• Section 1 - Purpose
• Background
• Scope
• Section 2 - Policy
• Conditions for the display of Promotional Material
• Use of Promotional Material for Student Elections
• Banners
• Handbills (leaflets, brochures and flyers)
• Chalking
• Stalls and tables
• Permanent signs
• Prohibited Promotional Material
• Inappropriate Promotional Material
• Removal of unauthorised Promotional Material 
• Breach of this Policy
• Section 3 - Procedure
• Section 4 - Guidelines
• Section 5 - Definitions

Section 1 - Purpose

(1) This Policy sets out the University’s requirements concerning the display of Promotional Material on University Premises and University Property, as well as the placement of banners, the distribution of Handbills and permissible chalking.

Background

(2) Macquarie University (the University) welcomes and supports a diversity of student and staff activities and organisations, including those related to academic, arts, career, cultural, inclusion and belonging, political, religious, and sporting pursuits. It is acknowledged that promotion of these activities and organisations may occur through publicising or exhibiting Promotional Material using posters and advertising, the display of banners, information provided through Handbills, and chalking.

(3) The University is committed to maintaining an attractive and sustainable environment, free from visual pollution and litter that can result from unregulated display of Promotional Material. It is therefore necessary to specify conditions for the appropriate location of banners, the distribution of Handbills, and for chalking in order to maintain the aesthetic of University Premises while preventing unnecessary litter and protecting the health and safety of its community.

Scope

(4) This Policy applies to any person who enters or uses University Land or University Premises. This includes all students, staff and Affiliates of the University and its Controlled Entities seeking to place Promotional Material on University Premises or University Property.

(5) The Policy applies to Election Material for use during student elections.

(6) This Policy does not apply to:

1. Promotional Material officially approved by the University for marketing campaigns or University events where an Authorised University Staff Member has endorsed these promotional activities.
2. Work Health and Safety signage used by staff, contractors or visitors such as worksite hazards, temporary directional signage or temporary hazard notification.

Section 2 - Policy

(7) Promotional Material may only be displayed in accordance with the requirements specified in this Policy. Only Promotional Material relating to University Activities is allowed.

(8) Macquarie University Property will maintain a list of permitted locations for Promotional Materials. This list will be published on the Macquarie University Campus website.

(9) Any material distributed or displayed in contravention of the requirements of this Policy will be removed and the cost of removal may be charged to the originator of the material.

(10) The display of Promotional Material must not contravene the requirements of the Staff Code of Conduct or the Student Code of Conduct.

Conditions for the display of Promotional Material

(11) The display of Promotional Material is permitted in accordance with the following conditions:

1. Promotional Material is displayed on University Premises only within the areas designated or otherwise approved for this purpose;
2. Promotional Material is attached with removable and non-damaging material such as thumbtacks, tape, blu tack, or similar. Nails, glue, or other adhesives are not permitted;
3. Promotional Material does not present a health or safety hazard, for example a trip hazard or obstacle;
4. Promotional Material must not be placed over official notices or signs even if within an area designated or approved for display of Promotional Material;
5. Promotional Material is not placed excessively to preclude promotion by others or intentionally interfere with other Promotional Material;
6. Promotional Material is not posted for a period exceeding fourteen days, unless otherwise permitted in accordance with applicable University Policy instruments;
7. Promotional Material must be removed it as soon as possible after the activity date and not exceeding seven (7) days after;
8. the same advertisement or group, society or club cannot take up a whole noticeboard (consideration must be given to all University groups, societies, and clubs); and
9. users of Promotional Material do so at their own risk. The University has no responsibility to protect such materials.

(12) Any exception to these conditions must be approved by Macquarie University Property.

(13) Unauthorised persons are not permitted to damage or remove approved Promotional Material.

(14) Use of the Macquarie University logo is restricted. Partners and other organisations with an official relationship with the University may only use the logo in accordance with the requirements established in the Macquarie University Brand Identity Guidelines.

Use of Promotional Material for Student Elections

(15) All Election Material must be approved prior to its use in an election. Proposed campaign material must be submitted to election@mq.edu.au to obtain a registration approval number. Copies of approved material will be retained on file by Governance Services.

(16) All Election Material must:

1. comply with the Student Code of Conduct;
2. clearly display the name of the candidate on whose behalf the material is posted, displayed or distributed;
3. contain the words “authorised by the Returning Officer” in every copy of election material displayed, distributed or posted;
4. display the registration approval number;
5. be placed on campus in accordance with the University’s policies relating to posters and advertising; and
6. not use, contain or refer to, a Macquarie University logo.

Banners

(17) University Community members may apply for permission to display a banner on University Premises.

(18) The placement of banners is only permitted where approved by Macquarie University Property. Banners are typically only approved for specific occasions, events, or campaigns, for example Open Day, Red Cross Blood Bank, and Respect. Now. Always events. 

(19) Banners must only be placed following coordination with Macquarie University Property for determination of appropriate fittings and attachments.

(20) Banners must comply with the Macquarie University Brand Identity Guidelines.

Handbills (leaflets, brochures and flyers)

(21) The distribution of Handbills on University Premises, including those placed under vehicle windscreen wipers, is not permitted unless approved by Macquarie University Property.

(22) Handbills are permitted for election campaigns relating to the University Council, Academic Senate, Faculty Boards, the Student Representative Committee, and unions as appropriate. Further requirements apply to student elections as outlined in this Policy.

(23) Where the distribution of Handbills is permitted, it is the responsibility of the distributor/originator to ensure that all discarded Handbills are collected from areas such as gardens, footpaths, and parking lots on the same day as their distribution. Where the Handbills are not removed within the specified time the University may charge the originator for the cost of removal.

Chalking

(24) Chalking is permissible on exterior footpaths excluding steps provided the area is exposed to rainfall. Chalking is also permissible on the asphalt surface outside the University Library (16 Macquarie Walk) and Library Café, but not on the paved forecourt outside the entry doors. 

(25) Chalking with sticks of chalk is the only permissible chalking method. Wet chalk mixtures that need to be painted using a brush is not permitted. The use of other materials (such as crayons, felt tip pens, permanent markers, any type of paint, and spray chalk) is not permitted.

Stalls and tables

(26) Where Promotional Material is displayed on or under stalls or display tables and other display devices, the stall or table must have an approved space booking from Macquarie University Property and must not:

1. obstruct any corridor, walkway or thoroughfare or any access or exit points; or
2. pose a health or safety hazard.

Permanent signs

(27) Queries or requests about permanent signs, including information or identification signs, should be directed to Macquarie University Property.

Prohibited Promotional Material

(28) The University has the right and responsibility to determine the terms and conditions upon which it will permit the use of Promotional Material. In so doing, and in accordance with the Freedom of Speech and Academic Freedom Policy the University may refuse permission for Promotional Material where the content is or is likely to:

1. be unlawful;
2. prejudice the fulfilment of the University’s duty to foster the safety and wellbeing of staff and students; and/or
3. involve the advancement of theories or propositions that purport to be based on scholarship or research, but which fall below scholarly standards to such an extent as to be detrimental to the University’s character as an institution of higher learning.

(29) Promotional Material is prohibited in circumstances where:

1. the material relates to a commercial activity or venture not associated with, endorsed by, or otherwise approved by the University; or
2. the material contravenes the Staff Code of Conduct or Student Code of Conduct.

(30) Paper materials such as Handbills must not be placed on footpaths as they may tear or shred and become a safety and pollution hazard.

Inappropriate Promotional Material

(31) Members of the University Community who believe that an item of promotional or display material is inappropriate should email Macquarie University Property. The email should include details of location, description and an explanation for why it is considered inappropriate.

(32) Macquarie University Property will consider all feedback and either remove or retain the Promotional Material.

(33) Appeals to such decisions can be made via the Complaint Management Procedure for Staff, Complaints Resolution Policy for Students and Members of the Public, and Complaints Resolution Procedure for Students and Members of the Public.

Removal of unauthorised Promotional Material 

(34) University Security may remove any Promotional Material that has not been displayed in accordance with this Policy.

(35) University Security may remove any material that poses a risk to the health or safety of others, including materials that may constitute a psychosocial hazard.

(36) University Security may remove any material that contravenes any other University Policy such as Promotional Materials for a contract cheating service, or materials that contravene the relevant Code of Conduct.

(37) Any materials not compliant with this Policy may be removed without notice.

Breach of this Policy

(38) Any breach of this Policy will be considered under the relevant Code of Conduct.

Section 3 - Procedure

(39) Nil.

Section 4 - Guidelines

(40) Nil.

Section 5 - Definitions

(41) The following definitions apply for the purpose of this Policy:

1. Academic Exercise means:
   1. an examination that is a time limited assessment task conducted under invigilation including tests, practical assessments and final examinations; and
   2. the submission and assessment of a thesis, dissertation, essay, practical work or other coursework and any other exercise which is not undertaken in formal examination conditions.
2. Affiliates include contractors, agents, honorary, clinical or adjunct appointees and consultants of the University.
3. Authorised University Staff Member means a Macquarie University member of staff who has authority to approve Promotional Material or promotional activities in accordance with the functions, responsibilities, or delegations attaching to their role.
4. Election Material means any Promotional Material and other physical, online, or social media content that, in the opinion of the Returning Officer, is intended to promote the electoral prospects of a candidate or ticket in an election.
5. Handbills means any printed notice or advertisement distributed by hand including flyers, leaflets and pamphlets.
6. Promotional Material means posters and advertising, banners, Handbills, and chalking that a reasonable person would deem of relevance to Macquarie University staff, students or the broader University Community, including information pertaining to University elections, student groups, and staff groups.
7. University Activities refers to activities of the University and the University Community including:
   1. teaching, study and research at the University;
   2. the conduct of any Academic Exercise;
   3. recreational, commercial, disciplinary or ceremonial activities of the University or the University Community;
   4. any clinical, professional or practical work, research, workshops, camps or field or vocational placements and any other activities arranged, sponsored, controlled or supervised by the University;
   5. the provision by the University of services to the general community;
   6. the use or enjoyment of any University Property by any person authorised by the University;
   7. the management or administration of the University; and
   8. anything incidental to any activities of the University or the University Community.
8. University Community means staff, students and Affiliates of the University and its Controlled Entities.
9. University Land (Land/s) refers to all land and other property over which the University has vested control and management. See Section 18 of the Macquarie University Act and By-Law.
10. University Premises refers to:
    1. any premises owned, leased, operated, occupied or controlled by the University;
    2. any premises on which University Activities take place; and
    3. any residential college premises.
11. University Property means any facility, resource, or property of Macquarie University.