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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: 03/16/2026
Last Review: 03/16/2026

 

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. This policy governs digital content displays, electronic paper room signage, and interactive wayfinding signage.

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, install, manage, or develop content for any University digital signage system, including but not limited to digital content displays, electronic paper room signs, and interactive wayfinding 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. Digital Signage Platforms

    1. Rowan University supports multiple digital signage platforms to meet different communication and navigation needs.  All platforms are governed by this policy unless explicitly exempted. Current supported options are documented on IRT’s Digital Signage page.

  2. Acquisition and Installation

    1. Departments are responsible for the total cost of acquiring and installing digital signage, including all hardware, power, permits, data connectivity, labor, and licensing, if applicable.

    2. All digital signs and associated hardware must be managed and operated by IRT or under its supervision.

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

    5. The Division of Facilities, Planning, and Operations will provide permit estimates and install power where required.

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

  3. Content Management & Submission

    1. Departments may only display content supported by the approved digital signage platforms. 

    2. Departments are solely responsible for the content and data displayed on signage they manage, including calendar synchronization, directory data, maps, and other signage-related data sources, except where content is centrally managed by IRT. IRT is responsible for providing access to supported digital signage services and ensuring those services can be connected to the Rowan Network. IRT does not manage or troubleshoot departmental content sources, calendar configurations, or wayfinding data.

    3. The role of University digital signage is to communicate relevant, timely, and meaningful information to students, faculty, staff, and visitors in a clear, engaging manner. Content should promote University activities, events, services, and educational opportunities, and must align with Rowan University branding standards. All content on digital signs must adhere to the following guidelines:

      1. Acceptable Content 

        • Student, faculty, and staff events, activities, and notices

        • Content sponsored by officially recognized Rowan University departments or organizations

      2. Unacceptable Content

        • Commercial advertising or promotion of external brands

        • Copyrighted material without appropriate rights

        • Personal messages

        • Political statements

        • Events not sponsored by officially recognized Rowan University departments or organizations

        • Content deemed inappropriate by the Division of Student Affairs

    4. All digital signage must comply with Rowan University logos, marks, and branding standards. 

    5. Public Safety must be able to display emergency information on digital content displays.

  4. Exemptions

    1. The following are exempt from this policy:

      1. Contracted signage systems, including student center cafeteria signage and certain directory systems

      2. Displays within classrooms, offices, or meeting rooms used solely for instructional or internal purposes

      3. Displays used exclusively for cable television

    2. Additional exemptions may be granted for special use cases and must be reviewed and approved by IRT.

    3. IRT does not support digital signage, devices, or 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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