PRM-013: Posting on the HooView Electronic Network in Newcomb Hall

Date: 05/27/2008 Status: Final
Last Revised: 06/06/2011
Policy Type: University
Oversight Executive: Vice President and Chief Student Affairs Officer
Applies To: Students, student organizations, academic departments and administrative offices.
Reason for Policy:

Provides appropriate guidelines by which to advertise University events and announcements through the HooView electronic display screens located in Newcomb Hall.

Definition of Terms in Statement:
  • HooView Network:

    A network of video display screens mounted in buildings on the University of Virginia Grounds which are connected to a central content server maintained by ITC.  Locations of screens presently connected to the HooView network include Newcomb Hall, the Aquatics and Fitness Center, Clemons Library and Thornton Hall. The HooView Network does not include display screens located at the Darden School and in University dining facilities.

  • Learning in Action at UVa:

    A web-based content submission interface that provides the platform for content uploading, queuing, review and approval prior to the content being added to a playlist (www.atuva.net).

  • Playlist:

    A collection of electronic content stored on the central server in a format to be displayed on video display screens connected to the HooView network.

Policy Statement:

The University is committed to promoting communication among students, faculty, and staff. HooView is a network-based display system that will allow students, faculty, and staff to create and display digital messages across any network-enabled screen on the Grounds. By offering access to the HooView network pursuant to this policy, the University does not intend and shall not be deemed to have opened the network as a public forum. The following guidelines describe the appropriate manner for posting information and messages on the HooView electronic display screens in Newcomb Hall.

Policies and procedures governing the display of messages on screens outside Newcomb Hall are determined by the individual units that manage the buildings where the screens are located (e.g., School of Engineering Dean’s Office for display of messages in Thornton Hall).

All display screens connected to the HooView network will receive emergency messages in accordance with University policy  IRM-013, Mass Text Messaging for Emergency Alerts.

  1. Digital messaging via HooView in Newcomb Hall is permitted under the following conditions:

    1. Messages shall be used to promote services, events, announcements, meetings, programs, etc., sponsored by recognized student organizations, academic departments, or administrative units.
    2. Messages are limited to one per event, promotion, or activity.
    3. Messages shall clearly and prominently indicate the name of the sponsoring recognized student organization, academic department, or administrative unit.
    4. All users of the system are responsible for the content of their submissions.
    5. Each playlist available for the submission of content will have a maximum capacity of messages; recognized student organizations shall receive priority message placement on these lists.
  2. Appropriate Types of Messages for display on HooView in Newcomb Hall:

    1. Announcements of services, events, meetings, or programs occurring on-Grounds or off-Grounds that are sponsored by recognized student organizations, academic departments, or administrative units.
    2. Emergency messages from the University. The University reserves the right to use the messaging network exclusively for emergency notification and communication as events or situations require.
  3. Inappropriate Types of Messages for display on HooView in Newcomb Hall:

    1. Personal messages, including but not limited to: personal items for sale, personal parties and private events.
    2. Messages containing obscene images and/or profane language.
    3. Political campaigning (both for University office and for local, state or national office).
    4. Commercial uses.
    5. Any other uses that are inconsistent with University policies or local, state, or federal law.

Messages that do not comply with these regulations will not be approved for display by Office of the Dean of Students staff. All appeals and protests regarding the distribution of messages on the Newcomb Hall playlists should be sent to HooView@virginia.edu within 24 hours of receiving notification that the submitted message has been rejected. All appeals will be given priority attention and normally will be reviewed and decided no later than three days from receipt by the Director of Student Activities.

Procedures:
  1. Office of the Dean of Students staff will be the approving authority and clearinghouse for student organization use of the HooView display system. All student organization submissions will occur through the learning in Acton at UVa (https://atuva.student.virginia.edu) to ensure consistent and timely review based on the criteria detailed in this policy statement.

  2. Messages should be submitted at https://atuva.student.virginia.edu for approval at least five business days prior to desired date of inclusion on the HooView display system in Newcomb Hall.

  3. Messages may generally be posted up to three weeks prior to the event.

  4. Messages must be submitted with a clear stop-time or end-date; open-ended or recurring/continuous messages are not permitted.

  5. Special requests for messages containing video and sound may delay the posting of messages and are subject to system capabilities.

  6. Office of the Dean of Students staff will remove messages from playlists after the conclusion of the events/activities advertised in messages.

  7. Office of the Dean of Students staff reserve the right to edit message submissions, on content-neutral grounds, for accuracy and compliance with University policies and local, state, and federal laws.

  8. Once a message is posted on the display board, any changes should be submitted to the Office of the Dean of Students via https://atuva.student.virginia.edu.

Related Information:

IRM-013, Mass Text Messaging for Emergency Alerts
Sales, Solicitation and Student Organization Fundraising

Major Category: Physical Resource Management
Category Cross Reference: Information Resource Management
Approved by, Date: Executive Vice President and Chief Operating Officer, 05/27/2008
Revision History: Updated 6/6/11.