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Fall 2020
EVENT POLICIES

Fall 2020 Student Organization Operations & Meeting and Event Policy

In response to health and safety protocols put in place by the Monongalia County Health Department, standard Student Life operations across departments will be altering the delivery of all programs and initiatives. All registered student organizations (including club sports, intramurals, Greek organizations, etc.) are to follow the guidance detailed within this document.

This policy is considered an institutional policy under the Student Conduct Code and failing to follow the policy as an individual may result in a code violation. Similarly, if an organization violates any provisions within these guidelines, University recognition may be revoked in accordance with the Student Conduct Code. Further, this policy may change in response to the most current guidance provided by the Monongalia County Health Department and/or West Virginia University.

Determination of Forum

The Division of Student Life expects that by default all student organization operations and events be held virtually on a video conference platform such as Google Meet, Zoom or Microsoft Teams.

If the student organizational leadership determines that their meeting or event must be held in-person, the following policies and procedures must be followed by organizers and attendees.

In person meetings of a student organization cannot occur prior to Monday, August 31, 2020. Similarly, “tabling” will not be permitted in the Mountainlair as space will be maximized for student dining.

Please note, group travel for events where the group will be representing their organization and/or West Virginia University, regardless whether University funds are utilized or not, is prohibited during the Fall 2020 semester for social functions.

All student organizations are encouraged to offer a hybrid format for programs/events (both in person and virtual to the extent possible) so that those students who do not feel comfortable being in public can still participate. Likewise, attendance standards set by each organization for their members should be relaxed during the Fall 2020 semester.

Staff Consult

If there is a need to hold an in-person event, the organization leadership (no more than 2 students) must meet with a member of the Division of Student Life Staff to develop a plan of implementation no less than 10 business days prior to the date of the event. The following table identifies whom an organization should contact to schedule this consultation:

Organization Type Staff Member Staff Member's Email Address
General Student Organizations Dr. Thanh Le thanh.le@mail.wvu.edu
Club Sports/Intramurals Christopher Schmoldt christopher.schmoldt@mail.wvu.edu
Fraternal/Greek Organizations Dr. Matthew Richardson m.richardson@mail.wvu.edu
Residence Hall Affiliated Group Tyler Gailey tyler.gailey@mail.wvu.edu
Commuter Student Affiliated Group Brian Walker brian.walker@mail.wvu.edu

Program Planning

During the consultation, the organization leadership and appropriate staff member will plan the event acknowledging the below considerations. Note that final approval for holding the event/program in person will be determined after the consultation when a plan of action is created.

1. Venue Capacity Limits

  • The Student Organization will work with the Office of Student Engagement and Leadership to determine the adequate venue for the meeting or event. Reservations for the Mountainlair, classrooms/lecture halls and outside tents will be coordinated by this office. Reservation forms will be made available online.
  • All in-person attendance will be limited to no more than 25 people.
  • Student Organization must use a click count to track the number of in-person attendees. Clickers are available for checkout in the Student Organization Resource Center (SORC), 162 Mountainlair Personal Protection Equipment.
  • All organizers and attendees must wear a face covering before, during, and after meeting or event. Guidelines for face coverings can be found at the Return to Campus website.  
  • Hand Sanitizing stations should be placed at the entrance of the venue and all attendees must sanitize their hands before entering and leaving the venue.
  • All in-person attendees are strongly encouraged to wash their hands with soap and water for at least 20 seconds, before attending an in-person meeting or after blowing your nose, coughing, or sneezing.

2. Personal Protective Equipment

  • All organizers and attendees must wear a face covering before, during, and after meeting or event. Guidelines for face coverings can be found at the Return to Campus website. 
  • Hand Sanitizing stations should be placed at the entrance of the venue and all attendees must sanitize their hands before entering and leaving the venue.
  • All in-person attendees are strongly encouraged to wash their hands with soap and water for at least 20 seconds, before attending an in-person meeting or after blowing your nose, coughing, or sneezing.

3. Social Distancing

  • Before the meeting or event, organizers should work with Facilities Management to organize the meeting or event so that seats are spaced at least six feet (6’) a part. If seating cannot be moved, organizers and attendees should work together to ensure all attendees are properly spaced at least six feet (6’) a part. Space attendees in-line outside of venue by taping marks that are space 6’ a part, if possible.
  • Attendees must stagger exit, meaning that attendees are released from the event row by row or person by person.

4. Screening Protocol

  • A sample screening questionnaire for attendees will be provided prior to entrance to the event asking the following questions:
  • Have you been in close contact with a person who either has tested positive for or been exposed to COVID-19 in the last 14 days?
  • Have you traveled outside of the State of West Virginia in the last 14 days (longer than a 30-minute commute)?
  • Have you felt sick in the last 14 days?
  • If an attendee answers “Yes” to any question precludes attendance at the event

5. Attendance Roster & Contact Tracing

  • In order to help identify who has been in personal contact due to the event/meeting sponsored by a student organization, each organization is required to maintain an accurate attendance roster per event and submit it to their staff consultant after the event. ID swipe technology through WVU Engage will be utilized to track attendance. The necessary technology will be available for check out from the SORC (162 Mountainlair).
  • In the event that the SORC has no swipe technology available (given limited resources), a group may use paper rosters to track attendance. In both instances, failure to submit an attendance list after the event may result in that particular organization no longer being able to reserve space.

Enforcement

Violations of these guidelines constitute a violation of the Student Conduct Code. Student Life staff is willing to provide guidance and support for the registered student organizations and club sports teams to execute as operations as regularly as possible. University Police and relevant Student Life staff will monitor events at random for policy enforcement.

Note Concerning Club Sport/Campus Recreation Activities

Campus Recreation expects all clubs to follow the Student Organization Meeting and Event Policy for hosting regular meetings, sporting events, practices, etc. Additionally, the following expectations are to be adhered to:

Note Concerning Social Events & Gatherings

Social distancing restrictions and guidance from national Centers do not provide a feasible environment where social gatherings can occur safely. Unless new guidance is provided, and State/Federal guidance supports mass gatherings in indoor settings, social gatherings and events will not be permitted either on or off campus. Group travel for social events where the group will be representing their organization and/or West Virginia University, regardless whether University funds are utilized or not, is prohibited during the Fall 2020 semester.

Up to Date Information

Students should regularly review guidance, expectations and policies provided by West Virginia University to ensure compliance. The most up to date information can be found online at WVU's Coronavirus website. 

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