Club and Organization COVID-19 Information

The Office of Student Development has been working on building a set of practices and gathering as much information as possible that will be affecting meetings, events and programs sponsored by Student Clubs and Organizations.  We will be using this page to post as much information as possible and keep it updated throughout the year.

Complete updates on Stockton University's campus safety protocols to reduce the impact of COVID-19 can be found here: https://stockton.edu/return/faq.html 

  • As the University plans to begin the fall of 2021 semester with a return to predominately in person instruction and significant numbers of students residing in campus housing - We anticipate a return to holding events on campus.
  • All events held by Registered Student Organizations (herein referred to as RSOs) must be approved by a Student Development Advisor. This includes in-person, online and hybrid events (see Student Development Website for Standards of Practice)
  • Adherence to all recommendations and mandates from national, state, local and campus health officials will be required at all events.  The COVID-19 pandemic is still causing illness and death.  Safeguarding the health and safety of the campus community during all events must be the number one priority.
  • As always, the academic and operational mission of the University will continue to receive priority over co-curricular activities.
  • Failure of an RSO to abide by the mandated health requirements at an event may result in loss of reservation/scheduling privileges, funding or other penalties.
  • We are expecting to be returning to in-person events with new normal capacities.  These events will follow COVID mitigating protocols, such as required face coverings, safe food handling, and potentially, more robust staffing by Student Development staff, organization advisors and other operational staff to assist with compliance with mandated protocols.
  • All groups are encouraged to hold online/hybrid events and meetings whenever possible.
  • All event policies will, at a minimum, follow all current campus policy, state/local policies etc, event sponsors at their comfort level may add additional safety protocols such as greater distancing, masks required for outdoor events, entrance or exit requirements etc.
  • All events and meeting will be limited by the size of the space with physical distancing set-up compliant with up to date recommendations. 
    • New set-ups and diagrams are available on ESCCO/R25 websites and will be adhered to as often as possible. 
    • Limited set up adjustments will be allowed in rooms as most spaces will be set for maximum safe occupancy.
    • Sanitizing/cleaning needs will also impact the ability to take rooms offline for moving furniture and will limit hours for all room reservations.
    • Current state and regional capacity information for events is located online.
    • Groups who wish to hold physically distant events with reduced capacity will be accommodated whenever possible but set ups may need to remain at larger capacity.
  • Room capacities must be strictly adhered to for all events.  Once an event is full, there will be no others admitted, even if some people leave the event.
    • Whenever possible, groups should use ticketing, RSVP lists or other methods for students to sign-up in advance for events and large meetings due to limited seating and to avoid lines.
    • Whenever possible, streaming video and take-away materials should be made available for those individuals who cannot or choose not to attend a meeting or event in person.
  • Use of Student Activities Fees (SAF) for hybrid and online events.
    • There is no change to use of fees for activities and events, and the overall budget has not been reduced.
    • In general, not all students will be on campus daily, so RSO's using SAF should do their best to make ticket distribution equitable/available for all students (i.e., well-advertised, not limited to club members, etc.)
    • RSOs using SAF should be mindful to allow for virtual attendees by streaming and making materials available online or for pick up.
    • Any prizes or giveaways should be equally available for face-to-face and virtual student attendees. Online prize receipts are available on the OspreyHub.
  • Attendance Monitoring and Contact Tracing
    • An attendance tracking system should be in place for all indoor events.  There are several acceptable methods, but we suggest that RSOs use the process available inside the OspreyHub.
    • Student Development has standing iPad holders that will allow low contact card swiping.  We also have online check in methods inside the OspreyHub.  We will train leaders on how to use these tools.
    • Please keep records of “in person” attendance and “virtual attendance” for future potential contact tracing. 
  • Outdoor Events
    • We understand that it will be difficult to monitor attendance and adherence to physical distancing at outdoor events without a designated fenced-off area.  Flexibility must be used for these events.
    • Facecoverings are suggested for all outdoor events where physical distancing will not be used.
    • Alternative locations for inclement weather will not be reserved; we do not have the space for holding multiple locations for events.
    • We understand that outdoor events will become undesirable option the weather gets cold.  There are no specific dates set to move all events indoors.
  • Chartwells Catering is building safer systems for food at events on campus.
    • All food safety decisions will be made by Chartwells management on the Galloway Campus.
  • Bake Sales and any distribution of food by students must be approved by Student Development and Chartwells.
  • Due to University safety and Purchasing protocols we suggest making catering plans three to four weeks prior to any event.
  • Currently, we anticipate allowing trips that meet health guidelines.  We will evaluate each plan when it is presented on a case-by-case basis.
  • Travel may be approved only if COVID safety protocols are the same or similar as an on campus event.
  • Vaccines will be required by the University to be eligible for any travel.  Any students, faculty and staff who are exempt for medical and/or religious reasons may not be eligible to travel.
  • Typical modes of transportation such as Campus Shuttle and Vans may be very limited due to availability during the semester.
  • Third party transportation companies are allowed and will be reviewed to ensure compliance with current distancing guidelines.
  • Tabling will be allowed but restricted to new locations as some traditional locations on campus will not accommodate physical distancing in eating areas and hallways.
    • ESCCO has built new diagrams in several “less traditional” outdoor spaces to give more options for clubs and organizations to utilize space.
    • Tabling when possible, tabling will use physical distancing.
  • Space for meetings and other small gatherings will be limited due to conflicts with academic scheduling.
  • It is generally understood by reading “Robert’s Rules of Order” that electronic meeting attendance is allowed at meetings.  Further, if a voting member can be heard and hear the meeting, their vote should be recorded, and they should be considered present at the meeting.
    • Voting can happen live via roll call voice votes or by using the chat feature of electronic meeting software.
    • Student Development can help set this up prior to a meeting.  Please talk to your Student Development Advisor for more information.
  • Special care should be used to make sure club and organization offices are not contributing to the spread of any virus.  Please limit exposure and clean club offices often. Mask guidelines must be followed if not alone in office.
  • Most offices used by clubs will have a posted maximum occupancy.  Groups found to be using office space above their rated occupancy may lose officer privileges either temporarily or permanently.
  • Meetings, activities and group projects should not be done in the office to ensure capacity numbers are not exceeded.
  • When students hold events with face-to-face components, we will rely on and empower the leaders of the organization to craft and monitor physical distancing protocols specific to the event and use good judgment if plans need to be adjusted.
  • Student Development staff will assist in the planning and marketing of specific event protocols but will not be able to cover every event in person.
  • Clear signage should communicate all event-related protocols and be consistent with University protocols. For example, RSOs may use “Face Covering required for entry” or “please sit only in seats marked as available” signs and traffic pattern arrows etc.  Groups may use University signage or customize their own if it is consistent with University signage. 
  • External Visitors must complete the guest registration/health pledge prior to attending the event.  Event marketing should include this if organizers are expecting/inviting external visitors.
  • If a student or guest is non-compliant with event or campus protocols, we expect and empower the leadership of the organization and/or event managers to confront the non-compliant person in a positive and respectful manner.
  • Masks and other supplies (hand sanitizer, cleaning products, etc.) will be available on campus and should be used and suggested to any non-compliant guest to educate them on event protocols.
  • Student Leaders should not be overly confrontational to non-compliant attendees. For example, student leaders can use an educational approach such as asking the following questions or making the following statements:
    • “Hello. Did you forget your mask? If you did, there are some available at the campus center info desk” or
    • “If you are unable to wear a mask, we have a live video feed you can watch from outside the room.”
  • Special care must be used when planning activities in which physical distancing is difficult or impossible and/or the effectiveness of safety measures cannot be maintained (e.g., singing without masks, dancing, athletic activities, etc.).
  • Each activity will be assessed on a case-by-case basis. Some activities will not be approved, and some activities may need to be altered before approval.
  • It should be noted that currently indoor athletic activities are being guided by NCAA and confrence policies, and may not match total campus guidelines.  Reservations are open for athletic spaces but will be limited to meet NCAA and other after state guidelines. 
  • Each sponsor must present a risk management plan to reduce the risk of the event to Student Development 14 days in advance of the proposed event. Once approved, the participants must adhere to the plan.  Groups that diverge from the risk management plan in unnecessary ways may lose campus privileges.
  • Currently Fall travel and intercollegiate competitions are being approved, and campus groups are being allowed to practice and prepare for future competitions.
  • Currently singing, yelling, horn playing, theater, poetry reading and other activities that cause major increases in aerosol droplets and potential virus transmissions are being approved for indoor events with extra safeguards and distancing. 
  • Sponsor risk management plans should include as many of the following considerations as possible:
    • During an event, onsite leaders should be identified to help remind  attendees, coaches, players and guests about physical distancing measures.
    • The use of signs, tape and physical barriers can be used to assist with guiding social distancing requirements.
    • To the extent all students, staff, parents and visitors are permitted to attend events as spectators, they are required to wear a cloth face covering and follow social distancing guidelines.
    • Participants are encouraged to wear a mask during downtime but should not wear a mask during periods of strenuous physical activity.
    • Any equipment sharing should be limited.
    • All shared objects must be cleaned and sanitized at the end of each event and in between uses.
    • Participants must bring their own water bottles, event specific equipment and PPE to the event.
    • Participants should self-evaluate their health prior to any event. If an individual has COVID-19 symptoms, they cannot participate in activities.
    • Organizers are required to divide larger groups/teams into smaller groups and stagger practices at different times or across different days to reduce the potential exposure.
    • If possible, any non-essential visitors, spectators, staff, volunteers, guest coaches, vendors and other attendees should be limited.
    • Each facility that would be used for higher risk activities should post signage in highly visible locations with reminders of social distancing protocols, face coverings requirements and hygiene practices.
    • Hand sanitizer, disinfecting wipes and soap and water, or other sanitizing materials should be readily available at any entrances, exits, benches, restrooms, locker rooms and any other area prone to gathering or high traffic.
    • There should also be routine disinfecting and sanitizing at the facility, particularly of high-touch areas.
  • For more information about the NJ Health Department guidance for sports activities or assessing risk levels of different activities, please see appendix #7 and #8.

Note: For information covering Club sports, Intramurals, or NCAA sports please refer to Stockton University Athletics materials. 

  • Fraternities/Sororities are expected to follow the same guidelines as clubs and organizations.
  • Recruitment/Membership Intake is supported and encouraged, following all guidelines.

Resources