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KUMC Digital Signage Policy

Policy
Purpose: 

To articulate requirements for the KU Medical Center campus digital signage policy.

Applies to: 

All units at the Kansas City, Kansas, KU Medical Center campus.

Campus: 
Medical Center, Kansas City
Policy Statement: 

This policy applies to any group or individual that requests information to be displayed on digital signage. The Communications department is responsible for ensuring compliance with this policy.

Content displayed on campus is governed by our policies on acceptable use of electronic information resources, KUMC Appropriate Use of Information Systems and according to privacy guidelines that are developed for the University of Kansas. Every screen is required to be connected to KU Medical Center’s emergency notification system. In the event of an emergency, important information will automatically be displayed on applicable screens. At the end of the emergency, normal content will resume.

The Office of Communications will provide guidance and approval on content (e.g. copy, images, logos, templates, video, etc.) but also reserves the right to refuse approval of any submitted content that does not adhere to content guidelines or is not compatible with the KU Medical Center brand identity standards.

Equipment - Installation:

  • Each school, department, or unit will be responsible for the funding of equipment, licenses and installation costs relevant to a new installation.
  • Each school, department, or unit will be responsible for producing their own content that is displayed on digital signage network as well as notifying IR if the system is non-operational.
  • Information Resources (IR) Department is responsible for the server infrastructure for digital signage as well as the purchase of digital signage equipment. All orders should be placed through IR.
  • Any equipment that is currently in use may only be used if system compatibility is possible and was installed in compliance with all applicable building codes.
  • Equipment purchases must be coordinated and approved through Information Resources (IR). If a department has purchased the recommended hardware (e.g. player/PC) as well as the Visix software through IR, it may contact the Jayhawk Tech Clinic at 913-588-7995 or open a ticket online (user ID/password required) for technical support.
  • All equipment must be installed in compliance with fire code, ADA requirements, and the current KUMC building and structural standards.

Information/Content Submission:

Visit the Communications website at kumc.edu/communications to learn more about content submission guidelines. All content submitted must follow the following procedures:

  1. Content should be time sensitive.
  2. Content must promote university activities, events and educational opportunities.
  3. Content should be informative and of interest to students, faculty, or staff.
  4. Content should clearly identify the targeted audience. If it states that everyone can attend, consider that visitors may attend as well.
  5. Remember, content on digital signage is viewable to the public.
  6. Content must comply with appropriate copyright laws.
    1. Content managers are responsible for ensuring that any words, images or videos used are royalty-free, or media royalty has been paid for, or written permission has been obtained from the original creator (e.g. writer, illustrator, designer, photographer, or videographer).
    2. Content creators must have signed consent forms from individuals in photos who are not employees or students of KU Medical Center.
  7. Messages will be prioritized by Communications Department. Messages that take priority include emergency alerts; parking and construction updates; information related to employment; important announcements from leadership; news, events, activities that affect entire campus or large group; etc.

KUMC acceptable content:

Content managers can choose from themed templates and generic themes provided in the system. Acceptable content should easily fit into one of these categories.

  1. Campus News (EVC messages, news announcement or any other announcement that doesn’t fit the other categories)
  2. Congratulations (awards, honors, achievements, grants, accolades, retirements)
  3. Save the Date (upcoming events, conferences, meetings, seminars, town hall, etc.; anything that is relevant to a large number of people on campus)
  4. Get Involved (volunteer events and opportunities, fundraising, Corporate Challenge, etc.)
  5. Emergency (Rave alerts, campus emergencies and emergency reminders. This theme will be reserved for Emergency Management, Police Department and Office of Communications)
  6. Parking/Construction Updates (parking alerts, lot or garage closings, street closings, construction notices)
  7. HR Updates (news about benefits changes, open enrollment, anything else HR related)
  8. A Healthy U (health and wellness events, tips, announcements, suggestions)
  9. Student News & Events (announcements, honors, Commencement, other large events like Grad Grill, ice cream socials, etc.)
  10. Did You Know? (this message theme will be maintained by the Office of Communications and will include facts and statistics about KU Medical Center)

Generic themes can be used to:

  • Welcome special guests or groups visiting KU Medical Center
  • Provide school, department, or building directories (e.g. breakdown of Taylor building: Taylor 1st floor= executive offices, Taylor 3rd floor= Jayhawk Tech clinic, 5th floor =EPMO and Administrative Systems development), etc.
  • Changes in timing or location of regularly scheduled classroom activities or special events

KUMC unacceptable content:

  1. No classified ads.
  2. No personal messages.
  3. No picture slide shows.
  4. No political statements.
  5. No third-party/external advertising.
  6. No promotion of commercial (for-profit) individuals or institutions.
  7. No images, content, videos that have not received written permission from the original creators.
  8. No corporate logos can be used on any digital signage except for University and/or Kansas Athletics Inc. contracts, i.e. Coca-Cola. Events, lectures, activities sponsored and/or hosted by donors, corporate sponsors and/or non-profit agencies can be listed by name.

Screen Design/ Layout guidelines:

  • The design of digital signage slides should be clean, simple, attractive, and brief.
  • KUMC Communications and IR have worked together to develop standardized templates for all campus use on monitors displaying digital signage content. These templates must be used.
  • All video content displayed must be screen captioned.
  • Keep in mind the nature of digital signage is dynamic and fast-paced.
  • Make sure typography, color and images are clear and legible
  • Be brief and concise with the content.
  • Include a headline, body copy and clear call to action

Digital signage types and locations:

KUMC digital signage displays are categorized as “public” or “dedicated” and are purposefully located throughout campus.

  1. Public area displays: public displays broadcast announcements and publicize events that are of interest to faculty, staff or students or pertain to the campus community. Space on public displays is limited and submissions will be accepted on a first come, first served basis, provided they meet the criteria under “Information/Content submission.”
  2. Dedicated area/department-specific displays: dedicated displays only broadcast specific internal content such as scheduling feeds, special events, menus and content specific to venues where digital displays are located on campus.
Exclusions or Special Circumstances: 

In the event of an emergency, important information will automatically be displayed on applicable screens. At the end of the emergency, normal content will resume.

Consequences: 

Content displayed on campus is governed by our policies on acceptable use of electronic information resources, KUMC Appropriate Use of Information Systems and according to privacy guidelines that are developed for the University of Kansas. Every screen is required to be connected to KU Medical Center’s emergency notification system. In the event of an emergency, important information will automatically be displayed on applicable screens. At the end of the emergency, normal content will resume.

If adherence to the guidelines in this policy are not followed, KUMC reserves the right to remove digital signage displays. Any school, department or unit that undergoes removal of digital signage shall be responsible for the costs associated with removal and re-installation.

New installations of digital signage on KUMC campus must use the selected vendor Visix / Axis TV.

Contact: 

Natalie Lutz
Director, Office of Communications
University of Kansas Medical Center
3901 Rainbow Blvd.
Kansas City, Kansas 66160
913-588-2598
nlutz3@kumc.edu

Chief Information Officer
University of Kansas Medical Center
3901 Rainbow Blvd.
Kansas City, Kansas 66160
913-588-1698

Approved by: 
Vice Chancellor for Administration
Approved on: 
Friday, February 27, 2015
Effective on: 
Tuesday, March 3, 2015
Review Cycle: 
Annual (As Needed)
Keywords: 
Digital signage, Digital Signs
Review, Approval & Change History: 

05/06/2016: Removed Date Last Reviewed.

11/20/2015: Technical edits.

10/21/2015: Technical edits.

03/13/2015: New, no prior signage policy in force on the KUMC campus.


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