Flyers, Posters and Printed Materials
Student organizations will be held accountable to adhere to all guidelines as they appear in the "Policies and Procedures Manual, Graphic Standards and Style Guide" published by the Office for University Relations. To ensure quality, accuracy and consistency, all University publications, posters, flyers, brochures (any public relations or publicity materials) must be submitted to the Office of Student Life. Materials intended for a wider audience, or intended to be viewed off-campus, must also have the approval of University Relations before printing or copying. Publications for which design and copy are completely prepared will be reviewed and returned to the originator with approval or modifications within three business days.
Assistance in design, writing and/or printing will be provided by University Relations as requested. Time required for this service varies according to the nature of the publication; to ensure sufficient time, the University Relations staff should be consulted early in the event-planning process.
Sponsoring student organizations and University offices are encouraged to publicize events with posters and flyers. All promotional material distributed by students and student organizations must be approved by the Office of Student Life in advance of posting. Unapproved flyers will be removed.
The University reserves the right to regulate locations on campus where posting or distribution of materials can occur. Individual students or groups that do not comply with the campus posting policy will be subject to disciplinary action which could include the removal of posting privileges and/or other conduct sanctions.
Guidelines for Posting Flyers/Signs/Posters
Step One: Content
1. All materials must include the following:
Name of the sponsoring registered student organization. A direct relationship must exist between the organizations/ departments general function and the event being advertised.
Date, time and location for the event
Contact information (phone number/email) for where the organization can be contacted with questions
Events sponsored by The Student Activity Fund must include the statement, "Sponsored by the SAF" or "Sponsored by the Student Activity Fund".
For campus concerts, dances and special events, the promotional material must include the statement "Current Cougar Card Required" or "Current College ID Required.'
All materials written in a foreign language must include the equivalent English translation.
2. Materials will not be approved if they contain:
The SXU logo/seal; Student organizations who wish to use the official Saint Xavier University logotype must obtain permission from University Relations, facilitating their request through the Office of Student Life.
Any reference to illegal substances.
Offensive language or images and/or graphic illustrations.
Language and/or graphic illustrations that dehumanize individuals based on race, age, color, sex, religion, sexual orientation, national or ethnic origin and/or disability.
Any information which would violate local, state or federal law or University policies.
Step Two: Approval
Prior to duplicating or posting, all materials must be approved by the Office of Student Life (L-103). Materials that are not approved or properly posted will be removed.
Step Three: Posting Guidelines
1. Posters and flyers may not exceed 11"x 17".
2. Only masking tape may be used when posting on hallway walls.
3. Individuals and/or student organizations are responsible for any property damage resulting from the posting of signs.
4. Approved posting locations include the following:
Warde Academic Center
On designated bulletin boards and in the Student Activities hallway between the Student Lounge and the handicap accessible entrance on the first floor (north side of the S-wing). (No more than 5 flyers)
One flyer on the bulletin board on the south wall and at the west end of the SXU Diner
One flyer on the main bulletin board in the lower level L wing (between the restroom and CCS)
Graham School of Management
Up to two flyers on the approved bulletin boards in the building; no posting allowed on walls, glass, etc.
A maximum of 12 (two per building) flyers may be turned into the Office of Residence Life for posting.
On the two main bulletin boards; A maximum of two flyers may be turned into the desk for posting.
In addition, schools, offices and organizations maintain their own bulletin boards and should be consulted for permission to post at those locations.
5. Posters and flyers may not be placed on any other walls, doors or glass.
Step Four: Removal and Violations
1. All signs posted must be removed in a timely manner when they become outdated.
2. Individuals or organizations that do not comply with the posting guidelines will be sent a warning letter. Subsequent violations may result in the loss of posting privileges. Flyers cannot be distributed at the entrances, in the dining rooms or during classes at any time. Flyers should not be posted in non-designated areas. Posting in these areas may result in the loss of posting privileges. Materials may not be placed on car windshields. Students may not deface or remove the posted materials of any organizations other than their own.
Guidelines for Other Forms of Publicity
1. All diner tables must be reserved through Student Life. Only registered student organizations, teams and University departments are permitted to reserve a Diner table. Student organizations may not reserve a table on behalf of a vendor or individual students.
2. Tables can be reserved to display literature, disseminate information, raise money, sell tickets, sponsor an event and for other forms of expression. Each table must have a sign that identifies the student organization sponsoring the table.
3. All organizations/departments must submit a Promotion and Meeting Reservation form to reserve their preferred space.
4. Reservations are active from 10 a.m. - 2 p.m. on your confirmed date.
5. There are seven tables in the diner. A 4-foot table and two chairs are provided when you reserve this space.
6. Any paper taped to these tables must be done with masking tape. The organization sponsoring the table is responsible for cleaning up any litter at the end of each day.
1. Approval of banners for posting in the Student Activities hallway and the Butler/Diner stairwell is done by Student Life. Only registered student organizations and University departments are permitted to reserve banner space. Student organizations may not post banners on behalf of individual students (e.g. student government elections, etc.) Banners will be hung on Mondays and will remain posted for the duration of the reservation (1-2 weeks maximum).
2. Students must complete a Promotion and Meeting Reservation form to reserve their preferred space.
3. There are five banner spaces for the Butler/Diner stairwell (1-5) and six banner spaces for in the Student Activities Hallway (6-11).
4. Please note that banners must be the correct dimensions to be hung. Hallway banners should measure 3 feet by 6 feet and will be hung in landscape orientation. Stairway banners must be 3 feet by 7 feet tall (leaving 1 foot at the top for proper hanging) and will be hung in portrait orientation.
5. Banners must be dropped off on the Friday before the banner reservation begins. If the banner is not dropped off by the deadline, Student Life staff reserves the right to forfeit the reservation.
6. Groups wishing to have their banner saved for use at a future time should notify Student Life at the time that the banner space is being reserved.
Registered student organizations are encouraged to communicate their activities, services and ideas to the campus community through the Saint Xavier Digital Signage Network. The screens display University wide news, activities and upcoming events that are sponsored by SXU departments and registered student organizations.
1. Only advertising of campus or student organization sponsored events and organizational promotion will be approved for posting.
2. There are two types of slides: event and information.
3. Event slides are submitted through the Event Permit, which must be received three weeks prior to the event date
Event slides are posted on Mondays and Thursdays and will be up on the signage for 5-7 days prior to the event.
Event slides must include the following: event name and short description, event date, event time, event location, sponsoring organization, contact information and any pictures/logos you would like included on the slide, if any.
4. Information slides are submitted through the Promotion and Meeting Reservation form, which must be received at least three weeks in advance of the beginning post time.
Information slides are posted on Monday and will be hosted on the signage for one week. Information slides may be repeated only after two weeks have passed from the previous announcement. Announcements can run a maximum of three times.
Information slides must include the name of the sponsoring organization. They can be used to share regular meeting times, a finals/end of the year message, etc.
Please consult the Office of Student Life for guidelines on how to create and link an organization web page to the main University Web site. All organizational web pages should conform to the standard University layout and design scheme.
1. All student organization meetings held on campus must be reserved through Student Life. Only registered student organizations are permitted to reserve rooms for meetings. Student organizations may not reserve a room on behalf of a vendor.
2. The organization sponsoring the meeting is responsible for cleaning up any litter and resetting the room at the end of the meeting.