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Procedures for Temporary Signs and Notices (4.6)

Procedures for Temporary Signs and Notices (4.6)

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Vice President: Student Affairs

Original Approval Date: January 5, 2026

Date of Most Recent Review/Revision: N/A

Administrative Responsibility: Office of Student Affairs

Parent Policy: 4.6 Temporary Signs and Notices

1.0 Waterloo Campus

1.1 General Process

1.1.1 Design and print your temporary sign or notice.

1.1.2 Bring your temporary sign or notice to the Office of Student Affairs for approval and to receive the date stamp.

1.1.3 Temporary signs or notices with no specific date may be approved for a maximum two-week period.

1.1.4 Temporary signs or notices for events with a specific date may be approved to the day after the event, so long as it is within the allotted two-week period.

1.1.5 A maximum of 25 temporary signs or notices may be approved for campus posting.

1.1.6 Temporary signs or notices should be placed on public bulletin boards or designated cement block walls using masking tape or tacks. Temporary signs or notices displayed on any painted surfaces, doorways, glass or in stairwells or elevator areas are prohibited and will be removed.

1.1.7 Members of the University community wishing to advertise their research projects must have had their project approved by the Research Ethics Board (REB) and have the REB number clearly listed on the project before bringing to the Office of Student Affairs to be stamped.

1.2 Processes for Specific Areas

1.2.1 Athletics & Recreation

  1. Temporary signs and notices in the Department of Athletics & Recreation facilities must follow the directive as listed on the Athletics & Recreation website.
  2. Sport clubs that are sanctioned by the Department of Athletics & Recreation may email or bring a copy of the temporary sign or notice to the Coordinator, Recreation Sport Programs to be approved.

1.2.2 Clubs and Associations sanctioned by the Students’ Union

  1. Design and print one copy of your temporary sign or notice.
    • Temporary signs or notices without the Students’ Union logo and the full name of the club or association will not be approved.
  2. Bring your temporary sign or notice to the Students’ Union Desk for approval from the Students’ Union.
  3. Print up to 25 copies of your approved temporary sign or notice and bring them to the Office of Student Affairs for final approval and to receive the date stamp.

1.2.3 Residence

  1. Email or bring a copy of the temporary sign or notice to the Residence Manager, Student Learning to get approval.
  2. Once the temporary sign or notice has been approved, you can arrange for printed copies to be delivered to the Department of Residence main office.
  3. Please anticipate a 2-week turn around to have a temporary sign or notice approved and put up in Residence.

1.2.4 Students’ Union Elections

  1. Specific rules apply solely for the candidates and referendum campaigns. Refer to the Students’ Union Elections page for more information.

1.2.5 Banners

  1. Banners are only permitted on the Waterloo campus when booking a table in the Concourse through the OneCard office and must comply with their booking terms and conditions. All other Banners on the Waterloo campus are not permitted and will be removed.

1.3 Removal of Notices and Temporary Signs

1.3.1 It is the responsibility of the individual or organization to remove their temporary sign or notice within 24 hours following the conclusion of their event or the stamped approval date. Failure to remove your temporary sign or notice after the due date may result in a loss of posting privileges.

2.0 Brantford Campus

2.1 General Process

2.1.1 Design and print your temporary sign or notice.

2.1.2 Bring your temporary sign or notice to the Level 1 Lounge for approval and to receive the date stamp.

2.1.3 Temporary signs or notices with no specific date may be approved for a maximum two-week period.

2.1.4 Temporary signs or notices for events with a specific date may be approved to the day after the event, so long as it is within the allotted two-week period.

2.1.5 A maximum of 15 temporary signs or notices may be approved for campus posting.

2.1.6 Temporary signs or notices should be placed on designated bulletin boards using masking tape or tacks. Temporary signs or notices displayed on any painted surfaces, doorways, glass or in stairwells or elevator areas are prohibited and will be removed.

2.1.7 Members of the University community wishing to advertise their research projects must have had their project approved by the Research Ethics Board (REB) and have the REB number clearly listed on the project before bringing to the Level 1 Lounge to be stamped.

2.2 Processes for Specific Areas

2.2.1 Athletics & Recreation

  1. Sport clubs that are sanctioned by the Department of Athletics & Recreation may email or bring a copy of the temporary sign or notice to the Coordinator, Recreation & Student Life to be approved.

2.2.2 Clubs and Associations sanctioned by the Students’ Union

  1. Design and print one copy of your temporary sign or notice.
    • Temporary signs or notices without the Students’ Union logo and the full name of the club or association will not be approved.
  2. Bring your temporary sign or notice to the Students’ Union Desk for approval from the Students’ Union.
    • Print up to 25 copies of your approved temporary sign or notice and bring to the Level 1 Lounge for final approval and to receive the date stamp.

2.2.3 Residence

  1. Email or bring a copy of the temporary sign or notice to the Residence Manager, Student Learning to get approval.
  2. Once the temporary sign or notice has been approved, you can arrange for printed copies to be delivered to the Department of Residence office.
  3. Please anticipate a 2-week turn around to have a temporary sign or notice approved and put up in Residence.

2.2.4 Students’ Union Elections

  1. Specific rules apply solely for the candidates and referendum campaigns. Refer to the Students’ Union Elections page for more information.

2.3 Banners and Easels

2.3.1 Requests for banners and easels to be placed on campus must be made in writing to level1lounge@wlu.ca and will be approved at the discretion of Dean of Students Office staff. Unapproved banners and easels on campus are not permitted and will be removed.

2.4 Removal of Notices and Temporary Signs

2.4.1 It is the responsibility of the individual or organization to remove their temporary sign or notice within 24 hours following the conclusion of their event or the stamped approval date. Failure to comply could result in a loss of posting privileges.

3.0 Milton Campus

3.1 General Process

3.1.1 Design and print your temporary sign or notice.

3.1.2 Bring your temporary sign or notice to the reception desk for approval and to receive the date stamp.

3.1.3 Temporary signs or notices with no specific date may be approved for a maximum two-week period.

3.1.4 Temporary signs or notices for events with a specific date may be approved to the day after the event, so long as it is within the allotted two-week period.

3.1.5 A maximum of 5 temporary signs or notices may be approved for campus posting.

3.1.6 Temporary signs or notices should be placed on designated bulletin boards using masking tape or tacks. Temporary signs or notices displayed on any painted surfaces, doorways, glass or in stairwells or elevator areas are prohibited and will be removed.

3.1.7 Members of the University community wishing to advertise their research projects must have had their project approved by the Research Ethics Board (REB) and have the REB number clearly listed on the project before bringing to the reception desk to be stamped.

3.2 Processes for Specific Areas

3.2.1. Students’ Union Elections

3.3 Banners and Easels

3.3.1 Requests for banners and easels to be placed in Milton Academic Centre must be made in writing to deanofstudentsml@wlu.ca and will be approved at the discretion of Dean of Students Office staff. Unapproved banners and easels on campus are not permitted and will be removed.

3.4 Removal of Notices and Temporary Signs

3.4.1 It is the responsibility of the individual or organization to remove their temporary sign or notice within 24 hours following the conclusion of their event or the stamped approval date. Failure to comply could result in a loss of posting privileges. 

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