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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 name changes, department restructures.
  2. Client Service Request Form - application form for submission to the 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 boards, bus shelters and designated systems/structures and similar surfaces which are located at main vehicular/pedestrian thoroughfares and/or student hubs.
  6. Digital display boards - electronic display boards connected to or with the capability to be connected to the Information Technology and Digital Services (ITDS) network, and include:
    1. Exclusive digital display board - an electronic screen located within a business unit's space, either facing into the space or outwards on the shopfront;
    2. Shared digital display board - an electronic screen located at main vehicular/pedestrian thoroughfares and/or student hub areas (e.g. at campus vehicular entries, student precincts).
  7. Digital Screen Ad Request - application form for submission to Office of Marketing and Communication 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 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. Exclusive permanent signage - a sign that contains only the name of the business unit/entity/commercial tenant/school;
    5. External building signage - a building name or number located on the external building facades;
    6. Internal building signage - wall mounted, ceiling suspended or door signs for internal wayfinding purposes;
    7. Statutory entry signage - a freestanding sign located at the threshold of vehicular campus entry points displaying statutory and University operational information;
    8. 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 display board;
    9. 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 & 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 display boards and/or noticeboards. Capital Works and Facilities will assess applications for exclusive use digital display boards 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 the OEC in relation to any staff relocations, department restructures and/or name changes that occur within that business unit/school so all affected wayfinding signage can be updated.

(11) All signage must comply with this policy, other relevant policies and University signage guidelines and 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 and upload of commercial advertisements. Feedback regarding content can be provided to the Director, Corporate Communications.

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 Display Boards

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

(16) Units/organisations must make applications for University related advertisements to the Office of Marketing and Communication on a Digital Screen Ad Request Form.

(17) To install a digital display board (commercial, shared or exclusive), a unit/organisation:

  1. must submit a Customer 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 board for their exclusive use.

(18) The relevant unit/organisation is responsible for their exclusive digital display boards and:

  1. shall maintain currency and continual display of information;
  2. is responsible for the management of content; and
  3. must remove any material that is not consistent with University policies.

(19) Exclusive digital boards will be connected to the main University ITDS 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 boards and may revoke exclusive use where these procedures are not followed.

(21) The Office of Estate and Commercial and ITDS may remove or relocate digital boards 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 unit/organisation:

  1. must submit a Customer 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 unit/organisation is responsible for exclusive noticeboards and:

  1. must display details of a contact person in that unit/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/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 at 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 unit/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 an exclusive permanent sign.

Poster Pillars

(30) The Office of Estate and Commercial is responsible for the location, standard, design and 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 temporary signage, a unit/organisation:

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

(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 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 Information Display Standards
  2. University Indoor Furniture Standards - Office of Estate and Commercial
  3. University Architectural Design Standards - Office of Estate and Commercial
  4. University Digital Boards Standards (under development) - ITDS
  5. University Digital Screen Advertisement Guidelines - Office of Marketing and Communication