IT Hog Team for Digital Signage Report

Executive Summary 

A Campus Standard Digital Display system will enable consistent communication, branding and emergency messaging across the University of Arkansas campus. These displays serve a wide range of functions, including event promotion, wayfinding, emergency alerts and campus news while enhancing accessibility and student engagement. 

Adopting a unified standard ensures: 

  • Uniform request and installation processes 
  • Consistent hardware and software across units 
  • Efficient, scalable management 
  • Greater impact through coordinated messaging 

This report was prepared by the IT Hog Team for Digital Signage, chaired by Christopher Spencer, and includes the following members: Elizabeth Cunningham, Michela Cupello, Emilie Hook, Sandy Kizer, Tina C. Lester, Rachel Menke, Chris Nixon, Bo Patrick, Jessica Lynn Post, Lane Religa, Camilla Shumaker, David Siegel, Robyn M. Starling-Ledbetter, Michael C. Stoker  and Tammy Tucker. 

Methodology 

Between April and June 2025, the team conducted a fact-finding process that included: 

  • Campus outreach and stakeholder meetings 
  • A digital signage survey sent across campus and publicized in Arkansas News 
  • Benchmarking with SEC peer institutions 
  • Internal unit-level conversations to gather feedback 

1. Introduction 

What is Digital Signage? 

Digital signage refers to digital display technologies (e.g., screens, kiosks) used to present multimedia content such as text, images, videos, and interactive elements in campus spaces. These displays are managed via a Content Management System (CMS). 

Purpose of This Document 

  • Establish campus-wide consistency 
  • Improve the impact of signage 
  • Support departmental goals through shared best practices 

2. Governance and Oversight 

2.1 Uniform Tool Recommendation 

While departments may continue to use different platforms so long as they meet minimum campus standards, the university recommends adopting a single digital signage tool over time to ensure: 

  • System-wide consistency 
  • Streamlined maintenance 
  • Better support and training 
  • Simplified onboarding and offboarding 
  • Enterprise-level pricing 

Risks of using non-uniform tools: 

  • Accessibility or security compliance issues 
  • Difficulty integrating with emergency messaging 
  • Limited support for content governance or system expansion 
  • Possibility of higher costs 

2.2 Governance Body 

We recommend establishing a Digital Signage Governance Body to guide strategic implementation. This group should meet regularly and include representatives from: 

  • University Relations 
  • UITS 
  • FAMA 
  • Emergency Management 
  • Content lead representative 
  • Technical lead representative 
  • Content creator representative 

This group must cover core expertise areas in accessibility, technical implementation and procure and purchasing.  

Key responsibilities: 

  • Establish workflows and recommended CMS platforms 
  • Maintain a shared library of branded, accessible templates 
  • Identify a campus-wide point of contact for signage (not platform-specific) 
  • Map all digital signage locations 
  • Conduct annual emergency broadcast tests 
  • Set best practices for onboarding/offboarding processes 

Recommended deliverables: 

  • One-sheet explainer: How to Use Digital Signage at UA 
  • Campus standard installation drawings 
  • Sample templates (single image and widgeted layouts) 
  • Slide intake form template 
  • Intake process modeled on TDX and FAMA procedures 
  • Survey summary and key findings 
  • SOPs for RiseVision and Visix platforms 

3. Minimum Standards and Technical Guidelines 

3.1 Planning and Installation 

Applicants should coordinate with Facilities Management (FAMA) to ensure that installation is compliant and strategically placed. The coordination might take the form of a memorandum of understanding between FAMA and the applicant that defaults to approval unless something is considered outside of the memorandum’s scope. 

Consider: 

  • Visibility and shared utility 
  • Environmental and architectural fit 
  • ADA compliance (e.g., screens must project no more than 4 inches into walkways) 
  • Integration with existing infrastructure 
  • Cost-efficiency and scalability 

3.2 Hardware Requirements 

  • Use a preferred and approved display model (endorsed by Procurement and FAMA) 
  • Submit new build projects to FAMA for review and approval prior to installation 
  • Periodically assess screen placement using the FAMA-managed campus screen map 

3.3 Ongoing Compliance 

After installation, the unit assumes responsibility for: 

  • Maintaining standards 
  • Periodically reviewing screen placement and relevance 
  • Ensuring accessibility 

4. Content Governance and Best Practices 

4.1 Roles and Responsibilities 

Each unit should establish a Digital Signage Team including: 

  • Content Lead: Oversees what is displayed 
  • Technical Lead: Manages delivery of content to screens 

These teams coordinate with the campus governance body for alignment and support. 

4.2 Content Types 

  • Events 
  • Alerts (emergency or informational) 
  • Wayfinding and directories 
  • Branding and community engagement 

Follow the campus-wide style and branding guide and adhere to accessibility standards (e.g., font size, color contrast, alt text). 

4.3 Content Approval and Scheduling 

  • Sensitive content should be reviewed by OEOC as needed 
  • Unit-level teams manage local content and coordinate FYIs with broader campus communicators 
  • Establish a shared intake and scheduling process (e.g., MS Forms, SharePoint) 

Use tools like Adobe Express to streamline content creation and approval workflows. 

4.4 Suggested Enhancements 

  • Include QR code slides for feedback, accessibility info or local promotions 
  • RiseVision users should use the “subcompany” structure; VISIX users should organize by “group” 

5. Emergency Notification and Integration 

  • Ensure displays are integrated with RazALERT 
  • Use branded message templates for consistency 
  • Coordinate with UAPD and Emergency Management to share URLs or specific instructions 

6. Budgeting and Financial Guidance 

  • Confirm departmental funding and worktag early 
  • Licensing, chargebacks, and approvals should be managed through TDX (IT Services) 
  • Capital projects must follow Facilities Management protocols 

7. Accessibility Standards 

  • All screens must comply with ADA regulations (e.g., projection limits in walkways) 
  • Content must be digitally accessible with attention to: 
  • Font size 
  • Color contrast 
  • Reading order 
  • Screen reader compatibility 

8. Evaluation and Review 

  • Use available metrics to assess engagement and content effectiveness 
  • Conduct periodic audits of screen relevance and location 
  • Regularly collect user feedback and survey data to guide updates 

9. How to Get Digital Signage 

Step-by-Step Guide 

  1. Assess Need: Does digital signage support your goals? 
  2. Internal Review: Consult department leadership 
  3. Secure Approvals: Obtain sign-off from Chair and Dean 
  4. Confirm Funding: Identify available budget and worktag 
  5. Submit a Request: 
  6. FAMA Project Request Form 

10. Resources and Support 

Support Teams 

  • TDX Help Teams: Technical assistance, content scheduling, software issues 
  • Facilities Management (FAMA): Site planning, installation compliance 
  • University Communications: Branding, messaging, and template guidance 
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