Computing and Printing

Digital Signage

Digital screens and computer screensavers make up the River Campus digital signage network. This network can be utilized by schools, departments, and University groups to share information and promote programs sponsored by the University or University-affiliated organizations.

Digital screens are placed across River Campus in academic departments, student life common spaces, athletics venues, dining areas, libraries, and other locations. In some cases, there are standalone instances of digital screens that are not part of the River Campus digital signage network. Content on these digital screens is managed by the respective marketing and communications teams in these areas. They can determine what their screens display provided they adhere to the content guidelines below.

In addition to the digital screens, there are more than 500 computer screensavers located in public labs and classrooms, which also display content.

Governance

Individual screen owners have the right to refuse individual submissions. In addition, any content can be rejected or removed from the River Campus digital signage network at any time by the Office of University Marketing and Communications.

University Marketing and Communications and reserve the right to incorporate enterprise-level content into a portion of the overall rotation as needed.

“Evergreen” content will be reviewed periodically to ensure that it is still current and relevant.

Invitation-only programs, commercial activities, personal or political statements, or advertisements from non-University organizations are not permitted on the River Campus digital signage network.

How to Submit

Below is a list of locations that allow general advertisements to be shown, as well as the route to contact the department that manages the content:

For assistance with creating or publishing to URMC's LCD screens (TV monitors), please complete the Digital Signage/LCD Display Request Form, and email urmctoday@urmc.rochester.edu with questions.

If you are experiencing an issue with ECM supported systems or are looking to install a new system, please call the ECM Help Desk at (585) 275-9014 or submit a ticket directly using the online service request form.

For non-ECM supported systems on River Campus, please call the University IT Help Desk at (585) 275-2000 or contact your departmental desktop support staff directly.

Technical Specifications

Hardware and software for the River Campus digital signage network are maintained by Event and Classroom Management. All submissions must meet the following technical specifications:

• 1920 x 1080 pixels (the size of 16:9 PowerPoint slide)
• JPEG or PNG file (please note that PowerPoint and PDF files will not work)
• RGB color space

Time on Screen, and End Dates for Content

• Each image is on view for 10 seconds in rotation.
• Time-sensitive content, such as that tied to a specific event, can only appear on the River Campus digital signage network for a duration of one month maximum, up through the event date. Screen owners have discretion to shorten or extend this timing on a case-by-case basis.
• Multiple images that are submitted as a series may not run in sequence when displayed.
• It is strongly recommended that no more than 3 images with the same information be submitted. Anything beyond that may not be approved for rotation by University Marketing and Communications or Event and Classroom Management.
• Screensavers in labs and classrooms are on display for a limited time until the computers automatically sleep due to inactivity.

Design Best Practices

Due to the rotating nature of digital signage, each screen has a short time frame to tell a story. Well-designed, concise messages are critical.

• Less is more. Make your message and call-to-action clear and immediate. Limit to 10–15 words per screen.
• Colors, graphics, and visual elements should be kept as simple as possible.
• Do not use copyrighted images without permission or license.
• Maintain high contrast between the content and background for visual accessibility.
• Scannable elements like QR codes should be as large as practical.
• Avoid overlapping text and graphics.

Content Guidelines

Screen submissions must meet the technical specifications and the following content guidelines to be approved. These guidelines outline expectations for digital signage content and are maintained by the Office of University Marketing and Communications.

Digital screens and screensavers on the River Campus digital signage network can be used to:

• Share content that is current and relevant to a broad University Content that isn’t specific to the University community audience is generally not permitted.
  For example:
  • Accepted: “Traveling for Thanksgiving? Check out the SA Thanksgiving shuttle schedule from campus to the airport.”
    • Not accepted: Wishing everyone a happy Thanksgiving
  • Accepted: Stop by the Flaum Atrium tables this week to pick up a free red ribbon for American Heart Month
    • Not accepted: February is American Heart Month, National Wear Red Day, Black History Month and more!
  • Accepted: Learn more about the University’s partnership with United Way of Rochester and the importance of supporting our community.
    • Not accepted: Please consider giving to the national Muscular Dystrophy Association St. Patrick's Day Fundraising Campaign
  • Promote University or University-sponsored programs, events, or activities open to the entire community.
  • Provide useful evergreen information, such as building information and services, staff directories, campus facts, welcome statements, and standing date/time/weather updates.

Information for a limited audience should be delivered using more direct communication methods or channels.

All content must:

• Follow University brand standards.
• Include what, when, and where for events and programs. If you need to provide more details, consider using a QR code or web address to direct viewers to more information.
• Clearly state who is sponsoring the message. Include the name of your organization, school, department, or unit.
• Have an intended “run duration” for the screen, i.e. start and end dates.
• Events must also be submitted to the University calendar.