For the 2021-2022 academic year, the following guidelines and best practice recommendations have been put in place to help promote safe and healthy student organization activity. Student organizations must follow the Indiana University Fall 2021 Event and Conference Guidance. These guidelines are subject to change and will be updated as necessary by IU. When necessary, notice will be provided to student organizations in order to provide sufficient opportunity to comply.
Student organization activity includes meetings, events, travel, tabling, and gatherings with food.
Masks, Physical Distancing, and Hygiene
- Physical distancing is not required for student organization and group activity with IU students, staff, and faculty.
- Masks are required indoors on campus for all IU students, faculty, staff and visitors and additionally the Monroe County Board of Health is requiring face coverings indoors in public places throughout the county, including businesses and public accommodations, when the County is in the State of Indiana’s “Yellow” , “Orange” , or “Red” advisory category.
- Student organization events held at an off-campus venue should follow the same protocols as events held on campus, and any additional COVID-19 protocols required by the off-campus venue.
- Practice frequent hand hygiene and proper respiratory etiquette.
Events and Programs
- All events on and off campus with 50 or more planned attendees must be submitted to the University Event Request Committee (UERC) no less than 10 working days prior to the event or program as outlined at https://covid.iu.edu/health-and-safety/events.html. All events must be confirmed by the UERC prior to taking place.
- Events are considered gatherings among members and guests for activities outside of routine day to day operations. Examples include social events, athletic or gaming tournaments, performances, fairs or festivals, philanthropy or fundraising events, and recruitment events. Regular business meetings are not considered an event and do not require event registration.
- Student groups are encouraged to host large in-person events outside if possible (250 people or more attending).
- Additional guidance on student organization events, including space reservation processes and approval timelines, can be found at https://studentaffairs.indiana.edu/get-involved/plan-event/index.html.
- Tabling indoors and outside is allowed.
- Domestic travel is permitted; however, other means of conducting business, such as video conferencing, are strongly encouraged. Domestic travelers must follow local restrictions and CDC guidance for domestic travelers.
- International travel related to student groups requires approval from the IU Office of Overseas Study. International travel continues to pose greater challenges due to stress on local health systems and the emergence of new variants of concern. International travelers undertaking approved travel should follow all health precautions recommended by the CDC.
- Travel outside of Monroe County involving 50 or more people requires travel event submission through the University Event Request Committee.
- IU Funding Board will again fund travel for student organizations according to their guidelines, assuming any necessary travel approvals have been secured by the organization.
- Learn more about IU’s Interim Travel Guidance here. (IU Login required).
- Individuals and/or student organizations may be held accountable under the Code of Student Rights, Responsibilities, and Conduct for failure to comply with these guidelines. Depending on the nature and occurrence of the violation, failure to comply with these guidelines may include: a written reprimand letter from SILC/OSFL with steps that must be completed to be able to host a meeting/event again, charges under the Code of Student Rights, Responsibilities, and Conduct, loss of privileges, and/or Suspension from the University.
- Consider providing virtual options for meetings or events. By providing virtual options, students who do not feel well or do not feel comfortable having face-to-face contact are provided an opportunity to connect virtually.
- Consider distributing handouts or giveaways through contactless methods.
- Consider using signage and/or QR codes to share detailed information.
- When tabling, provide the ability for hand hygiene (handwashing stations or hand sanitizer with 60%+ alcohol content) and use sanitizing wipes or disinfectant spray and paper towels to clean tables and any items.
- For food distribution, consider using individually and commercially pre-packaged and labeled items.
- Student organizations traveling should maintain a list of all trip participants (first name, last name, and IU email address) and may create an “event” for the trip in beINvolved to help facilitate this best practice.