Guidance for Spring 2021

Last updated January 5, 2021

Regional Student Organization Operations and Procedures for Spring 2021

Student Organizations include all Registered Student Organizations, Affiliated Student Organizations, Fraternity and Sorority Chapters, and Sport Clubs

As a result of Miami University’s COVID-19 Response Plan and the Stay Safe Ohio Information in place regarding physical distancing and size of gatherings, all Student Organization activities and events will be modified and potentially suspended for the Spring 2021 semester.  Each event request and registration will be reviewed to identify questions or possible conflicts with The University’s Plan and the Ohio Orders. Room capacity and availability will be limited and restricted due to physical distancing and sanitization requirements. We are providing guidance and resources to help students and Student Organizations engage and build community and a sense of belonging while still observing the requirements of our community standards and social contract (to be released mid-July). Listed below are some resources and specific examples of activities and events that should be modified and potentially suspended for the spring 2021 semester. Event restrictions will be evaluated on or around March 15, 2021. As weather conditions allow and COVID-19 Stay Safe Ohio recommendations change, Student Organization Operations and Procedures will be updated accordingly.

Features in The Hub that can help with information communication and ALL student organization Activities and Events

  • The Signed, Sealed, Delivered newsletters and Student Activities and Cliff Alexander Office of Fraternity and Sorority Life website will be updated as information becomes available regarding activities, events, and organization operations.

Incoming Virtual Fair Options

  • CampusLabs (creator of The Hub) is releasing a virtual student organization fair option. We will be using this to provide access to some traditional programming in a virtual format.
  • Student organizations that do not want to participate in face to face recruitment efforts or ROSA Student Ambassador meetings may use this resource for student organization activities. All ROSA Student Ambassador Meetings will be virtual through March 15, 2021.

Hub Event Form

  • Any changes that should be made to a meeting or event will be updated through the form and student organizations will be notified.

Campus Labs Event Check-in

  • Allows attendees and members to record attendance without the use of a swipe reader.
  • Card swipe reader use remains suspended for spring 2021 until March 15, 2021. Use of card readers will be evaluated at that time and may be reinstated.

Procedures for ALL Student Organizations 

Office Hours 

  • Based on office space size, occupancy adjustments and structure, the ROSA Clubhouses (JHN129/SCH122) will be used for ROSA Office space this spring and is not reservable for student organizations during this semester.
  • ROSA Ambassador meetings to discuss Regional Red Brick Rewards, the Hub, registration processes and more will be available for remote access and can be scheduled ahead of time through the ROSA entity account calendar.

Student Organization Mail and Storage

  • Mail access will continue but will be different.
    • Mail and packages that are delivered to the ROSA suites will be campus mailed to the organization advisor’s office and an email will be sent to both the organization president and advisor letting them know as such.
  • Organization storage will continue but will be different:
    • Hamilton: Organization lockers in Schwarm will be spread out to allow for more social distancing between organizations.
    • Middletown: Organizations will be given an opportunity to move their items from the ROSA Clubhouse (JHN129) to a locker on the 1st floor of Johnston Hall.

Student Organization Meetings

  • Should be conducted with 6’ of physical distancing in mind and the option of virtual participation for members who are not comfortable attending a face to face meeting is recommended. Any meetings with a requirement that members attend should have a virtual option. 
  • An attendance list (can be kept virtually through the HUB) of all who attend a face to face, in person meeting or event should be kept for at least six weeks post event.  It does not have to be submitted but should be available in the event there is a need for contact tracing.  Student organizations are encouraged to use the Event Check-In tool through the HUB.
  • All in-person attendees must wear face coverings.
  • Room capacity reductions will restrict the number of members who can be in a space for face to face meetings.
  • Groups should consider hosting meetings/practices virtually or in smaller groups in spaces that allow for physical distancing.
  • Groups should make sure members and guests know that if they are sick they should not attend face to face activities, events, or meetings.
  • Groups should provide the following information to all members regarding appropriate action steps if a member reports being ill/sick and/or may have been exposed to COVID-19: If you are experiencing COVID-19 symptoms or if you need to be tested based on potential exposure, please contact your primary care provider or Student Health Services at 513-529-3000. You may be instructed to come in for an appointment or go to another designated testing site. If you need emergency care, you should contact 911 for ambulance transport to TriHealth’s McCullough Hyde Memorial Hospital or the nearest emergency department.

What is Miami’s process when a student has a positive test?

  • The student will immediately be required to isolate, either at their permanent address, off-campus residence or designated on-campus isolation space. Contact tracing will be conducted in collaboration with the Butler County General Health District for the Oxford campus and appropriate local health departments for the Regional Campuses in the event a student, faculty, or staff member tests positive for COVID-19. Close contacts may be asked to quarantine or isolate for at least two weeks, and medical professionals will determine if testing is recommended.

Will students have access to services from Student Health and Student Counseling? 

  • Yes. Student Health Services (SHS) and Student Counseling Services (SCS) will continue to offer both face-to-face and tele-appointments to all eligible students. Students not physically residing in Ohio are not eligible for counseling services at SCS (due to state law), but SCS can assist those students with identifying appropriate care and those students can receive care from the HOPE Line at 855-249-5649.

Card Swipe Readers

  • Will no longer be used to track attendance and the HUB Event Check In process should be used instead.

Face Coverings/Masks/Face Shields

  • Student Organizations should require face coverings for all events and activities that take place indoors, or those outdoors where physical distancing will be difficult to maintain. Physical distance requirements are at least 6 feet between individuals.
  • Some members may not be able to wear a face covering and this should not prohibit participation.  Please provide a virtual participation opportunity when possible.
  • Students with a documented exemption (provided through the Miller Center) may participate in face to face activities without a mask or face covering but should still practice physical distancing of at least 6 feet of space between themselves and others.
  • Face Shields are an alternative for Sneeze Guards when mobile or in an area where a sneeze guard barrier is not possible.  Sneeze Guards and Face Shields should be used in addition to an additional face covering whenever possible. When solely using a face shield, it is important to maintain physical distancing. A face shield is NOT a substitute for a facial covering.

Tabling

  • Will be restricted to one host/member and one guest at the table at a time.  
  • Tabling will NOT occur in traditional tabling spaces due to social distancing guidelines. The tabling space for the 2021 spring semester is as follows and will be reflected in the reservation formstack:
    • Hamilton: Coffee Shop nook
    • Middletown: Old information desk nook
  • The table hosts are required to wear a face covering.

Bake Sales and Other Fundraising Activities

  • Sales hosted should operate similar to any tabling activity. One host at the table and one guest at a time.
  • Baked goods should be individually wrapped and only non-perishable items should be sold.
  • Host is required to wear a face covering and gloves.
  • Hand sanitizer should be available for guests and the host.
  • MUULA machines and Credit Card readers should be wiped with a sanitizing wipe between each transaction.

Student Organization Travel

  • No Miami university funds (including fee dollars) may be used to pay for any form of travel until further notice.
  • Conferences, Service Trips, Competitions or other organized activities outside of the State of Ohio are strongly discouraged, and may require students to self-isolate for two weeks upon return to campus.

Student Organization Activities that Bring Guests to Campus

  • Family or Parent Weekends, Alumni events, Conferences, Competitions, Performances, and similar events should be conducted with Stay Safe Ohio guidance and regulation of events in mind.
  • Due to capacity limitations within Johnston Hall, Schwarm Hall, Wilks Conference Center and other areas of campus, these events may not be hosted on campus.
  • Events that do meet the parameters of the Ohio Orders should be conducted with the health and safety of members, attendees, and the vendors/staff of the establishment in mind. (see Off Campus Events below)

Speakers and Guest Lectures

  • At this time, Guest speakers and lectures should be conducted as virtual events. No in person lectures or speakers are permitted.
  • Physical distancing seating are required for all attendees if there is a gathering to view the virtual event. Attendance sheets

Events That Bring Minors to Campus

  • Suspended for spring 2021.

Assistance Dog Socialization Activities

  • And other similar events are suspended for spring 2021.

Events where Participants Share, Pass, and Touch Objects

  • Events such as board or video game activities may be held if there is no physical exchange of controllers, game pieces, cards, dice, or other objects. Participants must have the ability to physically distance from other participants.

Performance Based Activities

  • In accordance with the Ohio Orders and Miami University’s plans for academic courses involving theater, singing, and dance, such activities are limited to the following:
    • No indoor events involving singing at this time.
    • Outdoor singing events are permitted if participants and attendees can appropriately physically distance themselves
    • Indoor theater or dance that does not involve singing may occur with 10 people or less participating and 6ft of physical distance between participants. Participants must wear facial coverings. Audiences can be no more than 10 people and must be physically distanced and wearing dace coverings.
    • 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 use, with no physical touching, or held virtually when possible.
    • Consider the use of outdoor space for practices where members and others can appropriately physically distance.
    • No shared objects such as microphones or props that are passed between participants should be utilized.
    • Follow room capacity requirements and seek the largest space available if your practice occurs indoors.

Dances

  • Due to physical distancing requirements and space/room capacity, all dances are suspended for spring 2021.

Banquets and Other Catered Events

  • Will be limited based on catering and building requirements. Recommendation that Banquets, philanthropy events, luncheon/dinner type events be suspended for spring 2021. Recommendation that banquets, philanthropy events, luncheon/dinner type events be suspended until after March 15, 2021.
  • Catering may be restricted regarding the number of people per round table and the type/style of service provided.  

Events/ Meetings in Special Event Spaces

  • Student Organizations will need to reach out to appropriate schedulers of special event spaces to discuss event/ meeting logistics at least 21 days (3 weeks) prior to their event to determine if the event can happen with the following information:
    • Expected Number of Attendees
    • Room Diagrams
    • Building Stewardship
    • Technology Needs
  • Contact Information Includes:

Events/Meeting in Classrooms and other Academic Space

  • AS OF AUGUST 18, 2020 Academic/Classroom space reserved through the Office of the Registrar is Unavailable for Student Organization use. This restriction will be evaluated after March 15, 2021.
  • The ability to utilize classroom or other academic space will be limited due to restricted space/room capacity in order to maintain physical distancing.
  • The availability of classroom and other academic space will be limited as a result of cleaning, deep cleaning, and sanitization protocols necessary to facilitate academic meetings and activities.

Large Scale Events and Campus Wide Activities

  • Events that have the potential to attract large numbers of attendees (100 or more people) should follow the Ohio Orders, city Ordinances, and Miami Campus Events processes regarding maximum number of indoor/outdoor event attendees.
  • Gathering for the purpose of the expression of First Amendment protected speech are not covered by the definition of a mass gathering for the Ohio Orders but should still comply with the Miami Campus Events process outlined here: Campus Events 
    • Large events should be held outside and in a space that encourages and permits physical distancing of 6 feet between individuals. 
    • When outside space is not compatible with the event, indoor space limitations regarding maximum capacity and the ability to physically distance must be followed.
    • Table hosts are required to wear a face covering.
    • Tables or stations should be 6 to 10 feet apart and occupied by 1 host and 1 guest at a time. When the event is taking place after dark, 2 table hosts may be present and should physically distance and wear a face covering.
    • Staggered attendance times are encouraged.
    • Handouts and giveaways should be limited to virtual options such as QR codes or other available applications. Giveaways should be single touch and distributed one at a time.  
    • Events that encourage attendees to gather closely together or touch shared objects such as inflatables, carnival rides, and games are suspended until March 15, 2021. Outdoor events of this nature will then be re-evaluated.

Off campus events hosted by Student Organizations, Fraternities/Sororities, Affiliated Student Organizations, and Sport Clubs

  • Student groups hosting off campus events are expected to follow the current Ohio Orders and city Ordinances regarding event location/attendance/activity.
  • At this time, Formals, Socials, Philanthropy Activities, Alumni gatherings, Mom and Dad weekends, and most large scale events that involve gathering at banquet or event centers are not permitted by the Ohio Orders.  As this changes, guidance will change.
  • Events that do meet the parameters of the Ohio Orders should be conducted with the health and safety of members, attendees, and the vendors/staff of the establishment in mind.
  • We ask our students to make good choices and encourage behavior that helps prevent community spread of COVID-19. Face coverings should be required and physical distancing should be encouraged.  Hand sanitizer and hand washing stations should be available.
  • Hosting an event at a private residence that brings large numbers of people together who do not live in the same residence is strongly discouraged as this type of event has been shown to be a source of rapid community spread. 

Organizations with Inter/National Affiliation and Membership, Fraternities/Sororities and all other Inter/Nationally recognized groups.

  • Clubs and organizations that have membership with a coordinating Executive or Headquarters Office are expected to observe the requirements of those organizations as it relates to meetings, activities, and events.
  • If there is a difference in requirements, organizations are expected to observe the most stringent requirements or guidance received regarding meetings, activities, and events.

Student Organization Advisor Guidance 

  • Student organization advisors should encourage the group and members to follow the guidance of the University and the State of Ohio regarding the prevention of spread of COVID-19.
  • Affiliated Student Organizations should follow the guidelines of the Departments that support them as well as RSO guidelines.
  • Encourage student members to be conscientious of the parameters of physical distancing and avoiding high risk activities and environments.
  • Make your level of comfort with face to face meetings with the group clear. If you prefer to meet with them through virtual means that should be an option. Please continue to meet regularly with organization leadership.
  • Face coverings are required for face to face participation unless there is a documented medical accommodation on file with the Miller Center.  
    • Help students understand the importance of wearing a face covering and physically distancing themselves when that is not possible.
    • Help students understand that some people cannot wear face coverings and should have virtual opportunities to participate.
    • Help students make thoughtful decisions about how to ask members or guests to wear a face covering. Help them think of ways to include members or guests that cannot wear a face covering or wish to participate virtually.

The guidelines and suspensions of certain activities may be extended beyond March, 15 2021 as a result of recommendations from Butler County Public Health and The State of Ohio.