Communications

OU Mass Mail Policy (PDF)

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Planning to order T-shirts, polos, hats, banners, promotional items, or other materials for your student organization?

If your design uses OU’s name, logos, trademarks, or other university branding, it must be approved before your order is produced.

Submit your design for review: oulicensing@ou.edu

Please allow up to one week for review. DO NOT place your order or authorize production until your design has been approved.

OU Trademark and Licensing Approval Form

• Pre-approval for flyers and posters must be obtained by completing the RSO Publicity Request Form in OU Engage, for all advertising postings located inside OU academic buildings, OU Housing, and around campus.
• Requests for flyer/poster approval must include a copy of the material to be printed. Do not print any final versions of material until approval has been received.
• All advertising, promotional, or informational material designed for display on any surface is restricted to permanent bulletin boards inside and outside University buildings. Any publicity placed improperly is subject to removal by campus personnel at the registered student organization’s expense.
• In accordance with the Americans with Disabilities Act, printed materials that announce a program or event must include information to offer accommodations. An appropriate phrase is: “Accommodations on the basis of disability are available by contacting (name, address, phone) by (date).”
• Student organizations are responsible for removing all flyers/posters after the date of event.

Chalking publicity serves as a high-visibility, low-cost, and temporary way for the campus community (Registered Student Organizations, University Departments, and Official University Events) to communicate events and activities. Chalking is permitted on campus only in accordance with the following requirements:

1. All chalking by Registered Student Organizations must receive prior approval through the RSO Publicity Request Form in OU Engage. University Departments may chalk without prior approval following all applicable guidelines outlined.
2. Chalking may occur only on the specific date(s) and registered location(s). Chalking activities may only occur between 8:00 a.m. and midnight and no earlier than seven (7) days prior to the event or activity.
3. Only white and/or yellow water-soluble chalk may be used.
4. Chalking is limited to horizontal, uncovered concrete sidewalks, and as noted in Section (g).
5. All chalked messages must clearly indicate the name of the sponsoring Registered Student Organization or chalking party. Content must promote an organization activity, such as a meeting, event, initiative, campaign or program.
6. To prevent obstruction of sidewalk traffic or creation of unsafe conditions, the number of individuals participating in chalking activities must be limited to what is reasonably necessary. Chalking must fit within a reasonable footprint, generally understood as no more than a short series of connected portions of a sidewalk or reasonable word limitation, e.g. under 50 words.

Prohibited Chalking:

1. Chalking that violates any federal or state law, the University of Oklahoma Student Rights and Responsibilities Code, or any other University policy is prohibited.
2. The use of spray chalk, fixatives (including hair spray or similar products), ahesives, or any substance intended to prolong chalk adherence is strictly prohibited.
3. Chalking may not appear under building overhangs or within ten (10) feet of any building entrance.
4. Chalking must not interfere with, cover, or obscure any existing chalked message.
5.  Chalking must not contain commerical solicitation or advertisement.

Registered chalking may be removed through natural weathering or by the chalking party. OU Facilities Management may, at any time, remove unregistered, prohibited, or non‑compliant chalking. Additionally, chalking may be restricted or removed by OU Facilities Management in connection with University special events, gameday operations, routine and necessary maintenance activities, or other applicable University policies or procedures.

Any violation of this policy may require removal by the chalking party. If not promptly remedied, OU Facilities Management may assess cleanup fees or refer the matter to the appropriate University office for resolution.

• OU departments requesting stake signs for NCAA OU athletic events, campus wide events sponsored by academic or administrative departments or directional signs for OU-hosted events for a 24-hour period or less do not require permission/registration. Unregistered stake signs left beyond the 24-hour period may be removed at the expense of the sponsoring department.
• The quality of temporary stake signs must be approved by Student Affairs prior to production.
• The quantity of temporary stake signs that may be placed on campus for any one event is limited to 50 signs.
• Stake signs should not be placed in landscaping beds or damage landscaping in any way.
• Stakes for temporary signs must be no longer than 12 inches to prevent damage to underground irrigation systems and utilities.
• Temporary signs may remain on campus for a maximum of 5 days (including weekends) if approved through Student Affairs.
• Temporary signs remaining on campus beyond 5 days, as defined above, may be removed at the expense of the sponsoring organization or department.