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Information Display Policy

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Section 1 - Purpose and Context

(1) Western Sydney University uses a number of mechanisms to communicate information to staff, students and the community, including University email accounts, the University's website, other on-line portals, publications and information display surfaces.

(2) While the University prefers electronic methods for official communication, information display and signage is an important contributor to the corporate identity of the University. The University provides a range of display surfaces in strategic locations for both official and informal notices for staff, students and University-related organisations.

(3) This policy provides the overarching strategy for information display and display surfaces. The policy does not deal with the content of official notices or of communications with students.

(4) The policy is to be read in conjunction with the relevant University guidelines listed at the end of this document which coordinates corporate identity information and wayfinding with spatial, architectural and landscape elements to form a communication system within the campus environment.

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Section 2 - Definitions and Abbreviations

(5) For the purposes of this policy:

  1. Client Change Advice Form - application form for submission to the Office of Estate and Commercial (OEC) to advise on staff relocations, business unit/school name changes, department restructures.
  2. Client Service Request Form - online application form for submission to OEC to report a routine maintenance or facilities request.
  3. Commercial advertisements - revenue raising permanent and/or temporary displays/signage/graphics through digital and non-digital means by commercial entities outside those belonging to the University.
  4. Commercial tenancy signage - any permanent and/or temporary signage/graphical display/branding displaying a commercial tenant's presence and/or information and located on and/or within the tenancy boundary;
  5. Designated information display surfaces - noticeboards, poster pillars, digital screens, bus shelters and designated systems/structures and similar surfaces which are located at main vehicular/pedestrian thoroughfares and/or student hubs.
  6. Digital screens - electronic screens used primarily for information display, and include:
    1. Exclusive digital screen - an electronic information display screen located within a business unit/school/University-related organisation's space, either facing into the space or outwards on the shopfront, and connected to the Information Technology and Digital Services (ITDS) network;
    2. Shared digital screen - an electronic information display screen located at main vehicular/pedestrian thoroughfares and/or student hub areas (e.g. at campus entries, student precincts), and connected to the ITDS network.
    3. Commercial digital screen - an electronic information display screen used primarily for advertisements of a commercial nature, located at student retail hub areas and bus shelters.
  7. Digital Screen Ad Request - application form for submission to Office of Marketing and Communication (OMC) to request a digital screen ad to be designed and published.
  8. Fixed noticeboards - wall mounted noticeboards for paper notices located in public, transit or student/staff shared spaces (e.g. foyer, corridor), and include:
    1. Exclusive noticeboards - fixed noticeboards designated as 'official' by the University and used exclusively by a business unit/school/University-related organisation;
    2. Shared noticeboards - fixed noticeboards used to display unofficial notices relevant to student or staff bodies on a campus.
  9. Permanent signage - a fixed mechanism for information communication which forms part of the University built and architectural environment, and includes:
    1. Bespoke signage - temporary or permanent signage and/or graphics designed for a specific need;
    2. Campus wayfinding signage - freestanding panel, soffit suspended or wall mounted signs located at main vehicular/pedestrian thoroughfares - eg campus maps, vehicular and pedestrian directional signs;
    3. Environmental graphics - permanent graphics integrated into the built environment used for information sharing and/or educational purposes;
    4. External building signage - a building name or number located on the external building facades;
    5. Internal building signage - wall mounted, ceiling suspended or door signs for internal wayfinding purposes;
    6. Statutory entry signage - a freestanding sign located at the threshold of vehicular campus entry points displaying statutory and University operational information;
    7. University entry pylon - freestanding pylon signs with the university logo located at main vehicular/pedestrian entries into a campus, and which are double sided, illuminated and may include a digital screen;
    8. Vehicular signage - external pole mounted or ground graphics to direct vehicular and pedestrian traffic, using the Roads and Maritime Service (RMS) iconography.
  10. Poster pillars - fixed structures located at student hub and/or main pedestrian thoroughfares that can be used to display unofficial notices relevant to student related organisations/activities.
  11. University-related organisation - an organisation using University premises, such as an entity or student representative organisation.
  12. University signage guidelines and standards - the guidelines and standards listed at the end of this policy.
  13. Temporary signage - a communication system that may be used for a specific event or purpose and is displayed for an agreed set period of time, and includes:
    1. Banners and flags - information printed onto material and mounted to a designated system/structure;
    2. Designated system/structure - identified structures on campus specifically nominated and/or designed to accommodate banners and flags;
    3. Ground graphics - fit for purpose graphics located on ground surfaces used for events or key university messages;
    4. Portable boards (including but not limited to A-frames) - moveable freestanding displays used to impart information, located away from paths of travel and used only when prescribed alternative solutions are not feasible;
    5. Posters - printed material displayed on permitted areas only, ie noticeboards, poster pillars.
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Section 3 - Policy Statement

(6) The governing principles for information display at the University are:

  1. To set a framework for clear information display to ensure messages reach staff, students and visitors in an effective manner;
  2. To facilitate the successful movement of students, staff and visitors through the campus by meeting their visual information needs for recognition, orientation and wayfinding;
  3. To rationalise locations for information display to main vehicular/pedestrian thoroughfares and student hub areas; and
  4. To minimise visual clutter on campus.
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Section 4 - Procedures

General

(7) Digital and non-digital notices may only be displayed on designated information display surfaces on all campuses, which are strategically located at student hubs and main vehicular/pedestrian thoroughfares to maximise the capture audience.

(8) University related notices are generally displayed on shared digital screens and/or noticeboards. The Office of Estate and Commercial will assess applications for exclusive use digital screens on a case by case basis.

(9) Official University notices are also placed on the University's website and other on-line portals and publications. It is the responsibility of all staff and students to acquaint themselves with the contents of relevant announcements.

(10) Each business unit/school is to submit a Client Change Advice Form to OEC in relation to any staff relocations, department restructures and/or name changes that occur within that business unit/school so that all affected wayfinding signage can be updated.

(11) All signage must comply with this policy, other relevant policies and University signage and information display standards. The Office of Estate and Commercial will remove any signage that is not approved as required by these procedures.

(12) Students and staff who post notices that are inconsistent with University policies may be subject to disciplinary procedures under the Student Misconduct Rule, or the Academic and Professional Staff Agreements, respectively.

Commercial Advertising

(13) The Office of Estate and Commercial is responsible for approving the locations of proposed commercial advertising. The Office of Marketing and Communication is responsible for approving the content of commercial advertisements. Feedback regarding content can be provided to the Executive Director, Marketing.

Commercial Tenancy Signage

(14) The Office of Estate and Commercial is responsible for approving all proposed commercial tenancy signage, brand frontage and environmental graphics.

Digital Screens

(15) The Office of Estate and Commercial is responsible for the selection, location, placement and associated infrastructure of commercial, shared and exclusive digital screens. Information Technology and Digital Services is responsible for the selection, installation, networking and maintenance of shared and exclusive digital screens; and the Office of Marketing and Communication is responsible for the approval, design and upload of content on shared digital screens, the approval and design of content on exclusive digital display boards, and the approval of content on commercial digital screens.

(16) Requests for University related advertisements must be made to the Office of Marketing and Communication by submitting a Digital Screen Ad Request Form.

(17) To install a digital screen (commercial, shared or exclusive), a business unit/school/University-related organisation:

  1. must submit a Client Service Request Form to the Office of Estate and Commercial; and
  2. may be required to cover the costs of supply and installation of a screen for their exclusive use.

(18) The relevant business unit/school/ University-related organisation is responsible for their exclusive digital screens and:

  1. shall maintain currency and continual display of information;
  2. is responsible for the management of content; and
  3. must use University templates and have content designed by the University's internal design team; and
  4. must remove any material that is not consistent with University policies.

(19) Shared and exclusive digital screens will be connected to the main University Information Technology and Digital Services network system and may be used in the event of an emergency or for a University-wide broadcast.

(20) The Office of Estate and Commercial may review exclusive digital screens and may revoke exclusive use where these procedures are not followed.

(21) The Office of Estate and Commercial and Information Technology and Digital Services may remove or relocate digital screens as required.

Fixed Noticeboards

(22) The Office of Estate and Commercial is responsible for the location, standard, design, installation and maintenance of all exclusive and shared noticeboards.

(23) To install a fixed noticeboard or to convert a shared noticeboard to an exclusive noticeboard, a business unit/school/University-related organisation:

  1. must submit a Client Service Request Form to the Office of Estate and Commercial; and
  2. may be required to cover the costs of purchase and installation of a fixed noticeboard for their exclusive use.

(24) The relevant business unit/school/University-related organisation is responsible for exclusive noticeboards and:

  1. must display details of a contact person in that business unit/school/University-related organisation on the digital artwork for any requests for notices on the board; and
  2. must maintain currency of information and remove any material that is not consistent with University policies.

(25) Students/business units/schools/University related organisations using University premises may post notices on shared noticeboards but the Office of Estate and Commercial will review these noticeboards regularly and will remove any material that is inconsistent with its policies.

(26) The Office of Estate and Commercial will arrange for all noticeboards to be cleared of all items at the end of each teaching period.

(27) The Office of Estate and Commercial will undertake audits of noticeboards from time-to-time to ensure they are located in student hub areas and main pedestrian thoroughfares, and may remove or relocate noticeboards as required.

Permanent Signage

(28) The Office of Estate and Commercial is responsible for the location, standard, design, content and installation of all permanent signage. Feedback regarding permanent signage can be provided to the Executive Director, Estate and Commercial.

(29) To install and/or update a permanent sign, a business unit/school/University-related organisation:

  1. must submit a Client Service Request Form to the Office of Estate and Commercial; and
  2. may be required to cover the costs of supply and installation of that sign.

Poster Pillars

(30) The Office of Estate and Commercial is responsible for the location, standard, design, installation and maintenance of poster pillars. Feedback regarding locations of poster pillars can be made to the Executive Director, Estate and Commercial.

(31) University students, student services related organisations and student-run organisations using University premises may post notices on poster pillars but the University will review these pillars regularly and may remove any material that is inconsistent with its policies.

(32) The Office of Estate and Commercial may arrange for all poster pillars to be cleared of all items when required and at the end of each teaching period.

Temporary Signage

(33) The Office of Estate and Commercial is responsible for:

  1. the location, implementation strategy, procurement strategy and standard of all temporary signage; and
  2. the approval, design, installation and maintenance of designated systems/structures for flags and banners.

(34) To install a temporary sign, a business unit/school/University-related organisation:

  1. must submit a Client Service Request Form to the Office of Estate and Commercial; and
  2. may be required to cover the costs of purchase and installation of that sign.

(35) Flags and banners must be fixed to designated structures unless the Office of Estate and Commercial otherwise approves in writing.

(36) Temporary signage for events may be displayed only for the duration of the event and an additional day either side of the event for installation and removal.

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Section 5 - Guidelines

(37) This policy is to be read and applied in conjunction with the following guidelines and standards:

  1. University Signage and Information Display Standards – the Office of Estate and Commercial
  2. University Indoor Furniture Standards – the Office of Estate and Commercial
  3. Digital Media Product Services Catalogue – Information Technology and Digital Services
  4. University Digital Screen Advertisement Guidelines – Office of Marketing and Communication