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Title: Digital Signage Policy
Subject: Information Resources and Technology
Policy No: IRT:2020:01
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer
Responsible Officer: Director of Device Management 
Date Adopted: 01/10/2020
Last Revision: 0806/1925/20222024
Last Review: 0806/1925/20222024


I. PURPOSE

The purpose of this policy is to establish equipment and process standards, create a consistent user experience, meet accessibility and safety standards, and display appropriate and properly branded content across all digital signs at Rowan University.

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  1. Acquisition and Installation

    1. Departments are responsible for the total cost of acquiring and installing a digital sign, which includes all hardware, power, permits, data connection, labor, and licensing, if applicable. 

    2. Requests for new digital signs may be placed through the service catalog in the Rowan Support Portal. For help making purchases in the portal, visit go.rowan.edu/GetTechnology. 

      1. All digital signs and associated hardware must be managed and operated by or under the supervision of IRT.

    3. The location of a new digital sign must be approved by

    2. the campus department responsible for the channel and

    1. IRT.

    3. Static signs

      1. Signs displaying building directories should be located within view of the building’s main entry doors.

    4. Campus and local channel

      1. Other digital signs should be located in high traffic areas.

    2. Digital signs must be mounted in compliance with the Americans with Disabilities Act, under the guidance from the Division of Facilities, Planning, and Operations

    5. , as outlined in theDigital Sign Content & Display Standards

    1. . 

    2. The Division of Facilities, Planning, and Operations will provide the permit estimate for mounting the signs and connect power to digital signs.

    3. IRT will provide network connectivity per the minimum standards outlined in the Digital Sign Content & Display Standards.

  6. Displaying Content 

  7. Departments may choose one of the following options for displaying content on their digital sign:

  8. Campus Channel: Content is displayed across digital signs in a geographical area like a campus or campuses with similar content needs. Content is displayed using a streaming device approved by Information Resources & Technology (IRT) per the Digital Sign Content & Display Standards. The campus channel is the default channel for all new digital signage. 

  9. Local Channel: Content is displayed on specific displays and managed by specific departments. Content is displayed using a streaming device approved by IRT. 

  10. Content Management & Submission

    1. Departments can only display content that is supported by the digital sign software. Visit IRT’s Digital Signage page for more information about current digital signage options. 

    2. Departments are solely responsible for content on the digital signs they manage.

    3. The role of Rowan University's digital signage is to communicate relevant messages to students, faculty, staff, and visitors in a visually compelling and flexible way that encourages community engagement. Content should promote University activities, events and educational opportunities in a time-sensitive manner. Material should be meaningful, informative, legible and of interest to students, faculty, and staff and should be in the spirit of the Rowan University brand. All content on digital signs must adhere to the following guidelines:

      1. Acceptable Content 

        1. Includes, but is not limited to, student, faculty and staff events, activities, and notices

        2. Students, faculty and staff may only advertise events sponsored by an officially-recognized Rowan University organization or department

      2. Unacceptable Content

        • Commercial brands or advertising 

        • Copyrighted material 

        • Personal messages 

        • Political statements 

        • Events not sponsored by an officially-recognized Rowan University  organization or department 

        • Other content deemed to be inappropriate the Division of Student Affairs

    4. All digital signs should include proper representation of the Rowan University brand through consistent and appropriate use of logos and marks. Rowan University brand standards may be found on

      University Publications’ website.  
    11. Static Content: Content rarely changes and may only be used to display directory information, such as staff member names and office locations. Content is displayed using a streaming device through Google Slides and is managed by the department that hosts the digital sign.

    2. Public Safety must be able to display emergency information on any network-connected digital sign

    12. .For information about submitting and managing content, see the Digital Sign Content & Display Standards

    1. .

  13. Exemptions

    1. Contracted signs, including the student center cafeteria and directories, classrooms, offices or meeting rooms
    14. , electronic paper signs
    1. , as well as displays used for cable TV, are exempt from this policy.
    15. Digital signs used as educational LED Ticker Displays such as stock quotes are exempt
    1. Additional exemptions from this policy
    16. .

  16. Digital Sign Management and Support 

  17. All digital signs and associated hardware must be managed and operated by or under the supervision of IRT.

    1. may be granted for special use cases. Such exemptions must be reviewed and approved by IRT.
    2. IRT does not support digital signs, devices or other displays that are exempt from this policy
    19. For help with a digital sign, please contact the Technology Support Center at 856-256-4400, or log in to support.rowan.edu and click Get Help
    1. .

VI. POLICY COMPLIANCE

Violations of this policy may subject the violator to disciplinary actions up to or including termination of employment or dismissal from school, subject to applicable collective bargaining agreements and may subject the violator to penalties stipulated in applicable state and federal statutes. Students who fail to adhere to this Policy or the Procedures and Standards will be referred to the Office of Student Affairs and may be expelled. Sanctions shall be applied consistently to all violators regardless of job titles or level in the organization per the Acceptable Use Policy. Any exceptions to this policy must be approved by the Information Security Office.


By Direction of the CIO: 

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