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