3.8.3.1. Chalking is permitted with restrictions on exterior horizontal concrete surfaces only. Chalking around Bert Williams Mall is prohibited.
3.8.3.2. The form of chalk must be washable with water. Crayola Washable Sidewalk Chalk is recommended for freehand art or message. Spray Chalk is permitted for stencils.
3.8.3.3. Black chalk may not be used at any time.
3.8.3.4. All chalking is temporary and may be removed on a daily basis.
3.8.3.5. Chalk will be cleaned up by Facilities Management on a routine basis.
3.8.3.6. Longer chalking displays should be coordinated through Event Operations via 25Live (See Policy for Outdoor Displays and Exhibits on Campus).
3.8.4.1. All postings that appear on our digital signage as part of the signage network must use Chapman’s signage software at signage.chapman.edu.
3.8.4.2. Private screens on campus are not included in this Policy.
3.9.1.1. Posters agree that their postings can be removed and disposed of at any time without liability to Chapman. Chapman is not responsible for any damages (direct or indirect) resulting from the loss of or damage to postings at any time. Postings will be removed during Chapman’s routine cleaning, scheduled on the first and third Friday of each month. Chapman reserves the right to dispose of any unauthorized posters/flyers.
3.9.1.2 For events or happenings with a specific end date, postings should be removed within 24 hours after the conclusion of the event by the poster.
3.10.1.1 Postings are limited to one posting per board/ kiosk side/designated space, regardless of board size. Multiple postings of the same event or subject matter will be taken down, even if the design is different. Obvious plastering of posters will be removed accordingly.
3.10.2.1. Posting on top of or obstructing another posting is prohibited.
4. Cleanup
4.1. Individual’s Cleanup Responsibilities
4.1.1. The posting party is responsible for taking down and disposing of postings immediately upon their end date. Those who fail to promptly take down and dispose of their posting by the end date may be charged removal, cleanup and disposal costs.
4.1.2. Removal of mounting material is required to be disposed of as well.
4.2. Facilities Cleanup Process
4.2.1. On the first and third Friday of each month (starting at 6p.m.), Facilities Management will remove all existing campus postings through their cleanup process.
4.2.2. The removal of postings is at the discretion of Facilities Management.
4.2.3. Chapman is not responsible for any damages (direct or indirect) resulting from the removal or disposal of postings at any time.
4.2.4. Removed yard signs, A-frame and pedestal signage will be held in lost and found in Chapman Public Safety office until the first and third Friday of each month from the date of removal. Student clubs, organizations, groups, and campus academic and administrative units can visit lost and found to identify and collect their identifiable signs during that timeframe. If signs do not have identification on them, best efforts will be made to ensure they are returned appropriately if/when an organization/unit requests them from lost and found. Any signs remaining in lost and found, or unable to be returned due to lack of identification on the sign, will be turned over to Facilities Management for University use or disposal.
4.3. Exceptions to the Cleanup Process
4.3.1. Exceptions include postings that are part of the university brand signage, anchored to key Chapman events (Commencement, Homecoming, Preview Day, Orientation, and State of the University), or have a Display/Exhibit reservation through Event Operations. (See Policy for Outdoor Displays and Exhibits on Campus).
5. Theft, Damage and Destruction
5.1. The theft, damage and destruction of postings is strictly prohibited and may result in administrative, civil or criminal actions and penalties.
6. Consequences for Violating this Policy
6.1. Chapman Campus Planning and Design, Event Operations, Facilities Management, Marketing and Communications and Student Affairs reserve the right to remove any posting material if it violates this Policy, the restrictions in section 3.7.2 above or the restrictions set forth in the university Academic Freedom and Free Speech statement and Facility Use and Event Policy. Removal of the posting may be immediate and proper action may be taken to elevate concerns, including enforcement through the Student Conduct Code by a referral to the Dean of Students, referral of Staff and Administrators to the Office of Human Resources and Faculty to the Office of the Provost.
6.2. Building managers and/or their designees can relocate (when possible) and/or remove postings that violate this policy within their building/facility.
6.3. Those who violate this Policy may forfeit their posting privileges.
7. Reporting
7.1. Theft or destruction of postings should be reported immediately to Public Safety at (714) 997-6763 for investigation. Any repair or replacement costs of damaged, lost or stolen postings or banners are the responsibility of the posting party.
7.2. To report a posting that violates this Policy, please use our Posting Violation Reporting Form.
7.3. Damage caused by posting should be reported immediately through a Facilities Management Work Request. If damage is hazardous to the public, report to Public Safety at (714) 997-6763.
7.4. If there is an emergency, please contact Public Safety or 911. www.chapman.edu/emergency
Office Responsible for Policy
- Campus Planning and Design
- Event Operations
- Facilities Management
- Marketing and Communications
- Student Affairs
Contact information for questions about this Policy:
Ross Loehner
AVP of Marketing Strategy and Audience Engagement
(714) 289-3105
campuspostings@chapman.edu