1.0 Introduction:
1.1 Occasionally, the University of Windsor will enter into advertising arrangements with outside organizations, which will include acknowledgement of this partnership on a website page.
1.2 The University of Windsor is sensitive to the impact advertising will have on its reputation, campus image and commercialization of the institution.
2.0 Intent:
2.1 This policy is intended to ensure consistent and appropriate website exposure for outside advertisers on University of Windsor website pages.
2.2 Advertising acknowledgement is not permitted on the UWindsor.ca home page.
2.3 This policy covers University of Windsor websites, it does not cover any other media.
3.0 Definitions:
3.1 An advertisement is a message created and displayed for the sole purpose of promoting a business or its product or service.
3.2 Commercial activity refers to any revenue-making or fundraising activity on the University of Windsor website by an outside business or organization or unit within the University.
3.3 Sponsorship is understood to be: when an organization pays some or all of the costs involved in staging an event in return for recognition and is covered under the University of Windsor Website Policy: Sponsorship Recognition.
4.0 Revenue:
4.1 To ensure that any advertising programs or commercial activities at the University of Windsor support the academic mission of the University, a portion of the net revenue from any advertising or commercial activity contract must be used to support student interests, with the balance directed to a specific University unit.
4.2 Messaging must be in place on the University webpage of the advertisement or commercial activity stating the program or programs receiving the revenue from the advertiser. Revenue-generating electronic links must also fully disclose that University unit will receive a percentage of proceeds from referrals. This messaging must be located adjacent to the logo, advertisement, link or commercial activity. Suggested wording would be: “(Area/faculty name) receives revenue from the display of advertisements. Display of advertisements does not constitute an endorsement by the University of Windsor.”
4.3 The advertising space is sold only by the university units or their representatives acting on behalf of the university. University resources may not be used to advertise for personal financial gain.
4.4 All advertising on the University of Windsor website must be under the written agreement signed by the Director of Public Affairs before any acceptance and placement of the advertising. Advertising Agreement form (PDF format).
5.0 Academic and Administrative Webpages:
5.1 University of Windsor websites for academic and administrative units are not to accept advertising with commercial messages external to, or for businesses outside the university when those services or products are available on campus.
5.2 Any advertising agreements negotiated and created for the University of Windsor’s Academic or Administrative webpages must be approved by the unit head or designate of the program, or the Executive Director of the administrative department in accordance with this policy. Each decision will be communicated in writing to the affected parties in a timely manner.
6.0 Ancillary Services:
6.1 Ancillary services are subject to abiding by this policy with the understanding that this area has been delegated responsibility for managing commercial activities and advertising programs relating to their core business activities, but other ventures and those with potential for wider applications must be brought to the Vice-President Finance and Administration for review in accordance with this policy.
7.0 Athletic and Recreational Services:
7.1 Athletic and Recreational services are subject to abiding by this policy with the understanding that this area has been delegated responsibility for managing commercial activities and advertising programs relating to their core business activities, but other ventures and those with potential for wider applications must be brought to the office of the Dean of the Faculty of Human Kinetics for review in accordance with this policy.
8.0 Advertising Standards for the Web: See attached diagrams
OPTION 1: (See Sample Advertising Mock-ups)
8.1 Advertising recognition may be acknowledged by a button or an image that is minimally intrusive and does not unduly divert attention from the primary information communicated on the website. All advertising must meet AODA 2005 standards.
8.1.1 Advertising may only be placed at the bottom of the page, below all content. For example, internet banner ads are not permitted at the top of a university website. “Take-over” advertisements or those with distracting animation are also not permitted (including audio and video).
8.1.2 Third-party logos that act as hotlinks must be limited to a size of 180 x 150 pixels and may be rotated at a pace that does not cause a distraction on the page.
8.1.3 They are restricted to a size of 450 x 120 pixels for use in the body block only. In the right sidebar, leaderboards are restricted to a size of 240 x 120 pixels.
8.1.4 When the logo or leaderboard serves as a hotlink to a new window as determined by the advertiser, the original website must still be visible under the new window.
8.2 The advertisement must present value-neutral language. There shall be no comparative or qualitative descriptions of the sponsor’s products, services, facilities or companies.
8.3 The advertisement must not convey university endorsement of third-party products or services. A disclaimer may be necessary to show that the university does not endorse a product or service if a link to a commercial site is established.
8.4 Approval of links to other web pages of commercial entities and organizations does not convey or imply approval to use University of Windsor marks, logos or other images without specific permission.
OPTION 2: (See Sample Advertising Mock-ups)
8.5 Advertising recognition may be acknowledged in the vertical menu bar with a header that displays “ Advertising Partners” or “Our Partners.”
8.5.1 Clicking on the menu header takes you to a page listing partnership logos.
8.5.2 The size of the logos are restricted to 180 x 150 pixels.
8.5.3 The logos must not convey university endorsement of third-party products or services. A disclaimer may be necessary to show that the university does not endorse a product or service if a link to a commercial site is established.
8.5.4 The logo serves as a hotlink to a new window as determined by the advertiser. The original website is still visible under the new window.
8.5.5 The placement of “Advertising Partners” or “Our Partners” menu header must appear at the bottom of the vertical list and must not be larger in proportion than the other menu headings.
9.0 Restrictions:
9.1 Good taste and sound judgement shall govern all advertising and commercial activities on the University of Windsor website. The Office of Public Affairs & Communications has the right and will refuse advertising that it considers unacceptable. The following are specifically prohibited:
9.1.1 Advertising will be refused if inconsistent with the fundamental missions of the University, in conflict with the image the University seeks to project or the well-being of the University community.
9.1.2 Advertising will not be accepted that is dishonest, that attempts to mislead the audience; promotes illegal activity; involves tobacco, alcohol or gambling of any kind; promotes the sale of sexual services; endorses a political candidate, party or position regarding public policies; or is inconsistent with University policies dealing with discrimination and harassment or contrary to provincial human rights legislation.
9.1.3 Advertising opportunities on the University of Windsor’s website are not available to any other post-secondary institutions.
10.0 Exceptions to Advertising Guidelines
10.1 Any magazine, pamphlet or brochure produced by the University of Windsor that carries advertising or sponsorship recognition and is made available on the University of Windsor website in an electronic format is exempt from this advertising policy. For example, VIEW magazine, which appears as an electronic version on the University of Windsor website falls under its own advertising policy as a printed magazine and is exempt from this advertising policy.
10.2 Exceptions to this policy may be requested in writing, summarizing the program desired and the reason for the exception. Such requests will be directed to the Director of Public Affairs who will consult with upper administration as appropriate.
11.0 Policy Compliance Responsibilities:
11.1 Content Editors: Should a content editor who is responsible for website administration have any concerns about adhering to this policy, those questions can be directed to the Web Architecture, Development & Design Lead for clarification.
11.2 Director of Public Affairs: Any complaints of non-compliance to this advertising policy can be directed to the Director of Public Affairs for review and resolution.
12.0 Internal Procedure:
12.1 When advertising interest has been secured, university departments/administrative units offering the space must complete the Website Advertising Agreement form attached to this policy. Once the details of the agreement have been completed, the advertiser must sign off on the agreement. When the details have been confirmed and the advertiser has signed off, then the form must be forwarded to the Director of Public Affairs for final approval.
12.2 If approved, a copy of the signed form will be sent to: the Department/Unit; the Advertiser; the Cashiers office for invoicing and to the Executive Secretary of the Director of Public Affairs to file.
Last updated: February 2016