Guidelines and Procedures

A variety of policies and procedures guides programs for the campus community.  In addition, there are club programming and student finance committees to oversee various departments, clubs and initiatives.

  • Bonnie Hurlburt Student Center and Operations Guidelines
  • Club Programming Committee
  • Student Finance Committee
  • Club and Organization Manual

Fall 2020 Event Guidelines

The Radford University student experience is strengthened through relationships among students, faculty, and staff, and affirmed by active community building by student organizations, departments, and university programs. We always strive to balance community building with community safety. Fall 2020 calls on each of us to commit to these shared principles more than ever. As such, we have amended several campus resources, processes, and expectations to encourage creative and safe interactions and opportunities.

Clubs and organizations are encouraged to continue to refer to the Club Handbook and consult with the Student Organization Assistance and Resources (S.O.A.R.) office to support their efforts. Departments and university programs are welcome to reach out to their leadership, the Student Involvement department, and/or the Associate Vice President for Student Life, Tricia Smith. 

Slow the Spread. Do the Five.

Wash Hands – Frequent hand washing with soap and water for 20 seconds is one of the most effective preventative measures you can do.  If soap and water are not available, use a 62% (or higher) alcohol based hand sanitizer.  Hand sanitizer stations will be available across campus. To learn about proper handwashing, visit https://www.vdh.virginia.gov/haiar/infection-prevention/standard-precautions/hand-hygiene.

Wear a mask or face covering – Every student will be provided 2 cloth masks.  Students living in on-campus housing will receive their masks as part of the check-in process.  Non-residential students will be able to receive their face coverings at housing check-in locations, the “One Stop” business area, Bonnie Information Desk or the Dean of Students Office.  Students are expected to wear masks or face coverings in class, conducting business on campus and in shared/common spaces. Students will also be expected to wear a mask or face covering while outside if a 6 foot physical distance is unable to be maintained.

Avoid Touching your Face – On average we touch our faces 16 to 26 times per hour.  If your hands have germs on them and you touch your mouth, nose or eyes, you are putting those germs into your body.  Make a conscious effort to not touch your face (wearing a mask may serve as a reminder).

Maintain Physical Distancing – Maintain a 6-foot distance from other students, faculty and staff whenever possible, both while you are on and off-campus.  Classrooms, lobbies and offices across campus are being reconfigured to support 6-foot physical distancing as much as possible.  Please be mindful of posted room capacities, floor markings, and identified seating. Buildings will have a designated entrances and exits.

Stay Home if You Feel Sick – If you do not feel well, or if you have been exposed to someone who has tested positive for COVID-19, stay home and monitor your symptoms.  This includes taking your temperature twice a day.  Call the Student Health Center for a telehealth appointment and the Dean of Students Office can assist with an absence notification to your instructors.  Do not take a chance of exposing others.   

Event Planning Guidelines

Creative and safe engagement matters!

  • Student organizations should register events in RUInvolved. Registered events will automatically be advertised through the RU Mobile app and this allows the organizer to track attendance. Departments are also welcome (and encouraged) to do the same. Tracking attendance is required.  Collection of attendance on paper forms is discouraged and, if necessary, should be entered into the event afterward.
  • Pursue virtual group events, gatherings, and meetings whenever possible. Zoom is a great resource. Several social media platforms will also allow groups hangouts.
  • Plan for, encourage, and enforce physical distancing of 6 feet between all people at all times. This includes participants, organizers, and volunteers.  Consider the traffic flow, room set up, and staffing/volunteers needed to manage this expectation. Visible markers should be used for queue lines and seating areas.
  • Encourage and require all attendees to wear face coverings. Masks have been provided to all Radford University students, faculty, and staff.  Additional masks may be purchased at the Radford University Bookstore.
  • Limit the group size to no more than 10 people.  If your organization or anticipated attendance is larger than 10, you may choose to issue tickets, host the event multiple times, or go virtual.
  • Consider hosting outdoor events when possible. Indoor gatherings that involve increased respiration (e.g. cheering, singing) are strongly encouraged to limit the duration of the event.
  • Discontinue activities that involve close contact between people. For example, face painting, temporary tattoos, and audience participation with performers is not allowed. Pie throwing at an individual is prohibited; however, pie throwing at an object (e.g. poster) can be done safely.
  • Eliminate exchange of items to the extent possible.  Novelty items, including craft activities, should be made available in kits for participants to take away and make at home. Instead of handing out flyers, have participants take a picture of the information or direct them to the RUInvolved page.
  • Food distribution should be rare. If your event must have food, provide grab and go options or pre-packaged boxes or bags for each person. Avoid food sharing. Use gloves when handling food items. Immediately wash hands after removing gloves. Bake sales and candy giveaways are prohibited.

Considerations for Event Planners

You are responsible for hosting a safe event.

  • Identify a coordinator who will be responsible for identifying COVID-19 related issues and making sure the event adheres to safety measures.
  • Include messaging about behavior that prevent spread of COVID-19 when communicating with members and inviting participation.
  • Organizers should ensure volunteers and attendees are aware of bathroom and hand sanitizer locations.
  • If someone reports feeling sick at your event, ask them to leave the event, seek medical attention, and the event organizer should notify the Dean of Students office at dos-web@radford.edu immediately.

Campus Spaces for Engagement

There are so many options!

  • All campus spaces, indoors and out, have been evaluated for new maximum occupancy and reconfigured to ensure the guidelines above. A room that you previously used may no longer be available to you but we commit to helping you find space for your event.
  • Indoor tabling is suspended for the fall semester.  Tabling on the Bonnie plaza will be allowed. Use the scheduling process to reserve that space. Tables will be physically distanced, plexi glass barriers will be in place, and only one organization member/table host may be present per six-foot table.
  • Upon scheduling, you may be directed to work with Facilities in order to consider and work through additional recommendations depending on the nature of your event.

Support for Your Event

We want you to be successful!

The Student Organization Assistance and Resources (SOAR) office

“The Bonnie” Hurlburt Student Center Room 226

Monday – Thursday 12:00pm – 8:00pm, Friday 12:00pm – 5:00pm

ruinvolved@radford.edu

Student Involvement main office

“The Bonnie” Hurlburt Student Center Room 226

studentinvolvement@radford.edu

540-831-5322

Scheduling Office

Heth Hall Room 103

scheduling@radford.edu

540-831-7000

Space Event Request Form: https://www.radford.edu/content/scheduling/home/space-request.html

Inclusive Programming Tips

How can I be thoughtful and inclusive?

1. When welcoming groups, consider a land acknowledgement.  Here's an example: "We acknowledge the Tutelo and Monacan people, who are the traditional custodians of the land on which we work and live, and recognize their continuing connection to the land, water and air that Radford University occupies. We pay respect to the Tutelo and Monacan Nations, and to their elders past, present and emerging.​"

2. If you are taking photographs, do you have folks permission? Is there a way to opt-out of photography or social media posts?

3. Nametags. nametag instructions.jpg Consider giving folks ways to indicate their comfort with others approaching them. Our professions tends to favor extroverts in large group design. This can help.

Optional Name tag Instructions:

A.      Write the name you wish to be called in the upper center.

B.      Share your gender pronouns just below your name. Not assuming others’ pronouns in a way to be inclusive of trans, non-binary, and gender non-conforming people.

C.      Add a blue dot if you would prefer to avoid being photographed. While we will do our best to honor this, there may be times in large group settings that it will not be possible.

D.     Add a green, yellow, or red dot to indicate your color communication.

a.      GREEN – The person is actively seeking communication; they may have trouble initiating conversations, but want to be approached by people interested in talking.

b.      YELLOW – The person only wants to talk to people they recognize, not by strangers or people they only know from the internet. The person might approach strangers to talk, and that is okay; the approached person is welcome to talk back if that is the case.

c.       RED – The person does not want to talk to anyone, or only wants to talk to a few people. Please do not approach someone with a red sticker.

4. Announce the location of restrooms and say that participants can use the restroom as needed throughout the event.

5. If you have a large, hectic event going on, have you set a space aside that is quiet and less bright for folks who may need to recharge in order to fully engage? You could call it a recharge room or quiet space or... get creative.

6. Lots of folks try to be inclusive in serving food by having different options to accommodate myriad diet and nutritional needs.  That's terrific.  You should also consider labeling food, and this includes ingredients.   Most caterers will comply with this if you ask!

7. Scent-free environments.  It's not a University policy but is super helpful to accommodate those university community members who may have respiratory problems or suffer allergic reactions to strongly scented products, such as perfume, lotion, hairspray, deodorant, and other personal care products.​

8. If you have a large event, you may want to consider having an ASL interpreter there.  Our colleagues in CAS can definitely help with a resource list.

9. Is the event free (at least to students).  Not every Radford student has extra funds to get involved in our awesome opportunities.  If you're able, make it free or low-cost. And offer scholarships or funding sponsorship.

10. If you have directional signage or advertising, consider choosing a sans serif font. Serif fonts (especially when electronic) make it less difficult for folks with dyslexia. 

11. Will you have a PowerPoint?  Don't use a font smaller than 22. And, if possible, bring a few print copies (including large print).  And, if you're super-prepared, have it available digitally so that someone could access it from their own device.  In addition, provide alternate text for all images and offer to provide an electronic copy of the slides after the event.  Avoid copying and pasting images that might be difficult to read. Provide color-coded information in another way, such as provided the information using text, shapes, etc.  One helpful reference:  http://accessibility.psu.edu/microsoftoffice/powerpoint/

12. If showing videos, turn closed captioning on.

13. When you introduce yourself to a group, try offering your pronouns.  It can be a signal to others that you are aware and making space for everyone to be themselves. I usually hesitate to ask everyone to share their pronouns as it could create discomfort, so modeling is a good option.

14. Can people get in and out of your space? Can they move around?  If you have lots of 8-person tables, consider removing one chair from some of the tables so that a person who uses a wheelchair or other mobility device has one less barrier to participation.

15. If there is a microphone in a large room setting, use it.  Asking, "Do I need this? You all can hear me, right?" might unintentionally force someone to disclose their invisible disability. And repeat questions asked from the audience if a second mic is unavailable.

16. Who gets airtime? And what identities do they hold? If you have an opportunity to consider multiple voices and experiences it can really help folks connect with the experience.

17. In what other ways could you give forethought to your attendees?  Childcare? Non-fluorescent lighting? Parking needs? Bathroom access? Using 'partner' instead of 'spouse' and 'family' instead of 'parents', etc. 

18. If you have catering or service staff, do you thank them publicly during the event?  They are a very important and often unappreciated part of the team at your event.

19. Avoid gendering when it's unimportant. For example, if you have instructions for an activity instead of saying "participants should discuss with his or her partner" try "participants should discuss with their partner."

The plural pronoun “their” rather than “his or her” is a gender-neutral way of being inclusive of all people. There are many opinions about this shift in language use – see information below from the Oxford Dictionaries and Merriam-Webster, both of which present the case for using a plural pronoun to refer to a singular noun.

From the Oxford Dictionaries:

http://www.oxforddictionaries.com/words/he-or-she-versus-they 
You can use the plural pronouns 'they', 'them', 'their' etc., despite the fact that, technically, they are referring back to a singular noun:
If your child is thinking about a gap year, they can get good advice from this website.
researcher has to be completely objective in their findings.

Some people object to the use of plural pronouns in this type of situation on the grounds that it's ungrammatical. In fact, the use of plural pronouns to refer back to a singular subject isn't new: it represents a revival of a practice dating from the 16th century. It's increasingly common in current English and is now widely accepted both in speech and in writing.

You can read more about the debate surrounding the use of 'he or she' versus 'they' on the Oxford Dictionaries blog.
 

From Merriam-Webster:

The Awkward Case of 'His or Her' 
Singular 'their' might be a better choice (short video)
http://www.merriam-webster.com/video/the-awkward-case-of-his-or-her

From the Associated Press Stylebook: his, her

Do not presume maleness in constructing a sentence, but use the pronoun his when an indefinite antecedent may be male or female: A reporter tries to protect his sources. (Not his or her sources, but note the use of the word reporter rather than newsman.)

Frequently, however, the best choice is a slight revision of the sentence: Reporters try to protect their sources.

An interesting article from the Wall Street Journal:

http://www.wsj.com/articles/can-they-be-accepted-as-a-singular-pronoun-1428686651

20. When asking participants to RSVP, ask if they need any disability accommodations in the RSVP and provide contact information in case participants have questions about accommodations.  Check out these additional sites for information on preparing for participants with disabilities

https://www.nccsdclearinghouse.org/inclusive-event-planning.html

http://ada.missouri.edu/events.php

21. Inclusive Pedagogy for Introverts & Participation:

A. Stay attuned to the quieter students.

It is easy to overlook quiet students or assume that they are bored or have nothing to say. But there are other signs of engagement that go beyond class participation. Do the quiet students listen attentively in class? Do they look like they are thinking hard and have something to say? Do they hand in assignments on time, and is their written work thoughtful and insightful? These are just a few indications that your quiet student is introverted and struggling with class participation.

B. Speak with your introverted student privately and propose an alternative.

Once you have identified an introverted student, speak with him or her privately outside of class. Let them know that you have observed their difficulty speaking in class and suggest an alternative. Allowing the student to express their thoughts via email can be a highly effective solution; base their participation grade on these emails rather than class discussion.

C. Challenge the notion that introversion is a flaw that students need to change or overcome.

Remember that introverts have a lot to contribute and may be capable of deeper insight than many of the extroverts who dominate class discussion. Many of the introverted students feel silenced to begin with, and as their teacher, it is up to you to give them the opportunity to express their opinions.

From Stop Using Participation Grades to Force Introverts to Speak in Class by Tara Malone https://introvertdear.com/news/introverts-speak-class/

Green Event Checklist

Paper

1.      Reduce paper and ink use.

  • Post agendas and supporting documents online or distribute electronically instead of printing.
  • Use electronic media for event promotion, registration and materials distribution.
  • Request that participants use electronic materials rather than print materials.
  • When printing is necessary, select narrow margins, print double-sided and use half-sheets of paper when possible.
  • Print event schedules on the back of nametags instead of printing both nametags and schedules.

2.      Use recycled-content paper.

  • Order cost-competitive recycled content paper. 30%, 50%, and 100% recycled content paper exists. 

Nonessential Items

1.      Reduce giveaways, promotional items and material incentives.

  • Eliminate giveaway items.
  • If giveaway items are not eliminated, offer items that are sustainably made, useful and optional (i.e., offer giveaways on a table for individuals to choose rather than a “swag bag.”)
  • Request that guests do not bring giveaway or promotional items for informational or vendor tables. Instead, encourage the use of scanning QR codes/taking pictures for information.

2.      Reduce decorations.

  • Eliminate centerpieces.
  • Decorate with reusable or repurposed items and/or share centerpieces or decorations with another organization/unit.

Food/Catering

1.      Reduce or eliminate the use of disposable containers.

  • Order buffet-style meals.
  • Order bulk beverage servers instead of individual beverage containers.
  • Ask participants to bring reusable cups or mugs.
  • Recycle the boxes if using boxed lunches. Empty boxes can be placed in recycling bins.
  • Request washable plates and silverware (china) instead of disposable.

2.      Reduce the amount of wasted food.

  • Ask participants to provide early confirmation of attendance and order the appropriate amount of food.

3.      Reduce the amount of food sent to landfill.

  • Plan to give-away or donate leftover food. Advertise over social media to give away or request participants bring their own “to-go” containers.

4.      Make sustainable food choices.

  • Offer a vegetarian option.
  • Offer a vegan option.
  • Choose a meat other than beef.
  • Request sustainably sourced food from Dining Services. 

Other Waste and Recycling

Increase recycling.

  • Verbally direct attendees to recycling bins and include a presentation slide asking participants to recycle.
  • Make sure recycling bins are visible and clearly label them “Recycle Handouts Here” or “Recycle Lunch Boxes Here” with reusable signage.
  • If recycling bins are not already in your event space, request them in advance (instructions available).
  • Order additional recycling bins for large events (instructions available).
  • Reuse nametags and recycle nametag inserts. Provide recycling containers and clearly label them “Recycle Nametags Here” with reusable signage.

Transportation

Reduce vehicle use.

  • Advertise the closest Radford Transit stop to the event location.
  • Encourage, incentivize, and facilitate carpooling, biking, and walking.

Energy

Conserve energy.

  • Between and after sessions, turn off lights and projectors in spaces not in use.
  • Do not turn lights on when daylighting is adequate. 

Communication

Promote environmentally conscious behavior.

  • Clearly state your greening goals for the conference and for participants on your event website, emails, documents, RU Involved, and opening address. Be consistent in your messaging.
  • Work closely with stakeholders, such as vendors and speakers, to communicate your greening goals for the conference.
  • Demonstrate environmental stewardship for your attendees.
  • Prominently display the “Greening Your Event” logo.
  • Reach out to RU Sustainability with questions and for assistance meeting your goals.