Office of Leadership, Engagement, Activities and Peer mentoring
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Office of Leadership, Engagement, Activities and Peer mentoring
Virtual Engagement Opportunities
University Events office: Guidelines for Event, Meeting, and Gathering Planners
Classrooms and Public Conference Rooms with Video Conferencing Equipment
Guidelines and Expectations for Student Club and Organization Activities, Events and Programming
The division of Student Affairs at Northern Arizona University has prepared these guidelines to help student clubs and organizations prepare for activities, events, and programming during the coronavirus disease 2019 (COVID-19) pandemic. Guidelines are based on current local risk assessment including rate of community transmission of COVID-19 and related CDC recommendations. These conditions and criteria may change as the situation evolves.
Guidelines and expectations by type
Virtual Events, Meetings, Gatherings Accordion Closed
Zoom is the preferred platform for hosting virtual activities, events, and programming. Please schedule your virtual events through nau.edu/zoom
Clubs resources page for virtual operations: www.nau.edu/leap/virtual
Reminder: Submit all events & meetings (even virtual) through True Blue Connects
- Consider the capacity limitation of zoom (300 max), and event hosts may want to consider additional broadcasting alternatives/options (YouTube Live, Facebook Live, Google Meet, Discord).
- Enable the Waiting Room feature which allows Administrators to monitor who is joining the room and proactively admit participants into the session
- Use a welcoming PowerPoint displaying virtual event standards and expectations when participants join the event which includes the following language:
- Welcome to the event
- A virtual sign-in sheet (if needed)
- Language that our student code of conduct applies
- Disable videos until the Administrator is ready to start the meeting and is comfortable with those in attendance
- When you are setting up your meeting, select ‘Only Host Can Share Screen’ to prevent non-members from sharing inappropriate information with our students.
- Passwords are required to join events
- Disable “Join before host”
- Disable “Allow removed participants to rejoin”
- Disabling screen share options from others
Additional options for hosting virtual events:
- Laptops may be available through the Cline library
- NAU Flex audio/visual kits are available for checkout
- If needed, Student Affairs can lend production kits to assist in top-notch virtual programming.
Kit includes wireless mic, tripod ring light w/ cell phone mount
On-campus Events, Meetings, Gatherings Accordion Closed
Student Clubs and Orgs. should adhere to the following guidelines to protect the health and safety of event attendees and reducing transmission:
Event size: 10 or fewer people (Including host)
- Signage should be posted at the entry to event explaining safety precautions (will be provided at the venue) including:
- If you are feeling sick, please stay home.
- Use hand sanitizer upon entering and leaving this event
- Avoid touching your face, eyes, nose, and mouth
- Please wear a cloth face cover
- Maintain a physical distance of at least 6 feet
- Cover coughs or sneezes with a tissue
- Face covers should be worn and hand sanitizing stations and tissues be present for event attendee use
- For Student Clubs/Orgs; Student Affairs can assist with PPE supplies
- Observe the expected appropriate physical distancing of at least 6 feet
- Arrange the physical meeting space in such a way as to ensure seating is at least 6 feet apart
- Ensure venue capacity can accommodate the needs of the event purpose, allowing for expected physical spacing between participants
- Avoid the use of any items that may be shared or touched by multiple individuals such as, but not limited to: pens, pencils, clipboards, papers, games, cards, utensils, etc.
- Consider vulnerable individuals by providing accessible and equal engagement opportunities using technology
Reminder: Submit all events & meetings (even virtual) through True Blue Connects
Off-campus Events, Meetings, Gatherings Accordion Closed
Student Clubs and Orgs. should adhere to the following guidelines to protect the health and safety of event attendees and reducing transmission:
Safety Considerations
- Limit congregation of groups of no more than 10 persons. 1
- The more people an individual interacts with at a gathering and the longer that interaction lasts, the higher the individual’s potential risk of becoming infected with COVID-19 and then spreading COVID-19 to others.2
- The higher the level of community transmission in the area where the gathering is held, the higher the risk of COVID-19 spreading at the gathering.
Other safety items to consider:
- If sick, guests should stay home
- Host your gathering outdoors, when possible. If this is not feasible, make sure the room or space is well-ventilated (for example, open windows)
- Maintain physical distancing by reminding guests to stay 6 feet apart and also by placing chairs and tables at least 6 feet apart.
- When guests arrive, minimize gestures that promote close contact. For example, do not shake hands, high five, elbow bump, or hug. Instead wave and verbally greet them.
- Wear cloth face coverings. Consider having extras on-hand for people who may have forgotten them.
- Consider providing hand sanitizer at multiple locations
- Provide cleaning supplies and encourage guests to clean high touch items before and after use
- Provide paper towels in the restroom so guests do not share a towel
- Encourage guests to bring their own food and drinks that only they handle
- If preparing food, limit number of people around food prep area
- Keep an accurate record of who attended the party to help with communication if someone later tests positive for COVID-19
Reminder: Submit all events & meetings (even virtual) through True Blue Connects
1https://azgovernor.gov/sites/default/files/requirements_for_businesses_0.pdf
2https://www.cdc.gov/coronavirus/2019-ncov/downloads/community/COVID19-events-gatherings-readiness-and-planning-tool.pdf
Expectations for potential close contact activities
Due to potential close physical contact Accordion Closed
These expectations should be adhered to in efforts to limit the spread of COVID-19. These expectations are subject to change based off current state and national health and safety guidelines.
- Continue to train, workout, teach dance routines virtually over zoom or other platforms, be creative!
- Limiting in-person activities to 10 people or less, maintain physical distancing and wear masks.
- Limit the use of equipment between participants and sanitize after each use.
- Competitions and practices where physical distancing cannot be maintained are not allowed.
The University Recreation Sport Clubs Program will suspend operations for the Fall 2020 semester.
- This decision, based on current public health guidance, has been made for the safety of our students and the Lumberjack community.
- No fees or registrations will be collected in regard to the Sport Club Program.
- No official events, travel or practices that include a sporting or competitive element will be allowed.
- Team meetings of non-competitive or training nature are allowed.
- NAU hopes to resume operations in Spring Semester 2021.
The risk of COVID-19 spreading at events and gatherings increases as follows:
- Lowest risk: Virtual-only activities, events, and gatherings. (expected first choice)
- More risk: Smaller outdoor gatherings in which individuals from different households remain spaced at least 6 feet apart, wear cloth face coverings, do not share objects, and come from the same local area (e.g., a community, town, city, or county).
- Higher risk: Medium-sized in-person gatherings that are organized/laid out to allow individuals to remain spaced at least 6 feet apart, some wear cloth face coverings and some come from outside the local area (e.g., a community, town, city, or county).
- Highest risk: Large in-person gatherings, especially indoors where it is difficult for individuals to remain spaced at least 6 feet apart, do not wear cloth face coverings and travel from outside the local area. (not recommended)
Visit this online COVID-19 Event Risk Assessment Map to assess the risk of someone with COVID-19 attending various sized events in your area: https://covid19risk.biosci.gatech.edu/