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4.6 Temporary Signs and Notices
This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: President
Original Approval Date: November 7, 1995
Date of Most Recent Review/Revision: May 13, 2025
Office of Accountability: Vice-President: Student Affairs
Administrative Responsibility: Office of Student Affairs
1.00 Purpose
1.01 The purpose of the policy is to provide clear guidelines about the use, placement and maintenance of Temporary Signs and Notices. The policy ensures that signage effectively supports communication of events, activities and information relevant to the university community while maintaining campus safety, accessibility and aesthetics.
2.00 Definitions
2.01 Banner: A long strip of paper or cloth bearing a slogan, design or message, hung in a public space.
2.02 Digital Signage: Electronic television displays used to present information, notices or advertisements throughout Laurier campuses. Digital signage does not include websites, including MyLearningSpace.
2.03 Employee(s): A person who performs work for wages in any capacity for the University.
2.04 External Bodies: An individual or group that is not an Academic Affiliate, University Affiliate or University Student Group that requests to display temporary signs or notices.
2.05 Members of the University Community: Persons who currently live, work or study (in person or online) at any Laurier campus or location. Members include Students (including student groups), Employees, faculty and contract teaching faculty. For the purpose of this policy, volunteers will be excluded from this definition.
2.06 Student: An individual registered in a course of study as a student at the University, either full-time or part-time, pursuing undergraduate, graduate or non-degree certificate program.
2.07 Temporary Signs and Notice: Refers to any poster, notice or advertisement, in any format, which announces on campus activities or events, conveys information about clubs or other organizations, conveys relevant academic information, or serves a similar purpose.
2.08 University Student Group: A group of university students authorized by the University or a University Affiliate, registered with or recognized by the Office of Student Affairs.
3.00 Jurisdiction/Scope
3.01 This policy applies to all Members of the University Community and External Bodies who wish to display Temporary Signs and Notices on any campus of Wilfrid Laurier University.
4.00 Policy
4.01 Temporary Signs and Notices may be posted by a Member of the University Community, in accordance with this Policy. Failure to comply with this policy may result in loss of posting privileges or other sanctions outlined in the Non-Academic Student Code of Conduct.
4.02 Temporary Signs and Notices advertising off-campus initiatives such as social events, presentations, lectures or rallies are permitted if sponsored by a Member of the University Community.
4.03 External Bodies wishing to display Temporary Signs and Notices must be sponsored by a Member of the University Community. The Member of the University Community sponsoring the event must be clearly listed on the Temporary Signs and Notice, along with their contact information for inquiries related to the Temporary Sign and Notice.
4.04 Members of the University Community are permitted to hang (up to) the maximum number of Temporary Signs and Notices, as outlined in the procedures, for a maximum of (up to) 14 days. Temporary Signs and Notices must be removed by the Member of the University Community once the deadline has passed.
4.05 Temporary Signs and Notices may not exceed 11 x 17 in size.
4.06 Banners are only permitted in specific areas on each campus, as noted in the procedures document.
4.07 All Temporary Signs and Notices must be authorized by the relevant office prior to being displayed.
4.07.01 Temporary Signs and Notices displayed in Residences must be authorized by the Department of Residence.
4.07.02 Temporary Signs and Notices displayed in the Athletic Complex must be authorized by the Athletic Complex office.
4.07.03 Temporary Signs and Notices displayed in all other University buildings on the Waterloo campus, must be authorized by the Office of Student Affairs.
4.07.04 Temporary Signs and Notices displayed in all University buildings on the Brantford campus, must be authorized by the Brantford Dean of Students representative.
4.07.05 Temporary Signs and Notices displayed in all University buildings on the Milton campus, must be authorized by a Milton Dean of Students representative.
4.07.06 Digital signage displayed on any Laurier campus must be authorized and approved by the university-wide network administrator. Requests can be submitted to digitalsignage@wlu.ca.
4.07.07 Temporary Signs and Notices without appropriate authorization will be removed.
4.07.08 The approving office will review and respond to all Temporary Signs and Notices submissions within 3 business days upon receipt.
4.08 Members of the University Community who were denied authorization to post a Temporary Sign or Notice may escalate their request to the Office of Human Rights and Conflict Management.
4.09 All Temporary Signs and Notices posted shall comply with Policy 6.1 Prevention of Harassment, Discrimination and Sexual Misconduct and Policy 12.3 Non-Academic Student Code of Conduct.
4.10 Approving offices have the right to refuse any request which, in their reasonably exercised discretion, is not in compliance with any other approved University policy or:
- May disrupt services or cause safety concerns.
- Advertise employment opportunities external to the University.
- Advertise for company or groups outside of the Laurier community.
- Advertise listings for off-campus housing and roommates.
- Contain language and/or graphics which will result in financial profit.
- Are offensive, violent or display visually extreme content that discriminates in any way.
- Demean or expose to ridicule individuals or groups based on, but not limited to, grounds of sex, sexual orientation, race, ethnicity, national origin, creed or (dis)Ability, in accordance with the Ontario Human Rights Code.
4.11 All Temporary Signs and Notices must conform to Policy 13.1 Use of the Wilfrid Laurier University Name and Marks. Failure to comply may result in the removal of the Temporary Sign or Notice.
4.12 The President or delegate reserves the right to have any Temporary Signs and Notices considered objectionable removed.
4.13 Only the words “licensed under the A.G.C.O.” may be used to indicate that alcoholic beverages will be available at an event.
4.14 Temporary Signs and Notices should be placed on public bulletin boards or designated cement block walls using masking tape or tacks. Temporary Signs and notices displayed on any painted surfaces, doorways, glass or in stairwells or elevator areas are prohibited and will be removed.
4.15 Groups granted authorization for Temporary Signs and Notices are responsible for the removal within twenty-four hours following the event. Failure to comply may result in the loss of future posting privileges.