Student Organization Manual

 

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Chapter 6: Publicity

 

Event Publications Disclaimer

All registered student organizations, whether sponsored or not, must provide certain required information on all publications, including Web pages.

First, the disclaimer. The disclaimer must read:

 

[Name of publication] is published by [name of student organization], a registered student organization. [Name of publication] is not an official publication of UT Dallas and does not represent the views of the university or its officers.

Additionally, all publications should include the following statement:

 

The University of Texas at Dallas is an Equal Opportunity/Affirmative Action University. Students with disabilities needing special assistance to attend please call [insert number of Student Development Suite (972-883-2946) or number of Fraternity and Sorority Life ( 972-883-6523)]. Texas Relay Operation: 1-800-RELAYTX.

 

Distribution of Literature

Registered student organizations have the ability to distribute literature on campus. Literature can be used to advertise your organization, publicize information, promote an idea, or for a variety of other purposes. Registered student organizations may sell, distribute, or display literature on campus in accordance with the following guidelines:

  • the literature is not distributed by hawking, shouting, or accosting individuals;
  • the literature is not a promotion for an off-campus for-profit business, organization, agency, or national association; and
  • the literature that is dropped on the ground in the area where it was distributed must be picked up by the sponsoring registered student organization.

Literature is defined as any printed material, including any newspaper, magazine, or other publication, and any leaflet, flyer, or other informal matter, that is produced in multiple copies for distribution to potential readers.

 

Signs

Before publicly posting a sign, the student organization must include the name of the student organization on each sign and place the date of posting or date of event on each sign posted. The following guidelines apply for publicly posting signs on university property:

  • Signs can only be posted on designated student activities bulletin boards. See list attached at the end of this manual.
  • Signs may not be posted on any windows or doors.
  • Signs must be attached with tacks or tape.
  • Signs may not be posted on trees, lamps, columns, trash cans, or other physical structures on campus.
  • Signs may not be larger than 11” x 17”.

 

Student Organizations may also post signs in the University Village Apartments (buildings 1-37). Approval to post signs in the apartments must be given from Stephanie Ortega at 972-454-5000.

 

Bulletin Boards

Signs may be posted only on approved bulletin boards. Unless otherwise indicated, a bulletin board is under the jurisdiction of the college, school, department, building, or administrative office that maintains it. A student organization shall not use a bulletin board without such permission.

 

Removal of Signs

An organization should remove each of its signs no later than 14 days after posting or within 24 hours after the event to which it relates has ended, whichever is earlier.

 

Violation of Sign Posting Policy

All improperly posted signs are subject to removal. Violations of the sign posting policy are subject to review and potential disciplinary action for the student organization.

If you have questions about publicity, please contact Student Organization Center staff at 972-883-6551.

 

Booths

In order to use a university booth, the registered student organization must complete an application. Applications are available on the Room Reservation web site. Active organizations in good standing can be approved for a booth use for one semester at a time.

Using booths to promote your organization is a popular option for student organizations. A booth is essentially a six foot table with two chairs. Booths can be reserved to display literature, disseminate information, raise money, and for other forms of expression. There are several designated spaces in the Student Union for booths. Please consult with SOC staff members for ideas and information about appropriate locations to place tables on campus.

  • Each table must have a sign that identifies the student organization sponsoring the table.
  • Booths must be set up thirty minutes before scheduled time
  • The organization sponsoring the table is responsible for cleaning up any litter at the end of each day.
  • The table must be staffed by a member of the sponsoring organization at all times.

Booths are available in the locations listed below:

  • Comet Café
  • Lower Level Student Union
  • Outdoor mall/plaza (as available)

For more specific information about using booths for fundraising activities please see Chapter Eight.

 

Blue Boards

A blue board is a means to exhibit an object or collection of related objects, designed for temporary display and not permanently attached to the ground. Exhibits can be displayed on campus in locations designated by the Student Union, provided they do not impede pedestrian or vehicular traffic or pose a safety risk. Blue boards may be reserved online.

 

Use of Campus Mail

The Handbook of Operating Procedures (Section 6.07) specifies that campus mail privileges shall be limited to official budgetary units for official university business. Therefore, organizations that are officially sponsored by a department may use campus mail, but registered student organizations may not.

 

Mailbox Stuffing

Student organization representatives may stuff a paper flyer, no larger than 8.5 x 11 inches, produced by your organization into each of the active student organization mailboxes located in the SOC.

 

SOC Database

For more information about the SOC database and student organization information contact the SOC Office at 972-883-6551.

 

 

 

Updated: January 29, 2013