Publicity Resources

Before considering posting flyers, PLEASE Download and Use the Guidebook App

· On your mobile device, search “guidebook” in your app store 

· Once you’ve downloaded the Guidebook app, use the left corner menu to “access another space”

· Use the search tool to find the space called “Rockhurst University” and choose “Get” to download

· Once downloaded, feel free to check out all the information and check back regularly for new pieces of information

· Be sure to “allow” push notifications from Guidebook so that you are always up to date on what’s happening on campus!

Would you like to publice events on Guidebook? Submit them here.  If you have mulitiple events, please contact Emma Rapp, Director of Student Life

 Rockhurst University Posting Policy

Purpose

Rockhurst University recognizes the need for publicizing as a part of ensuring the success of events and programs throughout the Rockhurst Community. For this reason, this policy has been established in order to outline the approval process, guidelines for posting, and strategies for distributing materials on campus.

Eligibility

Only groups or events falling into any of the following categories will be authorized to post or distribute materials on campus: a) registered clubs or organizations; b) departmentally sponsored programs and departments; c) events sponsored by the University.

Outside groups are limited to one piece for posting. This must be brought to Massman 1 for approval. Postings must follow all Rockhurst University posting guidelines and can only be posted on the community bulletin board in the Massman Gallery (Fishbowl), as this is the designated location for off-campus postings.

Approval Process

Prior to posting or distribution, all materials must be brought to the Student Development Office in Massman 1 to be approved and stamped. Materials must be stamped with the Rockhurst approval stamp as well as the date of approval. After approval by Student Development staff, a copy of all approved postings will be retained in a posting notebook.
One copy may be left with the Student Development staff to be displayed on the bulletin board in the Massman Gallery.

Guidelines

Materials being posted or distributed are limited to 50 (no larger than 11” x 17”) copies per event (including those distributed in residence halls) and banners will be limited to 1 per event. Posters cannot be clustered/grouped in close proximity to one another. Any exception to the above guidelines requires approval by the Director of Student Life.

Once approved, up to 25 copies may be left with Residence Life for distribution to Residence Directors.

Posted or distributed materials must clearly indicate the event date and time, sponsoring organization or office, and clearly promote its University-related activity or cause.
The content of all items considered for posting or distribution must be free of derogatory remarks, degrading stereotypes, obscene language, or references to alcohol, drugs or illegal activities and consistent with the University’s Mission and Values.
All approval for materials to be posted or distributed will be valid for two weeks from the date of approval. All materials must be taken down by three days after the event unless the Director of Student Life has approved additional posting days. It is the sole responsibility of the sponsoring party to take down and dispose of their materials.
Materials may not be distributed or posted on windows, doors (or any other glass sites), departmental bulletin boards, vehicles, ceilings, woodwork, elevator walls, over the materials of another approved group or individual, or any device that provides a fire and life safety function.
Materials posted in academic buildings should be limited to the designated posting areas, such as the bulletin boards present in Arrupe Hall. In academic buildings without designated posting areas, students are to contain postings to stairwells and poles.
Solicitation and materials to be distributed under residence hall doors may only be done if scheduled and approved through the Residence Life Office and take place between the hours of 6:00 p.m. through 10:00 p.m. No solicitation or distribution of materials may take place in the residence halls during quiet hours, mid-term exams, or final exams.
Use of sidewalk chalk is permitted except within ten feet of building entrances, under covered walkways, on the brick walkways, building columns, patio entrances and the steps of all academic, administrative, and residential buildings on campus. Use of anything other than sidewalk chalk, such as charcoal, oil based products, or hairspray is not allowed.
Authorized users for mass distribution of emails may only use student email lists if the information to be sent is significant and pertinent to all the students of the group and includes limited graphics and attachments to prevent over consumption of memory space. Authorized users are asked to use great discretion in their use of student mailing lists by limiting the number and length of emails sent.
All posters must be hung with blue painters tape available in Massman 1.

Exceptions

The following Rockhurst Community groups or members are exempt from the guidelines above for the reasons: a) Rockhurst University Security Department – in the event of an incident where students need to be informed of a safety or security issue; b) Registrar’s Office – for classroom and scheduling information.

Advertising Alternatives

Community Board in the Massman Gallery (size limited to 8.5” x 11”)
Easels to display poster board signs near the SAB Office or the Rock Room
Glass display case in the Rock Room
Outdoor banner in front of the Massman Gallery
Student Organization Mailboxes in Massman 1
The Sentinel – x4051 or sentinel@rockhurst.edu
Flat screen TV ads – tvads@rockhurst.edu (one PowerPoint slide)
Campus Dining, with approval from Associate Dean of Students or Campus Dining General Manager – TMDR, Subway, Outtakes, Starbucks, Einstein’s, The Roasterie  (napkin holders)
Table tents
A slide on The Buzz: Rockhurst University news app; submit a single-paged jpg, gif, or png document (300x25 pixels) at least 10 days in advance of the date of needed posting in “The Buzz;” email this to TheBuzz@rockhurst.edu
Special advertisements such as large scale decorations in the TMDR, Massman Gallery, the Quad, or on multiple sidewalks across campus must be detailed in written form (with proposed illustrations, list of decorations, clean up plans that include a deadline for removal of decorations, etc.) and be approved by all of the following individuals: Director of Student Life (Massman 1), Physical Plant Operations Coordinator (Conway 403), Chartwells General Manager (Thomas Moore Dining Room); further, only flame retardant crepe paper may be used and it must not hang so low as to impede the ability of a person to walk

Enforcement

Rockhurst University Security Officers, Physical Plant personnel, Residence Life Staff, Student Senators, and Student Development staff (including work study students) are authorized to take down advertisements in violation of the University posting policy.

Student Senate will follow up with student organizations that appear to be in violation of the posting policy. Student Development staff will follow up with staff/faculty members and departments that appear to be in violation of the posting policy. If postings are in violation of the posting policy, the student/student organization or department in violation will have 24 hours to remove the postings.

Violations of this policy may result in suspension of posting and distribution privileges. Student organizations violating this policy may also experience a decrease in their subsequent Student Activity Fee allocation. The sponsoring party may also be billed for clean up expenses or repairs where applicable.

This policy, although fairly comprehensive, may not be all-inclusive and the Dean of Students or her/his designee reserves the right to make exceptions to this policy in the interest of public safety or where otherwise necessary. Neither the contents of this policy, nor the receipt of an approval stamp for posting, should in any way be understood as an endorsement or support by Rockhurst University of the materials being posted or the actual function(s) being advertised.