marshall university club and organization manual of

MARSHALL UNIVERSITY

CLUB AND ORGANIZATIONMANUAL OF INFORMATION

The LEAD Center www.marshall.edu/LEAD

2 | ORGANIZATION AND CLUB INFORMATION MANUAL

Student Involvement and Leadership MissionTo provide educational challenges, resources, and support through an integrated co-curricular program. Opportunities sponsored by Student Involvement and Leadership allow students to develop leadership and social skills, improve our sense of community, and enhance student character, citizenship, and respect for diversity.

Club Sports MissionTo support the Marshall Recreation Center, the Division of Student Affairs, and Marshall University in the holistic development of students by providing exceptional recreation, wellness and education opportunities, and facilities that support and encourage a healthy lifestyle.

MISSION STATEMENTS

Disclaimer: Marshall Recreation Center and the Division of Student Affairs reserves the right to modify this document through the course of the year, and will attempt to seek assistance from the Club Sports Council on policy revision and maintains that it will be diligent in informing Clubs of any changes that are made to this document. Printed spring 2018.

The LEAD Center TeamAndy HermansdorferDirector of Student Involvement & [email protected](304) 696-2283Will HollandDirector of Community Outreach and Volunteer [email protected] JamesAssistant Dean of Students for [email protected]

Dakota MaddoxDirector of Student [email protected] WrightDirector of Fraternity & Sorority [email protected] Sports TeamBrett SimonGraduate [email protected]

ORGANIZATION AND CLUB INFORMATION MANUAL | 3

Student Clubs and Organizations at Marshall UniversityStudent Clubs and Organizations at Marshall University play an important role in engaging students with leadership and involvement opportunities. It has been proven through research that getting involved on campus has a direct impact on retention and academic success. There are over 200 active clubs and organizations that give students a chance to engage in the following: meet new friends, participate in a vast variety of fun (and educational activities), and often provide service opportunities for students to give back to Marshall University, as well as the community of Huntington.

What is a Club Sport? A club sport at Marshall University can be defined as any voluntarily organized group of students, faculty, or staff that wish to pursue competition in a specific sport involving physical skill. Club sports are often associated with their own sport governing bodies or leagues that help them to compete against other collegiate clubs or outside teams, but are not regulated by the National Collegiate Athletic Association (NCAA) or National Association of Intercollegiate Athletics (NAIA), and do not have varsity status. Each club participant is responsible for representing Marshall University in a positive manner by adhering to all University and Marshall Recreation Center policies outlined in this manual.

Fraternity/Sorority LifeThere are over 600 students at Marshall affiliated with 18 social Greek letter organizations. The Greek community at Marshall represents ~5% of the total population of students at the university. Being a member of the Greek community has helped many students adapt to the scholastic and social challenges posed by life at a university. Many members of the Greek community express a sense of connection with members of their organization as well as others outside of the Greek community.

In addition to finding a home away from home, members of our Greek community gain valuable leadership skills, raise money for charities, volunteer countless hours of service, and consistently exceed or meet the all-campus average GPA. Students involved in Greek organizations have many opportunities to showcase their hidden talents as well. Whether it’s dancing, singing, stepping, intramural sports, planning major events, or engaging in social events, students involved in fraternities and sororities have plenty of opportunities to explore their extracurricular talents.

ABOUT


Relationship Statement Marshall University recognizes the right of co-curricular and extra-curricular activities to exist, while also acknowledging the mutual benefit of these groups to students and the University community. The University, in the registration processes set forth for student organizations, allows for the freedom of existence for such organizations and ensures that designated privileges and support are available equally to all groups that uphold the specified requirements. The University does not, however, automatically endorse the mission, goals, or purpose of any student organization. Use of the University’s name does not denote or assume that the institution will be liable for matters such as debts incurred or contractual arrangements.

Benefits for Registered Clubs and Organizations• HerdLink organization management, event planning and involvement

tracking tools • Reserve campus space and facilities for events• Sponsor events and other activities on campus• Promote via “Herd Happenings” and other campus outlets • Apply for Student Government funding• Participate in university events such as orientation, WOW, homecoming,

organization fairs• Conduct fundraising on campus• Inclusion in appropriate university publications• Access to the LEAD Center Library• Eligibility to apply for awards and honors• Access to organizational and personal development workshops

Annual RegistrationUniversity registration requests must be submitted annually. To access registration, log into HerdLink.marshall.edu with your MU username and password. Select the “Organizations” tab, then click “Register An Organization.” In order to complete the process, please have the following:

• Club/Organization summary (250 words or less)• Description (detailed paragraph or more)• Social media account information• Primary contact information (either president or advisor)• Campus address:

1 John Marshall Drive Huntington, WV 25755

• Logo (optional)• Officer and advisor contact information• Constitution (to be uploaded)• Roster (to be uploaded)• Federal Employee Identification number (optional)


Club and Organization Eligibility - All guidelines are written to protect the rights and safety of each participant and designed to provide fair and equal opportunity for all persons eligible to participate in club activities. All Clubs and Organizations are subject to the Marshall University Code of Student Rights and Responsibilities. Organizations and their members are required to follow all Marshall University, the Recreation Center, and Student Organization policies, including, but not limited to: policies related to risk management, discrimination, hazing, sexual misconduct, drugs and alcohol. Groups found to be in violation of the Code of Student Rights and Responsibilities or University Policy are subject to discipline including, but not limited to, probation, revocation of privileges, suspension, fines, and/or expulsion from Marshall University. No club may restrict its membership on the basis of race, sex, gender, color, national origin, religion, political affiliation, disability, age, or sexual orientation.

Marshall University Students - Currently enrolled students, full-time and part-time, are eligible to join student organizations. Any part-time student must comply with Recreation Center policies to be allowed access into the facility.

Intercollegiate Athletes - Current student athletes are not eligible to participate in Club Sports. Please contact the Coordinator of Competitive Sports with any specific questions.

Faculty/Staff - Active faculty and staff members are eligible for participation as guests. Guests may not vote in organization business.

Membership and Official Roster - Each organization must have at least 7 members that are currently enrolled students. All Club Sports participants are required to have an active membership with the Recreation Center.

Officers - Only students may hold an office and vote on club matters. To further the academic mission of Marshall University and the goals of out-of-class learning, certain criteria are required for student leaders to be elected or appointed as officers of registered organizations. In order to be an officer, a student must meet the following requirements:

• Be enrolled as a full-time student• Have a minimum cumulative GPA of 2.2 (3.0 for graduate students)

Organizations whose officer(s) does/do not meet the minimum GPA requirements will have one (1) month in which to replace him/her. The advisor will be notified by the Director of Student Involvement & Leadership. Subsequent changes must be updated on HerdLink within one-month period.

Below are requirements and recommendations for each officer. Groups are encouraged to separate duties to ensure no one person is over-tasked with leadership roles.

MEMBERSHIP AND OFFICERS


President (required) - The President has responsibility for the oversight of the organization and all officers. The President is the liaison between the organization, advisor(s), Student Involvement & Leadership or Competitive Sports Staff, and other University or Community contacts.

Vice President (required) - The Vice President duties may vary, however, it is the responsibility of the Vice President to represent the organization if the President is unable.

Treasurer (or Secretary, required) - The Treasurer has responsibility for the financial well-being of the organization. This includes preparing semester budgets and reports, and keeping record of all internal and external transactions.

Secretary (or Treasurer, required) - The Secretary has the responsibility of recording and reporting the operations via important forms such as the Roster and Travel forms. They assist in disseminating information, recording minutes at meetings, recording practice and event attendance, etc. This role may also oversee marketing and promotion.

Safety Officer (required for Club Sports) - The Safety Officer has responsibility for the safety of members during competition, practices, travel, and team. Officer will maintain a first aid kit stocked sufficiently with supplies and this kit will be on hand at every club practice and competition. Each club sport must have one Safety Officer for every 10 members. The officer must hold a Sports Safety Certification that must be filed in the Competitive Sports Office. A Safety Officer must be present at every practice and home contest. The Recreation Center is able to certify one member from each club per year for free of charge (typically $30). Contact the Recreation Center to sign up for a class.


ADVISORS AND COACHESAdvisors - Each organization is required to have an advisor that is a full-time faculty or staff member. An advisor will help provide direction and maintain continuity in club programming. It is strongly recommended that the designated faculty/staff advisor be informed often of what is going on with the club. Advisors are responsible for the guidance, conduct and eligibility status of club members. In addition, the Advisor is responsible for, but not limited to, the following:

• Being familiar with the Code of Student Rights and Responsibilities as well as Marshall University, the Recreation Center, and Club Sports policies and procedures

• Serving as a mentor to all club members• Developing leaders by encouraging the growth of student initiative,

responsibility and leadership• Providing counsel of club funds and encouraging sound financial and

business practices• Assisting with the annual budget• Approving of developmental plans and activities• Advising individual club members• Assisting with the club’s election process

Coaches/Instructors (Club Sports Only) The Recreation Center and the Division of Student Affairs acknowledges that its Club Sports program often benefits from the assistance and direction of coaches and instructors. If the club wishes to have the services of a coach/instructor, they should seek an experienced individual who possesses technical knowledge of the sport and knows how to avoid player injuries and resulting liability. Clubs are encouraged to solicit coaches based on their activity, experience, and leadership skills.


In the selection of coaches/instructors, they may or may not be affiliated with Marshall University, but they will be required to abide by all Marshall University and Recreation Center policies. Coaches should also understand that Club Sports are student-run organizations. Coaches/instructors are encouraged to refrain from decision making of the club management, as club officers should take on these responsibilities. All coaches/instructors must abide by the following rules:

• Must follow all Club Sports policies and procedures, as well as Marshall University and the Recreation Center procedures relative to the Club Sports program

• Participation as a coach/instructor is completely voluntary

• Maintain a level of professionalism when dealing with any team issues: try-outs, practice, travel, playing time, and player/coach relationships

NOTE: It is recommended that the coach’s duties be specified in the club’s by-laws.

Coaches/Instructors Compensation - The Club Sports program does not require club coaches. However, if the club requires the services of a coach/instructor and would like to give them compensation they must be paid by the club through non-university funds. Club coaches/instructors are not considered to be employees of Marshall University and are not eligible for benefits or salary pay.

Coach/Instructor Removal – The Recreation Center and Marshall University reserves the right to evaluate the performance and the involvement of all advisors/coaches/instructors. The Recreation Center and Marshall University has an obligation to protect all clubs. As a result, the Coordinator of Competitive Sports & Camps reserves the right to dismiss a coach/instructor who has acted outside the scope of his/her authority, University and/or Club Sport policy, violated state or federal laws and/or displayed conduct which is not in the best interest of the club, the Club Sports program, and/or Marshall University.


CLUB AND ORGANIZATIONRESPONSIBILITIES

1. HerdLink information and rosters must be up-to-date2. Maintain one (1) officer in the position of President and at least one (1) officer in

the position of Treasurer and/or Secretary who are enrolled students3. Submit all changes to the constitution on HerdLink, in a timely manner4. Maintain an on-campus mailing address (a mail box is provided in the LEAD Center).

The address should read: (Group Name) c/o Marshall University The LEAD Center, MSC Lower Level 1 John Marshall Drive Huntington, WV 257555. Submit all officer updates after election/appointment within two (2) weeks of

change on HerdLink6. Acknowledge understanding of Student Club and Organization policies7. Plan for and ensure the safety of members and guests8. Exercise mindful financial management, as each organization for all debts incurred 9. Submit expense needs and fundraising plans10. Attend all mandatory meetings11. Comply with federal, state, and local laws and codes12. Clubs and Organizations, including all members and guests, are required to

follow Marshall University, the Recreation Center, and Club and Organization policies, including, but not limited to: policies related to risk management, discrimination, hazing, sexual misconduct, drugs and alcohol and the Code of Student Rights and Responsibilities

Club Sports additional Responsibilities1. Document potential competitors (governing league or nearby

universities for competition)2. Submit in-season date and all scheduling requests for practices

and known home events for each semester3. Verify all members have completed the NFHS Concussion Training4. Verify all Risk Management Officers are First Aid and CPR certified

Fraternity and Sorority additional Responsibilities1. Contact Nicolas Wright, Director of Fraternity and Sorority Life,

[email protected], 304-696-6775


FINANCIAL OPERATIONSThe funding of activities is primarily the responsibility of members; however, do not use personal account(s) of members to manage group funds. Organizations may maintain funds in an off-campus account. The organization will first need to acquire an Employer Identification Number (EIN) from the Internal Revenue Service (IRS). By having an EIN, this keeps the President, Treasurer, or Advisor from being required to have someone’s Social Security Number associated with the organization’s account. It is recommended that accounts require two signatures for all transactions. All funds collected, donated, or received should be deposited in a checking account specifically for the organization. Before opening a bank account, visit several banks to see which one best suits the organization’s needs.

Potential Sources of Funding• Dues (the method of establishing and collecting dues should be set

forth in the constitution) • Donations• Student Government allocations (Apply for Student Government

Association Funding: www.marshall.edu/sga)• Fundraising (bake sales, car washes, product sales, and restaurant partnerships)

Registered student organizations may solicit at reasonable times and places on University property, and under reasonable conditions imposed by University officials charged with control of the areas, provided such solicitations are not inconsistent with the educational purposes of the University. In determining reasonableness of time, place, and manner of the solicitation activity planned, Student Involvement & Leadership staff and University officials charged with the control of the areas where the activity is planned shall consider whether the proposed activity conflicts with regularly scheduled University activities. Other reasonable time, place, and manner conditions may be imposed as a pre-condition of conducting activity. Fundraising forms must be submitted 48 hours in advance.

Tax InformationAll tax and legal matters relating to organization activities are the sole responsibility of the club or organization. Registered organizations are not authorized to use the University’s Employer Identification Number (EIN), non-profit status, or tax-exempt status. Organizations are responsible for understanding all requirements and obligations for filing reports to the IRS. The office will not provide any advisement related to tax information.


Employer Identification Number An EIN is a unique identifier for the organization, similar to an individual’s SSN. Applications for an EIN can be retrieved at irs.gov. Obtaining an EIN does not mean a registered organization has tax-exempt status.

Tax-Exempt Status A student organization is NOT considered tax-exempt by the IRS unless they apply for such status. The IRS has established eligibility criteria for varying kinds of non-profit organizations. IRS Publication 557 (irs.gov/pub/irs-pdf/p557.pdf ) provides a description of the various types of 501(c) non-profit organizations.


MARKETING, ADVERTISING, AND RESOURCESStudent organizations have access to resources provided by Marshall University for the purpose of marketing, advertising, and public relations.

HerdLink – Effortlessly promote organization events to the Marshall University community within HerdLink.marshall.edu Easily track RSVPs and promote events with centralized calendars, social media integrations, and the involvement-finder app.

Herd Happenings – The weekly e-newsletter designed to inform all students about events taking place in the Marshall University community. For submission guidelines and requirements visit www.marshall.edu/HerdHappenings. Submit items to [email protected].

Digital Signage - The digital signage network is used as both informative and interactive applications. The digital signage keeps the university community informed about current events, welcomes visitors, provides directions, shows meeting schedules, and academic calendars.

In an effort for University departments and registered student organizations to increase publicity for on-campus events, Digital Media Services and University Communications has established a process in which groups can advertise their events on the digital signs around campus. All submissions must prominently display the name and contact information of the sponsoring University department or registered student organization.

Postings must contain correct event date, time, and location. Events must be scheduled and confirmed prior to posting advertisement. Please work with a LEAD Center staff member when requesting digital signage.

Flyers – All student organization can create flyers to be place around campus.The LEAD Center offers organizations up to 50 copies at no charge.

Banners - Banner paper and markers are available, and display space from the Student Center balcony is granted with permission.

Tabling – There are spaces for organizations to set up a table. To reserve a table in the Student Center or other campus locations fill out a request with Facilities Scheduling’s 25Live website.


FACILITIES AND SPACE RESERVATIONS

Clubs/Organizations wanting to reserve space on campus must use 25Live through Facilities Scheduling on www.marshall.edu/msc. It is best to plan your event(s) well in advance to ensure space reservations are available. Beginning fall 2018, all events scheduled on a Sunday will take place the Drinko Library.

To reserve Sunday meeting space visit marshall.libcal.com/reserve/classrooms.

25Live Reservation Guidelines• Reservation requests must be submitted at a minimum of four days prior

to the event. Events requiring any type of set up must be submitted ten business days before the event.

• Room reservation requests require three business days for confirmation. Events involving extensive set ups or those with special circumstances may take longer for confirmation. Confirmations will be sent via e-mail.

• Events normally cannot be scheduled outside a building’s hours of operation. For those that are, all resulting charges will be the responsibility of the event host.

• Facilities Scheduling events: Final arrangements and/or changes for set ups must be made at least ten business days in advance. Any setups outside of the Memorial Student Center are not the responsibility of the University Facilities Scheduling staff.

• Events in locations other than the Memorial Student Center:

• Recognized Student Organizations: Facilities Scheduling will place the necessary furniture orders.

• Security may be required for an event at the cost of the sponsoring group.

• The corresponding scheduler must be notified of cancellations at a minimum of five business days prior to a scheduled event. Failure to do so may result in loss of reservation privileges.

• Events will not be scheduled when expected number of attendees exceeds the fire code capacity of the room. Events will be canceled when the number of actual attendees exceeds the number indicated on the original request.


• All food requests including snacks, meals, drinks, table clothes, etc., must be arranged through MU Catering by Sodexo. No outside food permitted.

• Events that serve alcohol must be held in accordance with Marshall University policy and coordinated through Sodexo Dining Services and will be required to have Public Safety on site.

• All Organizations are responsible for damages and losses incurred during their occupancy.

• Marshall University reserves the right to grant use of its facilities based on determination made by institutional directors. Marshall University is a registered trademark and may not be used for promotional purposes.

• When necessary, the corresponding scheduler has the right to change/cancel all reservations as needed.

If the University should be closed for an emergency or inclement weather, all events are cancelled for the day.

The University is not liable for any articles lost, stolen, or misplaced on University property. Necessary precautions should be taken to protect valuables.

All events scheduled must be conducted in the manner stipulated in the confirmation. No changes or additions can be made in this contract unless confirmed in writing by the Marshall University Facilities Scheduling Office.

Club/Organizations will not be permitted to make additional reservations until past debts are paid.

For assistance with 25Live, please contact: Facilities Scheduling Office(304) [email protected]


CREATING A NEWSTUDENT ORGANIZATION

All student organizations must be registered with Marshall University. These requirements are established by the LEAD Center and include, but are not limited to, a list of officers and advisors and acknowledgement of policies.

Student organizations are voluntary associations led by students, which are legally separate entities from Marshall University. Because they are voluntary associations, (beginning January 2018) student organizations may not use “Marshall University” or any other Marshall University trademark in their names other than to identify that the organization is located at Marshall University (i.e. “at Marshall University”). Student organizations may not represent or imply that they speak for or in the name of Marshall University.

Those interested in forming a new Student Organization must adhere to the following guidelines:

1. Meet with the Director of Student Involvement and Leadership to review guidelines (no duplication of active student organizations (i.e. one club per sport, per gender)

2. Complete the “Intent to Form” application from the HerdLink Forms section

3. If approved, the group is entitled to Provisional Group status for a specific time period

4. Recruit at least 7 currently enrolled members

5. Recruit a faculty/staff advisor(s)

6. Create constitution

7. The Student Organization is required to include in its bylaws or its constitution a provision clearly stating that it is not an official agency or a part of Marshall University, and Marshall University is not responsible for organization acts and liabilities.

8. Select officers

9. Complete the Organization Recognition Form via HerdLink

Fraternity and Sorority Expansion Contact Nicolas Wright, Director of Fraternity and Sorority Life [email protected]


All Club Sports must be a registered with Marshall University. These requirements are established by Student Involvement & Leadership and the Recreation Center and include, but are not limited to, a list of officers and advisors and acknowledgement of policies.

Club Sports are voluntary associations led by students, which are legally separate entities from Marshall University and the Recreation Center. Because they are voluntary associations, Club Sports may not use “Marshall University” or any other Marshall University trademark in their names other than to identify that the organization is located at Marshall University (i.e. “at Marshall University”). Club Sports may not represent or imply that they speak for or in the name of Marshall University or the Recreation Center.

Those interested in forming a new Club Sport must adhere to the following guideline:

1. Meet with the Coordinator of Competitive Sports and Camps to go over Club Sports guidelines (no duplication of active club sports i.e. one club per sport, per gender)

2. Complete the “Intent to Form” application.

3. If approved, the club is entitled to Provisional Group status for a specific time period

4. Recruit at least 10 currently enrolled club members

5. Recruit a faculty/staff advisor(s)

6. Create club constitution

7. The team is required to include in its bylaws or its constitution a provision clearly stating that it is not an official agency or a part of Marshall University, and Marshall University is not responsible for organization acts and liabilities.

8. Select officers

9. Document potential competitors, either through a governing league or clubs at nearby universities

10. Complete the Organization Registration Form via HerdLink

CREATING A NEW CLUB SPORT


Alcohol PolicyConsumption of alcohol or partaking of drugs or any other controlled substances while representing Marshall University as a Club Sport is not allowed. Events include practices, home and away games, and this applies to any member, coach, volunteer, or advisor. At no time shall any club participants use University money to purchase or transport alcohol, drugs, or tobacco. Club members are prohibited from the consumption of alcohol 6 hours prior to participating in any club activity and shall not participate under the influence of any substance. If the game is an away event, members are prohibited from the consumption of alcohol 24 hours prior to the departure and return of the trip.

Note: If operating a University or rental vehicle, club members are prohibited from consumption of alcohol at least 24 hours prior to departure.

Marshall University has established policies and guidelines governing the sale, possession, and consumption of alcoholic beverages on the University campus that are consistent with West Virginia state law. State law prohibits the sale and consumption of all alcoholic beverages to persons under the age of twenty one (21). Accordingly, possession and/or consumption of alcoholic beverages by underage persons is not permitted on property owned or controlled by the University.

The following guidelines concerning the use of alcohol at club and organization off-campus functions are suggested:

• Organizations and individual student members will abide by all federal, state, and local laws and Marshall University policies

• No organization funds may be used to purchase alcohol

• When alcohol is present:• Non-alcoholic beverages should also be served• Food (preferably low salt, high protein) should be served• No alcohol should be consumed during the last hour of the event

• Appropriate and reasonable behavior is expected of all students and their guests who attend an event associated with a registered organization of Marshall University. The health and safety of students and their guests will be taken into consideration when planning and implementing an activity.

POLICIES AND GUIDELINES


Campus Security AuthoritiesAccording to federal law, specifically The Student Right to Know and Campus Security Act of 1990 (re-named the Clery Act in 1998), Marshall University Police Department is required to report “statistics concerning the occurrence of certain criminal offenses reported to the local police agency or any official of the institution who has “significant responsibility for student and campus activities.” Your position (Advisor) has been identified by Federal Law as a “Campus Security Authority.”

The definition of “Campus Security Authority”, according the federal law, is as follows: “An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline, and campus judicial proceedings.” For example, a dean of students who oversees student housing, a student center, or student extra-curricular activities, has significant responsibility for student and campus activities. Similarly, a director of athletics, team coach, and faculty advisor to a student group also have significant responsibility for student and campus activities. A single teaching faculty member is unlikely to have significant responsibility for student and campus activities, except when serving as an advisor to a student group. A physician in a campus health center or a counselor in a counseling center whose only responsibility is to provide care to students are unlikely to have significant responsibility for student and campus activities. Also, clerical staff are unlikely to have significant responsibility for student and campus activities.

The criminal offenses that we are required to report are murder/non-negligent manslaughter, negligent manslaughter, sex offenses (forcible and non-forcible), robbery, aggravated assault, burglary, motor vehicle theft, arson, liquor law violations, drug violations and/or illegal weapons possession.

We are also required to report statistics for hate (bias) related crimes for the following classifications: murder/non-negligent manslaughter, negligent manslaughter, sex offenses (forcible and non-forcible), robbery, aggravated assault, burglary, motor vehicle theft, arson, larceny, vandalism, intimidation, simple assault, liquor law violations, drug violations and/or illegal weapons possession.

We are required to report offenses that occur on campus, in residence facilities, in non-campus property and on public property.

Complete the “Reporting Forms” if any of the criminal offenses listed are reported to you that were not reported to MU Police Department. If you don’t know whether or not the crime was reported to the MUPD, then please complete the form and forward the form to MUPD. It would be very helpful if you could provide the date and the location of the incident. If you don’t know the date it occurred, give the date or timeframe when it was reported to you. If you don’t know the exact location, provide as much information as you have, i.e. occurred in a residence hall, an academic building, on campus or whatever you know that will help properly classify the crime. In addition,


please provide a brief description of the incident so that we can appropriately classify it in accordance with the crime definitions published by the Federal Bureau of Investigations Uniform Crime Reporting Program.

In addition, if a serious crime that may cause an ongoing threat to the Marshall University community is reported to anyone who is defined as a Campus Security Authority, that individual should not wait until the end of the year to report that incident to the Marshall University Police Department. The institution has a responsibility to notify the campus community about any crimes which pose an ongoing threat to the community, and as such, Campus Security Authorities are obligated by law to report crimes immediately to the Marshall University Police Department. If there is any question about whether an ongoing threat exists, immediately contact me or the Marshall Police Department in my absence to discuss the matter further.

If you have any questions about this request or you would like to discuss the specifics about an incident, please feel free to contact MUPD at 304-696-2486. Thank you for your assistance in complying with this federal law.

Demonstrations and Mass GatheringsThe following special provisions apply to all rallies and/or demonstrations (subject to approval/revision by appropriate University committees):

• Registration of a mass gathering must be made forty-eight (48) hours prior to the event with the Dean of Student Affairs. The appropriate form must be filled out at that time. The purpose of the proposed rally or demonstration and the route of all moving demonstrations, rallies, or parades must be discussed and approved in advance by the Dean of Students, or his/her designee.

• Reservations for space use must be confirmed with the appropriate University Department.

• University Police must be notified forty-eight {48) hours in advance.• Rallies may not obstruct or disrupt any legitimate function of the

University. These include research, teaching, administrative, public service, or other authorized functions, activities, or programs.

• Rallies may not obstruct the free flow of pedestrian or vehicular traffic.• In all instances, those holding rallies and demonstrations are

responsible for making the necessary provisions to maintain the peaceful demeanor of the rally.

• The student officer in charge will be responsible for making the necessary arrangements with other officers and personnel on campus as directed by the Dean of Students or his/her designee.


• Individuals participating in demonstrations are reminded that they are responsible to local, state, and federal laws as well as University regulations concerning demonstrations and assembly.

• Unlawful conduct may warrant strict disciplinary actions as described in the Marshall University Code of Student Rights and Responsibilities.

Group Responsibility PolicyThe Code of Student Rights and Responsibilities (marshall.edu/student-conduct) applies to the behavior of registered student organizations both on and off campus. Marshall University has established the following group responsibility policy to define organizations’ responsibility for the actions of their members. This policy pertains, but is not limited, to incidents involving hazing, discrimination, vandalism, theft, alcohol or substance abuse, dishonesty, disorderly conduct, violence, misuse of organization or University funds and any other violations of the Code of Student Rights and Responsibilities.

Upon registration or application for recognition, by the University, each student organization becomes responsible for acting in accordance with the provisions of the Code of Student Rights and Responsibilities, and all other applicable University and community policies and standards. Official University action will be taken when the behavior of the members of a student organization is in violation of community standards and interferes with the University’s educational purpose, or with its duty to protect individual health, welfare, and property.

Student organizations may be held responsible for the acts of individual members. The degree to which an organization is responsible for the activity of its members is not necessarily dependent upon the number of members engaging in the activity, but depends upon whether the activity is related to the organization as described in the following four categories:

• When a member of an organization is violating local, state, or federal law or present, by failing to discourage such activity, or by implicitly condoning the behavior

• When the acts grow out of or are directly related to the student organization’s activities or an environment created by the organizations

• When the acts are those of guests of an organization, or persons authorized/permitted to represent themselves as connected with the organization

• When an organization places prospective members in a subordinated status prior to achieving full membership, or imposes any kind of probationary period prior to full membership, and hazing occurs.

In addition to the group being held liable, members and officers may be cited and held responsible as individuals for their roles in any violations of the Code.


Hazing PolicyHazing is prohibited. Hazing means to cause any action or situation which recklessly or intentionally endangers the mental or physical health or safety of another person or persons or causes another person or persons to destroy or remove public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for continued membership in, any organization operating under the sanction of or recognized as an organization by an institution of higher education. The term includes, but is not limited to, any brutality of a physical nature, such as whipping, beating, branding, forced consumption of any food, liquor, drug or other substance, or any other forced physical activity which could adversely affect the physical health and safety of the individual or individuals, and includes any activity which would subject the individual or individuals to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct which could result in extreme embarrassment, or any other forced activity which could adversely affect the mental health or dignity of the individual or individuals, or any willful destruction or removal of public or private property: Further, the implied or expressed consent or willingness of a person or persons to hazing shall not be a defense.

If hazing is suspected, please contact MUPD (304) 696-HELP, Student Affairs (304) 696-6422, fill out a confidential hazing submission form at marshall.edu/student-activities/hazing-prevention/hazing-submission.

§18-16-3. Hazing prohibited

Students should be aware that Marshall University’s Anti-Hazing Policies are in accordance with West Virginia State Law:

Any person or persons who causes hazing is guilty of a misdemeanor, and, upon conviction thereof, shall be fined not less than one hundred dollars nor more than one thousand dollars, or confined in a county or regional jail, not more than nine months, or both fined and imprisoned: Provided, That if the act would otherwise be deemed a felony as defined in this code, the person committing such act may be found guilty of such felony and be subject to penalties provided for such felony.

Non-Discrimination in Membership Selection PolicyEvery student organization registered by Marshall University is expected to be free to select its membership upon the basis of individual merit without regard to race, sex, gender, color, national origin, religion, political affiliation, disability, age, or sexual orientation.


Medical Amnesty Process Marshall University considers the safety and personal well-being of the student body a priority. The University recognizes that there may be alcohol or other drug-related medical emergencies in which the potential for disciplinary action could act as a barrier to students who want to seek medical assistance for themselves or others.

The Medical Amnesty Process is designed to enable students and their guests to seek professional medical treatment in an alcohol or other drug-related emergency by reducing the possible barrier of disciplinary consequences.

Any student who, in good faith and in a timely manner, seeks emergency medical assistance for a person who reasonably appears to be experiencing an overdose from alcohol or drugs may not be held responsible for a violation of prohibited alcohol or drug related conduct only, as defined in the Code, if the student does all of the following:

1. Remains with the person who reasonably appears to be in need of emergency medical assistance due to an overdose until such assistance is provided;

2. Identifies himself or herself, if requested by emergency medical assistance personnel, law-enforcement officers, or University officials;

3. Cooperates with and provides any relevant information requested by emergency medical assistance personnel, law-enforcement officers, or University officials needed to treat the person reasonably believed to be experiencing an overdose; and

4. If the person who reasonably appears to be experiencing an overdose from alcohol or drugs is also a student, he or she will not be held responsible for a violation of prohibited alcohol or drug related conduct, as defined in this Code, but may be required to complete additional conditions imposed by the Director in order to receive amnesty.


Medical Amnesty only applies to the Marshall University Student Code of Conduct policies. This policy does not prohibit or preclude law enforcement agencies from enforcing any applicable laws including the filing of criminal charges against the student(s) involved.

Medical Amnesty Guidelines:

5. Students seeking Medical Amnesty will be required to meet with the Director. For the first request, the Director will evaluate the situation to determine they qualify for Medical Amnesty.

6. The Director may also refer the student to a substance abuse specialist or campus counselor for assessment, counseling, and treatment if needed.

7. Students who are referred but fail to meet and comply with the recommendations may be subject to discipline under the Student Code of Conduct.

8. Even if the disciplinary sanction is waived, the Office of Student Conduct may still notify parents of the event.

9. A record of the incident will be filled in the Office of Student Conduct and will only be used as a prior record if a subsequent alcohol or drug violation occurs.

10. The sanction will not be reflected on the student’s transcript and will be destroyed after seven years per federal guidelines as long as a subsequent alcohol or drug violation does not occur.

11. Students that are involved any subsequent alcohol and/or drug use incidents will meet with the Director and may be referred to the Hearing Board to determine if the student qualifies for Medical Amnesty. Those that do not qualify for Medical Amnesty will be subject to disciplinary action under the Student Conduct Office.


12. The availability of medical amnesty for students will be determined on a case by case basis using the following information:

a. Medical Amnesty applies to Students who have initiated and sought assistance and/or medical treatment on behalf of themselves, another student, or a friend experiencing a medical emergency from alcohol and/or drug use.

b. If a representative of an MU student organization hosting an event calls for medical assistance, this act of responsibility might mitigate potential University sanctions that could arise against the organization. Marshall Student organizations involved in an alcohol and/or drug related incident must agree to take recommended steps to address concerns from campus administration.

The Medical Amnesty Procedure applies only to alcohol and other drug-related medical emergencies. It does not apply to other prohibited behaviors, like allegations relating to the commission of sexual misconduct, disorderly conduct, property damage or distribution of illegal or prohibited substances. In those cases, students would not be eligible for medical amnesty.

Additional resources for alcohol and drug education can be found here:

Student Health Education Programs MU Rec Center Wellness SuiteHuntington, WV 25755 304-696-4800 [email protected]

This provision only applies to violations of this Code. As it relates to any criminal prosecution, students should see the West Virginia Alcohol and Drug Overdose Prevention and Clemency Act, W. Va. Code §§ 16-47-1 to -6, which can be found here: www.legis.state.wv.us/wvcode/Code.cfm?chap=16&art=47#47


Posting on Bulletin Boards1. Student bulletin boards are reserved for use by registered student organizations,

Marshall Artists Series, Campus Activities Board, and University offices. Any poster which fulfills the following requirements may be considered approved and then posted for the specified period of time.

a. The name of the registered student organization sponsoring the poster must be clearly visible.

b. The date of the event advertised or a date at which the poster is considered to have fulfilled the function must be included. Any poster not fulfilling these requirements will be removed from the bulletin board by a member of the staff.

c. Legitimate posters are to be removed the day following the event by the person or persons who put up the poster. Failure to comply with regulations will result in loss of posting privileges.

2. In residence halls, permission must be received from the Resident Director of the hall, and the rules and regulations of that hall must be observed.

3. Departmental boards are clearly marked and no material is to be posted thereon except at the direction of the chair of the department.

4. In order to maintain the natural beauty of the campus and to preserve the quality of the buildings, trees, and shrubs, there shall be no posting of notices on any buildings, poles, benches. Posting on trees is acceptable only if string or tape is used (no tacks or nails).

5. Posting is not permitted on woodwork, doors, windows, walls, or painted surfaces.

6. In accordance with the State Fire Marshall’s regulations, all posting within thirty (30) inches from any light fixture must be of fireproof materials. For this reason, no poster, promotional materials, or decorations may be suspended from any light fixture.

7. There shall be no signs or promotional materials stretched across the corridors of buildings, on the outside of buildings, or between structures unless by special permission, arranged through the Student Affairs Office.

8. Special provisions can be made for displaying posters during Student Government elections or other all-campus referenda through the Student Affairs Office.

9. Courtesy and respect for the freedom of expression by others dictate that posters are not to be marked on, destroyed, or removed. Anyone discovered defacing posters will be subject to disciplinary action under the Student Code of Rights and Responsibilities.

10. Off campus groups must receive permission from the Student Affairs Office before posting any signs or posters on campus. If approval is not received, such material will be removed.

POSTING OF INFORMATION


BannersThe Campus Activities Board and the Marshall Artists Series have blanket permission to post banners on the Memorial Student Center campus side balcony. Other groups may request permission for posting banners through the LEAD Center.

Newspapers, Handbills, Flyers & Printed Materials1. Handbills or flyers may not be placed on car windshields, buildings, lamp post or trees.2. The University reserves the right to regulate locations on campus where handbills

and flyers may be distributed. In general, they may NOT be distributed:a. Outside buildings where normal traffic flow may be impeded.b. Inside buildings and offices, except from reserved tables.

3. Individuals or groups distributing handbills or flyers are responsible for their content.4. The sponsoring individual or group must be clearly identified on the flyer or handbill.

Materials may not be stuffed in residence hall mail boxes, nor may they be distributed in the residence halls without approval of Housing and Residence Life.

Promotional Items, Logos, Club Uniforms/ApparelThe use of promotional items to promote student organizations and/or events are a great way to brand your organization. Marshall University has a list of approved vendors that may be used to purchase promotional items. All promotional items and merchandise that contain the Marshall University name, logo, or word mark must be produced through one of these approved vendors. To see if the vendor is a Marshall University approved vendor, call the University Communications Department at (304) 696-3958 or visit www.marshall.edu/UComm.

Club Uniforms and Apparel: All club sport team names, uniform apparel, team shirts, and use of Marshall University logos must be approved through the Club Sports Staff.


RELATIONSHIP STATEMENTMarshall University recognizes the right of co-curricular and extra-curricular activities to exist, while also acknowledging the mutual benefit of these groups to students and the University community. The University, in the registration processes set forth for student organizations, allows for the freedom of existence for such organizations and ensures that designated privileges and support are available equally to all groups that uphold the specified requirements.

The University does not, however, automatically endorse the mission, goals, or purpose of any student organization. Use of the University’s name does not denote or assume that the institution will be liable for matters such as debts incurred or contractual arrangements.

Many of Marshall University’s student organizations are proud to enhance their community through service and volunteerism. Each year, hundreds of students provide countless hours helping area nonprofits, individuals in need, environmental causes, social justice initiatives, and much more.

If you would like for your organization to become more involved or would like ideas with volunteer opportunities, please contact Will Holland, Director of Community Outreach and Volunteer Services: [email protected], 304-696-3546.

COMMUNITY OUTREACH & VOLUNTEER SERVICES


Any act of sexual misconduct as defined under Marshall University Board of Governors Policy No. GA-16 constitutes a violation of University policy. Sexual misconduct can be committed by men or women, and it can occur between people of the same or different sex. The University is committed to fostering a campus environment that both promotes and expedites prompt reporting of sexual misconduct and timely and fair adjudication of sexual misconduct cases. Sexual Misconduct is defined as any act of a sexual nature perpetrated against an individual without effective consent or when an individual is unable to freely give consent. Sexual harassment is a form of discrimination that includes verbal, written, or physical behavior of a sexual nature, directed at someone, or against a particular group, because of that person’s or group’s sex, or based on gender stereotypes, when that behavior is unwelcome. Sexual intimidation involves: (1) threatening to commit a sexual act upon another person, (2) stalking, (3) cyber-stalking, or (4) engaging in indecent exposure.

www.marshall.edu/board/files/policies/MUBOG%20GA-16%20Student%20Sexual%20Misconduct%20Policy.pdf

Anyone wishing to make a complaint of sexual misconduct by a University student should contact the University’s Title IX Coordinator, the University Police, and/or the Office of the Dean of Student Affairs. A faculty or staff member with knowledge about a known or suspected incident of sexual misconduct must report the incident to the University Police, the University’s Title IX Coordinator or the Office of the Dean of Student Affairs.

Title IX: Sexual Misconduct www.marshall.edu/eeoaa/title-ix/

SEXUAL MISCONDUCT POLICY

Community ResourcesSEXUAL ASSAULT & INTERPERSONAL VIOLENCE INFORMATION

›› HUNTINGTON (MAIN CAMPUS):CONTACT Rape Crisis Center ..........................................................................................................304-399-1111Branches Domestic Violence Shelter .........................................................................................304-340-3549Cabell County Prosecuting Attorney Victim Advocate ..................................................304-523-6483›› SOUTH CHARLESTON (SITE):Reach Family Counseling Connections ...................................................................................304-340-3676YWCA Resolve Family Abuse Program .....................................................................................304-340-3549Kanawha County Victim Assistance Program ......................................................................304-357-0300›› POINT PLEASANT (SITE):Contact Rape Crisis Center ..............................................................................................................304-399-7273Branches Domestic Violence Shelter .........................................................................................304-529-2382Mason County Victim Assistance Program ............................................................................304-357-5717›› STATEWIDE RESOURCESWV Foundation for Rape Information and Services (FRIS) ...........................................304-366-9500WV Domestic Violence Coalition .................................................................................................304-965-3552


MARSHALL UNIVERSITY SOCIAL MEDIA PROCEDURES AND GUIDELINESSocial media are powerful communications tools that have a significant impact on organizational and professional reputations. Because the use of social media may distort the lines between personal voice and institutional voice, Marshall University has established the following guidelines to clarify how best to enhance and protect the University, as well as personal and professional reputations, when participating in social media.I. DefinitionSocial media are defined as media designed to be disseminated through social interaction, created using highly accessible and scalable publishing techniques online. Examples include but are not limited to: LinkedIn, Facebook, Twitter, YouTube, Flickr, iTunes U, Second Life, Snap Chat. Emails and online forums can also be included in these guidelines.

II. Best PracticesA. Think twice before posting. Privacy does not exist in the world of social media.

Consider what could happen if a post becomes widely known and how that may reflect both on the individual posting, others involved, and the University. Search engines can turn up posts years after they are created, and comments can be forwarded or copied. If you would not say it to a future employer or professor, think twice before you post.

B. Strive for accuracy. Check your facts before posting them on social media. Review content for grammatical and spelling errors.

C. Be respectful. Understand that content contributed to a social media site could encourage comments or discussion of opposing ideas. Responses should be considered carefully in light of how they would reflect on the individual posting, others involves, and the University. Also remember how this can affect your current educational plans, future educational plans and career.

D. Be active. Social media presences require diligent care and attention. An effective social media site requires regular updates and fresh or engaging content.

E. Consider your audience and its potential reaction to your content. Be aware that a presence in the social media world is or easily can be made available to the public at large. This includes prospective students, current students, professors, and future employers. Consider this before publishing to ensure the post will not alienate, harm, or provoke any of these groups.


III. Procedures for All Social Media SitesA. Adhere to all applicable University regulations, policies, and procedures and the

University Code of Conduct. Remember things you post online can be a violation of the University Code of Conduct.

B. Use Social Media in a manner that complies with University regulations, policies, and procedures, including but not limited to:• Governing Regulations• Administrative Regulations• Human Resource Policies and Procedures• Ethical Principles and Code of Conduct;• Policy Governing Access to and Use of University Information Technology Resources• Policy on Discrimination and Harassment.

C. Adhere to copyright and fair use lawD. When posting, be aware of the copyright and intellectual property rights of

others and of the University. Questions about fair use or copyrighted material should be directed to the Office of Legal Counsel.

E. Do not use University logos or trademarks without permissionF. Any use of Marshall University logos, trademarks or other images must have prior

approval. Do not use official logos, trademarks, or any other University images or iconography on personal social media sites. Do not use Marshall University’s name to promote a product, cause, or political party or candidate.

G. Do not announce University newsH. Do not be the first to announce University or departmental news on a social

media site unless pre-approved by the Office of Public Relations. The Director of Public Relations is the official spokesperson for the University

I. Be aware of terms of serviceJ. Comply with the Terms of Service of any social media platform used.K. Note: Posting of University-related content to personal accounts on social media

sites may also be subject to this policy.L. Respect others. Do not infringe on the privacy of your friends, peers or University

faculty. Never post personal information of others that could be embarrassing to them or the University. If posting photos, ask the permission of those involved. If someone objects to photography, avoid using it. Also remember again, to think before you post. A disrespectful post through social media can affect your education and future, even if the post was meant in jest.

IV. Non-ComplianceNon-compliance with these procedures may result in any or all of the following:A. Limitation or revocation of individual or unit rights to use or participate in

University-related social media;B. Removal of posts or social media accounts; orC. Corrective or disciplinary actions and sanctions, as defined in the University Code of Conduct

MARSHALL UNIVERSITYTHE LEAD CENTER www.marshall.edu/LEAD

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