Posting Policy

Policy Statement

It is the policy of the State University of New York (SUNY) and SUNY Downstate Health Sciences University (SUNY Downstate) to ensure that recognized student organizations, university programs, departments, and units that want to share information about upcoming events and activities are able to do so through various means of communication, including flyers and posters.

Rationale

SUNY Downstate Health Sciences University reserves the right to manage posting and advertising on its campus in order to maintain an orderly and attractive venue, to make event information accessible to the SUNY Downstate community, and to ensure that events and programs that are advertised comply with institutional policies and procedures.

Applicability of the Policy

This Policy sets forth the requirements for all student organizations, university programs, departments, and units recognized by SUNY Downstate Health Sciences University that wish to post items on campus general-use bulletin boards. This Policy does not apply to bulletin boards that are reserved for specific departments, offices, or organizations whereby posting generally requires permission of that group.

For policy on entities and individuals who wish to use SUNY Downstate Health Sciences University’s facilities for other than approved college-sponsored academic, administrative, and extra-curricular activities, please refer to the Facilities Use Policy.

Procedures

Announcements, letters, bulletins, posters, flyers, postcards, sandwich boards, etc., promoting or describing an event, meeting, program, etc., must clearly indicate the sponsoring office, department, or school along with contact information. Additionally, they must include contact information for any students who may be contacted for reasonable accommodation inquiries. Any promotions for events not sponsored by SUNY Downstate must clearly indicate the sponsoring group and include organizer contact information, along with a designation explicitly stating that the event is not sponsored by SUNY Downstate.

Use of Student Organization & Student Life Bulletin Boards

Only registered student organizations and academic/administrative departments may use student organization bulletin boards, academic/administrative bulletin boards, or post notices on SUNY Downstate property.
All posters/flyers must be hung on designated bulletin boards ONLY.
All posters/flyers must be removed by the office, department, or school within 48 hours after the event has taken place.
On bulletin boards, masking tape, thumb tacks, and staples may be used.
All posters/flyers must conform to public standards of “good taste” and may not be discriminatory or offensive.

“Open” or “non-designated” bulletin boards may be used by members of the SUNY Downstate community but must conform to the following:

All notices must be hung on designated bulletin boards ONLY.
All notices must be date-stamped with the date they are hung or the date of the event. The notice must be removed within:
One (1) month of posting (e.g., apartment rentals, book sales).
48 hours of the event date.
Only masking tape and thumb tacks may be used on bulletin boards.
All posters/flyers must conform to public standards of “good taste” and may not be discriminatory or offensive.
Any violation of this policy will result in the removal of the posting. Any damages to SUNY Downstate property from the posting will be charged back to the responsible office, department, or school.

Posterboard Displays at 450 Clarkson & 395 Lenox Rd Entrances

In addition to bulletin board postings, posterboards displayed on easels at the 450 Clarkson and 395 Lenox Rd entrances must adhere to the following regulations:

Event-Related Posters: Posterboards promoting specific events may be displayed for a maximum of one (1) day after the event date listed on the poster.
Posters Without Event Dates: Posterboards without a specific event date may be displayed for a maximum of 30 days.
Display Requirements:
- Posters must be professionally presented and secured on an easel provided by the responsible office, department, or school.
- The responsible office, department, or school is responsible for removing the posterboard on or before its expiration date.
- Any unauthorized posterboard displays or those left beyond the permitted timeframe will be removed by The Office of Communications and Marketing.
- Posterboards must conform to public standards of “good taste” and may not be discriminatory or offensive.

Policy on Glass Surface Advertising

In accordance with SUNY Downstate’s commitment to maintaining a clean and professional environment, no advertising materials, stickers, posters, or decals may be placed on any glass surfaces within any of our premises, including windows, glass doors, or glass partitions, unless they are related to public safety or emergency information as authorized by the university.

To ensure the longevity and aesthetics of our glass surfaces:

No promotional materials may be affixed to glass doors, windows, or partitions except for officially designated public safety or emergency notices.
Clear visibility must be maintained for safety and security purposes.
Alternative display methods should be used, such as:
- Easel placements at designated entrance areas.
- Bulletin boards in approved locations.
- Other designated advertising areas approved by Student Life.

We appreciate the cooperation of all students, faculty, and staff in keeping the SUNY Downstate campus clean and professional.

Prohibited Postings

Prohibited posting activities include, but are not limited to:

Posting promotional flyers or leaflets on doors, windows, trees, light poles, vehicles, bus stops, indoor and outdoor walls, and in elevators.
Promotion of events that advertise alcohol or drugs or any event that violates the law and/or the SUNY Downstate Rules of Student Conduct.
Chalking of buildings, sidewalks, or roadways.
Any promotional material not endorsed by a student organization, SUNY Downstate program, department, or unit.
Placing postings over valid postings of other organizations.
Removing or tearing down valid postings of other organizations.
Multiple postings in the same location (duplicate postings are prohibited).

Items posted that do not follow the policy guidelines will be removed. Repeated violations will result in a loss of posting privileges and possible disciplinary action.

Contacts

General Posting & Policy Questions

Office of Student Life or Office of the Vice President for Student Affairs
📧 Email: studentaffairs@downstate.edu

Posterboard/Easel Requests & Policy/Design-Related Inquiries

Office of Communications & Marketing
📧 Email: sean.thill@downstate.edu