Publicity and Solicitation Policy

2020-2021 Academic Year Procedures

Flyers are still required to go through Housing and Residence Life. Please drop off your flyers at the Campion Front Desk or send it to CAMP 100 through campus mail. We will not be taking in person deliveries at this time.

**All front desks, except Murphy Front Desk, will be closed during Winter Break. All front desks will reopen on January 2 at 10am.**

Timeline: at least 14 days prior to event.

If you would like one flyer per residence hall floor/building make 47 copies. The following residence halls will be posting flyers:

Bellarmine – 7
Campion – 12
Murphy Apts. – 11
Xavier – 4
Vi Hilbert – 8
Douglas – 5

As a reminder, the following information is required for flyers to be approved:

Name of the sponsoring organization or group (must be SU office or club),
Purpose of the event,
Date, Time, Location, Cost (if any),
Contact Information (SU email) of Event Organizer

Advertising/Posting Policy for Banners, Posters, and Flyers

All students, affiliated clubs and organizations, and university departments may advertise on-campus events through the use of posters/flyers and advertisements in the residence halls after receiving approval from Housing and Residence Life (HRL).

All marketing items must be submitted to the Housing and Residence Life Central Office, located on the 1st floor of Campion Residence Hall (CAMP 100).

All marketing materials must be submitted fourteen (14) days before the date of the event advertised to be approved for posting.
Marketing materials will only be posted by a member of the Residence Life staff.

Once approved, flyers and/or advertisements will be distributed to the residence halls for posting. Any poster/flyer turned in within less than fourteen days of the event will not be accepted; the reduced time is not sufficient to allow staff members to pick up their mail, distribute it to the halls, and then post the materials in a timely manner.

Upon approval by the HRL Central Office, the flyer will be marked with a department approval stamp. Materials not bearing this stamp and signature will be removed. Events sponsored by Resident Assistants, RHA Executive Council, and Halls Councils may be posted in the sponsoring building without the department approval stamp.

In order for materials to be approved and stamped by HRL, materials must have:

Name of the sponsoring organization or group (must be SU office or club),
Purpose of the event,
Date, Time, Location, Cost (if any),
Contact Information (SU email) of Event Organizer

All publicity will be removed by the residence hall staff within 48 hours of the event’s conclusion. Posting will only appear in designated areas on the bulletin boards in the lobbies of the residence halls, specific locations in each building and wherever else the Area Coordinator approves their staff to place posting.

All other locations are prohibited including:

Inside Elevators, or outside on the elevator doors
Entire entryways of any building
Entrance doors of halls, on the outside of students rooms, or apartments
Placing items in student mailboxes
Glass surfaces
Lobby and floor bathrooms

Things to Remember:

Flyers 8 ½ by 11 are preferred for bulletin board posting. Flyers should not exceed 11 x 17.
University departments and student organizations are permitted to post one (1) flyer or poster per floor. This number is 48 which includes each residence hall floor and each residence hall lobby).
Only blue painter’s tape or other non-destructive and removable hanging material may be used to post approved banners, posters, and flyers. Paste, glue, nails, and duct tape are not permitted. Staples and tacks may be used on bulletin boards.
No chalking is permitted on any of the covered walkways, walls, or anywhere on the residence hall facilities.
Approval from any office on campus does not supersede approval for posting in the halls from Housing and Residence Life.

Student Organizations, individuals, or departments that do not comply with the guidelines and procedures may lose their posting privileges in the residence halls.

Publicity at a Glance

Flyers

Locations: Residence Halls have general posting areas on each floor and in the main lobbies.

Approval: Flyers should be taken to the HRL Office (Campion 100) to be stamped and approved. The HRL Office Staff will distribute the flyers to the respective halls.

Timeline: at least 14 days prior to event.

Numbers: If you would like one flyer per residence hall floor/building make 48 copies.

Flyer Breakdown per Building (including Lobby area):

Bellarmine – 7
Campion – 12
Murphy Apts. – 6
Chardin – 3
Xavier – 4
Vi Hilbert – 8
Yobi Apts. – 1
Douglas – 5
Kolvenbach Community - 2

* In compliance with the USPS, we do not distribute flyers to individual student mailboxes.

Posters

Locations: Front desk/lobbies (based on the discretion of the AC/AAC)

Approval: Posters should be taken to the HRL Office to be stamped and approved. The HRL Office Staff will distribute the flyers to the respective halls. Due to the limited posting space in the lobbies, we ask that posters not exceed 6ft x 6ft.

Timeline: Need 14 days prior to the event.

Emails to RAs

Point persons: Contact Sue Ann Huang or specific ACs

Distribution: Weekly emails are sent to the RAs regarding on-campus/off-campus events. Please provide enough time for promotion of the event to communities.

Timeline: Recommend a week in advance of event date.

Tabling in the Lobbies

Point persons: Contact Sue Ann Huang, Assistant Director

Fill out the Tabling in the Residence Halls Request Form (https://orgsync.com/163972/forms/279021)

Departments are invited to table in the lobbies to publicize their large-scale events/initiatives.

RHA Executive Council and Hall Councils are permitted to table for information and community development purposes only.

Student groups requesting to table must partner with RHA in order to have access.

Solicitation and sales are not permitted in the residence halls. Any group that is soliciting or being disruptive will be asked to leave.

Donation Drives

Point Person: Contact Tim Albert, Associate Director

Fill out the Donation Drive Request Form (https://orgsync.com/163972/forms/278919)

Approval: In order for your request to be considered, you must first meet this qualification:

Be an SU Affiliated student, club, organization, and or department.

In order for your request to be considered in a timely fashion, please submit your request 2-3 weeks before the start of the drive.

If the request is submitted less than the 2 week window, it will not be approved.

*Solicitation

Door-to-door solicitation (knocking on resident’s door or posting flyers on doors) is not allowed as a form of publicity. This is to respect the privacy of the residents.

When tabling in the residence halls, if the staff tabling is asking or telling residents to come to their table, this is considered solicitation.

If the staff tabling is engaging the residents when they approach the table, that is appropriate interaction.