2.12 Advertising and Solicitation Policy
This policy is intended to establish guidelines for groups and individuals who wish to solicit or advertise on the Ithaca College campus. On-campus groups must apply for and be granted a solicitation permit in order to solicit on campus but are exempt from obtaining an advertising permit when the advertising pertains to College business or activities. Advertisements of on-campus organizations must clearly identify the sponsoring organization and include contact information for the group. Off-campus groups must apply for and be granted a permit to solicit or advertise on campus. Off-campus groups must be sponsored by an on-campus group in order to obtain a solicitation permit.
Solicitation and/or distribution of literature to or by employees is prohibited during the employee's working time. Specifically, solicitation by an employee of another employee is prohibited while either employee is on working time. "Working time" does not include meal periods, authorized rest breaks, or any other specific period of the day when employees are not properly engaged in the performance of their work duties.
Solicitation and/or distribution of literature in connection with the sale of any products, services, or contributions is subject to the Ithaca College Advertising and Solicitation Policy. Any employee or group of employees, off-campus organization, business, or individual wishing to solicit, canvass, or advertise on the Ithaca College campus must obtain a solicitation permit from the Campus Center and Event Services Office.
Solicitation is defined as any active attempt to raise funds through direct sale of merchandise, services, or donations, with or without products or services rendered. Also, any method of communication intended to induce support of a service, organization, business activity, issue, cause, etc. will be considered solicitation.
Advertising is defined as any method of communication intended to market any product, service, organization, business, activity, etc.
ON-CAMPUS GROUPS: College-recognized committees and registered student clubs and organizations, academic departments, administrative departments, and intercollegiate athletic teams.
OFF-CAMPUS GROUPS: All other individuals, businesses, or groups, including members of the Ithaca College community acting as individuals or agents for such businesses or groups.
Academic programs, College services, and operations run or sponsored by the College are considered "on-campus groups" and do not need to obtain a permit (including, but not limited to, food service, Campus Store, vending, linen service, refrigerator rentals, etc.). Contracts for these services are awarded through competitive bidding. Vendors may contact the Procurement Office for information.
On-campus groups may advertise on bulletin boards designated for general posting without stamped approval. All advertisements should be tacked, not stapled, to general posting bulletin boards. All other bulletin boards are for the exclusive use of College departments. Any items posted on these boards must be approved by an official of the department responsible for the board. Posters, notices, fliers, painted or chalked notices, etc., may not be attached or applied to waste receptacles, trees, walk surfaces, walls, doors, windows, roads or vehicles. Violators are responsible for necessary cleanup and payment for any damages and may be subject to disciplinary action in accordance with the policy for discipline (see Volume V, section 5.5 for employees and Volume VII, section 7.1.2 for students).
Students may not sell, solicit, advertise, or canvass on College-owned or -operated property or solicit parents, alumni, or members of the campus community without advance authorization from the Campus Center and Event Services Office. Students are responsible for abiding by all rules, regulations, and guidelines contained within the Student Campus Event policy and Campus Advertising and Solicitation Policy.
2.12.1 Solicitation Guidelines
- Only on-campus groups may reserve table space for solicitation. Reservations (pending permit approval) must be made in advance through the Campus Center and Event Services Office.
Sponsorship of an off-campus individual, group, or business by an on-campus group for the purpose of sales or fundraising must be approved by the Campus Center and Event Services Office. A fundraising contract must be signed by the sponsoring group or office and a representative of the off-campus group and be filed with the solicitation permit application.
Generally, a fee of at least 20 percent of the gross sales is returned to the sponsoring on-campus group. It is the responsibility of the sponsoring on-campus group to obtain the solicitation permit. The sponsoring on-campus group must have a representative present at the solicitation site (e.g., Campus Center lobby table) at all times and ensure that all college policies and procedures are being maintained.
Solicitation by credit card vendors is prohibited on campus.
Once issued, solicitation permits must be presented on request to College officials.
If a solicitation permit is denied, the applicant may appeal in writing to the Solicitation Committee. The Solicitation Committee includes representatives from the Campus Center and Event Services Office and the Office of Residential Life, as well as one student representative appointed by student government each year. Appeals will be reviewed by the committee, which will make a recommendation to the Vice President for Finance and Administration, whose decision is final. Normally, applicants will be notified of the decision within two weeks of the date of the appeal.
The sale or distribution of food items must meet the requirements of the Tompkins County Health Department. Food for activities that are not catered by the College food service must be approved in advance by the Campus Center and Event Services Office and must meet the standards set forth in the document "Food Guidelines for Ithaca College Solicitation," which is available in the Campus Center and Event Services Office.
Solicitation is strictly prohibited in residence hall rooms and in the dining halls. In addition, fund-raising through the direct sale of merchandise or services, or the solicitation of donations, with or without products or services rendered, is strictly prohibited in the academic quad and in classrooms.
Any on-campus groups wishing to hold a raffle must complete the appropriate paperwork and be granted approval from the Campus Center and Event Services Office. Raffles sponsored by off-campus groups are prohibited on the Ithaca College campus.
Solicitations must not disrupt College activities or obstruct or impede entry to or exit from buildings, pedestrian movement, or vehicle traffic flow. Flyers/advertisements may only be handed out from people sitting behind a registered solicitation table and only to people who approach the table to receive information. Solicitors may not call out to others and may not approach and hand out flyers/advertisements to others (except as a planned part of an approved program), and must remain behind their table.
Students collecting surveys as part of an assigned class project are permitted to hand out or conduct surveys in common areas on campus providing that no college policies are violated.
Solicitation permit applications may be obtained in the Campus Center and Event Services Office. The processing of these applications takes a minimum of three (3) business days.
- On-campus groups may advertise on specific bulletin boards designated for general posting in the Campus Center, residence halls, and academic buildings without stamped approval. Advertisements of on-campus organizations must clearly identify the sponsoring organization and include contact information for the group. Posters found improperly posted or in conflict with Ithaca College policies will be removed. The sponsor may be subject to disciplinary action.
- Off-campus groups must obtain a permit from the Campus Center and Event Services Office to post posters or flyers in any campus buildings. Once issued, permits must be presented on request to College officials.
- To post in residence halls, off-campus groups must present an advertising permit and poster to the Office of Residential Life that has been signed by the Campus Center and Event Services Office. A group representative will be required to stamp and separate the posters, and the residential life staff will then post the materials. Residential life has the right to deny posting in the residence halls even if the material was approved by the Campus Center and Event Services Office.
- If an advertising permit application is denied, the applicant may appeal in writing to the Solicitation Committee. The Solicitation Committee includes representatives from the Campus Center and Event Services Office and the Office of Residential Life, as well as one student representative appointed by student government each year. Appeals will be reviewed by the committee, which will make a recommendation to the Vice President for Finance and Administration, whose decision is final. Normally, applicants will be notified of the decision within two weeks of the date of the appeal.
- Only specific bulletin boards designated for general posting may be used by members of on-campus groups for College business. All other bulletin boards are for the exclusive use of College departments. Posters, notices, fliers, painted or chalked notices, etc., may not be attached or applied to waste receptacles, trees, walk surfaces, walls, doors, windows, roads, or vehicles. Violators are responsible for necessary cleanup and payment for any damages and may be subject to disciplinary action. Only one poster per event or concert is permitted per bulletin board.
- Requests to use any special advertising locations such as the directory boards located outside the west side of the Campus Center will be taken on a first-come, first served basis by on-campus groups only. All notices and flyers will be posted for at least one week.
- The director of dining services will coordinate the placement of fliers and table tents on tables in the dining halls and IC Square by on-campus groups. Information may remain on the tables for two days. Table tents must meet certain size and other requirements as determined by the director of dining services. Participants in elections for student organizations such as the Student Government Association, Residence Hall Association, or senior class will be permitted space outside the Terrace and Towers dining halls for the purpose of distributing campaign information during designated campaign periods. Off-campus groups may not advertise in the dining halls or IC Square.
2.12.3 General Solicitation and Advertising Guidelines
- Students and registered student organizations are subject to all College rules and regulations, including, but not limited to, those outlined in the "Residential Life Guide" and other sections of the Student Handbook, residence hall contract, the student organization handbook, and this Policy Manual. Academic and administrative departments must follow the guidelines set forth in this policy in addition to other applicable College rules and regulations. Violations of this policy and other College rules and regulations may result in revocation of any granted permit and may jeopardize future applications for solicitation and/or advertising permits. Other disciplinary action may also be taken.
- This policy applies to College employees. Employees who violate this policy are subject to disciplinary action as outlined in Volume V, section 5.5 of this Policy Manual.
- Solicitation and/or advertising may be conducted only in approved areas on campus. Door-to-door solicitation or advertising is strictly prohibited.
All materials for solicitation and/or advertising must clearly and obviously include the sponsor's name and contact information, as well as the campus “Accessibility Statement for Pre-Event Publicity.”
Advertising for events conducted by members of the campus community must comply with the campus policy and guidelines regarding “Resources for Supporting Diverse Abilities on Campus.”
- Use of the name "Ithaca College" or the College's logotype on a product (directly or indirectly) or in an advertisement must be approved in advance by the Office of Strategic Marketing and Communications. The use of the College seal is exclusive to the Office of the President.
- No group, including the Ithacan and other College publications, may solicit or advertise programs, events, activities, or businesses that indicate that alcoholic beverages are free or sold at reduced prices or that otherwise appear to encourage unlimited or excessive drinking of alcohol or use of prohibited substances.
- Chalking is prohibited.
- Advertising or soliciting the sale of term papers or similar services is prohibited.
- Advertising and/or solicitation permits will not be granted for the purpose of selling, renting, or subletting property (e.g., houses or apartments). All inquiries regarding this type of advertising must be directed to the Ithacan.
Only items pertaining to College business, events, and activities may be sent through the campus mail system. On-campus groups that wish to send a mass mailing to students must submit a copy of the materials to be sent to the assistant director of the campus center (or designee) for approval before the material can be printed and mailed.
If the mail pieces are to be individually addressed to each student, a student information system report request form must be completed and approved by the assistant director of the campus center. Once approved, this form must be submitted to the Office of the Registrar, which will produce the mailing labels. The labels and the approved copy of the materials to be mailed should then be delivered directly to the College Mail Center for distribution. If a mailing is to be sent to all students without individual addresses, an on-campus letter/flyer distribution via student mailboxes form must be completed and approved by the Campus Center and Event Services Office. Once approved, the permit and materials should be delivered directly to the College Mail Center for distribution. Off-campus groups or businesses must send all materials to student, faculty, and/or staff through the U. S. Postal Service.
On-campus groups that wish to send an Intercom announcement to faculty and/or staff must have their advisor submit the information to Intercom.
All vehicles used by off-campus groups involved with solicitations and/or advertising must be registered with Ithaca College Parking and Traffic Services.
Last Updated: December 15, 2015