Posting and Chalking Policy

Effective Date: December 30, 2022
Revision Date: First Version
Responsible Offices: Student Unions & Engagement/Office of Compliance & Equity
https://www.wm.edu/offices/compliance/policies/posting-chalking/index.php

I. Scope

This policy applies to William & Mary as a whole university, including the Virginia Institute of Marine Science (the university). It applies to all members of the campus community as well as visitors, contractors and other university agents at all university locations, owned and leased. This policy applies to posting in common areas and on the grounds of the university and to chalking on university property.

II. Purpose and Policy Statement

The purpose of this policy is to provide content neutral policy guidance related to posting and chalking on university property. Postings/Chalking shall be subject to reasonable and non-discriminatory time, place and manner restrictions as set forth in this policy.

III. Definitions

Posting means any flyer or banner including but not limited to advertisements, announcements, notices, informational materials or expression of ideas.

Flyer means two-dimensional single-page document printed on standard paper, cardstock, or premium paper that does not exceed 14” x 22” in size.

Banner means any hanging sign, poster, yard sign or other document that is larger than 14” x 22” in size.

Chalking means the use of any water-soluble substance, or substance washable by water or rain used to draw or write non-commercial advertisements, announcements, informational materials or expression of ideas.

Public Posting Area means an indoor bulletin board or outdoor kiosk surface designated as available for posting of a flyer.

Department Bulletin Board means indoor space designated for use by an academic department, administrative unit, organization or classroom for purposes of department specific postings by approved internal entities and subject to the requirements established by the department or administrative unit.

Posting Sponsor means an individual, recognized student organization, administrative unit, department, assembly, or other entity of the university that is currently affiliated with the university.

Non-traditional Display means a three-dimensional presentation that cannot be posted on a public posting area. Examples include, but are not limited to, yard signs, A-frames/sandwich boards, and flag campaigns.

Scheduling Authority means office or unit with reservation or administrative oversight for university property and/or facilities.

IV. Policy

A. Flyer Posting

A flyer does not require advance approval to be placed on any public posting area but must comply with the following provisions and all published university policies:

The flyer must clearly display the name of the posting sponsor, including, but not limited to, the recognized student organization, department, student group, athletic team or employee assembly or organization.
a. Individual students must include their name and class year/or graduate program.
b. Individual employees must include their name and department.
Flyers posted by entities not affiliated with the university must include the name of the organization or business and contact information (website, email address, etc.)
The flyer must clearly display the date the flyer is posted unless a date is included as part of a date-specific event.
For members of the campus community, flyers may only be placed on any public posting area.
For entities not affiliated with the university, flyers may only be posted on outside kiosks designated as public posting areas
Only one flyer per public posting area for a single posting date is permitted.
A flyer must be removed by the posting sponsor or by the entity not affiliated with the university at the end of two weeks (or within 48 hours of the advertised date of activity/event) unless an extension is granted by the office of Student Unions & Engagement.
All flyers regarding human subject research must comply with Department of Sponsored Research policies and procedures.
A flyer may not be placed on a department bulletin board without approval from the scheduling authority for that bulletin board.

Flyers may not be posted on trees, poles, walls, doors, windows or fences.

B. Banner Posting

Banner posting is limited to recognized student organizations and departmental units and requires advanced approval from the proper scheduling authority over the space where the banner is to be displayed. Requests for reservations will be evaluated on a content neutral basis and depend on availability.

A banner placed on university property must comply with the following provisions and all published university policies.

A banner must clearly display the name of the posting sponsor.
A banner must be removed by the posting sponsor by conclusion of the approved time period for posting.
A banner is prohibited on Crim Dell Bridge or other places where the banner poses a hazard to university property and/or operations.

C. Non-Traditional Display

Non-traditional displays require advance approval by the proper scheduling authority for the space where the non-traditional display is to occur. Non-traditional displays are typically subject to the Policy on Use of University Facilities for Non-University Purposes and are approved based on availability of space where the non-traditional display does not pose a hazard to university property and/or operations.

Only requests from recognized student organizations and departmental units for university purposes are permitted. A non-traditional display must clearly display the name of the posting sponsor.

D. Chalking

Chalking on outdoor grounds must comply with the following provisions and all published university policies:

Chalking is only permitted outdoors on flat, horizontal surfaces (pedestrian sidewalks/walkways) and must be fully exposed so that rain can wash the water-soluble material away naturally.
Chalking must be at least 30 feet away from the entrance to any building.
Chalking must reference sponsoring organization, event, or initiative.
Only water-soluble chalk or other water-soluble material may be used.
Chalking is not permitted in the following locations:
- a. Historic Campus (Wren Yard, Wren Courtyard, The Hearth Memorial to the Enslaved) and the brick walkways immediately adjacent to the Sunken Garden within Old Campus.
- b. Any vertical surface which includes buildings, steps, signs, walls, statues, benches, etc. (excluding the vertical sound barrier wall in the Outdoor Classroom at the Integrated Science Center).

V. Compliance With This Policy

A. Removal of a Posting or Chalking

Only facilities management employees, administrators of the specific building, administrators in the offices responsible for this posting policy, or the sponsoring department or organization may remove a posting or erase a chalking. The university reserves the right to remove a posting or chalking in violation of this policy. The university regularly monitors public posting areas for non-compliant flyers and regularly clears all flyers from public posting areas at the conclusion of each regular term.

Individuals are prohibited from removing/taking down a posting, unless they or a group they are associated with are responsible for the posting. If an individual believes that a posting violates this or other university policy, they should report the posting to an administrator of the specific building or to reportconcern@wm.edu. Prior to removing a posting because its content is unlawful or otherwise prohibited by law, University officials should consult with the Office of University Counsel.

Defacing or intentionally erasing existing chalking is prohibited by anyone other than the person or organization who initiated the chalking display, except that University facility and maintenance personnel are allowed to clean and wash sidewalks, plazas, and other outdoor areas at any time in the course of their usual and ordinary campus maintenance activities.

The university’s ability to enforce this prohibition is limited to situations where the identity of the individual(s) defacing or intentionally erasing the existing posting or chalking is known. The university does not provide protection or security to prevent the impermissible removal of a posting, non-traditional display or chalking.

B. Non-Compliance

Impermissible Posting or Chalking

Violations of the posting or chalking provisions of this policy shall constitute grounds for removal of the posting or chalking. Charges for the cost of removal of the posting or chalking and any associated repairs may also be levied against the individual, recognized student organization, or department. Repeated violations by an individual, student organization or department may result in referral to the Office of Community Values and Restorative Practices or Human Resources as appropriate and loss of access to general bulletin board areas for a specified period of time as determined by Student Unions & Engagement.

Impermissible Removal of Posting or Chalking

Students who impermissibly remove, deface or erase a posting or chalking may be referred to Office of Community Values & Restorative Practices based on an assessment of the conduct alleged.

Employees who impermissibly remove, deface or erase a posting or chalking may be referred to Human Resources and/or Facilities Management based on an assessment of the conduct alleged.

Damage to university property caused by a Posting or Chalking

Students who damage university property with an impermissible posting or chalking or by an impermissible removal of a posting or chalking will be referred to Community Values and Restorative Practices under section III.B.1 of the Student Code of Conduct.

Employees who damage university property with an impermissible posting or chalking or by an impermissible removal of a posting or chalking will be referred to Human Resources.

Other individuals who damage university property with an impermissible posting or chalking will be referred to William & Mary Police and/or Facilities Management.

Suspected violations of this policy can be reported to the university through reportconcern@wm.edu . The university will assess those reports based on the evidence available and refer those reports to the appropriate responding office.

VI. Authority and Amendment, Implementation

This policy was approved by the President on December 30, 2022.