Digital Signage Policy

The purpose of this policy is to establish standards for the governance, management, operation, and use of the SUNY Plattsburgh Digital Signage System.

The Digital Signage System serves as an official campus communication platform used to share timely information that supports the University’s educational mission, campus operations, student engagement, public safety, and special events.

This policy defines the roles and responsibilities of Information Technology Services (ITS), campus departments, and authorized content contributors to ensure digital signage content is accurate, appropriate, secure, accessible, and consistent with University policies and branding standards.

Review Process / Approval

 This policy applies to:

• Information Technology Services
• University Marketing
• Office of Emergency Management
• University Police
• Academic Departments
• Administrative Offices
• Student Affairs
• Student Organizations authorized to publish content
• Faculty
• Staff
• Contractors or third parties authorized to manage or publish content
• Any department utilizing University-owned digital signage displays

Authorized User — An individual approved to access the Digital Signage System

Content Owner — The department, office, or organization responsible for creating, approving, and maintaining content displayed on digital signage.

Digital Signage — University-owned electronic displays used to communicate information to campus audiences.

Digital Signage System — The hardware, software, network infrastructure, content management platform, and supporting services used to display digital content.

Emergency Message — A communication authorized by the Office of Emergency Management or University Police to protect life, safety, or University operations.

ITS — Information Technology Services.

Information Technology Services

ITS shall:

• Maintain and support the Digital Signage System.
• Provide technical administration.

• Manage user accounts and permissions.

• Maintain hardware and software.
• Establish technical standards.
• Maintain system security.
• Coordinate system upgrades.
• Provide technical support and user training.
• Respond to technical incidents affecting system availability.

Content owners shall:

• Ensure information is accurate and current.
• Obtain all required departmental approvals.
• Remove expired or outdated content.
• Ensure compliance with University policies.
• Ensure content complies with copyright and licensing requirements.
• Follow branding and accessibility standards.
• Respond promptly to requests to correct or remove inaccurate content.

University Communications and Marketing

University Communications and Marketing may establish branding standards, design guidelines, and communication practices applicable to digital signage content.

The Office of Emergency Management and University Police shall:

• Authorize emergency communications displayed through the Digital Signage System.
• Coordinate emergency messaging with other campus communication platforms.
• Determine the priority and duration of emergency messages.

Department administrators shall:

• Designate authorized content contributors.
• Review departmental content periodically.
• Ensure compliance with this policy.
• Notify ITS when user access should be modified or removed.

Authorized users shall:

• Protect account credentials.
• Use the system only for authorized University purposes.
• Comply with University policies.
• Report technical issues to ITS promptly.

7.1 Requesting Access

Departments requesting access to the Digital Signage System shall submit a request to Information Technology Services identifying:

• Department
• Authorized users
• Business justification
• Requested display locations, if applicable

ITS will provision access based on approved requests.

7.2 Content Submission

Departments are responsible for creating, reviewing, and publishing their own content using approved campus procedures.

Content shall:

• Be accurate.
• Be appropriate for the intended audience.
• Include start and end dates when applicable.
• Be removed when no longer relevant.

7.3 Technical Support

ITS shall provide technical support for:

• Hardware failures
• Software issues
• Display outages
• Network connectivity
• User account issues

ITS is not responsible for proofreading or verifying content.

7.4 Emergency Messaging

Upon authorization by the Office of Emergency Management or University Police, emergency communications may replace or interrupt scheduled programming.

ITS shall support the technical delivery of emergency messages and restore normal system operation when authorized.

7.5 Policy Compliance

ITS reserves the right to temporarily remove content that:

• Violates this policy;
• Presents a security risk;
• Disrupts system operation; or
• Conflicts with emergency communications.

Whenever practicable, the responsible department will be notified of the reason for the removal and provided an opportunity to correct or resubmit the content.

Failure to comply with this policy may result in suspension or revocation of publishing privileges and may be addressed through applicable University policies or procedures.

This version emphasizes an important governance principle: ITS owns and operates the platform, but the campus owns the message. It also limits ITS’s liability by explicitly stating that departments are responsible for the content they publish while allowing ITS to remove content that violates policy or threatens the stability or security of the system.

Content Submission Form

None

There are no specific trainings identified with this policy.