Southern Illinois University Carbondale

SIU Logo

Solicitation

ACCESS BY GROUP

The primary channels for soliciting are listed in the table below. Additional channels are listed at the end of this page.

GROUP FLYERS DIGITAL SIGNAGE NAPKIN HOLDER INSERTS SOCIAL MEDIA OUTREACH TABLES
University Housing X X X X X
University Housing RSOs X X X X X
SIU RSOs X
SIU Depts & Colleges X X X X
Off-Campus Groups X

Approval to Solicit

All solicitation, programs and events must adhere to University Housing guidelines and procedures and the Student Conduct Code. Additional solicitation venues are available on campus, including the Student Center and through a solicitation permit obtained from Student Involvement. The SIU policy on solicitation is available here. Click here to view information on the statistics of University Housing. Direct questions to the University Housing Marketing Office at 618/453-2301.

Approval will not be granted for solicitation or promotions for off-campus housing; SIU logo materials; books; computers, iPods, software; credit card applications and vendors; bars and night clubs; alcohol, nicotine, illegal substances, and gambling; and any business in direct competition with Southern Illinois University Carbondale, including but not limited to the University itself, all offices and departments, all colleges, University Housing, the Student Center and the Student Recreation Center.

Solicitation approval and exceptions is given at the discretion of the University Housing Marketing Office or by the Director of University Housing. Printed or digital material not meeting guidelines will be removed. Handwritten materials are not permitted. Material submitted by a University department or college should be brand compliant. More information is available in the SIU brand guide and logo guidelines. We reserve the right to deny or remove any solicitation item for any reason at any time. University Housing is not responsible for incorrect information or errors made when posting or removing items. Posted materials will not be returned to groups after removal.

Solicitation requests should be submitted to the University Housing Marketing Office a minimum of two weeks prior to requested posting date(s).

SIU ACCESSIBILITY STATEMENT

Events sponsored by SIU departments or colleges require the following SIU Accessibility Statement on promotional materials: Individuals with disabilities are welcomed. Call 618/453-5738 to request accommodations.

FLYERS

RESTRICTED TO: SIU departments, colleges and RSOs; and off-campus groups (local businesses and organizations).

Flyers must be approved prior to posting. Groups wishing to post multiple flyers at the same time may have limited access, pending space availability. Groups posting without approval may have posting privileges revoked. Registered Student Organizations (RSOs) must be in good standing as an RSO with applicable campus office(s). Flyers may be in letter (8.5x11), legal (8.5x14) or ledger (11x17) size.

Flyer Process:

  1. CHECK CONTENT: Ensure flyer promotes a specific event, program, or date and includes: organization name and contact information, event title and date, and the SIU Accessibility Statement (for SIU departments and colleges). SIU departments and colleges must be brand compliant.
  2. SEEK APPROVAL: Submit a jpeg or pdf to the University Housing Marketing Office for approval. Please allow at least one week for review. Direct questions to 618/453-2301.
  3. PRINT FLYERS: Once approved, print the number of flyers listed below:
    OFF-CAMPUS GROUPS: Submit 6 flyers for posting in commons areas.
    ON-CAMPUS GROUPS: Submit 97 flyers for posting in commons areas, residence halls and apartments. Separate flyers and label as follows: Central Housing (4); Mae Smith (17); Neely (17); University Hall (6); Grinnell (1); Trueblood (2); West Campus (35); Wall & Grand Apartments (13); Evergreen Terrace/Elizabeth Apartments (3).
  4. DELIVER FLYERS: Deliver separated and labeled flyers to the University Housing Marketing Office, Student Services Building, fourth floor, mail code 6716 for posting by University Housing staff. Include memo containing desired dates for posting and removal of flyers. Postings are limited to the duration up to 30 days prior to event and will be removed and recycled immediately following event expiration.

DIGITAL SIGNAGE

RESTRICTED TO: University Housing, University Housing RSOs and SIU Carbondale departments and colleges.

Digital signage is located throughout the residence halls and commons areas. Sliders posted on digital signage will also post on the University Housing cable channel, which is viewable in residence hall rooms and Wall & Grand Apartments.

Digital sliders must be approved by the University Housing Marketing Office. To request approval, eligible groups should submit a jpeg (meeting guidelines below) to the University Housing Marketing Office. If approved, the slider will be posted by Marketing Office staff. Digital sliders may be posted for up to two weeks or until the event expires.

Sliders must:

  • promote upcoming events or contain timely dates;
  • include name of group, event title and date, and group contact information;
  • be jpeg files, landscape, and 1920 W x1080 H pixels;
  • contain an SIU logo or identifier;
  • be flat (with no appearing or roll-in text), as they are shown for 7-10 seconds only;
  • include SIU Accessibility Statement; and
  • be updated periodically (this refers to static slides, which should have an updated design/appearance at least monthly or they will be deleted).

NAPKIN HOLDER INSERTS

RESTRICTED TO: University Housing and University Housing RSOs.

To advertise through napkin holder inserts in the dining halls, University Housing RSOs (BTO, RHA, Area Council) should submit a pdf or jpeg of the proof (meeting content/layout guidelines below) to the University Housing Marketing Office for approval. Groups found placing napkin holder inserts without approval may have posting privileges revoked. Inserts are limited to one week display time. If approved, University Housing RSOs should coordinate inserts with the Marketing Office. The inserts will be removed and recycled by the University Housing Marketing Office after the event. Inserts may be discarded at the discretion of University Housing staff.

Napkin holder inserts must:

  • promote a specific campus event, program or date;
  • include the name of the group, event title and date, and group contact information;
  • include the SIU Accessibility Statement (if promoting an event); and
  • be designed and trimmed to fit template provided by the University Housing Marketing Office.

SOCIAL MEDIA

RESTRICTED TO: University Housing and SIU Carbondale departments and colleges.

We will post items that are co-sponsored by University Housing or an SIU department, college, or RSO. Contact the University Housing Marketing Office at 618/453-2301 to discuss posts.

Outreach Activities

RESTRICTED TO: University Housing and SIU Carbondale departments and colleges.

University Housing Registered Student Organizations and university departments and colleges interested in interacting with residents may contact our Education & Outreach Office at 618/453-7535 to reserve an activity table in a commons space. Outreach table activity must not be disruptive to the function of the commons buildings, dining halls and patrons.

Our residence halls and apartments are 24/7 secure facilities. Door-to-door contacting of students and distribution of handbills are not permitted. In addition, groups are prohibited from contacting students, distributing handbills, conducting surveys, etc. within the dining halls. The dining halls are considered to be an extension of the students' home and are not open to solicitors. Groups interested in student outreach are encouraged to schedule an activity table in the Student Center.

MAIL

Due to requirements by the United States Postal Service, all mail items must have a specific student name and room number printed on the material to be distributed through student mailboxes. Additional requirements, including postage, are listed below.

On-Campus Groups (Departments/Colleges/RSOs)
Postage is not required for on-campus groups utilizing campus mail for the residence halls or Wall & Grand Apartments. A list of mailing labels for direct mail to on-campus residents may be obtained by contacting Campus Mail Service at 618/453-5348. Mail should be sorted in numerical order by room number and then banded together by building and labeled by building name. Once items are properly sorted and labeled, contact the Residence Life Office at 618/453-3318 to make delivery arrangements. When delivering, include memo with your name, contact information and desired mail date. Allow a minimum of five business days between delivery date and desired mail date.

Evergreen Terrace and Elizabeth Apartments do require paid postage. Labels may still be obtained via Campus Mail, however, postage must be added.

Off-Campus Groups (Businesses and Organizations)
Postage is required for off-campus groups. Mail to residents from off-campus groups or entities must adhere to United States Postal Guidelines. Resident names and addresses may be obtained through the Freedom of Information Act (FOIA). More information is available online by clicking here.

BROCHURES

RESTRICTED TO: University Housing and SIU Carbondale departments and colleges.

Each commons building (Grinnell, Trueblood and Lentz) contains a rack for brochures and pamphlets. University departments and colleges are permitted to supply material for these racks for students to take as needed. University related materials may be dropped off at the Residence Life Office (105 Trueblood Hall) for approval and distribution. University Housing reserves the right to limit the quantity of materials for distribution.

Coupons & Giveaways

Restricted to groups not prohibited under Approval to Solicit.

Groups interested in leaving material to be displayed as a free giveaway will need to contact the University Housing Education and Outreach Office at 618/453-7535 for approval and to reserve table space in Lentz, Grinnell and/or Trueblood Halls. Materials will be recycled or disposed of if left at the end of the scheduled activity table time.

Donation Drives

Donation drives are generally not permitted.

Exceptions to the restriction on donation drives are considered by the Director of University Housing. Direct questions to the Director's Office at 618/453-1086.

TABLE TENTS

Table tents are not permitted.