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 the Fall of 2020 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.
Please be advised the Office of Student Development is currently open with limited staff. Some of the staff are working remotely, and some are on temporary leave and will return later in the fall. As a result, some services may be limited, and e-mail will be the best way to communicate with our staff. Complete updates on Stockton University's response to COVID-19 can be found here: https://stockton.edu/emergency-management/coronavirus.html.
Also check out our Virtual Programming page!
- As the University plans to return to campus for the fall 2020 semester with mixed methods of 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 real. 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 anticipate allowing small, in-person events with specific physical distancing modifications (i.e. spaced row seating) and following physical distancing protocols, such as required face coverings. Additionally, more robust staffing by Student Development staff, organization advisors and other operational staff may be used to assist with compliance with mandated protocols.
- All RSOs are encouraged to hold online/hybrid events and meetings whenever possible.
- All in-person events and meetings will be limited by the size of the meeting/event
space and will be held in compliance with current physical distancing and other health
and safety guidelines.
- ESCCO staff are developing new physical distancing modifications and diagrams of meeting and event spaces.
- Most spaces for meeting and events will already be modified for maximum safe occupancy restrictions. Therefore, adjustments to meeting and events spaces will be permitted on a very limited basis.
- 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.
- 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, there will be a reduced number of in-room attendees allowed in each location. As a result, RSOs 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 also 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 must be in place for all indoor events. There are several acceptable methods, but we suggest that RSOs use the process available inside the OspreyHub.
- In addition to online check-in methods inside the OspreyHub, we are pursuing standing iPad holders that will allow card swiping. 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.
- 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.
- Food at events must be pre-packaged or served directly by catering staff (not by event organizers or volunteers).
- Sale of homemade baked goods & other food items is currently prohibited. However, we will allow RSOs to sell commercially, pre-packaged food items (i.e. candy bars, pre-packaged snacks). Chartwells authorization must be provided.
- Currently, we anticipate allowing short local trips that meet health guidelines. We will evaluate each plan when it is presented on a case-by-case basis.
- Everchanging guidelines for businesses and transportation make it difficult to predict what will be allowed.
- Outdoor trips with safe transportation, such as whale watching, zoo trips, hiking and camping, are more likely to meet health and safety guidelines.
- 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 on campus. The traditional
locations located in eating areas and hallways do not accommodate physical distancing.
- ESCCO has built new diagrams in several “less traditional” outdoor spaces to give more options for clubs and organizations to utilize space.
- When possible, tabling will use “double stacked tables” to accommodate physical distancing.
- Tabling will be limited to one person at a time per side (1 “worker” and 1 “customer”)
- Space for meetings and other small gatherings will be limited due to conflicts with academic scheduling.
- All Organizational meetings must be conducted virtually unless an in-person meeting is necessary and approved by Student Development Advisors or has less than 10 attendees. All social distancing protocols must be followed in any in-person meetings.
- 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.
- Most offices used by clubs will have a posted occupancy of 1 person. 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. Groups may use University signage or customize their own if it is consistent with University signage.
- 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.”
- Continued non-compliance should be documented for Student Development and reported to Care and Community Standards.
- 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 no indoor athletic activities or indoor athletic facilities will be available during the month of September. Reservations may re-open after re-assessment of 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 not being approved, but 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
not being approved for indoor events.
- Limited participation outdoor events may be approved with extra safeguards and distancing.
- Sponsor risk management plans should include as many of the following considerations
- 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.
- Stockton University Return to Campus Webpage
- New Jersey COVID-19 Webpage
- New Jersey Governor's Executive Orders
- New Jersey Department of Health - COVID-19 Public Health FAQ
- Stockton University Code of Conduct Information & Reporting Information
- New Jersey Reopening Guide to In-Person Events (including numbers allowed)
- Risk Assessment Chart of Common Activities [Texas Medical Association]
- New Jersey Department of Health Guidance for Sports
- Office of Student Development Standards of Practice