Promotional activities in the University Library

Scope and terms

1.1 This policy applies to everyone wishing to undertake any or all of the activities described in this policy.

1.2 All activity described by this policy must be related to University business.

1.3 All activities and events must operate with a minimum of noise, disruption and mess in order to preserve a suitably academic environment for study.

1.4 The Library may allow exceptions to this policy when appropriate.

1.5 Library staff reserve the right to halt or cancel any activities at their absolute discretion.

1.6 Publicity material that has not been agreed with Library staff, or otherwise contravenes the policy or method statement, will be removed and destroyed at the discretion of Library staff.

1.7 The Library comprises the locations as listed on our web pages.

Activities covered by this policy

Recording and Broadcasting

2.1 Broadcasting and broadcasts include any means of public or private dissemination of images, including traditional TV, live streaming via the Internet or other means, traditional print press photography, and all forms of social or other Internet and digital media. These examples are indicative, not exclusive.

2.2 Recording and broadcasting in or in the vicinity of the Library may only take place by agreement with Library staff as detailed in the accompanying method statement.

2.3 All recording and broadcasting must adhere to the requirements of data protection law.

2.4 All recording and broadcasting must alert people in the vicinity that such activities will take place, normally two days in advance and continuously while recording and live broadcasting is taking place.

2.5 All recording and broadcasting must enable anyone to opt out of, or otherwise avoid inclusion of their images in, resulting broadcasts.

Promotional and publicity activities

2.6 Promotional and publicity activities include the installation of display stands, the erection of promotional banners or posters, the provision of tables and surveying users, the distribution of leaflets; the conducting of promotional events; these examples are indicative, not exclusive

2.7 Promotional and publicity material may only be placed in the Library by agreement with Library staff. Promotional and publicity material in the Library that has no such agreement will be recycled. Promotional activities may only take place in the Library by agreement with Library staff and may only occur in locations agreed with Library staff. The Library is happy to discuss methods and locations with applicants, and will take a facilitative rather than a restrictive view of applications.

2.8 Promotional and publicity material may only be displayed or provided using methods and locations agreed by Library staff.

2.9 Publicity involving sponsorship, purchase or requests for money are not permitted

2.10 The Library boards for displaying posters and other publicity materials must be used as detailed in the accompanying method statement.

2.11 Pop-up banners or similar display methods may only be installed in locations agreed with Library staff.

2.12 The Library will provide a designated election promotion board for candidate posters during student election campaigns. Student election material is confined to posters only and each candidate may display one A4 poster only.

2.13 Media boxes for student press may only be used for such purposes, and placed in such locations, as may be agreed with the Library. Media boxes for which no agreement exists will be removed by Library staff.

Responsibilities and procedure

3.1 Applicants who wish to undertake activities described by this policy must seek permission to do so from Library staff. Applicants may use any means to contact the Library, but will find lib-enquiry@york.ac.uk or the Library Help Desk the most suitable methods.

3.2 Applicants are required to obtain permission prior to activities taking place. Normally, such permission should be sought 2 weeks prior to the activities proposed, but shorter time scales will be considered on a case by case basis.

3.3 Recording and broadcasting can be disruptive to Library users, and so must be planned carefully with the help of Library staff, and aim to minimise disruption. For recording and broadcasting applicants must additionally provide:

Information about the purpose and intended audience of the recording and broadcasting
Date and duration of the recording and broadcasting
Location details
A copy of the relevant risk assessment for the location
Confirmation of process that will be used to seek and obtain consent of people whose images may be disseminated in broadcasts
Where broadcasts are not live, the method of the broadcast and intended/actual date (if known)
A timeline and schedule for notice to be given to other users
Details of the opt out process and mechanism for other Library users

3.4 Promotional activities can be disruptive to Library users, and so must be planned carefully with the help of Library staff, and aim to minimise disruption. Promotional activities must be conducted in agreed locations and must adhere to health and safety requirements, including, but not limited to, keeping fire exits and associated evacuation routes clear, and avoiding the creation of trip hazards. For promotional activities applicants must additionally provide:

Information about the purpose and intended audience of promotional activity
Date and duration of the activity
Proposed location details

3.5 Promotional materials must only be distributed in agreement with Library staff. Applicants wishing to distribute posters or other materials should speak to staff at the Help Desk.

Publicity material must comply with the following criteria:

Official University of York branded material: all material must include the University logo in line with branding guidelines.
Official YUSU and GSA branded material: all material must include the YUSU or GSA logo.
Material promoting information about resources or services the Library subscribes to, or organisations the University is working with, are not required to include a University or Library logo.
All material should be provided with a remove by date
All material must be of suitable tone/content

3.6 Customer Services staff are responsible for maintaining the calendar through which activities described by this policy are managed.

3.7 Customer Services staff are responsible for managing public noticeboards.

3.8 Customer Services staff are responsible for clearing unauthorised, unsuitable or out of date publicity material in the Library.

Supporting documents

University of York library data protection statement

Surveillance policy

Document status

Owner	Library, Archives & Learning Services
Updated	November 2022
Review cycle	Three years
Date of next review	November 2025