Organization COVID-19 Considerations & Guidelines

Student organizations may conduct in-person activities during the fall semester.  Just in case there are changes, backup plans for virtual and/or hybrid options for meetings, events, and gatherings may be beneficial.  

  • Masks are required for everyone in all indoor spaces on university property, regardless of vaccination status. Masks are not required in private residence hall rooms or personal office space. 
  • Campus space may be reserved through the Facilities Scheduling Office. To reserve campus space, visit Astra Schedule Homepage.
  • All events/meetings/gatherings must be registered via the student organization’s HerdLink “events” tool, and attendance must be entered in HerdLink during the event.
  • Clubs and organizations are not permitted to travel outside of West Virginia or the Tri-State area. 
  • All students must sign an agreement to comply with public health expectations and all policies and guidelines. 
  • More information about Fall 2021 protocols will be available on the university’s coronavirus website in the coming days. 
  • Students and student organizations who fail to follow university, state, and local safety protocols are subject to disciplinary action, per the Code of Student Rights and Responsibilities. 

*The university reserves the right to modify these guidelines when deemed necessary, based upon significant compliance issues, lack of reasonable oversight, changes in COVID-19 health standards, and others.

Guidelines 

Meetings 

  • All meetings must be registered via the organization’s HerdLink “events” tool, and attendance must be entered in HerdLink during the event. 
  • An organization member must be assigned to track attendance in HerdLink. 
  • There must be a hand sanitizer station provided. 
  • When possible, open windows. 
  • Meeting participants shall avoid passing items around or sharing tablets, pens, books, etc. Any shared items (electronics, office supplies, etc.) must be disinfected between uses. 
  • Anyone who does not feel well, or is showing any symptoms, or who has been exposed to someone who is sick, shall not attend the meeting.  

Events & Gatherings 

  • All events and gatherings must be registered via the organization’s HerdLink “events” tool, and attendance must be entered in HerdLink during the event. 
  • An organization member must be assigned to track attendance on HerdLink. 
  • Student organizations are encouraged to hold events and gatherings outside when possible.  
  • Anyone who does not feel well, or is showing any symptoms, or who has been exposed to someone who is sick, shall not attend the meeting.  

Recruitment / Information Tabling  

  • All tabling must be registered via the organization’s HerdLink “events” tool, and attendance must be entered in HerdLinkduring the event. 
  • An organization member must be assigned to track attendance on HerdLink.
  • Hand sanitizer must be available at each table. 
  • Anyone who does not feel well, or is showing any symptoms, or who has been exposed to someone who is sick, shall not attend the meeting.

Fraternity & Sorority Socials 

  • All events/meetings/gatherings must be registered via the organization’s HerdLink “events” tool, and attendance must be entered in HerdLink during the event. 
  • An organization member must be assigned to track attendance on HerdLink. 
  • Anyone who does not feel well, or is showing any symptoms, or who has been exposed to someone who is sick, shall not attend the meeting.

Club Sports 

  • All events/meetings/gatherings must be registered via the club’s HerdLink “events” tool, and attendance must be entered in HerdLink during the event. 
  • Student clubs and organizations are not permitted to travel outside West Virginia or the Tri-state area. 
  • Club Sports events/meetings/gatherings which are approved via HerdLink, may then reserve space at the Recreation Center following Campus Recreation guidelines. 
  • Club Sport protocols will follow all established federal, state, and local guidelines to maintain the safety and health of all involved. 
  • Anyone who does not feel well, or is showing any symptoms, or who has been exposed to someone who is sick, shall not attend the meeting.

Considerations 

Health & Safety 

  • What steps will be taken to ensure the health and safety of attendees? 
  • What added informational and directional signage do you need to encourage safety and any physical distancing expectations? 
  • How many staff or volunteers are needed to conduct proper event check-in, event attendance, and check for mask-wearing? 
  • How many staff or volunteers are needed to enforce physical distancing expectations? 
  • How many staff or volunteers are needed to properly clean and disinfect the event space during the event? How will you ensure there is an adequate amount of approved cleaning/disinfectant products?  

Food & Beverage 

  • Are you able to provide food and beverages to staff, volunteers, and attendees with no self-serve food items (buffets, chips, etc)? Are individually packaged snacks and food practical or necessary? 
  • Are staff, volunteers, and attendees able to bring their own food and beverages? 
  • Can you establish the primary goal if food and beverages are not available? 
  • How many staff or volunteers are needed to properly package and serve food and beverages?  

Communication 

  • What information or instructions do your attendees need beforehand? 
  • What options are you providing for those who do not want to attend an in-person meeting, event, or gathering? How can they access them? 

Budget 

  • What additional supplies must be purchased to comply with your plan? 
  • Does your organization have access to funding to support these purchases? 

For more information, please contact Student Affairs at 304-696-6422 or email StudentAffairs@marshall.edu. 

Updated: August 12, 2021 

CONTACT US

the LEAD Center
Memorial Student Center, Lower Level LEAD@marshall.edu
304-696-6776

Andy Hermansdorfer
Director of Student Involvement & Leadership
andy.hermansdorfer@marshall.edu
304-696-2283

Will Holland
Director of Community Outreach and Volunteer Services
holland23@marshall.edu
304-696-3546

Matt James
Assistant Dean of Students
matt.james@marshall.edu
304-696-3395

Director of Student Activities
d.maddox@marshall.edu
304-696-2262

Jonathan McCormick
Director of Military and Veteran Affairs
mccormick33@marshall.edu
304-696-5278

Shaunte Polk
Director of
polk4@marshall.edu
304-696-6705