Policy on campus postings
Officially recognized HLS student organizations, journals, and student practice organizations (“student organizations”) have permission to advertise their events on designated hallway bulletin boards and chalkboards in designated classrooms in accordance with guidance here. These designated areas are the only locations on campus where posting or chalking (or other forms of marking or advertising) are permitted. All postings must be submitted to the Office of Community Engagement, Equity, and Belonging (CEEB) beforehand. Use of bulletin boards or chalkboards and marking or posting on any other surfaces on the HLS campus by anyone is otherwise not permitted.
All student organizations using bulletin and chalkboards are expected to respect the materials posted by other student organizations. Individuals or student organizations may not remove, write over, or erase other active postings.
Bulletin and Chalkboard spaces are available on a first-come, first-served basis.
Posting content that is deemed defamatory or inappropriate by the Office of Community Engagement, Equity, and Belonging may be removed, and the organization and individuals responsible are subject to appropriate disciplinary action. Improper content includes but is not limited to: drug or alcohol paraphernalia, or remarks that are slanderous or violate HLS Community Principles. In accordance with Massachusetts state law and Harvard University policies, student organizations cannot advertise an “open bar,” “happy hour,” or pictures or drawings of alcoholic beverages on advertisements.
Specific instructions for student organizations regarding bulletin boards
- Student organizations can print 8.5″ x 11″ or 11” x 17” posters and hang them up on the approved bulletin boards.
- A poster is defined as a flyer, notice or other material that is intended to disseminate information about an event to the HLS community.
- All postings must identify the event, the event sponsor, the time and date of the event and provide a point of contact.
- Postings are only permitted on the provided bulletin board space. In addition, items may not be posted in the bathroom stall sign holders, which are reserved for and maintained by the CEEB Office. Materials may not be distributed door-to-door or by placing literature on parked vehicles.
- Only thumbtacks are permitted – do not staple, tape, or otherwise adhere/affix notices.
- The removal schedule is posted on or near each bulletin board. This takes place on the first and third Sunday morning of each month.
- CEEB will print up to 20 posters for free. Email an 8.5″ x 11″ or 11” x 17” PDF to email@example.com.
- The HLS Copy Center can print professional posters for important events. Email firstname.lastname@example.org for pricing.
Specific instructions for student organizations regarding chalkboards
- Chalkboards located in the Austin, Hauser, Pound, and WCC (first two floors) classrooms can be chalked. The WCC and Hauser classrooms have small, designated side chalkboards for these purposes. In the Austin first floor classrooms, Griswold 110, Langdell North and South, and Pound Hall first floor classrooms, which have three chalkboards that abut each other, the far sides of the chalkboards will be treated as designated space for student organization event chalking. This includes approximately the last third of space on the end chalkboards.
- The message may consist of a short blurb about an organization-hosted event that includes: the speaker(s), their titles, the time and location of the event, and, if applicable, the food that will be served.
Policy on recording campus events
Officially recognized HLS student organizations, journals, and student practice organizations (“student organizations”) have permission to choose to record their events on classroom cameras managed by the HLS Media Services team. All recording requests must be submitted to the IT Services beforehand and will be provided to the student organization by the Office of Community Engagement, Equity, and Belonging (CEEB). Recording HLS student organization events by anyone is otherwise not permitted.
Specific instructions for student organizations regarding event recordings
- Requests for recordings via EMS to IT must be made no less than 96 business hours before the event.
- Students must obtain a signed copy of the HLS Recording License Agreement from the speaker before recording and posting the event online. A copy of the signed form must be provided to HLS Communications and CEEB.
- Students must provide clear notice that an event is being recorded before the start of the event. Students may obtain appropriate signage from CEEB for recorded events. Such signage must be conspicuous and placed outside of the event entry. Students should note in advertisements the intention to record the event.