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University Policies

University Policies

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ROWAN UNIVERSITY POLICY


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: 06/25/2024
Last Review: 06/25/2024


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.

II. ACCOUNTABILITY

Under the direction of the President, the Chief Information Officer and Director of Device Management shall ensure compliance with this policy. The Vice Presidents, Deans, and other members of management will implement this policy in their respective areas.

III. APPLICABILITY

This policy applies to all members of the Rowan Community who acquire, manage or develop content for digital signs.

IV. DEFINITIONS

Refer to the Rowan University Technology Terms and Definitions for terms and definitions that are used in this policy.

V. POLICY

  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 IRT.

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

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

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

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

  2. 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.  

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

  3. Exemptions

    1. Contracted signs, including the student center cafeteria and directories, classrooms, offices or meeting rooms, as well as displays used for cable TV, are exempt from this policy.
    2. Additional exemptions from this policy may be granted for special use cases. Such exemptions must be reviewed and approved by IRT.
    3. IRT does not support digital signs, devices or other displays that are exempt from this policy.

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: 

Mira Lalovic-Hand, 
SVP and Chief Information Officer

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