Guidance for Fall 2020

Page updated on August 14, 2020. Updates to package pick up procedures and event attendance limits. 

Page updated on August 18, 2020. Updates to use of Academic/Classroom space for Student Organizations.

Page updated August 26, 2020. Updates to Performance Based Activities.

Page updated September 1, 2020. Updates to Tabling.

Page updated September 23, 2020. Updates to Large Scale Events and Table Tent Policy.

Page updated October 12, 2020. Update to add Security for Virtual Events and Meetings 

Student Organization Operations and Procedures for Fall 2020 

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 guidance of the State of Ohio regarding physical distancing and size of gatherings, all Student Organization activities and events will be modified and potentially suspended for the Fall 2020 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. Listed below are some resources and specific examples of activities and events that should be modified and potentially suspended for the fall 2020 semester.

Resources for Student Organizations

Incoming Virtual Fair Options

  • Hosted on The Hub Sunday, August 23, 2020.
  • Student organizations can sign up by visiting the group's page and clicking on Manage Organization.
  • Instructions for registering were sent via email to all student organization presidents.
  • Student organizations that do not want to participate in face to face recruitment efforts or SEAL Ambassador meetings may use this resource for student organization activities.

Campus Labs Event Check In

  • Allows attendees and members to record attendance without the use of a swipe reader.
  • Card swipe reader use is suspended for fall 2020. 

Student Organization Operations and Events

Office Hours 

  • Based on office space size and structure, occupancy will be limited and in some cases will be 1 member/student at a time. Office hour requirements may be reduced.
  • No visitors in offices where only one person can be in the space. 
  • Occupants must clean/ wipe down surfaces before and after use. 
    • Sanitizing spray and paper towels will be stocked by Armstrong Student Center (ASC)
  • Organizations need to communicate with their office mates when they plan to be in the office and maintain an office hours schedule.We expect organizations to work together and provide for fair and equitable sharing of office space. 

Student Organization Packages and Mail

  • Mail and package pick up will continue but will be different.
  • All packages delivered to Student Activities and the Cliff Alexander Office of Fraternity and Sorority Life will be brought into the main office suite, 2026 Armstrong.
  • You or your organization will be notified by email that the package is available for pick up.
  • You will be able to pick up packages between 8:00 am and 5:00 pm Monday through Friday.
  • You will need to check in with a student in the Leadership Library of Armstrong or call the office phone number listed on the door to the suite in order to retrieve your package.
  • It is suggested that you make an appointment for package pick up to ensure that someone is available to assist you.
  • Mailboxes will remain outside of the office in the Leadership Library; please check these at least once a week.

Student Organization Meetings

  • Should be conducted with 6 feet 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 sheet (can be kept virtually on 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 to anyone but should be available in the event there is a need to conduct contact tracing.
  • 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. At this time, no on-campus meetings or events larger than 10 people should be conducted or will be approved.
  • 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.

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 distancing requirements are at least six 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 six feet of physical distancing.

Tabling

  • Will be restricted to one host/member and one guest at the table at a time during daylight hours. If the event occurs after dark, two members of the organization may be present but must maintain 6 feet of physical distance.   
  • Tabling will NOT occur in Armstrong Student Center in order to comply with physical distancing in a high traffic area.
  • Tabling will be limited to three tables each on Joslin and East Court Terrace.
  • The table hosts are required to wear a face covering.

Table Tents 

  • Suspended due to cleaning protocols and to eliminate multiple touch items.

Bake Sales and Other Fundraising Activities

  • Sales hosted in Armstrong, on the Terraces, at the Phi Delt Gates, at the Farmer Gates, or at the HUB should operate similar to any tabling activity with one host at the table and one guest at a time during daylight hours. If the event takes place after dark, a group may have two hosts at the table but must maintain 6 feet of physical distance from one another.
  • 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.
  • In-State travel will be reviewed on a case by case basis.

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. This impacts number of guests or attendees that may gather, how a venue may serve guests, and what activities are permitted in certain establishments.
  • Due to capacity limitations within Armstrong Student 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 held as virtual events. No in person speakers or lectures are permitted.
  • Physical distancing seating and face coverings are required for all attendees if there is a gathering to view the virtual event. Attendance sheets should be maintained. At this time, attendance is limited to 10 people.

Events That Bring Minors to Campus

  • Suspended for fall 2020.

Assistance Dog Socialization Activities

  •  And other similar events are suspended for fall 2020.

Events where Participants Share, Pass, and Touch Objects

  • Suspended for fall 2020.  
  • 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's plans for academic courses involving theater, singing, and dance, such activities are limited to the following:
    • No indoor activities 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 6 feet of physical distance between participants. Participants must wear facial coverings. Audiences can be no more than 10 people who are physically distanced and wearing facial 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, use of face coverings, and no physical touching; practices should be 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 fall 2020.

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 fall 2020.
  • Catering may be restricted regarding the number of people per round table and the type/style of service provided.  

Events/ Meetings in Armstrong Student Center

    • Student Organizations will need to reach out to Lauren Brassfield to discuss event/ meeting logistics at least 21 days (3 weeks) prior to their event to determine if the event can happen.
      • Expected Number of Attendees
      • Room Diagrams
      • Building Stewardship
      • Technology Needs

Events/Meeting in Classrooms and other Academic Space

    • As of August 18, academic/classroom space reserved through the Office of the Registrar is unavailable for student organization use
    • The room/space may appear to be available but all requests by student organizations will be denied
    • Access for student organizations to academic/classroom space will be re-evaluated once students physically return to the residence halls 

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 regarding maximum number of indoor/outdoor event attendees.
      • Any event with 100 or more people in attendance must go through the Campus Events planning process and include a COVID-19 compliance plan for face coverings and social/physical distancing. An attendance sheet should be maintained (this can be done virtually through The Hub) and available if needed for contact tracing. At this time, no on-campus meetings or events larger than 10 people should be conducted or will be approved.
      • 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.  
      • 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 for the fall 2020 semester. 
    • Gatherings 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

Security for Virtual Events and Meetings

In September, a group of unidentified individuals made lewd, derogatory and sexual remarks toward student in a virtual organization meeting. The aggressors were not believed to be Miami University students, but were uninvited guests that had accessed the meeting through a link made public on The Hub.

We would like to provide you with the tools you need to have the most secure virtual meetings as you continue to engage with your organizations this semester. Please follow the instructions below for creating secure meeting links for your virtual meetings and events:

  • The Hub: Under “Event Visibility” at the bottom of the first page of your event submission, you are asked who you want the event shown to. Default is “The Public.” You can switch this to “students and staff at the Hub” or “organization members.” We suggest one of these privacy settings over Public for virtual meetings or events.
  • Zoom & WebEx: Use a password for your meeting and share it with those interested in attending through a group chat, email, etc. Ask for RSVPs for those not in your organization (example: for an info meeting). Please visit this link to learn more about keeping unwanted guests out of your Zoom meetings. Please visit this link to learn more about securing your WebEx meetings.
  • Google Meet: This option does not allow setting a password; you should only use this for meetings you are comfortable being open/the link is shared privately only. Not for public posting.
  • Other Services (Discord, GroupMe, Slack, etc.): These services are not through Miami and are not password secured if you share an invite, so you should only share with people you know you want to join.
If you would like to walk through making your meeting more secure with a staff member in our office, please reach out to StudentActivities@miamioh.edu to schedule a meeting.

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 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 Fall 2020 as a result of recommendations from Butler County Public Health and The State of Ohio.