Student Activities and Leadership Development

POSTING, DUPLICATING, BANNER, CHALKING, MAILBOX STUFFER, and TABLE TENT GUIDELINES

The Office of Student Activities and Leadership Development is charged with approving all materials to be posted on campus.

• Materials to be posted must adhere to The College's policy against harassment and discrimination which states that communications may not be in "offensively coarse language, or any other manner likely to cause annoyance or alarm." (NJ Criminal Statute NJSA 2C-33-4 Harassment as cited in The College of New Jersey Student Handbook located on-line at www.tcnj.edu/~studlife/handbook/judstructure ).
• Materials to be posted may not make any reference to alcohol or include phrases such as "drink specials."  
• Materials to be posted must include the name of the sponsor or sponsors. Abbreviations of sponsor name are acceptable subject to approval.
• Materials will be reviewed for approval once per day, not while you wait.  
• Approved materials will be available the next business day afternoon following submission. If approval is denied, the person making the request will be informed of the reason when they pick-up the materials.
• Once approved the person submitting the material is responsible for posting/hanging/chalking.

Who May Approve Materials for Posting, Banners, Table Tents or Chalking?

Only members of the Office of Student Activities and Leadership Development professional or graduate staff, or the secretary in the Office of Student Activities and Leadership Development, may approve requests for posting, banners, chalking, mailbox stuffers or table tents.

Procedure for Approval to Post Materials

• Requests to post materials must be presented to the staff in the Office of Student Activities and Leadership Development by completing a Posting and Duplicating Request Form located on the credenza directly in front of the Office Assistant desk in the Office of Student Activities and Leadership Development.  
• The material to be posted should be attached to the form and placed in the basket marked, "Posting."  
• A separate form should be used for each item to be approved.   If the item being approved is also to be duplicated please read the section labeled, Procedure to have "Approved for Posting" Materials Duplicated.
• Staff will review all requests once per business day morning, not while you wait.  
• Staff will make sure that all information is complete and comprehensive prior to granting approval.  
• Approved materials will be stamped indicating the item has been "Approved for Posting" and will be available the next business day afternoon following submission.  
• Approved materials will be placed for pick-up in distribution baskets, grouped alphabetically by organization name, located directly next to the Posting basket.
• In the event an item is not approved the staff will either contact the individual submitting the request or attach a note to the request form to indicate why the item was not approved. The unapproved item will also be placed in the distribution bins.

Procedure to have "Approved for Posting" Materials Duplicated

• Requests to have "Approved for Posting" materials duplicated by staff in the Office of Student Activities and Leadership Development may be done by indicating this on the Posting and Duplicating Request Form at the time of submission.  
• All copies, regardless of size, cost seven cents per copy.   This fee has been established by the Student Finance Board who own the copy machine.  
• Student Activity Fee (SAF) funded organizations will have duplicating expenses automatically deducted from their budgets once per month.  
• Non-SAF funded organizations or individuals requesting approved materials to be duplicated must pay cash in advance prior to having copies produced.  
• Duplicated materials will be available for pick-up two business days after submission.   Duplicated materials will be placed for pick-up in the distribution bins, grouped alphabetically by organization name, located directly next to the Posting basket.

Posting of Materials Guidelines

• Posting is allowed only on designated bulletin boards using tacks or staples.   A list of the bulletin boards approved for posting is located on the credenza directly next to the baskets marked "Posting" and "Duplicating" in front of the Office Assistant desk in the Office of Student Activities and Leadership Development.
• Posting is prohibited on bulletin boards designated specifically for Community Advisors in the Residence Halls.   Posting is also prohibited on bulletin boards designated specifically for academic departments or staff office use only.
• All outdoor posting is strictly prohibited. Outdoor posting includes, but is not limited to, posting on light posts, trash receptacles, trees, sidewalks, or affixed to the outside of any building, door or window.
• All materials approved for posting will be given an expiration date by which they must be removed.   Materials approved for posting must be removed within twenty-four hours of the expiration date by the person or organization requesting the approval for posting.   For materials indicating the date of an event, the posting expiration date will be the day following the program. Materials that do not include a specific ending date for an event will be approved for thirty days.   Posting approval will not be granted for materials indicating the date of a program more than thirty days prior to the event.  
• Only one approved item per event may be posted on any single bulletin board. Items may not be larger than 22" x 28".
• Organizations needing to publicize more than one event at a time are limited to two items per bulletin board that advertise different events. Each of the two items may not be larger than 11" x 17".

Mailbox Stuffer Approval and Guidelines

• Mailbox Stuffers in Residence Halls and the Office of Student Activities and Leadership Development must be approved for posting and stamped similar to materials to be posted. Mailbox Stuffers exclusively for distribution to faculty and professional or graduate staff currently do not have to be approved for posting by the Office of Student Activities and Leadership Development. The Posting and Duplicating Request Form should be used for approval of mailbox stuffers. Approved and or duplicated mailbox stuffers will be available for pick-up in the distribution bins located next to the Posting basket (see Procedure for Approval to Post Materials and Procedure to have "Approved for Posting" Materials Duplicated).
• Language and information on mailbox stuffers must comply with the same content requirements required of all items approved by the Office of Student Activities and Leadership Development (including materials exclusively for distribution to faculty and professional or graduate staff that do not require an approval stamp). See the, " Posting, Duplicating, Banner, Chalking, Mailbox Stuffer and Table Tent Guidelines " section for more information.
• All mailbox stuffers will be given an expiration date.   For materials indicating the date of a program, the expiration date will be the day following the program. Mailbox stuffer approval will not be granted to materials indicating the date of a program more than ten days prior to the event.   Materials that do not include a specific ending date for an event will be approved for ten days.
• Mailbox stuffers may not be larger than 8.5" by 11," however, multiple sheets of paper may be stapled together.
• No more than one mailbox stuffer design will be approved per program.

Table Tent Approval and Guidelines

• Table Tents must be approved for posting and stamped similar to materials to be posted.  The Posting and Duplicating Request Form should be used for approval of table tents. Approved and or duplicated table tents will be available for pick-up in the distribution bins located next to the Posting basket (see Procedure for Approval to Post Materials and Procedure to have "Approved for Posting" Materials Duplicated).
• Language and information on table tents must comply with the same content requirements required of all items approved by the Office of Student Activities and Leadership Development. See the, "Posting, Duplicating, Banner, Chalking, Mailbox Stuffer and Table Tent Guidelines" section for more information.
• All table tents will be given an expiration date by which they must be removed. Table tents must be removed within twenty-four hours of the expiration date by the person or organization requesting the approval for posting. For materials indicating the date of a program, the expiration date will be the day following the program. Materials that do not include a specific ending date will be approved for ten days. Table tent approval will not be granted to materials indicating the date of a program more than ten days prior to the event.  
• Table tents may not be larger than 8.5" per side or 8.5" high.
• Table tents must be free standing. They may not be affixed to a surface in any way.
• No more than one table tent may be placed on any one table.
• Table tents are allowed only in the Food Court in the Brower Student Center, and the dining halls in Eickhoff Hall and Travers/Wolfe Halls.

Banner Approval and Guidelines

• Requests to display banners must be approved by the Office of Student Activities and Leadership Development.   A limited number of banner display spaces are available.   To request a banner display space a Banner Display Request Form must be completed and placed in the basket marked, "Banner Display Requests." A staff member from the Office of Student Activities and Leadership Development will contact the individual submitting the banner display request to inform them of availability of space.  
• After receiving confirmation that a banner display space is available and prior to hanging a banner it must be approved for content and safety by staff from the Office of Student Activities and Leadership Development.   The banner should be brought directly to the Office of Student Activities and Leadership Development where it will be approved within one business day.   (Please note that banner content and safety can frequently be approved while you wait.)      
• Language and information on banners must comply with the same content requirements required of all items approved by the Office of Student Activities and Leadership Development. See the, " Posting, Duplicating, Banner, Chalking, Mailbox Stuffer and Table Tent Guidelines" section above for more information.
• Permission to hang banners will be granted for seven days, on a first come, first served basis. Reservations may be made up to six weeks in advance of the first day you wish to hang your banner. Reservations begin Sunday at 8pm and run through the following Sunday at 8pm. Student organizations, offices or departments not using all seven days to display their banner may not give the space to another student organization, office or department to use. Non-use of a reserved space is also a violation.
• Only one banner per student organization, office or department will be approved per event.   Due to limited availability of space, non-TCNJ sponsors are not permitted to hang banners.
• Student organizations, offices or departments are eligible to reserve banner space up to four times per semester, including consecutive weeks, however, different banners must be used each week advertising different programs.
• Banners may only be hung in the Brower Student Center. Banners must be hung only with string, absolutely no tape may be used.   Banners may not cover vents, or hang below the black door sensors above the sliding glass doors. Banners that are inappropriately hung or hung in the wrong location will be removed.   
• Banners may not exceed the size of the dimensions of a twin bed sheet (66 inches x 96 inches).
• Banners may not weigh more than three pounds.
• Banners may not have liquids, batteries, sharp objects or heavy objects attached.   The Office of Campus Life reserves the right to approve all banners based upon concerns of safety for passersby.
• Banners must be removed immediately after the date of the event for which they are hung.

Sidewalk Chalking Approval and Guidelines

• Requests to chalk sidewalks must be approved by the Office of Student Activities and Leadership Development.   A limit of two sidewalk chalking requests will be permitted each week.   To request permission to sidewalk chalk a Sidewalk Chalking Request Form must be completed and placed in the basket marked, "Sidewalk Chalking Requests."   Sidewalk Chalking Request Forms are located on the credenza directly in front of the Office Assistant desk in the Office of Student Activities and Leadership Development.  
• A copy of the language and or a sketch of any drawings that are to be chalked must appear on the reverse side of the Sidewalk Chalking Request Form at the time of submission.  
• Language and information on sidewalk chalking must comply with the same content requirements required of all items approved by the Office of Campus Activities. See the, " Posting, Duplicating, Banner, Chalking, Mailbox Stuffer and Table Tent Guidelines " section for more information.
• A staff member from the Office of Student Activities and Leadership Development will contact the individual submitting the Sidewalk Chalking Request Form to make them aware of the availability of space.
• Only sidewalks approved on each form may be chalked.
• No structures other than approved sidewalks may be chalked, this includes steps and building exteriors.
• Only water soluble chalk may be used.

Violations of Posting Policy

• Materials posted in violation of the posting policy will be forwarded to the Campus Programs Coordinator with a description of the violation. The Campus Programs Coordinator will monitor violations and notify organizations or individuals by letter of their violation. Questions regarding violations should be directed to the Campus Programs Coordinator for clarification.
• Sanctions for violations may include: a letter of warning, loss of posting privileges for a semester or year and or restitution for damages.
• Sanctions, other than letters of warning, may be appealed to the Director ofStudent Activities and Leadership Development. Appeals must be submitted in writing within five business days of the date the sanction letter was issued and must include specific reasons for appeal. The Director of Student Activities and Leadership Development will make her/his decision based on the written appeal. The decision of the Director is final.
• Please Note:   The Office of Student Activities and Leadership Development is not responsible for lost or stolen materials, for banners that are moved due to incorrect placement or for banners that are removed because they are past the approved expiration date.   Materials submitted for approval and not collected within five business days may be discarded.

Document Revised 1/05