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.
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 advertise in University Housing, with express permission. Approval to post advertisements/ signs/ publicity must be given from Kaytie Farrell at [email protected]. Advertisements will then need to be dropped off at the University Housing Suite to be distributed. Publicity must be given in a timely manner.
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.
In order to use a university booth, the registered student organization must complete an application. Applications are available on the Room Reservation web site. Registered student organizations in good standing with the Student Organization Center 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.
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.
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.
For more information about the SOC database and student organization information contact the SOC Office at 972-883-6551.
Advertising and News Outlets
Radio UTD is operated by students for students. All inquiries are handled by either the station manager or the broadcast advisor at 972-883-6304 or radio.utdallas.edu.
Student Newspaper– The UTD Mercury
Student organizations may inquire about coverage or advertising by visiting www.mercury.com or by contacting the following numbers: Advertising–972-883-2290, News and editorial coverage– 972-883-2290. News coverage is up to the discretion of UTD Mercury.
Advertise your club, event or achievement on 20 displays in 10 buildings across campus, including the marquee sign on Drive A and Rutford Avenue. Guidelines and location details are available at utdallas.edu/signage or by contacting the digital media specialist at 972-883-2457.
Student organization events that are arranged through the events management process in the Student Union are automatically placed on the campus wide Comet Calendar. For assistance with placing information on the calendar contact the Student Development Suite staff at 972-883-2946.
The University maintains an online news center that includes events and news of broad interest to the campus community. Stories and photos must be submitted at least five working days before the requested publication date. For assistance with submitting your news to News Center please see the Assistant Director of Student Activities at, SU 2.506 or call 972-883-6449.
The Spirit Rock, which is located on the grassy area between Green Hall and the University Theater, is available to be painted by individual students, sponsored student groups, or registered student organizations in accordance with the following:
- Suggested painting on the Spirit Rock includes but is not limited to event announcements, words of support or congratulations, or creative endeavors.
- Rules for painting the Spirit Rock include the following:
- All individuals, groups, and organizations must supply their own paint.
- Only paint the Rock and remove all painting supplies when finished. No individual, group, or organization is permitted to paint the sidewalk, lampposts, grass, or buildings surrounding the Rock. The individual, group, or organization will be held financially responsible for the cleaning costs associated with violation of this policy.
- What is painted on the Rock must be in good taste. Keep in mind that what is painted on the Rock reflects on you and/or your organization. In accordance with The University of Texas at Dallas Handbook of Operating Procedures, Chapter 46 – Speech, Expression and Assembly, Subchapter B – Prohibited Expression:
No person or organization shall distribute or display on the campus any writing or visual image, or engage in any public performance, that is obscene. No person shall make, distribute, or display on the campus any statement that unlawfully defames any other person. No person shall make, distribute, or display on the campus any statements directed to inciting or producing imminent violations of law under circumstances such that the statements are likely to actually and imminently incite or produce violations of law. Students found in violation of these procedures will be subject to discipline in accordance with The University of Texas at Dallas Handbook of Operating Procedures, Chapter 49 – Student Discipline and Conduct.
- The group or individual painting the Rock assumes liability for any individual or member of the group or organization who may be injured and/or for actions associated with the activity.
- Student Union staff will regularly monitor the Rock, just as they monitor bulletin boards, to ensure that postings fall within the above established guidelines.
Copyrights and Trademarks
Registered student organizations are not allowed to use trademarks or logos owned by commercial entities in conjunction with any activity promoted or conducted on campus. This includes, but is not limited to using UT Dallas identity on flyers, posters, or banners. Groups without prior written approval shall not use trademarks of The University of Texas at Dallas. Additionally, all products must be produced by licensed vendors that are authorized, pursuant to license agreement, to use UT Dallas trademarks.
The University of Texas at Dallas’s name, wordmark, logos and seal are property of the State of Texas. These elements may not be used to designate a business, social, political, religious, or any other organization, or to imply or otherwise suggest the university’s endorsement, support, favor, or association with any organization, product or service without permission of the university.
Below are some examples of UT Dallas trademarks that cannot be used by Registered Student Organizations.
- The University of Texas at Dallas™
- The University of Texas®
- University of Texas®
Web Services for Student Organizations
All registered student organizations are encouraged to publish a website on OrgSync at not cost to the organization. In order to begin working on your website, login to OrgSync at www.utdallas.edu/orgsync/login with your net id and password. Go into your organization OrgSync portal. On the left hand side of the page click website.
All currently registered student organizations are listed along with their contact information, purpose and membership requirements at the Web site utdallas.edu/sof/organizations/.
The address for your organization’s page will be: http://utdallas.orgsync.com/org/your organization name.
Student organization Web pages must comply with all institutional policies including solicitation, use of trademarks, co-sponsored activities, etc. In addition, the disclaimer for publications must also be used.
For more helpful OrgSync website information contact the Student Organization Center at 972-883-6551.
Updated: August 25, 2016