Solicitation, Postings, and Distribution of Materials in the Libraries

Procedure No: 10.03
Effective Date: 11/21/80
Revised Date: 2/20/97

Purpose

To specify the policy governing soliciting, posting of signs, and distribution of materials and publications in regard to the University Libraries generally and Alden Library specifically.

Policy

The University Libraries prohibit solicitations within the Alden Library or outside its entrances (i.e. on the porches or steps of the library building). The Libraries permit the posting of signs and the distribution of materials with the approval of the Coordinator for User Services, according to the guidelines below.

The purpose of this policy is to encourage a quiet and uncluttered environment for the pursuit of research and study and to utilize the Libraries' limited display/distribution facilities for the dissemination of information pertinent to library- and university-related matters.

Within this policy, solicitation is defined as efforts by an individual or representatives of an organization to: 1) ask for, seek, or entreat library users to make monetary contributions; 2) approach library users to enroll them as members, to sign petitions, or answer questionnaires; 3) offer for sale any item, product, or service. Posting of signs, posters, and announcements is defined as the use of bulletin boards, signboards, or other surfaces (such as walls, doors, bookshelves, or desks) within or part of the Library building for the display of printed promotional or informational messages. Distribution of materials and/or publications is defined as the provision of multiple copies of publications, flyers, or other promotional or informational items left in quantity with the intent of distribution to library users.

Guidelines for the posting of signs, posters, and announcements:

The Libraries provide limited bulletin board space in the Library 4th floor lobby for the posting of signs, posters, and announcements. Only signs, posters, and announcements issued by University departments or offices or by student organizations registered with the University's Office of Student Activities will be permitted on the designated bulletin boards. Such items must be approved by the Coordinator of User Services or designee.

Guidelines for the distribution of materials and publications:

The Libraries provide limited space for the distribution of multiple copies of publications, flyers, etc. in the 4th floor lobby of Alden Library. Only materials issued by or offered under the auspices of University departments or offices may be distributed. Such items must be approved by the Coordinator of User Services or designee.

Procedures

1. University departments or offices or student organizations wishing to post sign in the lobby of Alden Library should apply to the Coordinator of User Services for approval.
2. University departments or offices wishing to distribute materials, etc. in the entrance or lobby area of Alden Library should apply to the Coordinator of User Services for approval.
3. Offices and departments who distribute materials will be expected to provide appropriate containers or dispensers to avoid the scattering of materials to be distributed.
4. Unauthorized solicitations will be terminated.
5. Unauthorized postings will be removed.
6. Unauthorized distribution of materials will be terminated and/or removed.

Exceptions

The snack area on the 2nd floor of Alden Library is exempt from the above guidelines. Bulletin boards in the snack area are available for public postings and free distribution of materials may occur there. However, no solicitations are permitted in any part of Alden Library, including the snack area.

The University Post and the Athens News are permitted to distribute copies of free newspapers at designated locations near Library doors, subject to the approval of the Coordinator of User Services.

Postings and distributions of materials issued by the University Libraries or the Friends of the Libraries are exempt from this policy. The Library may also, from time to time, solicit library users to respond to questionnaires or survey relating to library use or services.

Library Department Heads (e.g. Government Documents, Fine Arts, Health Sciences) may approve postings or distributions which reflect the special academic focus or interests of their collections to be displayed or distributed in their own areas of the Library.

University-affiliated individuals or groups engaged in research projects who wish to administer surveys or questionnaires to library users may apply to the Coordinator of User Services for permission. The application must identify the nature of the research study and summarize survey methods to be used. Student projects must have the approval of a member of the University faculty. Such activities must be limited in duration, have a well-defined purpose, and utilize a well-designed research methodology.