Policies and Guidelines for University of Lethbridge Digital Signage
These policies and guidelines are susceptible to change depending on several factors, including viewer feedback, University of Lethbridge communication requirements, evolution or adoption of new graphic layout standards, digital signage industry mobility, implementation of new technologies and best practices, and other reasons that could potentially influence this medium.
Building Community, this is the objective of the University’s digital signage network. It is necessary to acknowledge, however, the fact that this media is invasive, unavoidable and highly noticeable, thus messages need to be filtered with the understanding that digital signage is another means (in addition to Notice Board, UWeekly, brochures, posters, pamphlets, etc.) available to communicate relevant, accurate and informative content for the University population as a whole.
The digital signage network is also an integral crisis management tool to be used in conjunction with Campus Security in cases of emergency.
- Postings on the University network must have direct relevance to the entire campus community.
- The contributor MUST submit his/her request via e-mail to firstname.lastname@example.org. No other form of request will be accepted.
- The Digital Signage co-ordinator reserves the right to edit text and image submissions and to utilize submitted information appropriately to deliver the message conforming to University of Lethbridge guidelines and quality standards.
- The Digital Signage co-ordinator has the right to reject any submissions that are not deemed to be acceptable.
- Advertisements or solicitations are not being accepted to post on the Digital Signage network.
- Also not accepted are:
- personal notices
- religious messages
- political messages
- sexually suggestive material
- fundraising advertisements or sponsorships for any initiative not directly associated with the University of Lethbridge
- job postings
- events held on campus that are not associated with the University of Lethbridge
- messages not in accordance with the U of L’s Code of Ethics
- Ticketed events may be publicized but there will be no mention of pricing. The network is used to inform, not advertise. Viewers will be directed to where tickets can be purchased.
- Promotion of alcohol availability at an event will be minimized. Stating that alcohol is available (Wine and Cheese) will be allowed. Promoting alcohol (Free Beer, ½ price shooters) is not allowed.
- Club access to the network will be limited to those ratified by the Students’ Union. That access will only include recruitment notices, announcements of new clubs and campus-wide events. Ongoing club information will not be accepted as its relevance is limited in scope to only club members.
- Public Service Announcements are allowed on the network if the University community is directly affected by the message.
- Display of messages is up to the discretion of the Digital Signage co-ordinator. Some information (class changes, registration dates) is best suited for ticker display in informational slides.
- The criteria to consider whether recognition can be given to a sponsoring company or individual on the University Digital Signage network will depend on the relevance, amount, reason and context of the contribution; and will be evaluated on a case-by-case basis by the Digital Signage Coordinator and/or the Communications department within the office of University Advancement. When several entities are involved, only the top contributors will receive space on the network.
As a general rule, no logo other than the University’s can take more than 1/8 of screen space. The overall design of the screen will be in the context in which a company is being acknowledged. In every case it is the external company’s identity that will be adapted to the University’s screen layout standards.
- Messages MUST be brief and concise. The number of words to be used in each screen is on average 12. Content messages should be easy to comprehend and include only essential information such as time, date and place of event. Viewers typically ignore messages that are challenging to interpret. For more information, include URL addresses but keep them as short as possible (ie. instead of using a full address with sub fields, have viewers go to a main URL and then instruct to “follow the links”).
- Only messages with campus-wide relevance will be considered. For example, announcing an in-faculty luncheon not open to the University’s general population will not be accepted.
- All requests should be made at least three days in advance of desired posting time. All messages must contain a desired start and end date and will be posted no longer than 10 days.
- Graphic elements, whether pictures, charts, illustrations or videos require a copyright clearance from the person who owns the rights of such materials, before being submitted to the University network for posting.
- The loop is dynamic and is driven by new contributions. Screens are removed when the message is no longer effective/relevant.
- The number of messages running on the University network at any given time will determine message frequency.
- Only three messages per Faculty/association will be allowed on the network at any given time (this may be increased at the discretion of the administrator in times of low content). In times of high content, priority will be given to on-campus events.
- On average, the duration for still messages is 15 seconds long.
- Normal operation time of the University’s Digital Signage network is 15 hours on weekdays (7:00 - 22:00), and 11 hours on weekends (8:00 - 19:00).
- It is the contributor’s responsibility to submit the graphic elements that will be displayed on his/her message posting. These elements should have the adequate format, quality and resolution to be part of the screen layout.
Following are parameters for the submission of images:
- The higher the resolution image quality, the better for reproduction
- Physical dimension of screens: 1360 x 768 (aspect ratio is for a widescreen format)
- Graphic formats preferred: .jpg; .png; .tiff; .psd, .pdf (these are for submission purposes as they can be converted to whatever format needed by the designer). If flash is to be used, the .fla format must be submitted in order to make any necessary edits. Just submitting the .swf format is not sufficient.