Student Organizations and COVID-19

All indoor student organization events and meetings are canceled until January 31st.

Outdoor meetings and events that comply with physical distancing and other University safety standards will be permitted. University and local curfews may impact the timing of campus meetings and events from time to time. The Student Center Complex has outlined safe guidelines, policies, and procedures for outdoor reservation requests within its spaces.

Students who are exhibiting symptoms of COVID-19 or have come in close contact with others exhibiting such symptoms within the last 14 days, must stay home and not attend campus meetings or events and should contact Student Health Service.

The University's COVID-19 Response

• Event Capacity

  The maximum number of participants at any given meeting or event will be determined through the reservations process by a combination of:

  • University guidelines
  • Laws, ordinances, and recommendations by government and public health officials
  • The size of the space/room/venue allowing for physical distancing as determined by the
    venue
  • The ability of participants to comply with University guidance related to physical
    distancing and the protection of personal space

  Regardless of the considerations above, no more than 150 people may be in attendance at any student organization event at any given time, regardless of location. Additionally, the Department of Student Activities & Student Organizations and/or facility managers may impose additional attendance limits on individual events based on the nature of the activity.

• Attendee Tracking Requirements

  All student organization meetings and events in reserved spaces will be required to track participant attendance via Engage. Additionally, informal gatherings with more than 5 members of a student organization will be required to track attendance.

  Instructions on how to utilize event participation tracking on Engage can be found here. Attendance records must be updated within 24 hours of the conclusion of the meeting or event. Exceptions to this policy must be approved by the Department of Student Activities & Student Organizations.

  Once permitted, events held in indoor spaces with limited capacity should utilize an RSVP system to avoid having to turn away attendees at the door. Instructions on how to collect RSVPs on Egnage can be found here. Student leaders should also consider streaming in-person meetings to a virtual platform so that those unable to physically attend can still participate. Virtual participants do not need to be included in attendance reports.

• Personal Space Adjustments

  One of the university’s four pillars is “protecting personal space.” Student leaders should work with venue managers to develop room layouts that allow for appropriate physical distancing. Once rooms are set, students should refrain from rearranging furniture.

  All student organization meeting and event attendees are required to comply with University guidelines and local ordinances regarding face coverings. Currently, face coverings are required on our campuses both indoors and outdoors.

• Communication of University Guidelines

  Prior to a meeting or event, it is the event host’s responsibility to communicate University guidelines to all attendees. This communication should include a reminder about physical distancing policies and protection of personal space (attendees must bring their own face covering). We have created a sample email to event attendees for you to use. Marketing materials for meetings and events should include the following language:

  Students who are exhibiting symptoms of COVID-19 or have come in close contact with others exhibiting such symptoms within the last 14 days should contact Student Health Service, and must stay home and not attend. Face coverings are required at all times.

  During the event, it is the host’s responsibility to ensure that attendees are following rules and exhibiting appropriate behavior.

• External Guest Restrictions

  Guests will not be permitted at student organization events until further notice. Guests are defined as any person who is not a current University of Miami student, faculty member, or staff member. Outside performers/speakers/vendors who are properly contracted are permitted (see “Outside Performers/Speakers/Vendors” below).

• Outside Performers/Speakers/Vendors

  Only approved University of Miami vendors are permitted to provide services on campus. Student organizations are responsible for ensuring that proper contracting and purchasing procedures are followed, as outlined in the Student Organization Handbook.

  Any outside performers/speakers/vendors coming to campus to support a student event must agree to comply with all University guidelines. 

  Vendor Requirements

  • Must complete the CDC self-screening tool prior to arriving on campus
  • Each vendor employee visiting campus must complete the Vendor Virtual Check In Form prior to their arrival on campus.
  • Event hosts should email the Student Organization Vendor Info Sheet to all vendors prior to the event.
  • Additionally, venues may require a Certificate of Insurance approved by Risk Management.

• Food Service

  Food may be served only at outdoor student organization events. Event hosts must follow CDC recommendations and University guidelines related to food safety. Events must provide individually served, wrapped, and packaged food instead of buffets or platters to reduce potential contact.

  Similarly, canned or bottled beverages must be provided in lieu of open pitchers or shared punch bowls. Vendors must sanitize the food and beverage areas before and during the event, and hosts must eliminate the sharing of commonly passed items at events such as serving utensils. Physical distancing must be maintained while eating and drinking.

• Organization Meeting Guidelines

  Facility managers may limit the frequency of student organization events and meetings in an effort to allow as many groups as possible to access space. Student leaders should strive to minimize the duration of time that groups of students are together for in-person meetings.

  When developing an agenda, consider the items that are best suited for in-person discussion and items that can be sent via email to members of the group before or after the meeting. Additionally, accommodations should be made for students who are unable to attend to participate in the meeting (hybrid meetings).

• Activity/Event Leader Responsibilities

  One student who is participating in the off-campus activity/event with the group should be designated the “activity/event leader.”

  This leader:

  • is the main University contact and is responsible for ensuring that the group follows all established policies and procedures.
  • should work closely with the organization’s advisor and the Department of Student Activities & Student Organizations in the planning of the activity/event.
  • is responsible for notifying the appropriate University administrators in the event of an emergency.
  • is responsible for creating an event in Engage, and taking attendance of all University of Miami students at off-campus activities and events.

• Activity/Event Attendance

  Activity/Event Leaders are responsible for creating an event in Engage, and taking attendance of all University of Miami students at off-campus activities and events.

  Instructions on how to utilize event participation tracking on Engage can be found here. Attendance records must be updated within 24 hours of the conclusion of the activity or event. 

• Transportation Policies

  All students who operate personal vehicles to get to/from off-campus activities/events are required to have a valid U.S. driver’s license for the vehicle being driven with appropriate classifications, restrictions, and/or endorsements.

  • Vehicles must be properly maintained, serviced and insured.
  • Drivers must follow all laws regarding operation of a vehicle, including no texting or cell phone use while driving.
  • Vehicle passengers must wear seat belts at all times.
  • The total number of passengers in a vehicle may not exceed 50% of the number of seat belts available, to allow for physical distancing.
  • If multiple students are sharing a vehicle, masks must be worn, and it is recommended that windows are opened for ventilation.
  • Driving is not permitted between the hours of 10 p.m. and 6 a.m. without the permission of the Department of Student Activities & Student Organizations or Department of Wellness and Recreation.

• Emergency Procedures

  In the event of a motor vehicle accident, the driver or activity/event leader should:

  • Stop immediately and notify the proper law enforcement agency and/or emergency medical services (911). A formal police report is necessary. Inquire with the responding law enforcement officials about how you can obtain the police report number.
  • Obtain the following information from the driver(s) of other vehicles involved in the accident:
    • Name and contact information
    • Driver’s license number
    • Make, model, year, color and license plate number of vehicle
    • Record the names, addresses, and contact information of any passengers and witnesses.
  • Call the University of Miami Police Department at 305-284-6666 and notify them of the accident.

  In the event of any other incident (medical emergency, student arrest, missing person, etc.), the activity/event leader should:

  • Notify the proper law enforcement agency and/or emergency medical services (911) if necessary.
  • Call the University of Miami Police Department (305-284-6666) and notify the dispatcher of the incident. Please be prepared to give the dispatcher the student’s name and a brief description of the incident. The dispatcher will notify the appropriate University administrators.

   

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