Digital Signage

Digital Signage Procedure

Purpose

This procedure outlines the standards for content on Colorado School of Mines’ digital signage platforms. It ensures that all content is relevant, appropriate, and accessible to the entire campus community.

Scope

This procedure applies to all digital signage displays managed by Colorado School of Mines, including those in academic buildings, student centers, and other campus facilities.  

Event Eligibility

• Authorized Submitters: Only Mines departments, offices, and registered student organizations may submit content for display.
• Event Promotion: Content must pertain to Mines-related events, programs, or information. Primary audience must be the campus community (not alumni). Events must be on Mines campus (with special situations reviewed), and events need to be officially sponsored by, partnered with, or run by Mines.
• Display Duration: Each graphic may be displayed for up to two weeks.
• Review Process: All content is subject to review and approval by the Office of Communications and Marketing.

Submission Guidelines

• File Formats:
  • Images must be in either .jpg or .png formats.
• Resolution: 
  • For screens oriented horizontally/landscape, all submissions must adhere to a 16:9 aspect ratio, with resolutions up to but not exceeding 1920×1080 pixels.
  • For screens oriented vertically/portrait, All submissions must adhere to a 9:16 aspect ratio, with resolutions up to but not exceeding 1080×1920 pixels.
• Design Requirements:
  • Use clear, bold, and legible fonts that can be easily read from a distance.
  • Ensure high contrast between text and background.
  • Avoid excessive text; messages should be concise and easily scannable.
  • Content (logos, colors, names, etc.) should adhere to the brand guidelines found at brand.mines.edu.
• Submission Process: Content must be submitted through the Digital Signage Request Service. Submissions are reviewed within two business days of submission.

Accessibility Requirements

In alignment with Colorado House Bill 21-1110 and Mines’ commitment to inclusivity:

• Compliance Standards: All digital content must conform to the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA.
• Text Readability: Ensure sufficient color contrast and font size for readability.

Prohibited Content

To maintain a respectful and inclusive campus environment, the following types of content are strictly prohibited:

• Alcohol and Drug References: No imagery, language, or promotions that depict or reference alcohol, tobacco, cannabis, or illegal substances. No promotion of events where alcohol is the central focus such as happy hours.
• Explicit or Inappropriate Content: No sexually explicit, violent, profane, or discriminatory imagery or language.
• Political or Religious Advocacy: Digital signage may not be used to promote partisan political campaigns or religious ideologies. This prohibition does not apply to on-campus events hosted by faith-based RSOs.
• Third-Party Advertising: Promotions for businesses or organizations unaffiliated with Mines are not permitted, unless part of an approved sponsorship agreement.
• Fundraising or Sales: Commercial sales or fundraising efforts are only permitted if pre-approved through Student Life or Mines Foundation.
• Personal Messages: No birthday greetings, memorials, or personal shout-outs, except in university-sanctioned campaigns.
• Misinformation or Harmful Content: Any messaging that promotes conspiracy theories, misinformation, or could reasonably cause harm to the campus community is not allowed.
• Misuse of Mines Branding: Content that inaccurately depicts official Mines logos, mascots, or brand elements, or recreates them in a way that violates established brand standards, is not allowed on digital signage.

Content Review Rights

The Office of Communications and Marketing reserves the right to reject, remove, or request revision of any content that does not align with the guidelines outlined in this procedure.

Review and Approval

• Review Schedule: Submissions are reviewed on Tuesdays and Thursdays.
• Approval Criteria: Content is evaluated based on relevance, appropriateness, and compliance with design and accessibility standards.
• Rejection and Feedback: If a submission is rejected, feedback will be provided to guide necessary revisions.

Enforcement and Compliance

• Monitoring: The Office of Communications and Marketing will monitor digital signage content for compliance.
• Violations: Non-compliant content may be removed without notice.

References

• Mines Digital Signage Request Service
• Mines Accessibility Resources