C6 – Third-party Advertising on Campus

Originator: Director, Marketing and Web Presence
Approver: President’s Council
Effective: January 11, 2016
Replaces: New

1. Preamble

This Third-party Advertising on Campus policy is intended to ensure that all advertising at RRC Polytech is consistent with the College’s values and its role as an institution of applied learning and research. External organizations may find RRC Polytech spaces to be an attractive forum for advertising, promotions or other marketing initiatives. Inappropriate or unapproved advertising, however, could negatively impact the College and its community.

2. Policy

On-campus advertising or promotional activities of the College, for College business, are exempt from this policy, but continue to be guided by existing guidelines and policies. All other advertising initiatives are subject to this policy

3. Definitions

“Advertising” encompasses any materials or messaging used to advertise or promote an organization, product, service or event, including, but not limited to, advertisements in publications, public spaces or on RRC Polytech websites, through posters, signs, banners, notices, handbills, flyers, leaflets, emails, brochures, samples, giveaways or other promotional devices.

“On-campus” means all College campuses and occupied spaces and includes, but is not limited to: physical, electronic, technical and virtual space.

4. Principles and values

4.1

Advertising must not detract from the College’s learning environment;

4.2

Advertising must adhere to College policy and values-based guidelines;

4.3

Advertising must be compliant with any applicable contractual or partnership agreement;

4.4

Advertising must not negatively impact the College’s public image;

4.5

All Advertising displayed on campus is subject to the guidelines of Advertising Standards Canada, including but not limited to, the Canadian Code of Advertising Standards and the Gender Portrayal Guidelines;

4.6

All initiatives involving Advertising or third-party corporate signage will be overseen by College Advancement;

4.7

The College supports student activities that are integral to campus life, and associated Advertising, including but not limited to: campus clubs, student events, fundraising or other student activities;

4.8

Advertising locations may only be selected after the College’s signage guidelines, as detailed by Facilities Management, have been consulted, and the environmental, architectural and aesthetic perspectives considered;

4.9

Advertising that promotes services, products or facilities that are in competition with those offered by the College may be limited or prohibited.

5. Prohibited Advertising

The following types of Advertising are strictly prohibited at the College:

5.1

Advertising that violates any federal, provincial or municipal law;

5.2

Advertising that violates College policy, or that is otherwise inconsistent with College values;

5.3

Offensive Advertising or Advertising that could create College safety concerns;

5.4

Advertising in classrooms or instructional areas (refer to RRC Polytech Guidelines for exceptions);

5.5

Advertising that promotes or encourages alcohol/alcohol use, tobacco products/tobacco product use, firearms/weapons, illegal drugs or any other illegal activity;

5.6

Municipal, provincial or federal political Advertising.

6. Responsibilities

The Director, Marketing and Web Presence shall be responsible for developing and updating Third-Party Advertising on Campus Guidelines to assist with the interpretation of this Policy. Questions or advice with respect to this policy or related Guidelines should be directed to the Director, Marketing and Web Presence or designate.

Related Policies and Legislation

RRC Polytech Third-party Advertising on Campus Guidelines
The Canadian Code of Advertising Standards
The Gender Portrayal Guidelines

C4 – Brand and Visual Identity
F4 – Development Activities
F5 – Commercial Partnerships
H1 – Discrimination and Harassment
IT1 – Acceptable Use of Information Technology Resources
S1 – Student Code of Rights and Responsibilities

RRC Polytech Third-party Advertising on Campus Guidelines

This document is part of RRC Polytech’s Policy C-6 and is a resource of guidelines and protocols relating to how we manage and action the Policy.

A. Advertising in College Hallways, Eating Areas and College Publications

1. Third-party advertising in College hallways, eating areas and College publications is permitted, subject to compliance with College policy, any applicable contractual or partnership agreement, and will monitored by the Director, Marketing and Web Presence or designate.

B. Sponsorship and Corporate Partnership Signage

1. Where the College’s learning environment has been enhanced through a corporate relationship or partnership agreement, advertising or corporate recognition in the form of signage or other initiatives may be appropriate. Such advertising will be administered in accordance with the terms of the contractual or partnership agreement, and may be reviewed for appropriateness by the College Advancement Division Leadership Team.

C. Commercial and Retail Signage

1. Commercial and retail signage on campus may only be located within the vendor’s premises or storefront, and must be cohesive with, and conducive, to the post-secondary learning environment. Such advertising must also be in compliance with any applicable contractual agreement.

D. Political and Religious Advertising

1. Election advertising for internal community elections (e.g. the RRC Polytech Students’ Association, the RRC Polytech Board of Governors, Education Council, or bargaining groups) are not governed by this policy, but are subject to applicable College guidelines and policy.
2. The College is a publicly funded non-partisan post-secondary institution; posting advertisements for the advancement of political purposes, including advertising candidates, parties or positions for municipal, provincial and federal elections, is not permitted.
3. However, the College recognizes the value of political discussion and welcomes organized all-candidate meetings and debates held in a central campus location and open to the College community.
4. The college is a publicly funded secular post-secondary institution that encourages inter-faith and cross-cultural dialogue and activity. Advertisements for, and tied to, religious organizations or movements are subject to College Policy and will be limited to those that promote activities or events that are respectful and welcoming of all members of the College community, regardless of their faith, beliefs, worldviews and diverse cultural backgrounds.

E. Website Advertising

1. The College’s primary website homepage will be free of all advertising.
2. Advertising that appears on the College’s web pages will be limited to the name and logo of organizations that have a partnership or sponsorship agreement with the College, which benefit the educational objectives of the College.
3. Third-party advertising or the sale of products or services not affiliated with the College is strictly prohibited.
4. Student classifieds, or “buy and sell” advertisements may be considered if they enhance campus life and are compliant with this policy.
5. The College maintains the right to prohibit links to advertising on other sites which are not consistent with the College’s values and public image.

F. Advertising for Charitable Causes

1. Advertising for charitable causes is permitted, subject to compliance with Policy C6 and approval from the Director, Marketing and Web Presence.

G. Sampling, Giveaways and Other Promotions

1. Marketing firms and promotions companies or representatives are not permitted to distribute product samples, giveaways or other promotional items on campus without permission from the Director, Marketing and Web Presence. Where permission is granted, the distribution of items shall be limited to centralized campus locations and shall not interfere with the learning environment, student activities or normal College business.

H. Third-party Publications Distributed Free of Charge on RRC Polytech Campuses

1. Newspapers, magazines or other non-partisan third-party content publications distributed free of charge, are permitted on campus.
2. Distribution must maintain an orderly fashion and publications are to be neatly presented. Publications that disrupt the learning environment, or are disorderly, will be removed and/or banned from future distribution.
3. The College may prohibit or remove, at the distributor’s expense, any publications distributed on campus that the College determines, in its sole discretion, to be inappropriate.

I. Use of RRC Polytech Internal Mail, Intranet and Email Systems for Unsolicited Non-RRC Polytech Advertising and Promotion

1. Use of the College’s internal communication systems, including but not limited to: internal mail, intranet/portal, and e-mail systems (including Staff News) for unsolicited advertising and promotion of non-College related business is prohibited.
2. The RRC Polytech Students’ Association may use the internal communication systems at the College to promote its products and services to the College community, subject to compliance with College policy.
3. The College’s internal communication systems may be used to promote charitable activities contemplated by part F of the Guidelines.

J. Manitoba Government and General Employees’ Union

1. Manitoba Government and General Employees’ Union (“MGEU”) advertising is not governed by this policy, but is subject to the RRC Polytech/MGEU collective agreement with the College and any applicable College policy and guideline.

K. RRC Polytech Students’ Association

1. The RRC Polytech Students’ Association is an independent entity conducting its affairs on campus, and accordingly has a unique relationship with the College. The RRC Polytech Students’ Association can use its advertising and on campus spaces in a manner it deems reasonable, where such use is compliant with College policy and guidelines, and would not negatively impact the College’s public image. The RRC Polytech Students’ Association is exempt from the procedures stipulated below.

L. Administration and Procedure for Advertising On-Campus

1. The Director, Marketing and Web Presence is the College Advancement Division member charged with the responsibility of administering and enforcing the Policy and Guidelines.
2. The Director, Marketing and Web Presence must approve all on campus advertising. Advertising submissions will be assessed on policy compliance, and potential impact on the College environment and its role as an institution of learning and research.
3. The Director, Marketing and Web Presence has the authority to approve, reject or approve with conditions, any and all advertising submissions.
4. Where an advertising submission could have significant impact on the College environment, or is sensitive in nature, the Director, Marketing and Web Presence will bring forth the submission, along with their recommendation, to the College Advancement Division Leadership Team for consideration and action. The College Advancement Division Leadership Team may consult the RRC Polytech Students’ Association, and/or several members representing the College community, as deemed necessary.

M. Policy Governance

1. RRC Polytech’s Third-party Advertising on Campus policy will be overseen the College Advancement Division Leadership Team, which comprises the Chief Advancement Officer (Chair), the Director, Marketing and Web Presence (Operational Director), the Director, Development, and the Director, College and Public Relations.
2. The College Advancement Division Leadership Team will review and discuss, as required, the on-campus advertising activities and address concerns, discuss changes to the policy and guidelines, and consider proposals for major advertising initiatives.