Student Organization Policy

Definition of Student Organization Types

A registered student organization (Tier 1) is defined as a group/organization that has met all requirements to be an approved organization with Emerson College. Registered organizations are directed and controlled by students whose programs and activities affect the educational process, promote cultural understanding, and student welfare, and/or contribute to the enrichment of the overall community at Emerson College. These organizations have privileges and resources available to them.

An interest group (formally known as independent organization) (Tier 2) is defined as a group of six or more students currently enrolled in Emerson who wishes to pursue a common education, civic, social, cultural, or recreational interest and is currently not registered with Student Government and Student Engagement and Leadership yet.

An informal group (Tier 3) is defined as a group of students that do not have official recognition or affiliation with the college. Groups wishing not to become an interest group/registered organization will have no organizational privileges on Emerson College Campus.

A co-curricular student organization is defined as a registered student organization with close ties to the academic curriculum that gives students an opportunity to receive a non-tuition credit. Co-curricular student organizations must receive approval from SEAL and SGA before obtaining any privileges and must re-register each semester to remain in compliance.

An inactive organization is defined as an organization that failed to complete requirements of being a registered organization for more than two consecutive semesters. Organizations that failed completion for only one semester are eligible to re-registered the following semester.

Interest Group Policy

If you are interested in creating a student organization or want more information, please reach out to SEAL at seal [at] emerson.edu (seal[at]emerson[dot]edu).

In an effort to best support all student organizations at Emerson College, the Office of Student Engagement and Leadership (SEAL) has developed guidelines for potential student organizations who wish to obtain registered status. Note: Organizations cannot duplicate the mission and/or objectives of another organization that already exists.

If an organization fails to meet registered organization requirements, organizations status will change for the following semester to an Interest Group. After two consecutive semesters of not meeting requirements organizations will become inactive and would need to go through the New Org Process again.

Tier 1: Registered Organizations

Description: These are fully recognized organizations that have met all the requirements for official registration with the college.

Benefits:

• Recruitment: Ability to recruit students to join their organization
• Use of College Name: Permission to use the college’s name and branding in their promotional materials in a manner consistent with all applicable SEAL and College guidelines.
• Promotional Materials: Access to an organizational EmConnect Page and ability to post on campus.
• Funding: Eligibility to apply for funding from the Student Government Association (SGA) or other college sources.
• On and Off Campus Spaces: Priority access to book spaces on campus for events and meetings. Access to host off campus events.
• Advisors: Access to a faculty or staff advisor for guidance and support.
• Workshops and Training: Access to leadership and organizational development workshops.
• Event Support: Support from the college’s event planning and facilities management teams.
• Fundraising: Eligible to host a fundraising event/campaign (with approval from SEAL).
• Alcohol: Eligible to host an off campus event with alcohol (with approval from SEAL).
• Contracts: Eligible to enter into a binding legal contract via SEAL.
• Org Fair: Eligible to participate in Org Fair semesterly.

Requirements:

• Semesterly Registration: Complete a formal registration process with the college, including submission of a constitution and bylaws.
• Membership: Maintain a minimum number of active members.
• Governance: Have a clear leadership structure with elected officers.

Tier 2: Interest Group

Description: These groups are not fully recognized by the college but have expressed interest in becoming registered organizations

Benefits:

• Recruitment: Ability to recruit students to join their organization.
• Access to Campus Spaces: Ability to book and use specific campus spaces for meetings and events, though with lower priority than Tier 1 groups. (172 Tremont, SPC)
• Promotional Materials: Access to an organizational (Independent/Affiliated) EmConnect Page and ability to post on campus.
• Workshops and Training: Access to some leadership and organizational development workshops.
• Support: Access to advisement through Student Engagement and Leadership and/or Student Government Association.
• Participation in Interest Group Org Fair semesterly.

Restrictions:

• No Use of College Name: Cannot use the college’s name or branding in their promotional materials.
• No Funding: Not eligible for funding from the SGA or other college sources.
• Off Campus Events: Not eligible to host off campus events.
• Contracts: Not eligible to enter into a binding legal contract of any kind.
• Alcohol: Not eligible to host any events with alcohol on or off campus.
• Fundraising: Not eligible to host any fundraising efforts on or off campus.

Requirements:

• Affiliation Process: Complete a registration process, which is less rigorous than the registration process for Tier 1.
• Membership: Maintain a certain level of membership, though potentially lower than Tier 1.
• Governance: Have a basic leadership structure.

Tier 3: Informal Group

Description: These are informal groups or clubs that do not have official recognition or affiliation with the college.

Benefits:

Community Building: Can participate in college community events and activities informally.

Restrictions:

• No Use of College Name: Cannot use the college’s name or branding.
• No Funding: Not eligible for any funding from the college or SGA.
• No Formal Support: No access to formal support or resources from the college.
• On/Off Campus Events: Not eligible to host on/off campus events.
• Contracts: Not eligible to enter into a binding legal contract of any kind.
• Alcohol: Not eligible to host any events with alcohol on or off campus.
• Fundraising: Not eligible to host any fundraising efforts on or off campus.
• Org Fair: Not eligible to participate in Org Fair.
• Promotional Materials: Not eligible to post organizational materials/posters on/off campus.

Requirements:

• Interest and Engagement: Simply a group of students with a common interest. No formal requirements for membership or governance.
• Must abide by Emerson College policies and procedures.

Meetings/Events

SEAL works closely with many departments on campus in supporting students and student organizations in their events. All on-campus events hosted by a registered student organization require approval from their advisor, and logistical coordination and communication with the managing department of the space.

All community members may utilize Spacebook to access, view, and reserve specific locations on campus. Spacebook is accessible through any standard internet browser at spacebook.emerson.edu.

Access to the request forms on Spacebook for meeting and event spaces, promotional tables, general purpose classrooms, and other special venues are limited to individuals assigned as an organization Officer on EmConnect. Please allow 24 hours for updates to the organization roster on EmConnect to be reflected on Spacebook. Individuals may book studio space in Paramount or study space in the Iwasaki Library.

Organizations are required to reserve spaces under their organization name, and not as an individual student. Requests/bookings should include as much detail as possible with accurate names and contacts.

Spaces on campus may have their own guidelines or policies for reserving or utilizing the spaces. Please contact spacebook [at] emerson.edu (spacebook[at]emerson[dot]edu) for any questions you may have about any space on campus. Cancellations should be made in advance online or by contacting the managing department. All college policies must be complied with at all times within the spaces.

Individuals and/or organizations reserving the room may be held responsible for any damages to equipment or physical spaces while utilizing the space. Fines may be levied for cleaning or damages if applicable.

Failure to abide by the space guidelines may result in a policy violation, referral to Community Standards, and limit on future bookings.

For more information on how to use EMS/Spacebook, please review Emerson IT's Help Desk article.

Hosting an Off Campus Event

Events held off-campus using, or implying, the Emerson College name, utilizing the Emerson College accounting system and SGA allocated funds, or off-campus events publicized on campus are subject to all College policies and procedures as events held on campus including retreats, conferences, event space, film shoots, outings, and others.

Off Campus Events must:

• Be hosted by a registered student organization
• Have a contract (reviewed, drafted, and signed by the Director of Student Engagement and Leadership)
• Have a Certificate of Insurance (will be processed with contract)
• Must be in communication with SEAL at least 8 weeks in advance of event
• Must have an advisor/staff/faculty present during the duration of the event
  • If your organization advisor cannot be present, you must identify another Emerson employee that is approved by both your organization advisor and SEAL.
• Have the budget in their account for any/all activities related to this event
• Assumes full financial responsibility for any/all activities related to this event

All contracts with off-campus facilities for registered student organizations must be signed ONLY by the Director of SEAL. Advisors and students are not authorized to sign contracts. A contract for an off-campus venue will be reviewed only after all on-campus venue options have been considered and exhausted.

When planning an event off-campus, the student planner must set up an appointment with the Director of SEAL and provide the following information:

• Address, phone number, email, and name of contact at the event site
• Logistics of event (including goals, purpose, and agenda)
• Unsigned contract/agreement from venue
• Vendor safety and security protocols (i.e. security, emergency procedures, etc.)
• Name of the advisor that will be present for the entirety of the event.
• Prepare an itemized budget plan for the event, including sources of funds and ticket sales and timeline. Use of SGA funds must comply with policies and procedures as outlined in the Treasury Handbook.

After meeting with the Director of SEAL, they will confirm logistics, arrangements, and sign all documentation/paperwork needed to secure location.

Off-Campus Event Logistics

1. Ticket Sales: No tickets sold at the door; all must be purchased in advance.
2. Attendance/Guest Policy:
   • Open only to Emerson College community members and their guests.
   • Permitted to bring up to one (1) non-Emerson guests with them to an event unless approved by SEAL.
   • Emerson College ID required for entrance.
   • Guests must present an ID, sign in at the door, and be accompanied by their Emerson student host.
   • No general public admission unless approved by SEAL.
3. Alcohol Policy:
   • Organizations must contact SEAL for approval if they wish to have alcohol at their event.
   • No student organization funds can be used for alcohol, except for the Senior Class Council.
4. Security:
   • Your event may require a security or police detail, depending on the venue's requirements.
   • Any security costs must be covered by the sponsoring organization.

Advisor Responsibilities for Off-Campus Events

1. Assist and Report Issues: Prevent or address any problems that arise. Report significant issues to the Director of Student Engagement & Leadership and/or SEAL with a detailed account.
2. Be Present: Stay for the entire event, including setup and breakdown.
3. Act as a College Official: Assist with concerns that the student organization cannot handle.
4. Ensure Contract Compliance: Work with the student organization to meet all contractual agreements.
5. Authorize Expenses: Only the advisor can approve additional event expenses, which must be covered by the organization’s budget.
6. Know Policies and Procedures: Be familiar with the policies and procedures for student organizations and Emerson College.

Crisis Management

If there is an accident/injury at your event, the Emerson College Police Department (617-824-8888) must be contacted immediately. In an emergency please call 911. Should a student need to be escorted to the hospital, please contact ECPD and the Director of SEAL (​​617-824-3638) immediately after emergency responders have been contacted with the following information:

• Name and ID of the student, the hospital transported to, the conditions that led to the transport, the name of the person escorting the student to the hospital, Contact information, and an accounting of what happened.
• Name and ID of the student, the hospital transported to, the conditions that led to the transport, the name of the person escorting the student to the hospital, Contact information, and an accounting of what happened.

Trip and Travel Policy and Procedure

Trips are considered any official registered student organization travel outside of Emerson College grounds (including domestic, international travel, retreats, conferences, and sports tournaments/competition)

All trips that require transportation are required to be registered and approved through the Trip Registration Process outlined below.

Trip Guidelines

1. Students must be currently enrolled at Emerson College.
2. Have an advisor/faculty present at all times/accompany the group.
   1. If a faculty/staff advisor wishes to bring a relative on the trip, they must get approval from SEAL and assume liability and risk of that individual.
   2. Alumni are not eligible to participate in trips unless approved by SEAL.
3. Be in good disciplinary standing.
4. Submit a Budget to SEAL.
   1. You must have funds in your account in order for the trip to be approved.
   2. Appeals is available for additional funds and must be secure 4 weeks before your trip in order to purchase any travel expenses.
5. Complete a Trip Registration form (located in myEmerson under “Housing and Student Life” tab)
   1. Local Trip (Greater Boston area) at least 14 days/two weeks prior to Travel
   2. Out-of-state trip – at least 30 days/One month prior to Travel
   3. International Trip – at least 90 Days/Three months prior to Travel
   4. Please note: All trip requests submitted in less than this time frame will NOT be approved unless approved by SEAL.
   5. Once approved, all participants must complete a Assumption of Risk and Release form that will be sent to them directly.
6. Begin making travel arrangements.

Travel Arrangements

• Set up meeting with SEAL to plan travel arrangements
• Hotel and Flight accommodations are ONLY purchased by SEAL
  • Air travel: students would need to fill out a form that will be sent after trip has been approved
• Lodging: Must be a commercial hotel
  • Apartment or House Sharing services, like Airbnb & VRBO, are not permitted (Students who choose to use these services without prior approval by the appropriate parties will not be reimbursed)
• Ground Transportation (if applicable)
  • Car Rental must be approved by SEAL and only will be reimbursed
  • Bus/Train tickets can be purchased by SEAL
• Meals
  • Meals (per diem per student):
    • Breakfast: $17.00
    • Lunch: $18.00
    • Dinner: $34.00

Students must submit ALL purchase requests on EmConnect after travel expenses have been approved. Only pre -approved reimbursement will be honored (including approved rideshares, car rentals, per diem or other expenses approved by SEAL).

Save original itemized receipts: these MUST be submitted to SEAL 48 hours after your trip. (You will need itemized receipts to receive a reimbursement related to the trip.)

In case of an emergency, please contact 911. Please then notify the Emerson College Police Department (ECPD) at 617-824-8555. Student Engagement & Leadership and ECPD will have a record of your trip itinerary and a list of all participants and their emergency contacts.

Before You Go

1. Research Your Destination: Understand the local customs, laws, and any potential safety risks.
2. Keep Important Documents Safe: Make copies of your passport, ID, travel insurance, and other important documents. Leave a copy with someone you trust and keep another copy separate from the originals.
3. Emergency Contacts: Have a list of local emergency contacts, including the nearest embassy or consulate.
4. Health Precautions: Get any necessary vaccinations and bring any required medications, along with a basic first-aid kit.
5. Secure Your Belongings: Use a money belt or a concealed pouch to carry your valuables. Avoid carrying all your money and cards in one place.
6. Stay Aware: Be conscious of your surroundings, especially in crowded or unfamiliar places.
7. Avoid Flashing Valuables: Keep your valuables out of sight and avoid wearing expensive jewelry.
8. Use Reputable Transportation: Use registered taxis or ride-sharing services, and avoid hitchhiking.
9. Stay Connected: Keep in touch with family or friends back home and share your itinerary with them.
10. Hydrate and Rest: Keep hydrated and get enough rest to avoid fatigue, which can make you more vulnerable.

Theatrical/Film Rights and Policy

It is a requirement to obtain rights for any theatrical performances or film screenings, no matter the organization or student(s) personal access to streaming services.

All rights must be purchased by the SEAL office. Students and organization advisors are NOT authorized to sign contracts/rights on behalf of the College.

Theatrical/Film Rights Guidelines

1. Determine which agency holds the rights for the performance/film you are interested in producing. Each agency has a catalog that will indicate each show’s fee. Each company has its own process and policy by which rights are secured. Please read through their rights and policies.
   • If the play is not held by any of the play houses, you will need to find a copy of the play to find the publisher’s information. Contact that publisher to refer you to the correct source for obtaining producing rights.
   • For independent playwrights, please contact SEAL to draft a contract even if you are not paying for the rights/license a contract must be signed
2. Develop Budget
   • There are costs associated with securing rights/licenses including viewing fees, scripts, shipping, royalty, etc
3. Secure location
   • Submit a request through Spacebook, or
   • Reach out to Josh Hamlin for any the Office of the Arts Venues
     1. Bright Family Screening Room (Eligible for Film Screens Reservation Days/Times - Tuesdays, 5:00 p.m. to 11:00 p.m.: Reserved for non-public, student-sponsored uses, managed by Student Affairs)
   • Spaces are on a first come first serve basis so reserve a space in advance
4. Submit EmConnect Purchase Request. Must include the following information:
   • Performance/Film title, dates, locations
   • Company that holds the rights/link to purchase rights
   • Ticket Prices - (Free admission still requires the purchase of rights)
   • Number of performances/film screenings
   • Number of Script materials needed (if applicable)
5. Agreement
   • Photocopying scripts/viewing film without permission is a breach of copyright.
   • All performance/film rights are granted by written contract only. There is no such thing as “verbal approval.”
   • Requirement to credit the rights holder in the program. Specifics will be mentioned in the agreement.
   • Return all materials by the expressed deadline. Failure to do so will result in late or replacement fees that will be the responsibility of the organization
6. Marketing/Advertising: No preparations may begin until rights have been secured including any promotional materials (whether through social media, EmConnect events, physical/digital posters, etc.), auditions, casting, or rehearsals, etc.

Below are the major play/musical publishing houses:

• Concord Theatricals - https://www.concordtheatricals.com
• Dramatist Play Service - http://www.dramatists.com
• Drama Source - http://www.dramasource.com
• Dramatic Publishing - http://www.dramaticpublishing.com
• Musical Theatre International - http://www.mtishows.com
• Theatrical Rights Worldwide- http://www.theatricalrights.com

Not sure who holds the rights to the show you wish to present? Check at http://www.musicals101.com/alphinde.htm.

Below are the major film screening sites:

• Criterion - https://www.criterion.com/
• Motion Picture Licensing Corporation - https://www.mplc.org/
• Swank Motion Pictures - https://www.swank.com

For Theatrical productions, film, or media screenings, rights are required. Any organization or student(s) who do not obtain the rights for any theatrical performance or film screening could lose the privilege of hosting film screenings or theatrical performances.

The use of an individual’s streaming service to screen a film or television show for a public screening is prohibited. Streaming services tend to have terms and conditions that only allow personal and noncommercial use of its materials, so public screenings are not allowed. Virtual “watch parties” where individuals access the watch party via their personal streaming service account is permitted.

Media Safety Guidelines

More information, please visit Student Production Safety Website.

Below are guidelines for use of media recording for organization from the Department of Visual and Media Arts (VMA) and Student Engagement and Leadership (SEAL). Students must commit to being an active participant in maintaining and growing a culture of safety and accountability in their organizations.

Film/Photo/Media Releases: All actors/subjects being recorded on media, must sign a Release giving you permission to use their likeness. If it is necessary to gain approval from someone on the spot, students must have the subject state on camera - their name, the date, contact information, and their permission for you to use their likeness. Digital/electronic signatures are acceptable.

Working with Child Actors and subjects who are children: All child actors must be accompanied by guardians at all times. Prior to the first production day they must sign all necessary documents including release form and Emerson child actor contract.

Guidelines

• Nudity, Partial Nudity, Sexually Explicit Content: Performers must be made aware of nudity, partial nudity or sexually explicit content before they arrive on set. In advance of the shoot, the performer must sign a photo release and write in a description of the required nudity or sexual content. For example, “I am aware that this role entails a scene where I will remove my shirt.”
• NO Fire, Pyrotechnics, or Weapons: Fire, explosives, weapons or simulated weapons of any kind including guns and knives are not allowed in any public areas without police detail presence. This includes but not limited to toy guns or knives or simulated bomb elements. Use of toys or simulated weapons may be allowed inside your own private residence but you must gain prior approval by the VMA Director of Production Safety
• NO Water Immersion Scenes: Scenes that depict swimming, full immersion in water, or filming within any body of water (lake, river, creek, ocean, pond, swimming pool, dock, pier, etc.) are not allowed.
• NO Rooftops, Balconies, Bridges, or other High Altitudes: Any scenes taking place on rooftops, balconies, fire escapes or any such elevated property are not allowed.
• NO Physical Restraints: Any use of rope, tape, zip-tie, or handcuffs as actual restraints is not allowed. This includes restraints to breathing such as gags, ropes around the throat, or plastic bags over an actor’s head. Any restraint must be entirely simulated and never in danger of actual restraint.
• NO Moving Vehicles or Subways: No filming inside subways or on subway platforms. No filming inside buses, trains, cars, trucks, taxis, boats or other moving vehicles. Limited use of a cell phone camera, or small DSLR may be allowed within a private moving vehicle provided the person operating a camera/recording device is NOT the driver and that no one is giving any instructions, or directions, to the driver while the vehicle is in motion.
• NO Actual Cigarettes, Alcohol, Drugs: Actors depicted smoking or drinking must always use non-harmful prop substances as stand-ins. For any depiction of cigarettes, commercial herbal cigarettes must be used and the area must be well ventilated or outside. Depiction of alcohol is allowed using commercial bottles, but must use nonalcoholic liquid.
• NO Hazardous Locations: No filming at locations that are dangerous, structurally unsound or subject to extreme weather conditions. Some examples include abandoned buildings, warehouses, factories, cliffs, mountains, deserts or other similar locations.
• NO Illegal Activity: If you plan to record media at a live event, such as a music performance, demonstration, or protest, you must gain approval from your instructor. If approved, students must scrupulously avoid participating in, assisting, directing or controlling in any way the activity in question.
• Exits: When filming in a location, always identify exits and do not block any exits in any way.

Media Recording in your Residence

If you live in on-campus housing, you must have the permission of your roommate(s) to record in your shared space. For all residential suite productions, you should email your roommates consent to Filming_hre [at] emerson.edu.

If your residence is an off-campus apartment or condo, you are not permitted to film in any common areas, such as stairwells, without the written approval of your landlord.

Media Recording inside Private Locations

Location agreements are required in advance for media recording in a private location. In these situations, students must gain approval by the owner - their name, the date, contact information, and approval. You can obtain insurance through the VMA portal for these private locations.

Media Recording on Campus

No filming or media acquisition is allowed on Emerson property without permission from your instructor and the department where you intend to film or record media. You can submit your location requests on the VMA Portal.

Media Recording on Public Property

For public property locations you may need to obtain permits from city or governmental agencies. Such processes may take up weeks or months.

For all public locations in the city of Boston or DCR Properties (Department of Conservation and Recreation) you need to contact the Government's Relations Office at Emerson.

Small productions with minimal cast and crew (less than 10 people total) are allowed to proceed without a permit for productions during the day time.

Props and Weapons Policy

Please review the full Props and Weapons Policy.

Defining Prop/Stage Weapons

A prop weapon, or simulated weapon, is a weapon manufactured to give the illusion of authenticity without the ability to cause harm, compared to how its “real” counterpart might. Prop weapons should always be treated as real weapons, as they may still be capable of causing injury. Moreover, the prop may be perceived as real, and thus a cause for alarm, by an outside observer who happens upon your rehearsal or film shoot.

It is also important to recognize that everyday objects, which may include but are not limited to, pencils, lamps, rolling pins, etc., may also become weapons when staging combat scenes, and the protocols regarding weapon safety must still be employed.

Not Permitted at Emerson College

• Real weapons, including firearms, blade and blunt weapons, manufactured with the intent to cause harm
• Disabled guns (defined as guns initially manufactured to fire ANY type of projectile that have been modified to an inoperable state)
• Any sharp metal blades for a fight scene or struggle
• Live ammunition, blank firing cartridges and loads, paintball or airsoft pellets, or anything else designed to be capable of being fired
• Cap guns (considered a pyro-technic)
• Storing prop weapons in your residential hall/off campus apartment

Please note that Performing Arts/Emerson Stage’s Props Department does not loan out prop weapons. You will need to purchase or rent any and all prop weapons for your production - a few vendors are recommended at the end of this document.

You may not use prop weaponry without College approval. To obtain approval to use your proposed prop weapon, you must follow the steps below.

Process for Notification/Approval – Step-by-Step Guide

(At least four weeks prior to date of prop weapon is scheduled to be used)

1. Identify student contact for prop/weapon approval process.
2. Review the Safety Guide to Prop Weapons with every cast member.
3. Submit purchase request of prop/weapon for approval from SEAL.
4. Once the purchase request is completed, send Prop Weapon Usage Application to SEAL [at] emerson.edu (SEAL[at]emerson[dot]edu) for approval and signature
5. Take prop/weapon and signed application to ECPD for final approval and review of weapon/prop
   1. You must give at least 24 hours’ notice to ECPD before expecting to meet with them. Please note only the Student Contact should contact ECPD and they must present the prop in person at the time of the appointment.
   2. The designated member of the ECPD will visually inspect the prop weapon to determine that it is considered safe for use in the designated context. ECPD has authority to approve or disapprove use of prop weaponry.
6. Should your vision/intended use/plans of the prop weapon change, the initial proposal and approval is revoked and you will need to begin the process from the start. No exceptions will be made to this.
7. Failure to handle the prop weapon before, during and after the review use in a responsible and safe manner may result in disciplinary action under the Student Code of Conduct.

Please note: ECPD must physically inspect the actual prop in its performance-ready state. This means that if you are renting theatrical weaponry, you will need to rent the item(s) BEFORE you know whether the College will approve its use. It is therefore advisable to rent only from reliable theatrical prop weapon suppliers, such as those listed below, to decrease the likelihood of its being rejected.

Common Sense Safety

• The first rule of safety: when in doubt, ask. Understand what makes a rehearsal or performance safe and do your best to act in a professional manner. If you ever have any questions about safety, contact SEAL, the Emerson Stage Props Director, or the VMA Director of Production Safety.
• Safety begins long before your rehearsal or performance. It is the responsibility of each member of your team to educate themselves and one another about safety. Arrive to rehearsals and performances on time, well rested, and healthy.
• Accidents are caused by negligence, lack of awareness, and lack of foresight. It is important to stay alert and understand potential dangers. Work toward anticipating safety hazards ahead of time.
• Follow your instincts. If it feels unsafe, it probably is. And if you think something is unsafe or someone is acting in an unsafe manner, say something. By calling attention to the safety hazard, it gives your Stage Managers, Director, crew members and fellow actors a chance to reevaluate the situation.
• Safety must be your first concern, making a great piece of art or media is second. Everyone wants the production to be great, but it is never worth risking the injury or death of anyone involved. Take care of one another.

General Prop Weapon Use

• Treat all prop weapons as real weapons. Handle all prop guns as if loaded (even if it is a wooden cut-out). Treat all prop knives as sharp. Be especially conscious of the point on bladed weapons, as they can still cause penetrative injury even though they’re dull. Prop weapons can cause severe harm or worse and should be treated with respect.
• Prop weapons must always be locked behind two locks when not in use in rehearsal or performance - for example, a small locked box containing the prop inside a locked locker or closet. You may consider using the lockers on the fourth floor of Paramount or on the fifth floor of Tufte.
• When transporting your prop weapon make sure it is not exposed. You must keep it inside of a lock box inside of a bag during transport.
• It is crucial that your prop is cared for and maintained. Always inspect weaponry before and after every rehearsal and performance. Perform regular cleaning and maintenance on the props as recommended by the supplier. Do not use a damaged prop.

Emergency Procedure

Despite careful preparation and steps to minimize risks as much as possible, accidents may still occur.

In the event of an emergency:

• Call the Emerson College Police Department’s emergency line:
  • When calling from a cell phone while on campus: 617-824-8888
  • When calling from a campus phone: x8888
• Call 911 when calling from an off-campus location

Make your call from a safe location, if possible. Remain calm. Speak slowly and clearly. Do not hang up the phone until the dispatcher tells you to.

Resources

The most important thing to remember to create a safe atmosphere for yourself and others to work in is, “when in doubt, ask”. Please use the list of the following people and vendors as resources for your project.

Process Resource

Jennifer Nival
Director, Office of Student Engagement & Leadership
jennifer_nival [at] emerson.edu

Personnel Resources

Ted Hewlett
Acting Faculty, Department of Performing Arts
ted_hewlett [at] emerson.edu

Ryan Bates
Props Director, Department of Performing Arts
ryan_bates [at] emerson.edu

Homa Sarabi
Director, Production Safety and Sustainability - Department of Visual and Media Arts
homa_sarabi [at] emerson.edu (homa_sarabi[at]emerson[dot]edu)

Rental Resources

• Preferred Arms (swords, knives, prop guns): Robb Hunter - www.preferredarms.com
• Rogue Steel (swords, daggers, shields): Neil Massey - www.roguesteel.com
• Centre Firearms (mostly deal with blank-firing weapons, but have non-firing models as
  well): www.centrefirearms.com

Purchasing Resources

• Knighthawk Armory: http://www.latex-weaponry.com/
• Western Stage Props: http://www.westernstageprops.com/
• Blueguns: http://www.blueguns.com/

Package Pick Up Policy

Process

• All packages will be delivered to the Campus Life Suite, 120 Boylston Street, Walker 411. Packages are not sent to personal addresses, student, or advisor on-campus addresses without prior communication with SEAL directly.
• A Campus Life Staff member will email the president/primary contact of the organization when the package has been delivered.
• Anyone from your organization can pick up the package. They will sign the package out by Campus Life front desk staff. Students must have their Emerson ID in order to pick up packages..
• All packages must be picked up from Campus Life (Monday-Friday 9am-5pm) within 5 business days of when you receive your package email.
• You will get a reminder email after three business days. If packages are not picked up by a member of the organization they belong to, said organization will lose purchasing privileges until packages have been removed.
• If packages are consistently picked up late by an organization, it could result in a loss of purchasing privileges for the remainder of the semester or academic year.
• All purchases must be approved and purchased through SEAL and/or your advisor who has a Purchase Card.

Procedure

• Come to Walker 411 Monday - Friday between 9am-5pm to pick up your org’s package(s) within the 5 business days window from when you received your package email.
• Ask the staff member at the front desk for your package and the organization that you are picking up for.
• Please bring your Emerson ID and show it to the front desk staff member. They will retrieve your package for you.
• If the order that you are picking up is larger/heavier, carts from the residence halls and the mailroom may be available to transport items.
• The package size and quantity will be communicated
• If you have time sensitive items, please contact SEAL as soon as possible.
• Inform SEAL of any damaged items in your order. We will reach out to the vendor the order is associated with to either get refunded or a replacement item. Email SEAL with the following information:
  • Picture of damaged item
  • Description of the issue
  • Option of refund or replacement

Storage of Packages

Please note that storage in the Campus Center is full at this time. We encourage organizations to share space with other organizations who currently have storage on campus as well.

Campus Posters Policy

Review the full Campus Posters policy.

Political Postings Policy

Emerson strives to be an inclusive community for all students, regardless of identity, so it is imperative that our Student Organizations and Interest Groups remain dedicated to creating spaces where all students feel they are welcome. The College is committed to Freedom of Expression and part of that commitment is ensuring all members of our community are able to fully participate in all aspects of the Emerson experience without fear of exclusion. To make sure that student organizations and interest groups foster an environment where all members feel included and valued, regardless of their political beliefs they should not make political statements or take official positions on political issues unless this action is core to their mission and directly connected to it.

Definition of Political Statement

A political statement is any public declaration, communication, or action made by a student organization that:

• Expresses support for, or opposition to, a particular political party, candidate, or elected official.
• Takes a position on any local, national, or international political issue, conflict, or policy, including but not limited to geopolitical conflicts, social justice movements, and governmental actions.
• Advocates for or against specific legislation, government policies, or political positions.
• Is likely to be interpreted as endorsing or opposing a particular political stance, movement, or ideology, especially when unrelated to the organization’s primary mission or purpose.

Organizations that May Make Political Statements

Student Organizations and Interest Groups who register with the express purpose and mission of supporting or advocating for a political ideology or stance may be provided a temporary or academic year exception to this policy. If an organization requests a temporary or academic year exception, they must provide written parameters and guidelines for their organization’s planned use of political statements, which will then be reviewed and approved or denied in writing by their Advisor and the Office of Student Engagement and Leadership (SEAL). Exceptions will only be considered if there is an explicit connection between the approved mission of the Student Organization or Interest Group and the statement or stance being submitted for review by SEAL. Exceptions, which are granted to an organization for an academic year, must be reviewed each academic year and may be withdrawn by SEAL at any time and for any reason. Exceptions will not be granted for any statement or stance taken that is not fully compliant with all College policies and expectations, including the expectation to avoid any language that intentionally or unintentionally disparages, insults, threatens, defames, harms, or discriminates against another person or group. Lastly, any group granted an exception must explicitly state in any political statements, positions, or related postings that the stance being taken is that of the Student Organization and is not affiliated with or endorsed by the College.

Student Organizations that May Not Make Political Statements

Unless exempted from this policy by the previous paragraph, Student Organizations and Interest Groups may not disseminate political statements or take stances on political issues in their official capacity, which includes but is not limited to any communication that utilizes the organization’s name. This includes all College platforms and posting methods, including but not limited to social media accounts, College email, College websites, or other distribution methods maintained or managed by the College or by any method that utilizes the Emerson College name, logo, or other official College material.

Inclusive Practices

As a student organization deeply connected to Emerson College, you share a responsibility to uphold the institution's mission. It's crucial that all members of the Emerson community work together to create an inclusive, equitable, and just environment where everyone's voice is heard and valued. As you lead your student organization, consider the ideals of justice, equity, and inclusion, and their impact on both the community and your group.

Areas of growth and development:

• Creating an inclusive recruitment process
• Diversify your events, ideas, and program implementation
• Create access and equity for all leadership roles and general membership
• Foster an anti-racist environment
• Understand and decrease participation barriers

Accessibility

Accessibility means making a space or activity as easy to access for anyone (without anyone having to ask). While accessibility benefits anyone, it focuses on people with disabilities. Please consider accessibility in how you plan and lead your community. If you are a student who needs accommodations, please contact Student Accessibility Services (SAS). SAS can also consult on best accessible practices for any event or program you plan to do. For ease, please consider SAS’s 5 accessibility tips:

1. Give people information about what to expect in terms of sensory environment; physical and location factors; media or texts to be used; and timeline/structure of events.
2. Have a contact for individual accommodation requests listed clearly in materials or on your EmConnect page; invite people to reach out to them to make requests and/or to ask for more specific accessibility information.
3. Consider alternate modalities for participation or options to branch into alternative spaces/activities that meet the needs of diverse participants. If planning events/meetings in-person, please consider wearing a mask to meetings and programs to protect those who are still at risk.
4. Be open to feedback on further accessibility considerations. Make these considerations part of debriefing and future planning.
5. Even if not all of these things can be provided, be transparent with what you have/don’t have so that folks can determine for themselves if they can attend rather than be surprised. Strive for justice and access by design!

Religious and Spiritual Diversity

Please consider religious and spiritual diversity in how you plan and lead in your community. Take a look at the multi-faith calendar at the beginning of each term and see if any of your meetings or events might conflict with religious holidays. While it may be impossible to avoid all holidays altogether, please avoid scheduling important or mandatory events on work-restricted holidays which are noted on the multi-faith calendar with "no work" (or if that's not possible, provide alternate options). You may also find it beneficial at the beginning of the semester to ask members of your community if there are upcoming religious observances or spiritual practices that might impact their participation and take those into account in your planning. Review more extended guidance on requesting and supporting the religious and spiritual practices of our community.

Leadership/Member Removal

SEAL must ensure all students have the right and access to participate in educational activities across campus. As such, a student organization does not have the right to remove another student from participation in their club or organization without consultation with Student Engagement and Leadership, Community Standards, and/or Office of Equal Opportunity.

Leadership removal can occur if an organization leader is found to be unable/unwilling to perform their respective duties, as outlined within the organization constitution/bylaws. To initiate a formal removal of a leadership position, a student organization must notify SEAL leadership. SEAL Leadership will meet with the reporting students to best determine appropriate next steps, if any.

Membership removal must be connected to sanctions provided by the Office of Community Standards and/or the Office of Equal Opportunity (OEO).

Massachusetts Hazing Law

Commonwealth of Massachusetts General Laws 269:17, 18, 19

269:17 Hazing; organizing or participating; hazing defined.

Section 17. Whoever is a principal organizer or participant in the crime of hazing, as defined herein, shall be punished by a fine of not more than three thousand dollars or by imprisonment in a house of correction for not more than one, [sic] year, or both such fine and imprisonment.

The term ``hazing'' as used in this section and in sections eighteen and nineteen, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to the weather, forced consumption of any food, liquor, beverage, drug or other substance, or any other brutal treatment or forced physical activity which is likely to adversely affect the physical health of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation.

Notwithstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any prosecution under this action.

269:18 Failure to report hazing.

Section 18. Whoever knows that another person is the victim of hazing as defined in section seventeen and is at the scene of such crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law enforcement official as soon as reasonably practicable. Whoever fails to report such crime shall be punished by a fine of not more than one thousand dollars.

269:19 Copy of secs. 17-19; issuance to students and student groups, teams and organizations; report

Section 19. Each institution of secondary education and each public and private institution of post secondary education shall issue to every student group, student team or student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the institution to exist as an unaffiliated student group, student team, or student organization, a copy of this section and sections seventeen and eighteen; provided, however, that an institution's compliance with this section's requirements that an institution issue copies of this section and sections seventeen and eighteen to unaffiliated student groups, teams, or organizations shall not constitute evidence of the institution's recognition or endorsement of said unaffiliated student groups, teams or organizations.

Each such group, team or organization shall distribute a copy of this section and sections seventeen and eighteen to each of its members, plebes, pledges or applicants for membership. It shall be the duty of each such group, team or organization, acting through its designated officer, to deliver annually, to the institution an attested acknowledgement stating that such group, team or organization has received a copy of this section and said sections seventeen and eighteen, that each of its member, plebes, pledges, or applicants has received a copy of sections seventeen and eighteen, and that such group, team or organization understands and agrees to comply with the provisions of this section and sections seventeen and eighteen.

Each institution of secondary education and each public or private institution of post-secondary education shall, at least annually, before or at the start of enrollment, deliver to each person who enrolls as a full-time student in such institution a copy of this section and sections seventeen and eighteen.

Each institution of secondary education and each public or private institution of post-secondary education shall file, at least annually, a report with the regents of higher education and in the case of secondary institutions, the board of education, certifying that such institution has complied with its responsibility to inform student groups, teams or organizations and to notify each full time student enrolled by it of the provisions of this section and sections seventeen and eighteen and also certifying that said institution has adopted a disciplinary policy with regard to the organizers and participants of hazing, and that such policy has been set forth with appropriate emphasis in the student handbook or similar means of communication the institution's policies to its students. The board of regents and, in the case of secondary institutions, the board of education shall promulgate regulations governing the content and frequency of such reports, and shall forthwith report to the attorney general any such institution which fails to make such report.

You are also welcome to review the College's Hazing policy.

EmConnect

EmConnect is an online platform where Emerson students, faculty, and staff can find information regarding student organizations. EmConnect provides a platform for student engagement outside of the classroom. EmConnect is used to showcase your organization, your events and programs, and increase membership. EmConnect is where all student organizations will manage their finances by submitting purchase requests, annual budget requests, and appeals.

Putting your information on EmConnect helps make your organization more accessible to more people. Everyone with an Emerson email will be able to view your organization. Being transparent with what you’re doing is a key factor in the success of organizations.

• Members List: Your roster is essential to keep up-to-date, to make sure the right people have the right levels of permission they need in your organization. Your roster will show you a list of all your organization's members, leadership positions, and information about your organization's primary contact. The primary contact is person designated to be the main point of contact for your organization. All of your members should be listed on your organization’s roster to easily be able to send messages, event reminders, and notifications about News posts.
• Co-Curricular Transcripts: All students on EmConnect have access to download their very own Co-Curricular Transcript. The transcript outlines all involvement, both past and present, including any leadership positions held, community service hours, events attended and more. The transcript is completely customisable.To access the transcript, students should select the small circle at the top right corner of the page. From the drop down menu, students select “On-Campus Involvement”. From there, students can customize their transcript to best fit their needs.
• Community Service: All students have access to record community service hours on EmConnect regardless of Fraternity and Sorority Life affiliation. It is encouraged that you record all of your community service hours through EmConnect. Your service hours can be listed on your Co-Curricular Transcript.
• Events: Events should be posted on Emconnect as a part of your marketing. This is the perfect opportunity to showcase what your organization is up to. Advertise your upcoming events, auditions, and more!
• News: The News feature in EmConnect is your very own blog to post information about your organization, upcoming events and auditions, and more. When publishing a News article, you can notify all of your members on your roster to remind them to take a look!
• Event Pass: Event Pass is a unique code that allows you to easily check-in people to your event. For more information about accessing your Event Pass and using the Check-In App, please visit this Event Pass 101 document. Note: you will need to have an event created on EmConnect to retrieve the Event Code necessary to use this feature.
• Registration: At the end of every semester, organizations have to re-register with SEAL to remain active for the following semester. The registration process is completed through EmConnect on the “Manage Organization” page of your organization. The registration process includes a constitution, roster updates, a signed advisor agreement, and acknowledgement of various policies.