A15.01.01 Advertising Policy

Policy Statement
Definition
Scope of this Policy
Other Related Policies and Guidelines
General Guidelines
Guidelines for Posting Materials on Bulletin Boards

Policy Statement

Douglas College may accept advertising that is consistent with the Douglas College Values, Mission and Goals and that enhances the access to, and the quality of education and training by providing additional sources of revenue for the College and/or opportunities for College students.

Definition

For the purposes of this policy, the term "advertising" encompasses any materials or electronic medium or part thereof, used to promote an organization, product, service, idea or event. Advertising may take the form of posters, signs, banners, notices, handbills, flyers, e-mail, brochures, samples, give-aways or other promotional devices.

Scope of this Policy

The scope of this policy covers advertisements in Douglas College publications, public spaces, or on College electronic media. The policy covers all advertising and posting of materials including the following:

1. Signage and materials for recognition of sponsorships and corporate partnerships.
2. Advertising in College publications and public spaces.
3. Advertising on Douglas College Web pages, in College videos, CDs, e-mail and any other electronic media controlled by Douglas College.
4. Advertising by charities or for charitable causes.
5. Sampling, give-aways, and other promotions.
6. Use of the Douglas College internal mail, voice-mail, intranet, and e-mail systems for non-Douglas College advertising and promotions.
7. Off-the-street advertising and postering and other promotional or advocacy activities by individuals or businesses that are not part of the Douglas College Community.
8. Personal sales and promotional activities.

The Director of Marketing and Communications is responsible for the administration of this policy and to establish appropriate operational guidelines and procedures.

Other Related Policies and Guidelines

A04.04.02. Fund Raising
A04.05.01 Naming Buildings & Facilities
A10.01.02 Access to Douglas College for Advocacy Purposes
A10.01.04 Use of Douglas College Concourse/Atriums
A20.01.03 Use of College Resources
A20.01.05 Computer Use Policy
Douglas College Foundation Sponsorship Guidelines

General Guidelines

The College wants to support those activities, events, promotions etc. that support the mission of the college. The principles below are followed so that reasonable access is given to our students, employees and partners for the promotion and advertising of events, products, ideas, services, etc. The College will support and allow for:

1. College Related Sponsorship and Partnership Signage

Where the College has benefited from a partnership or sponsorship agreement, appropriate signage may be used to recognize the partner. Such signage must be compatible with Douglas College's role as a public learning institution and must not detract from the campus environment. In accordance with policy A04.05.01 (Naming Buildings & Facilities) and current practice, a lab or other facility may have a plaque or sign that provides recognition of significant donors. Sponsorship signage must have approval from the Associate Vice President, External Relations.

2. Corporate and Partnership Advertising in College publications

Advertising in College publications is subject to the guidelines in this policy. Advertising in general College publications must be approved by the Director, Marketing and Communications or designate.

3. Limited Electronic media advertising

1. Web Pages: Although there will be no non-Douglas College advertising on the College homepage, short-term recognition of major College donors or event sponsors may be provided on the homepage. On other pages of the Douglas College Web site, third-party advertising will be limited to partner/sponsor recognition and to advertising of specific value to students, employees, or others using the Web site. Such advertising will be located at the bottom of the Web page and will be limited to static notices. Douglas College maintains the right to prohibit links to Web sites that are inconsistent with the College's values and public image.All advertising on the College Web site and links to other non-College sites must be approved in advance by the Director, Marketing and Communications , or designate.


2. Internal mail, voice-mail, intranet, and email systems: The use of Douglas College communication systems for unsolicited advertising and promotion of non-Douglas College-related business is prohibited.

4. Limited Charitable and Social Causes

The College may choose to participate or support specific charities or social causes and therefore allow for approved advertising at the college. It is not expected that the college will formally support or advocate for all charities and social causes. Therefore advertising by charities or for charitable causes must have prior approval from the Associate Vice President, External Relaitons.

5. Sampling, Give-aways:

Companies, groups, individuals or others who wish to provide samples, give-aways, and other promotions on Douglas College campuses must be approved by the Manager, Site Services.

6. Personal sales and promotional activities

Current College employees and students may post personal events, activities, sales, goods and services for one time or limited times as approved by the Manager, Facilities Services or the Office for New Students. The intent is to allow college employees and students to post such things as sale of text books, incidental items for sale or special events that may be of interest to the college community. Ongoing personal business or service advertising is not considered appropriate use of College bulletin boards.

The College restricts and prohibits:

• advertising that promotes or encourages alcohol or alcohol use, tobacco products or tobacco products use, firearms or weapons. (The advertising of College-sponsored events that may involve the serving of alcohol are not precluded by this policy. These events may include company advertising.)
• advertising for any product generally considered to be harmful, dangerous or illegal.
• advertising which perpetuates gender, cultural or racial bias or which demeans any person or group.
• advertising that is untruthful or misleading.
• advertising which might interfere with safety and or security on campus.
• advertising and the distribution of promotional materials in the classroom for the purposes of promoting a non-College product or service. (The legitimate study of advertising and/or distribution of promotional materials as part of College curriculum is not precluded by this policy.)
• advertising that may reasonably be expected to have a net negative impact on the College.

Guidelines for Posting Materials on Bulletin Boards

Douglas College provides numerous bulletin boards throughout the College to post approved notices, signs, posters, flyers, etc. Current College employees, students, departments, faculties and recognized groups as well as college sponsors and approved partners may post personal events, activities, sales, goods and services for one time or limited times as approved by an authorizing agent. The following guidelines allow for the appropriate posting of all such items placed on designated bulletin boards (available for public posting). These postings must be approved for posting and display the appropriate approval.

Authorization & Duration

• All postings on designated bulletin Boards must either be:
  • Authorized by the Welcome Centre, Facilities Services or The Douglas Students Union (DSU) and bear the approved stamp, or
  • Created by College departments bearing the official College logo and will indicate the date by which it will be removed.
• Postings will normally be approved for a maximum of 30 days.
• Authorized postings must be removed within 48 hours after the conclusion of the event or the end of the posting period, which ever comes first. Extended posting may be granted for major College or Student Union special events and initiatives.
• Postings are restricted to designated bulletin boards. Items are not to be placed on doors, walls, and windows.
• Posting of items is the responsibility of the posting individual/organization.
• Removal of posted items is the responsibility of the individual or group.
• The College and/or the DSU will remove all stale dated and improperly posted materials.
• Materials not approved or improperly posted will be removed.
• The size of postings will be less than 11? X 17? except where specifically approved by the Director of Marketing and Communications.

Location

• Postings are to be hung only on pre-existing, designated bulletin boards in hallways and elevators. Elevator boards are reserved for College administrative/program use.
• Individuals, groups or organizations are limited to one poster per designated bulletin board per event, issue or campaign.
• Select bulletin boards are the responsibility of specific College departments and their use will be approved and monitored by that department.

Topic & Graphics

• All postings must comply with the College Advertising Policy (A 15.01.01) and meet reasonable standards for appropriateness.
• Topics or materials that could be considered hateful, racist, discrimatory or contain information on prohibited activities will not be permitted.
• One-time private items for sale postings by students and employees are permitted (e.g. textbooks) on designated bulletin boards. Ongoing student or employee business advertising is not appropriate use of College bulletin boards.
• Postings will be in English or have the English translation included.
• Postings must clearly indicate the sponsoring individual, group, department or College organization.

Approved September 18, 2007