Student Organization COVID-19 Guidance

Last Updated: January 4, 2021

  • Update for Spring 2021 Semester
    • In-person student organization activities, meetings, events, and tabling are prohibited through January 22, 2021. In-person RSO activities and Tabling that adhere to the COVID-19 guidelines may resume on Saturday, January 23, 2021. 

October 16 - Update

  • Clarification for Student Organization Travel
    •   Student Organization travel is considered to be any travel that is coordinated, advertised, or otherwise facilitated  by the student organization. Read the full policy below under "Student Organization Travel."

October 1 - Update

  • Updated guidance on tabling. 
    •  Registered Student Organization may use designated locations on campus for tabling, which will be marked with a cling on the ground. See this campus map for details. Tabling spots are first come, first serve and organizations must check in using the QR code found on the ground cling. Read the full policy below under "Meetings & Events / Tabling."

The safety of our students, faculty and staff is the utmost priority for the University of Cincinnati. In response to the COVID-19 pandemic and to lessen the likelihood of COVID-19 transmission, Student Activities and Leadership Development have adopted the following guidelines and considerations for student organizations in alignment with the University of Cincinnati’s COVID-19 Response Plan and the Stay Safe Ohio Information in place regarding physical distancing and size of gatherings, Registered Student Organization (RSO)* activities will operate within the following guidelines during the Fall 2020 semester.  *RSOs include all student organizations, fraternity & sorority chapters, and club sports. 

The document is an addendum to the current University of Cincinnati Registered Student Organization Handbook.  

Meetings and Events

In-person student organization activities, meetings, events, and tabling are prohibited through January 22, 2021 to align with virtual instruction for the first two weeks of Spring Semester. In-person RSO activities and Tabling that adhere to the COVID-19 guidelines may resume on Saturday, January 23, 2021. 

Student Organizations should consider virtual meetings and only meet in person if it is essential to the organization and meets the criteria below. This means that the vast majority of meetings, events, and activities should be held virtually using online collaboration tools. Student organizations may not require members to attend in person meetings in events and all in person events shoudl have a virtual option to accomodate members that may not want to meet in person.  All students have free access to Webex and Microsoft Teams, collaborative meeting tools supported by UCIT. Student organizations may not require members to attend in person meetings in events and all in person events shoudl have a virtual option to accomodate members that may not want to meet in person. 

  • In-person student organization activities, meetings, events, and tabling are prohibited through January 22, 2021 to align with virtual instruction for the first two weeks of Spring Semester. In-person RSO activities and Tabling that adhere to the COVID-19 guidelines may resume on Saturday, January 23, 2021. 
    • Student Organizations may not require members to attend in person meetings or events.  
    • All in person business meetings must offer a virtual option to accommodate members that may not want or be able to meet in person. 
    • All Student Organization events (virtual or in person) must be listed in CampusLINK, require an RSVP, and take attendance through CampusLINK
    •  Club Sport organizations are not permitted to practice or hold competitions at this time. More information will be available in the coming weeks about any plans for “Return to Play.”  

The maximum amount of attendees for in-person meetings and events, both indoors AND outdoors is 10. This includes event hosts, advisors, and attendees. 

  • Attendees must wear facial coverings.
  • Attendees must maintain 6ft social distance.
  • Meet social distancing guidelines as defined by Ohio and CDC health and safety guidelines.
  • Events or activities providing food should use pre-packaged or individually boxed servings of food and canned or bottled beverages.
  • No self-serve buffet or beverage station options permitted.
  • Catered meals may be provided by trained food service professional entities that demonstrate compliance with recommended food safety protocols.
  • In accordance with the Ohio Orders, theater, singing, and dance activities with a face-to-face audience are suspended.
  • As the Ohio Orders change this guidance will also change. Room capacity and the ability to comply with physical distancing and face covering requirements will impact when/where/how audiences are permitted to participate.
  • Practices for performance-based organizations should be held with strict physical distancing, face covering/face shield use, with no physical touching, or held virtually when possible.
  • Consider the use of outdoor space for practices or performances where members and others can appropriately physically distance.
  • Follow room capacity requirements and seek the largest space available if your practice occurs indoors.
  • Before inviting guests, lecturers, or speakers to campus, please review the Return to Campus Invited Guest Policy

  • Guest speakers and lectures should be conducted as virtual events for both the speaker and audience members. If folks would like to gather to watch a speaker, gathering size limitations, social distancing, and mask wearing guidelines must be met.

These events are suspended for Fall 2020.

  • Campus Scheduling Definitions:
    • Event – An event is a meeting, workshop, etc. not related to academics.  The maximum attendance for events/general meetings is 10.  This is per the UC’s The University published the Return to Campus Guide on July 1, which included guidelines that apply to campus events , including a 10 person gathering limit for campus event
    • Academic Events –  An event which is considered an academic function. If you would like to have between 11-50 attendees for an academic event, your Dean and Chris Lewis must approve the academic event.  After these approvals are received, the event can be scheduled in a centrally scheduled classroom. Approval will need to be emailed to campsched@ucmail.uc.edu
  • TUC Great Hall and 400ABC will not be available to be reserved for Fall 2020.
  • TUC Cinema will not offer movie showings at this time.
  • If you have questions about room scheduling, contact CES directly.
  • Registered Student Organization may use designated locations on campus for tabling, which will be marked with a cling on the ground. See this campus map for details. Tabling spots are first come, first serve and organizations must check in using the QR code found on the ground cling.
  • Tabling guidelines:
    • No more than two students from an organization may be at the table at a time
    • All student organization members and visitors to the table must follow all COVID guidelines:
    •  6ft apart
    •  Facial coverings
    • No more than 10 people gathering at a time
    • Designate a space 6 feet from the table for students coming up to the table to stand using sidewalk chalk
      •  Chalk can be picked up between 11am and 2pm outside the SALD office, 455 Steger Student Life Center
    • Organizations must provide hand sanitizer at the table
    • Handouts are permitted, but must be laid on the table for students to grab, no hand to hand exchange is permitted
    • If a crowd starts to gather, it is the organization’s responsibility to disperse the crowd or end the tabling
    • At this time, SALD is not able to lend out tables to organizations. Some of the areas marked for tabling include a ledge or surface that can be used as a table.
    • In-person sales, including bake sales, are prohibited.
  • Banquets and Galas
  • Ceremonies and Award Programs
  • Dances or Similar Social Events

Student Organization Travel

University travel is limited to essential travel only. Student Organization travel is not considered essential and is prohibited until further notice.  Student Organization travel is considered to be any travel that is coordinated, advertised, or otherwise facilitated  by the student organization. Additionally, university funding will not be available for student organization travel.  Participation in, or coordination of, student organization sponsored travel may result in referral to Student Conduct and Community Standards. For additional information, please reference the Return to Campus Travel Policy.

Students traveling as individuals not affiliated with a registered student organization should reference the Return to Campus Travel Policy.

 

  • Destinations for off-campus travel / events should align with university recommendations for safety and social distancing. For instance:
    • Event spaces should align with on-campus social distancing norms.
    • Food services should align with on-campus food safety guidelines.
    • Space capacity should align with on-campus guidelines for density, etc. 

·       Prohibited through the end of spring semester.

Student Organization Funding

  • Allocated funding is available for events that meet social distancing guidelines as defined by Ohio and CDC health and safety guidelines. 
  • Funding is available for essential investments, virtual programming and retreats, and in-person programming that meets all university and RSO guidelines. 
  • At this time, eligible RSOs can submit budget requests for fall semester events only.
  • No funding will be provided for any travel-related expenses (including but not limited to vehicle rental, hotel stays, gas). 
  • Funding will only be provided for essential investments and any events held on-campus and/or virtually 
    • On-campus events are those that are held on UC’s Uptown West Campus or UC’s Medical Campus  
    • All events must follow all University guidelines and SALD guidelines and any in-person event at this time cannot have more than 10 people in attendance 
  • All funding for on-campus events must adhere to the University and SALD guidelines and will be funded at the discretion of the University Funding Board** 
  • UFB will not be providing funding for any food  
  • Yearly Allocation Cap: $1,500/org for the year
    • Funding can be used for any events and essential investments with no additional caps on types of funding for the 20-21 year
  • Operating Funds: $100/org for the year
    • Organizations wishing to purchase items that may be given to other members must be sure to follow all safety guidelines as well as track who was given the items for contact tracing purposes.

At this time there will be no appeals for the 20-21 academic year. All funding has been distributed to organizations so that each organization was able to receive a significant portion of their anticipated yearly allocation amount voted on by UFB for FY21. 

Feel free to email UFB at ufb@mail.uc.edu with any questions you have regarding funding or visit our CampusLINK page to view our weekly office hour events on how to meet with us virtually this year!

Student Organization Mail

  • Organizations with mailboxes should be checked weekly (at a minimum).
  • Information on package pick up will be provided later.

Accountability & Community Standards

Helping to mitigate COVID-19 transmission is a shared responsibility. Students who fail to adhere to COVID-19 policies and protocols may be subject to disciplinary action under the Student Code of Conduct. 

Resources & Moving Forward

The guidelines and suspensions of certain activities may be extended beyond Fall 2020 as a result of recommendations from Hamilton County Department of Public Health and the State of Ohio.

Additional detailed information for Fraternity & Sorority Life and Club Sports organizations will be emailed separately. 

If you have questions or concerns regarding your specific organization, please contact your organization advisor. Additional questions should be directed to the specific area of your question:

Campus Resources