Linked policies

• Code of Practice Freedom of Speech and Academic Freedom

• Organising and external speaker | York St John University

• Student Behaviour and Disciplinary Policy

• Health, Safety and wellbeing

1. Purpose

This protocol provides guidance to staff, students, and Students’ Union clubs and societies on the lawful and responsible distribution of printed materials (such as flyers, newspapers, posters and leaflets), memorabilia (such as flags, stickers, wristbands and other branded or commemorative items), the use of University and Students’ Union digital platforms for publicity, and the process for requesting stalls, displays and booking rooms for non-teaching purposes on University and Students’ Union premises.

It supports the University’s commitment to:

• Uphold the statutory freedom of speech and academic freedom duties under the Higher Education (Freedom of Speech) Act 2023 and related OfS Regulatory Advice Note 24;

• Ensure compliance with the Prevent Duty, criminal law, equality and charities law. The Prevent Duty will be applied in a manner consistent with the University’s duties to secure freedom of speech within the law

• Maintain a safe, respectful, and non-discriminatory environment for all members of the University community; and

• Utilise university resources appropriately. 

2. Scope

This protocol applies to:

• All staff and students;

• Recognised student societies, clubs or networks affiliated with the Students’ Union;

• Visitors, external organisations, or individuals using University or Students’ Union premises for events arranged through staff or students

This protocol does not regulate or restrict the personal wearing, carrying, or possession of memorabilia by individuals. The organised distribution, sale, or collective display of memorabilia (for example, from a stall, table, or display area) is subject to the relevant provisions of this protocol relating to stalls, bookings, and use of University or Students’ Union premises. These requirements relate solely to the management of space, safety, and resources, and do not constitute approval of the views expressed. 

3. Definitions  

• Affiliated group – a student society, club or network formally recognised by the Students’ Union.

• Non-affiliated group – any group of students not recognised by the Students’ Union or a University department.  

• External organisation – anybody or individual not enrolled or employed at YSJ, or an organisation not linked to YSJ even where YSJ staff or students are part of that organisation. 

4. Principles

1. Freedom of speech within the law is protected and actively promoted.

2. Lawfulness and safety are paramount: the University will not permit material or activity that contravenes the law, including incitement, harassment, or promotion of proscribed organisations. Materials with criminal content, hate speech, terrorist materials, or materials that would likely pose a credible safety risk will be removed.  

3. Posters, leaflets and memorabilia must be displayed only in approved areas and in a way that does not damage University or SU property.  

4. Any activities involving an external speaker, including those advertised by posters or leaflets, must be properly authorised under the Speaker Approvals Policy.

5. Any materials reported as unlawful will be considered by a senior officer, such as the University Secretary and Registrar (Staff), SU CEO (SU-affiliated) Disciplinary Officer (non-SU-affiliated students). 

5. Use of leaflets, posters, printed or digital materials and stalls

5.1 General Rules

• Posters and leaflets may only be displayed or distributed in designated areas approved by the University or SU – see ‘Approved locations’.  

• Blue or white tack must be used for fixing posters; adhesives, pins, or tape are not permitted.  

• The University logo must not be used without obtaining permission from the Head of Marketing – please contact gov.compliance@yorksj.ac.uk  

• The Students’ Union logo can only be used to promote SU authorised activity.

• Posters must be removed within 48 hours after the advertised activity has taken place.

• Materials must clearly state: The organising group or society, the date, time and location of the activity (if applicable); and a contact email for queries.

• Stalls require booking with the Events Team.

• YSJ branded podiums must not be used by students or staff to promote or display non–affiliated activities without express permission from Campus Management or Library Services.  

• YSJ branded podiums must not be used in online digital content without oversight by Communications and Events Coordinator (London) or the Events Team (York) 

5.2 Approved locations

Approved poster locations include:

• SU and University managed noticeboards  

• Designated external walls (Holgate, Temple Hall, Foss, Skell, and Fountains);

• Inside Fountains, Creative Centre, De-Grey Reception and the SU building (apart from during the election period).

• Grey walls in the 3rd and 6th floor of the Republic Export building.  

The following are non-permitted zones:

• On university directional signs;  

• Grey pillars outside Fountains;

• Any walls or fencing facing externally off-campus (e.g. facing Lord Mayor’s Walk or the rear of campus);

• Any buildings in the Quad area, the Chapel, Quad South Hall.

• York St John University accommodation windows and doors

• A1 poster frames on the 3rd and 6th floor of the Republic Export building.

• White and blue walls in the hallway, lecture and meeting rooms of of the Republic Export building. 

6. Distribution of leaflets

• High traffic teaching spaces, library interiors, YSJ student accommodation, and clinical areas are non-distribution zones (unless any of these are booked for approved events)

• Leafleting should not cause obstruction or litter. Organisers are responsible for removing leftover materials.

• Leafleting for commercial purposes or non-University-affiliated, or non-Students’ Union-affiliated organisations is not permitted without written consent from the University Secretary and Registrar or CEO of the Students’ Union, as appropriate.

• Leafleting for University or Students’ Union affiliated groups is permitted but must be proportionate. Proportionately leafleting means distributing materials in a way that is reasonable in scale, aligned with the purpose of the activity, does not obstruct or pressure others, does not create excessive waste and fits within the normal use and flow of university spaces.

• During SU Election periods, special arrangements apply under the SU Election Rules, which will temporarily expand areas for approved campaigning. Please contact the Students Union for advice and guidance.

7. Use of University or SU social media and digital platforms

• Personal or unaffiliated group social media accounts must not use University or SU branding or imply institutional endorsement.

• SU-affiliated societies may request promotion of events via the SU’s official channels, subject to approval from the Marketing & Communications Manager and content guidelines.

• Those using SU-branded social media accounts must ensure that posts are lawful, respectful, and not unlawfully discriminatory or harassing.

• The University reserves the right to request removal of digital content on SU or University platforms that breaches this protocol or the Code of Practice on Freedom of Speech and Academic Freedom.

• Digital signage on campus may be available for approved activities; requests should be directed to the Students’ Union Marketing & Communications Manager, Events Teams and or London Communications and Events Coordinator as appropriate. 

8. Booking of University and SU premises

Events and activities

All bookings for meetings or activities involving external speakers must comply with the Speakers Approval Policy - Organising an external speaker | York St John University and the code of practice on Freedom of Speech. - Freedom of speech | York St John University. The University or SU may impose conditions (e.g., ticketing, security presence, moderation) to mitigate risks. Conditions will not be imposed solely because views are controversial or unpopular. Conditions are set out in the Code of Practice on Freedom of Speech and Academic Freedom

Students, staff and members of the public are permitted to book SU spaces for events (for example, parties, socials, etc). More information can be found here: Students' Union Venue Hire

Students, staff and members of the public may be permitted to book University Premises for events (for example, parties, socials, etc.). More information can be found here: Event hire | York St John University

Internal bookings

University and SU premises may only be booked internally by 

• Recognised SU societies

• Recognised student and staff networks

• University staff undertaking university work or union related activity

• Students undertaking activity related to their studies, e.g. group work.

The chapel may also be used. Please see booking information - Sacred spaces | York St John University

Unaffiliated student activity

Students acting as individuals or collectively (but not as a recognised Students' Union society club or network) or not permitted to book University spaces for activity unrelated to their academic studies.

Unaffiliated student groups may use SU spaces, which may incur a venue hire fee.

9.External guests

Students are not permitted to invite individuals external to the university except for academic purposes or for student society of SU-affiliated activities (see section 8).

Students are permitted to have small private or social visits in student accommodation, dining areas/cafes. The student is responsible for the behaviour of guests, and the University reserves the right to remove any individual causing disruption to its registered students.

Staff are permitted to invite external guests to attend key core activities such as partnership meetings, school meetings or to be shown around the University.

Events with external delegates that is not linked to key core timetabled activity and is outside of normal activities must be arranged though the Events team. 

10. Responsibilities

11. Breaches of this protocol

• Unauthorised posters or leaflets will be removed by the University or SU. The decision and rationale for removal will be recorded.  

• Substantive breaches may lead to disciplinary action under the Student Behaviour and Behaviour Policy or Staff Dignity at Work procedures, or SU Student Disciplinary Policy (for affiliated group breaches) dependent upon the circumstance.  

• Serious breaches (e.g. unlawful or extremist content) will be referred to the University Secretary and Registrar. 

12. Review and Updates

This protocol will be reviewed annually by the Health, Safety and Wellbeing Committee, or sooner if required by changes in legislation, regulatory guidance, or University policy.

Last updated February 2026