Invoice Procedure

When a group has a second postering infraction, please send them an invoice according to the procedure below:

  • Send the appropriate postering infraction email, and attach an invoice filled out with the correct fee amount (by you).

  • CC Donna Hustler on the email.

  • Fill out the postering spreadsheet, and be sure to indicate date invoice was sent in Brown/non-Brown tab as well as the invoice tab.

  • Save Word Document as a .pdf for a more professional look

Periodically check invoice tab for status and update Brown/non-brown tabs.

  • If, after 14 days, an invoice remains outstanding, please send a second email as a reply to the original email from unpaid invoice email template with attached invoice. CC Donna Hustler.

  • If still outstanding after 3 weeks, refer to amy_carle@brown.edu



UNPAID INVOICE TEMPLATE (send as reply to original email):

Dear [Group Name/Primary Contact],

Your payment for your [nth] postering infraction has not been fulfilled. Please see the email sent to you on [date] below. Your original invoice is attached. If payment is not made within 7 days, it may result in non-academic disciplinary action or referral to the appropriate student governing body (UCS, GSC, etc).

Regards,

[Name]

Campus Center Information Specialist
Brown Student Agencies/Student Activities Office


POSTERING INFRACTION TEMPLATE

Illegal Ads (Brown) - Please send one to both the group email and the primary contact. See mygroups for this information.

Dear [Group Name/Primary Contact],

 

[Group Name] has been found violating one of the Brown University Publicity Regulation policies. On[date], [describe violation and location]. Please visit the Brown University Publicity Regulation webpage for a detailed list of standards and policies regarding advertising: http://www.brown.edu/Administration/Event_Planning/promote/regulations.html

 

Violators of these policies will receive one warning letter from the Student Activities Office. Publicity materials must then be withdrawn by the sponsoring group. Additional violations will result in fines of $15 for a second violation and $50 for additional violations (in all cases, depending on the severity or instances of a violation, fines can be assessed for each poster found in violation). Student groups that continue to violate these policies may also be subject to non-academic disciplinary action or referral to the appropriate governing body (UCS, GSC, etc.). These policies and standards will be strictly upheld.

 

[If first infraction use below paragraph] Since this is your first infraction, you will receive only a warning. Further infractions will result in fines as stated above. Please review the Brown University Publicity Regulation webpage to ensure that you do not violate any additional rules in the future.

 

[If second infraction use below paragraph] This is your second infraction. Your group will be fined $15. Please see the attached invoice for instructions on how to pay your fine. This fee will go towards enhancing student services in Faunce. Please review the Brown University Publicity Regulation webpage to ensure that you do not violate any additional rules in the future. Additional violations will result in a $50 fine.

 

[If third or more infraction use below paragraph] This is your [number-th] infraction. Your group will be fined $50. Please see the attached invoice for instructions on how to pay your fine. This fee will go towards enhancing student services in Faunce. Please CAREFULLY review the Brown University Public Regulation webpage. Additional violations may result in non-academic disciplinary action or referral to the appropriate student governing body (UCS, GSC, etc).

 

Regards,

[Name]

Campus Center Information Specialist
Brown Student Agencies/Student Activities Office


Illegal Ads (non-Brown) - Please send an email or call the appropriate business.

 

Dear [Business name or contact name],

 

My name is [your name] from the Brown University Student Activities Office. It has come to my attention that [business name] has been placing advertisements at non-designated advertising space on Brown University's campus. Specifically, [describe violation and location of violation here].

A list of areas on campus where businesses may post advertisements is below. Your business may post in those areas as you desire. We would appreciate it if your business would only post in these areas.

Corner of Brown and George Street

Wayland Arch

Upper Wriston by Wayland Arch

Lower Wriston Across from the Refectory

Upper and Lower Keeney Quad

New Pembroke #4

Grad Center, Thayer Street Entrance

Aside from the above exceptions, business are generally not allowed to advertise on campus and such advertisements are removed by our Facilities department daily. However, we do offer advertising opportunities via television screens that are located in high traffic locations throughout the campus. If you are interested, please email bsa@brown.edu for more information.

Regards,

[Name]

Campus Center Information Specialist
Brown Student Agencies/Student Activities Office