Last updated March 15, 2021

Student Organization Operations and Procedure for Spring 2021:

Student Organizations includes all Registered Student Organizations, Departmental Student Organizations, Fraternity and Sorority Chapters, and Sport Clubs

The policy and procedure for Student Organizations will likely continue to change beyond March 15, 2021 through all of Spring 2021.  This document will be edited as needed through the Spring 2021 semester.  Policy and procedure for Fall 2021 will be provided after July 1, 2021 and as the conditions of the Pandemic and guidance from Public Health officials change.

As changes occur regarding attendance and capacity limits as well as types of permitted events the policy and procedures will change.  Physical facilities require two to three weeks' notice, depending upon the complexity of the event, in order to accommodate the event planning and risk management process.

As a result of Miami University’s COVID-19 Response Plan and the Responsible Restart Ohio and Education and Sector Requirements 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 Responsible Restart Ohio guidance.  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 pledge.  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 Responsible Restart Ohio guidance changes, 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:

• ROSA Ambassadors
  • Student organizations that do not want to participate in face to face recruitment efforts or ROSA Ambassador meetings may use this resource for student organization activities. All ROSA Ambassador meetings will be virtual through March 15, 2021.  You can schedule an appointment here.
• 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.
• The Student Activities newsletters and website will be updated as information becomes available regarding activities, events, and organization operations.
• Campus Labs Event Check-in
  • Allows attendees and members to record attendance without the use of a swipe reader.

ALL Student Organizations 

• Student Organization Packages and Mail
  • Mail and package pick up will return to the ROSA suites.
  • Mailboxes should be checked regularly/weekly at a minimum.
  • When packages are received, you will be contacted via email with a request for you to provide a time when you’d like to pick up your materials. Once a time has been agreed upon, the package will be placed in a designated pick up location in the ROSA suites.
• Student organization meetings:
  • Should be conducted with 6’ of physical distance 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 and outdoor 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 the maximum indoor occupancy for Student Organization activities and events is 10.
  • Groups should consider hosting meetings/practices virtually or in smaller groups in spaces that allow for physical distancing.
    • Multiple meeting rooms can schedule at the same time.
    • Space can be used to record or host live activities that can be shared virtually through various platforms.
  • 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 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 Counseling Services 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 (due to state law), but counseling services can assist those students with identifying appropriate care and those students can receive care from the HOPE Line at 855-249-5649.

Face coverings/Masks:

• 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 Regional Disability Services 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.

Tabling:

• Will be restricted to 10 people including guests around the table at a time.  Organization members and guests must maintain 6 feet of physical distance.  
• Table locations are available in both Johnston (Middletown) and Schwarm (Hamilton) Halls.
• The table host(s) is required to wear a face covering and should ask all guests to do the same.

Bake sales and other fundraising activities:

• Sales hosted should operate similar to any tabling activity.  
• Baked goods should be individually wrapped and only non-perishable items should be sold.
• Host is required to wear a face covering.
• Hand sanitizer should be available for guests and the host.
• Please set up an EMarket account for collecting funds. Instructions can be found in the officer training site.

Student organization travel:

• No Miami university funds (including fee dollars) may be used to pay for any form of student 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 Responsible Restart Ohio guidance, City of Middletown/Hamilton Ordinances, and regulation of events in mind. (this impacts numbers of attendees or guests that may gather, how a venue may serve guests, and what activities are permitted in different establishments).
• Due to capacity limitations within areas of campus, these events may not be hosted on campus.
• Events that do meet the parameters of the Responsible Restart Ohio and local ordinances should be conducted with the health and safety of members, attendees, and the vendors/staff of the establishment in mind. (see Off Campus Events)

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 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 spring 2021.

Assistance Dog Socialization Activities:

• And other similar events are suspended for spring 2021
• THIS MAY CHANGE AS OUTDOOR EVENTS GUIDANCE CHANGES

Performance based activities:

• In accordance with the Responsible Restart Ohio guidance 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, face coverings are required.  The capacity of the outdoor location/space determines the number of participants and attendees.  Please contact Physical Facilities for guidance.
• 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 face coverings.
• As the Responsible Restart Ohio guidance changes 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.
• Plans for using microphones should include sanitizing between users.
• 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, Dances are suspended for spring 2021.

Banquets and activities that require catering: 

• Responsible Restart Ohio guidance may change the availability of on campus facilities and service.  This section will be updated as needed.
• At this time, Banquets, Dinners, Philanthropy activities and similar events cannot be scheduled. 

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.

Events and activities held outdoors:

• Parameters and instructions on how to reserve outdoor space will be released soon.
  • Attendance will be determined based on the size of the space and the ability of attendees to physically distance themselves.
  • Masks will be required for outdoor 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 Responsible Restart Ohio, Oxford Ordinances, and Miami Campus Events process (see link below) regarding maximum number of indoor/outdoor event attendees.
• 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 
  • 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. 
  • 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
  • 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 be evaluated and may change as Responsible Restart Ohio guidance changes. 

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

• Student groups hosting off campus events are expected to follow the current Responsible Restart Ohio guidance, Hamilton/Middletown Ordinances, local ordinances (if outside of these cities) 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 limited by attendance/capacity and activity restrictions. 
• Events that do meet the parameters of the Responsible Restart Ohio guidance and local ordinances 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 a violation of the Oxford Ordinance and may result in suspension from the University for those who host the event. The Oxford Ordinance caps capacity of any private residence at 10 guests. The Healthy Together Pledge requires that students not host or attend gatherings/parties of more than 10 people.

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 Regional Disability Services.  
  • 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.