spring 2021
EVENT POLICIES

Spring 2021 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 without a staff consultation and prior approval. 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 Spring 2021 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 Spring 2021 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; students must submit a  request for a consultation. 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.

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

4. Screening Protocol

• All attendees must complete a screening questionnaire prior to entering the event; organizations will be provided a sample, however questions should include: 
• 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 the State of West Virginia in the last 14 days (farther than a 50-mile commute)?
• Have you felt sick, particularly with symptoms associated with COVID-19, in the last 14 days?

If an attendee answers "Yes" to any question, they may not enter/attend 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.

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 must be adhered to:

• Club Sport practices will be limited to non-contact activities (conditioning, drills, etc.) in groups of 10 or less
• Weekly COVID-19 testing for all participants
• Drills must be modified to limit equipment from coming into contact with multiple members (ex. volleyball, baseball, etc.)
• No sharing of personal equipment (helmets, bats, sticks, etc.)
• Social distancing for exercise centers is defined as a minimum of ten feet (10’) between individuals
• Additional guidance regarding club sports and campus recreation activities will be provided during the staff consultation
• Club Sports teams may resume competitions, whether they are on-campus or require travel to off-site events. 
• Specific COVID-19 protocols, including testing, quarantining and safety guidelines have been established to ensure the health of all involved. Club officers and leadership are responsible that all participants, including visiting teams, are aware of, and follow, these protocols. Complete information is available by contacting clubsports@mail.wvu.edu.

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 at which the group represents their organization and/or West Virginia University, whether University funds are utilized or not, is prohibited during the Spring 2021 semester. 

The rigorous guidelines established for Club Sports travel and competition do not automatically extend to other WVU student organizations. Student organizations should contact Dr. Thanh Le and Greek organizations should contact Dr. Matthew Richardson, to discuss options for competitions and/or travel. 

Food and Beverage Service

Food and beverage must be "grab and go;" no buffets or plated meals may be served. If food and beverages are provided at an event, they must be purchased through WVU Dining Services; food from outside vendors will not be allowed. Bake sales, selling food/beverages or giving away food/beverages to promote an event are prohibited.