Policies and Procedures

Purpose
SUNY Delhi works to strengthen public awareness and support by maintaining open, professional relationships with the media and community. The Office of Marketing and Communications plays a central role in this effort, ensuring that information is shared in a coordinated and timely way. Our media policy reflects the college’s commitment to providing accurate and prompt information to which the media and public have a fair and reasonable interest.

Role of Marketing and Communications
The Office of Marketing and Communications serves as the primary point of contact for news media. This includes preparing and distributing information about general college news and responding to issues that call for an institutional voice. When appropriate, Marketing and Communications may authorize other designees to release specific information. All official news releases are edited, approved, and distributed by the office, and any news conferences are organized through it as well.

Faculty and Staff Expertise
Faculty and staff are encouraged to engage with the media when inquiries involve their teaching, research, scholarship, or professional expertise. We ask that they also notify the Office of Marketing and Communications, both to coordinate in case others are contacted on the same issue and to help strengthen the college’s relationship with media partners while maintaining SUNY Delhi’s reputation.

Media Inquiries 
If a member of the media reaches out to faculty, staff, or students specifically to discuss SUNY Delhi or matters directly connected to the college, those inquiries should be referred to the Office of Marketing and Communications. On matters of broad impact, sensitivity, or controversy, the College President and the Public Information Officer serve as official spokespersons. The President or the Director of Marketing and Communications may also designate another representative to serve as spokesperson.

The designated spokespersons for SUNY Delhi are:

Riikka Olson
Director of Marketing and Communications
Public Information Officer
607-746-4873

Dr. Mary Bonderoff
President
607-746-4090

Overview
The College’s communication channels, including its website, social media, email, and digital signage, are state resources and may not be used to advertise or promote third-party or private events, businesses, or ventures. This includes activities run by external organizations or SUNY Delhi employees outside their official roles, even if those activities are free or campus-adjacent. All promotional requests are reviewed to ensure compliance with SUNY and New York State requirements and to avoid the appearance of institutional endorsement or private gain.

Purpose
This policy governs third-party advertising, promotion, and use of college-managed communication channels to ensure compliance with SUNY and New York State requirements and to prevent private gain or perceived institutional endorsement.

Scope
This policy applies to all college-managed communication channels, including:
College websites and webpages;
Official college social media accounts;
Email lists and newsletters;
Digital signage and monitors;
Printed materials produced or distributed by the college; and
Flyers and posters displayed on campus property

It applies to requests from external entities, vendors, sponsors, individuals, and college employees acting outside their official institutional role.

Policy
College communication channels are state resources and may be used only to support the college’s educational mission and official activities.

The college may not use its communication channels to:
Advertise or promote third-party or commercial businesses, services, or events;
Promote private ventures not officially sponsored by the college or SUNY;
Promote activities operated by College employees outside their official role;
Amplify third-party or private content through reposting, sharing, tagging, or similar actions; or
Use calls to action, registration links, pricing, or promotional language for third-party activities

An activity being free, campus-adjacent, or related to an academic or athletic discipline does not exempt it from this policy.

Sponsorship
General sponsorship recognition may be permitted when part of an approved institutional agreement and when not tied to the promotion of a specific third-party event, product, or service.

Permitted Uses
College communication channels may be used to:
Promote college- or SUNY-sponsored programs and events;
Share news or public information about the college;
Highlight student, faculty, or staff achievements (excluding personal businesses); or
Describe community partnerships in a neutral, informational manner

Review and Enforcement
All requests for advertising or promotion are subject to review and approval by the Office of Marketing & Communications or a designated College office. The College reserves the right to deny or remove content that does not comply with this policy.

Additional Resources
Event Spaces for External Groups
Use of Facilities by Third Parties for Free Speech

The Office of Marketing and Communications owns and manages all official college social media accounts linked to the SUNY Delhi homepage.

College-Affiliated Social Media Accounts
All social media accounts affiliated with a SUNY Delhi department, club, or organization must be registered with and authorized by the Office of Marketing and Communications. These accounts are considered SUNY Delhi property. Please complete a social media account request before establishing a SUNY Delhi-branded account. Once approved, you will receive social media guidelines that include engagement standards, best practices, accessibility requirements, and ongoing recommendations to help departments, units, and organizations successfully manage their channels.

Social Media Conduct
We value participation on our channels and encourage comments, questions, and posts that are relevant and respectful. By submitting content to any SUNY Delhi social media site or tagging an official SUNY Delhi profile, you acknowledge that this information is public and may be used by the college for internal and external promotional purposes. Participants are responsible for their own posts and must indemnify SUNY Delhi against claims that arise from them. Please also note that other users may share or repurpose posted content beyond SUNY Delhi’s control.

The Office of Marketing and Communications reserves the right to remove any engagement from its channels that does not align with our standards of respectful, relevant conduct. Prohibited content includes:

• Profanity, libel, slander, obscenity, or otherwise inappropriate language
• Racist, sexist, obscene, discriminatory, abusive, or violence-inciting content
• Impersonation or disclosure of others’ private information
• Copyrighted or intellectual property used without permission
• Advertisements, spam, or promotional content unrelated to SUNY Delhi
• Material not relevant to the conversation

Pursuant to Title VI, SUNY Delhi will investigate any discriminatory speech known by or reported to the institution.

Accessibility
SUNY Delhi follows SUNY’s Electronic and Information Technology (EIT) Accessibility Policy. Because accessibility features differ across platforms, users are encouraged to review individual platform specifications. Key practices include:

• Alternative text (alt text) descriptions are concise descriptions of images to assist screen readers.
• Emojis should only be used as a supplement and not relied on to convey a message. Screen readers verbalize emojis, making frequent emoji use more challenging to navigate.
• Captioning must be included for all videos to help non-native speakers or those who are hard of hearing. Review auto-captioning for grammar and clarity.
• Hashtags should be written in CamelCase (#ThisIsAnExample) to make them more readable for everyone, including those using screen readers.

Accessibility features by platform:

• Facebook 
• Instagram 
• X 
• TikTok 
• YouTube 
• LinkedIn  

Please see the "Digital and Social Media Accessibility" section for more information.

Social Media Guidelines for Employees
Social media is a powerful way to share college news, celebrate achievements, and engage with the community. SUNY Delhi encourages faculty and staff to be positive ambassadors for the college while remembering that your words and actions reflect on the college. If you list SUNY Delhi in your profile, you are publicly affiliating with the college – represent that affiliation responsibly. When posting personal views and opinions, make it clear you are speaking for yourself, not on behalf of SUNY Delhi. Participants who comment or post to the college’s social media sites assume responsibility for all material posted and will defend and indemnify the university from any claims that may arise from the posting. It should be noted that other participants may share or use any posted content or information beyond the control of SUNY Delhi.

Social Media Training
The Office of Marketing and Communications offers training on social media policy, best practices, and accessibility. Please contact communications@delhi.edu.

Purpose

SUNY Delhi is committed to creating accessible digital content that ensures equal access to information, services, and opportunities for all users, including those with visual, auditory, motor, and cognitive disabilities. These guidelines provide practical standards for emails, social media, web content, and digital communications in alignment with ADA Title II and WCAG 2.1 Level AA. 

Please note: All social media accounts and digital platforms that represents the college, communicates official information, promotes programs, or delivers services must be accessible. This includes departmental and program accounts as well as student clubs and organizations recognized by the college. 

Core principles

• Accessibility is everyone’s responsibility.
• Digital content must be perceivable (information must be presentable), operable (the interface must be usable), understandable (information must be clear), and robust (compatible with technology such as screen readers).
• When in doubt: choose clarity, simplicity, and inclusivity.

Images and Graphics

Alternative text (alt text) is a written description of an imageo or graphic for users who rely on screen readers. Good alt text is narrative and experiential. It explains what / who / where / why.

• Describe the purpose of the image, not just what it looks like
• Keep it concise (typically 1–2 sentences or 1-2 characters).
• Avoid phrases like “image of” or “photo of” or simply copying the photo caption.
• Stay factual and avoid expressing opinion and emotions or guessing identities, ages, or genders.

❌ Insufficient alt text: "Students sitting outside."
✅ Meaningful alt text: "Three SUNY Delhi students studying together on campus lawn during spring semester."

❌ Insufficient alt text: "Award Ceremony."
✅ Meaningful alt text: "Student receiving EOP Student Excellence Award from SUNY Chancellor at Albany reception."

Please note: While some social media platforms generate automatic alt text, it is often incomplete. Always review and replace with meaningful descriptions.

Social Media Post Captions

Use clear, concise language that doesn't rely on the image to convey the meaning. Use emojis sparingly and place them at the end of sentences. Use CamelCase for hashtags (#SUNYDelhi #StudentSuccess). Place important information at the beginning of a post. Avoid large blocks of text.

Hyperlinks (Social Media, Web, and Emails)

Always use descriptive link text that explains what the link is. Screen reader users often navigate by links alone, and “click here” provides no context.

❌ No context: "Click Here"
✅ Meaningful context: "View the Final Exam Schedule"

Video and Audio

All videos must include accurate captions. Review and correct auto-generated captions. 

Indentify speakers when relevant. Provide transcripts for longer videos. 

Avoid relying on audio alone to convey important information.

Graphic Design Considerations

When creating a graphic for an event or to share important information, don't rely on the graphic alone to convey the message. Include essential information in the post caption or email body. Use high contrast and readable fonts. Alt text is needed for graphics, too.

Use sufficient color contrast between text and background to make content easier to read for users with low vision or color blindness.

Plain Language

Write for a broad audience using clear, straightforward language. Avoid jargon and acronyms (or explain them). Include essential information in the post caption and treat images as support. Avoid visual-only instructions (such as "see above").

Emails & Digital Communications

Use meaningful subject lines and stucture the content with headings and bullet points. Keep paragraphs short. Avoid ALL CAPS. Ensure links and attachments are clearly labeled.

Additional Resources

Online Delhi Accessibility Hub
Electronic and Information Technology (EIT) Accessibility
SUNY Accessibility Resources

Campus Photography and Videography
The Office of Marketing and Communications regularly captures photos and videos across the SUNY Delhi campus. This includes classrooms, labs, outdoor areas, and events. These images and recordings may be used in college publications, print materials, the website, social media, publicity efforts, marketing, advertising, and fundraising campaigns.

By entering the SUNY Delhi campus, attending an event, or participating in a program, you enter an area where photography, audio, and video recording may occur. Your presence implies consent to being interviewed, photographed, or recorded. SUNY Delhi and its affiliates may use these materials for news, broadcasts, promotional purposes, advertising, marketing, or inclusion on websites, social media, radio, or publications.

Use of Images and Release of Liability
Images, photos, and videos captured may also be used to promote future SUNY Delhi events, highlight campus life, and showcase the college’s programs and facilities. By entering the premises, you release SUNY Delhi, its officers, employees, approved partners, and all involved parties from any liability connected with the capturing, digitizing, publishing, or use of these materials.

Waiver of Rights
By entering SUNY Delhi premises and/or participating in college activities, you waive any rights to claims for payment or royalties related to the use of images or recordings. This includes exhibition, streaming, broadcasting, or any other form of publication. You also waive the right to inspect or approve photos, videos, or audio recordings taken by SUNY Delhi or its approved representatives. This notice serves as full disclosure of your consent, waiver of liability, and release prior to entering campus premises, events, or programs.

Opt-Out Option
Members of the SUNY Delhi community and visitors have the right to opt out of inclusion in photos or videos. To do so, you must complete and return a “Media Opt-Out Release” form to the Office of Marketing and Communications, along with a current close-up reference photo. Without this form on file, participation in SUNY Delhi activities and presence on campus implies permission for your image to be used.

Guidelines for Faculty and Staff
In line with SUNY policy, faculty and staff must obtain signed release agreements before taking photos, video, audio, or other recordings of any campus guests and visitors for marketing or promotional purposes. Please contact the Office of Marketing and Communications for a copy of the release form.

At large public events, where collecting individual signatures is not feasible, attendees must be notified in advance that photography or recording will take place through event signage or event invitation statement. Example language: “A photographer will be taking photographs at the upcoming [College Event]. Your attendance at the event constitutes agreement to the college’s use and distribution (now and in the future) of your image or voice in photographs, videotapes, electronic reproductions, or audiotapes. If you have questions, contact the Office of Marketing and Communications at 607-746-4870.”

New York State's Freedom of Information Law (FOIL) pertains to the public's right to review certain government records. The Committee on Open Government is an office of the New York State Department of State, which oversees all aspects of FOIL across the state. A request to see records may be made via the United States Postal Service or email. Whenever possible, SUNY Delhi will supply electronic records in response to email requests. All record requests should be as specific as possible so that the college may easily identify which records maintained by SUNY Delhi are responsive to the inquiry.

All FOIL requests may be addressed to:

Office of Finance & Administration
SUNY Delhi
Delhi, NY 13753
607-746-4580
Email: foil@delhi.edu

Frequently Asked Questions

Q: What happens to requests when received?
A: Requests are date stamped and recorded for our records and the department or office responsible for the records sought is notified of a request for those records. The department or office will then identify and locate the records requested. These are reviewed according to the request and in compliance with the Freedom of Information Law. The materials are duplicated and sections that are determined to be non-releasable are blacked out. Dated or lengthy records may take some time to assemble.

Q: How soon can I expect an answer?
A: The records access officer will mail or email the requester an acknowledgment within five business days of receipt of the request. If time to research or compile the records requested is required, the requester may be informed that a response will be provided within 20 business days. If notice of completion of the request has not been received within 20 business days, the requester should contact the records access officer listed above.

Q: What items are exempt from disclosure?
A: Public Officers Law Article 6, Section 87(2), includes conditions for denial of access. Some of the most common requests that involve exemption from disclosure are:

• Anything that may result in an unwarranted invasion of personal privacy (for example: home telephone numbers, home addresses, and Social Security numbers)
• Trade secrets – records that, if released, could cause harm to the competitive position of a business or enterprise
• Information gathered for law enforcement purposes which, if disclosed, could interfere with due process
• Lists of names and addresses which would be used for commercial or fundraising activities

Please be advised that the Freedom of Information Law pertains to access to existing records. SUNY Delhi is not required to create a record containing information sought when one does not exist, or to compile existing records.

Q: What if I want to appeal a determination that some or all of the records that I have requested are being withheld?
A: When SUNY Delhi does not respond timely to a FOIL request, or if a request for access to records has been denied in whole or in part, an appeal may be filed with the FOIL Appeals Officer. An appeal should be sent in writing to the following address:

FOIL Appeals Officer
State University of New York
State University Plaza
Albany, NY 12246

Once an appeal is received, the FOIL Appeals Officer will mail an acknowledgment of its receipt to the individual filing the appeal. The FOIL Appeals Officer will conduct an independent review of the records that were withheld.

The FOIL Appeals Officer will issue a final determination. If the determination is to release records, the individual filing the appeal will be notified of the cost of reproducing the records and, alternatively, where he or she may review the records.

College students' rights of privacy and access regarding their educational records are articulated in the Family Educational Rights and Privacy Act of 1974 (FERPA), commonly known as the Buckley Amendment. The Act helps protect the privacy of student records by requiring that institutions limit the disclosure of information from these records to third persons, notify students (or their parents, if dependency has been established) of the rights to review the students' educational records and the right to seek correction of information contained in the records.

The Buckley Amendment deals only with educational records. Its provisions extend protection to students enrolled or formerly enrolled in higher education institutions regardless of whether they are 18 years old. Except in the case of dependent students, parents have no access to the records of students in post-secondary institutions. Although FERPA provides students the opportunity to challenge the accuracy of their educational records, it does not permit students to challenge grades or other evaluations of academic performance.

Institutions must allow individuals to inspect their transcripts and other educational records, but they are not required by FERPA to issue to students certified copies of students' transcripts. Institutions also may withhold copies of the transcripts of students who have defaulted on college loans or who have not met their financial obligations to the institution. Harmful and improper university disclosure of a student's record may sustain a claim of violation or privacy rights in states whose laws extend the right of privacy to student records. Inquiries regarding this policy and requests for a complete policy statement are to be directed to the Registrar's Office, Bush Hall 124, 607-746-4560.

Directory information at SUNY Delhi is (effective May 1, 2023):

1. Full Name
2. Telephone Number
3. Local Address
4. Permanent Address
5. E-mail address
6. Major
7. Dates of attendance
8. Full-time/part-time status
9. Date(s) of graduation
10. Degree(s) awarded
11. Honors/Awards
12. Age of student
13. Participation in official activities, including athletics
14. For intercollegiate athletes, directory information also includes the athlete’s weight and height.

This information can be released with prior written consent from the student. All other educational records will be released only under compliance with FERPA. Students currently enrolled at SUNY Delhi may object to the release of certain categories of "directory information" pertaining to them by providing written notification to Marketing and Communications, Bush 143, within 14 days following the first day of classes each semester.

Emergency situations will be reviewed on a case-by-case basis.