Creating a Digital Signage Network (33. Sample Policy Statement)

(It should be noted that since the writing of this original document we decided against an entrepreneurial model and sell NO advertising space on our digital signage network.  This document represents merely a model that we could have used and at this time some of the content within is out dated and no longer used.)

 

 

West Virginia University

Information Stations

Policy Statements

Updated May 7, 2009

West Virginia University Information Stations

West Virginia University Television Productions

West Virginia University – University Relations

 

Purpose

The purpose of the West Virginia University Information Stations (WVU IS) policy is to ensure that:

  1. The WVU academic community is aware of the many services provided by the WVU IS and the established procedures for utilizing them.
  2. Services are consistently, fairly, and equitably provided by the WVU IS staff as they adhere to these policies.

Scope

This policy applies to all West Virginia University staff, faculty, administrators, officers, students and the university community (collectively, “users”), including those on the regional campuses.

Policy

The WVU IS provide a communication vehicle primarily for the WVU academic community which consists of faculty, staff and students. The network is intended to be used for general and emergency communication purposes and to carry out legitimate business. The WVU IS Advisory Group oversees the continued development of policies regarding use and administration of the network.

 

WVU Information Stations Personnel

The WVU IS are maintained and operated within the WVU University Relations (UR) division through WVU Television Productions (WVU TVP) located at One Waterfront Place in Morgantown, West Virginia.  Questions and inquiries can be made by telephone calls placed to WVU IS Professional Technologists at (304) 293-7171.

 

WVU  (University Relations – Web Services) Director                                    Cathy Orndorff

WVU  (University Relations – Video) Manager of Engineering                     Fred Marstiller

WVU  (University Relations – Web Services)

Manager of Operations (Educational Networking)                                            Spencer Graham

 

WVU Information Stations Professional Technologist                                      Jennifer Gillum

WVU Information Stations Professional Technologist                                      George Cicci

 

Acceptable Content for Broadcast

Items related to the West Virginia University community are acceptable content for broadcast across the WVU IS network.

 

Content Approval Process

Approved Content Provider(s) are responsible for the identification and oversight of an individual(s) within their unit or department to submit on a timely basis all approved content to the WVU IS database to be broadcast across the WVU IS network of digital signage displays.  Approved Content Provider(s) are solely responsible for the approved content submitted for publication and broadcast over the WVU IS network.  Suggestions for Best Practices when using the WVU Information Stations web forms and databases can be found at the end of this document.  (See APPENDIX A)

Entry Level access personnel are given access to add records only; Administrator Level access personnel must be manager level employees and are given access to add and update records and assume full responsibility for all content approved via their login and are subject to penalties prescribed by WVU for inappropriate content.  All users are expected to follow WVU’s guidelines regarding appropriate content and refrain from the use of foul, objectionable and/or inappropriate language.   http://oit.wvu.edu/oit/aboutoit/policy/ioit-3.php

 

Secure passwords are required by all levels of users and should include uppercase letters, lowercase letters and numbers in combination for maximum security.  Passwords are not to be shared with other users nor openly displayed where network and database security may be compromised.  Approved Content Providers are required to submit the Client Web Form Procedures document to WVU Television Productions for each approved content provider who will be granted access to the web forms.  (See Appendix B)

 

Decency Policy

It is not the intent of the WVU IS to censure free speech; however we see our responsibility to maintain a professional image that is the best reflection upon the institution of West Virginia University in general.  We naturally encourage clients using the WVU IS that broadcast their content to follow the general rules of common sense and decency in creating their content items.  The WVU IS reserve the right to delete content deemed to be unacceptable for broadcast.  Should any question arise about the display of potentially questionable content, we suggest that the client consider the following criteria in their determinations.

Appropriateness

Indecency

Prurient Interest

Obscenity

Patently Offensive

Explicit Sexual Terms

Explicit Language

Sexual Innuendo

Explicitness or Graphic Nature

Shock Value

Titillates

Vulgar and Lewd References

 

http://www.fcc.gov/Bureaus/Enforcement/Orders/2001/fcc01090.pdf

 

Technical Support

Preventative maintenance will be conducted at the highest level of effort to avoid potential problems.  WVU IS equipment will be supported by the WVU IS Professional Technologists and WVU Television Productions engineers.  Repair of WVU IS equipment will be the responsibility of the WVU Television Productions engineers working with the WVU IS Professional Technologists.  WVU IS Professional Technologists and West Virginia University Television Productions engineers will provide the technical design and layout expertise needed to install, maintain and upgrade the WVU IS technology.  Normal equipment attrition is a constant we must consider.  It is our experience with the ever-changing nature of technology and the 24/7 service cycle of our digital signage, the computer system that controls the digital signage at individual sites has an expected life-cycle of two to three years of service before requiring upgrade or replacement.  The digital signage LCD display monitors have an average rated life cycle of five to seven years and usually carry a Three Year Warranty.  (This often depends upon the ambient temperature and humidity of the site at which they are deployed.)

 

Alert Messages

There are three (3) types of Alert Messages that can be triggered by the WVU Department of Public Safety (WVU DPS) that will be displayed on the WVU IS network.  Those are Emergency Alerts (RED), Crime Alerts (YELLOW) and Weather Alerts (GREEN).  These alert messages will take precedence over all pages and will include an audible alert that relates to the emergency.  It is required that all Information Station screens have the volume turned up in order for this alert to be heard by individuals who are visually impaired.  (Audio that accompanies periodic video segments broadcast will be used sparingly and limited in number of times played throughout the normal day.)  There will be periodic system tests conducted with appropriate test messages displayed.

 

Purchasing

WVU Information Stations clients will route all WVU Information Stations related equipment purchases through the WVU IS Professional Technologists and WVU Television Productions engineers.  Equipment specifications, costs and shipping charges will be provided by WVU IS to clients.  Equipment purchased via other avenues will not be supported.  WVU Television Productions will be the sole contact for ordering and purchasing digital signage equipment and software for any WVU Information Stations to the specifications needed to broadcast this programming.  WVU Television Productions requires that all funding be allocated prior to the ordering and purchasing process commencement.  You will be provided an Information Station Agreement invoice detailing all equipment, software and services to begin the ordering process.  If you have any questions please contact Lesa Hunter / Program Assistant at (304) 293-7171.  The office address is WVU Television Productions, One Waterfront Place, Room 1002, P.O. Box 6877, Morgantown, WV  26506.  (See Appendix C)

 

Security

WVU Information Stations must be secure and free of unauthorized usage at all locations.  Most digital signage computers are located in secure data closets on campus.  Clients with web form password protection are required to safeguard those personal passwords.

 

Problem Identification

Quality will be enhanced if any problems are immediately brought to the attention of the WVU IS Professional Technologists and WVU Television Productions engineers.  Calls to WVU Television Productions (304) 293-7171 will be forwarded to the WVU IS Professional Technologists immediately during normal working hours.

 

Network Closet Access

 The network closet will need to be easily accessed at each client site.  The client network closet site will be expected to maintain a steady climate (65 to 72 degrees) for the WVU IS equipment.  There should be absolutely no tampering with the equipment and no food or drink brought into the client network closet.  Clients will also need to be responsive to any requests made by the WVU IS Professional Technologists and WVU Television Productions engineers.

 

Copyrights and Trademarks of WVU Information Stations Content Broadcast

Copyrights and trademarked materials must be given due attention by law.  The WVU IS network is not responsible for any such infringements upon copyrights or trademarks.  The client is responsible for all content broadcast over the WVU IS network, their appropriateness and content approval process.  If you have questions please call WVU Trademark Licensing at (304) 293-8028 and consult their website http://tls.wvu.edu/

 

How do I get my information on the Information Stations?

Call WVU IS Professional Technologists (Jennifer Gillum and George Cicci) to schedule an appointment to discuss your site specific needs.  We are excited to assist you in getting your message across to the WVU community.  Their telephone number is (304) 293-7171.  There are several options available based upon the amount of content you intend to display.

 

Full-Page Layouts Available

  1. WVU Calendar Page
  2. Item Page with web form
  3. Poster Page

 

Criteria to Qualify for Full-Page Layout

  1. Must represent a WVU College, Facility, or Service
  2. WVU Calendar and Item pages require the ability to maintain 8 text items of fresh information in the database at all times.
  3. Poster Pages are awarded to those with a professional graphic designer on staff or the willingness to utilize WVU Creative Services and the ability to maintain 3 posters and 8 text items at all times.

 

Option for those who do not qualify for full-page layout

  1. Faculty and Staff related information can be sent to Cathy Orndorff (Director of Web Services) and will be displayed on the WVU MIX page.  She can be reached at (304) 293-5305.   Cathy.Orndorff@mail.wvu.edu
  2. Student related information can be sent to Scott Lituchy (News & Information Services) and will be displayed on the WVU E-News page.  He can be reached at (304) 293-5562.   Scott.Lituchy@mail.wvu.edu

 

Content Approval Process Based On Full-Page Layout

 

  1. 4.      WVU Calendar Page 
    1. Must contain at least 6 calendar items per month.
    2. Calendar items displayed include:

i.      Descriptive Event Title

ii.      Date of Event

iii.      Begin Time of Event

iv.      End Time of Event

v.      Location of Event

  1.  Contact WVU Web Services at (304) 293- 5275 to set-up your calendar.

 

  1. 5.      Item Page
    1. Web form is created by WVU IS personnel for departmental use

i.      Entry Level access is granted to add records only to the WVU IS database; these items will not appear on the screens until they have been approved by an administrator in your department.

ii.      Administrator Level access is granted to WVU employees who are either at the managerial or supervisory level.  Administrators accept full responsibility for content approval and are expected to follow WVU’s guidelines regarding appropriate content.  http://oit.wvu.edu/oit/aboutoit/policy/ioit-3.php

  1. Database must contain at least 8 items
  2. Include descriptive Title of no more than 60 characters
  3. Include description of item in paragraph form of no more than 230 characters

 

  1. 6.      Poster Page
    1. Posters must be sent to WVU IS personnel for review.
    2. WVU IS personnel, their supervisors and WVU University Relations administrators reserve the right to deny approval of posters.

 

  1. 7.      Video Content to be Broadcast on WVU Information Stations
    1. 30 or 60 seconds spots (Exactly 30 or 60 seconds.)
    2. Must include a 10 second fade to black transition at the end of the 30 or 60 second spot.  (i.e. 30 seconds of content plus an additional 10 seconds for the transition fade to black, for a total runtime of 40 seconds.) 
    3. WMV file format only
    4. 2 Pass CBR2000 Bit Rate (If using Final Cut quality should be set to 50.)
    5. Largest dimension should be 960 X 540  (16:9) but can be smaller.
    6. Audio accompanying the video must be set to at least -6 dB.
    7. All video will be approved by WVU IS Professional Technologists and require high quality content and be professionally shot with high standards.
    8. A series of videos (multiple video campaigns) must be submitted as a final group prior to the first broadcast of the group.
    9. Final videos must be submitted a minimum of two weeks before their first broadcast date to be tested for compatibility.

 

 

  1. 1.      WVU Cable Channel 7
    1. This is the WVU Campus Cable Television Channel.
    2. Broadcasts to residence hall student rooms (4,500+), Residence Hall Lobby Areas and several Residence Hall Dining Halls over the cable television system.
    3. Students can tune their personal television sets to WVU Cable Channel 7 to view the universal broadcast loop of information on a 24/7 basis.
    4. Does have the campus Alert Messaging features.
    5. Does not require a computer system, broadcaster or receiver.
    6. Does require a two-gang power drop, a network drop and a cable drop.
    7. Does require a monitor, a monitor mount and installation.
    8. Does require audio levels to be turned up at all times in Lobby’s and Dining Hall areas.
    9. Plays the WVU Information Stations universal broadcast loop of information on a 24/7 basis.
  1. 9.      Advertising
    1. a.      WVU Clients

i.      Must be affiliated with West Virginia                                                                                               University.

ii.      Must adhere to all WVU and Non-WVU                                                                                          copyright and trademark policies.  If you                                                                                        have questions please call WVU Trademark                                                                                    Licensing at (304) 293-8028 and consult                                                                                        their website http://tls.wvu.edu/

iii.      Must adhere to all decency policies listed                                                                                         above.

iv.      Must have departmental approval and                                                                                              permissions of all broadcast content for                                                                                            advertising purposes.

v.      Discuss your advertising campaign goals and                                                                                  ideas with WVU IS Professional Technologist                                                                                  George Cicci at (304) 293-7171.

vi.      Advertising is available on a first come, first                                                                                   served basis with consideration of limitations                                                                                 on time-slot requested, ad size, graphic based                                                                                 vs. video based ads and frequency of                                                                                                runtime.

vii.      Ads can run for 15, 30 or 60 seconds.

viii.      WVU Fall Semester 2008 enrollment was                                                                                        28,840 with students from all 55 counties in                                                                                  WV, 49 states, the District of Columbia, 2                                                                                        territories and 99 nations.  There are 7,880                                                                                    faculty and staff members.

ix.      For more information and WVU community                                                                                   demographics please go to the website                                                                                             http://about.wvu.edu/facts

x.      Contact WVU Information Station                                                                                                    Professional Technologists George Cicci or                                                                                      Jennifer Gillum at (304) 293-7171 for                                                                                              current advertising rate structures.

 

  1. b.      Non-WVU Clients

i.      Must adhere to all WVU and Non-WVU                                                                                          copyright and trademark policies.  If you have                                                                                questions please call WVU Trademark                                                                                            Licensing at (304) 293-8028 and consult                                                                                        their website http://tls.wvu.edu/

ii.      Must adhere to all decency policies listed                                                                                        above.

iii.      Discuss your advertising campaign goals and                                                                                   ideas with WVU IS Professional Technologist                                                                                 George Cicci at (304) 293-7171.

iv.      Advertising is available on a first come, first                                                                                    served basis with consideration of limitations                                                                                  on time-slot requested, ad size, graphic                                                                                            based vs. video based ads and frequency of                                                                                    runtime.

v.      Ads can run for 15, 30 or 60 seconds.

vi.      WVU Fall Semester 2008 enrollment was                                                                                       28,840 with students from all 55 counties in                                                                                   WV, 49 states, the District of Columbia, 2                                                                                       territories and 99 nations.  There are 7,880                                                                                   faculty and staff members.

vii.      For more information and WVU community                                                                                  demographics please go to the website                                                                                             http://about.wvu.edu/facts

viii.      Contact WVU Information Station                                                                                                     Professional Technologists George Cicci or                                                                                       Jennifer Gillum at (304) 293-7171 for                                                                                             current advertising rate structures.

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About swgraham2

Mountain Mists is an opportunity to develop some thought processes individually as I journey through this wonderful world; as someone who values highly effective management techniques and the art of leading teams; and through my association with West Virginia University as a professional technologist and network manager specializing in digital signage.
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