Programming Guidelines

Fall 2021 Programming Guidelines for Student Organizations

As we begin the fall 2021 semester, we ask that groups be flexible as the rapid changing nature of the Delta variant requires us to reevaluate these programming guidelines on a weekly basis.  Please continue to check the university’s COVID-19 website and your emails for frequent updates.

Events that include only the campus community (students, faculty and staff)

These events do not require review unless one of the following applies:

  • The event has more than 50 attendees and includes guests from outside the university
  • The event has an anticipated attendance of more than 500
  • The event has a high risk-element (minors, alcohol, travel, physical activity)

Please note: There may be additional guidelines for these high-risk events.

If your program or event contains a high-risk element, you are required to fill out a program operations plan and set up a risk management meeting with Student Activities and Leadership staff.

If you would like to consult with a staff member or have a specific question regarding your event or program, you are encouraged to fill out a program operations plan. After you've completed the form you will have the opportunity to set up a meeting with a Student Activities and Leadership staff member or have any questions answered over email. All organizations are expected to follow university protocols regarding the COVID-19 pandemic.

Please note: Guidelines are subject to change based on evolving health guidance from university leaders and/or public health experts

Events with 50+ attendees that include external guests:

  • Require that an organization fill out a programming operations plan and a review by the COVID-19 Operations Group for September events at this time (may be extended to require review of fall/winter events). Once you meet with a risk manager, you will be given a form to complete for the COVID-19 Operations Group. 
  • Masks required indoors for all attendees 
  • All attendees must be fully vaccinated

Invitations and communications regarding these events must include the following language until further notice:

Increasing COVID-19 cases within Northeast Ohio have prompted Case Western Reserve to resume its requirement that masks be worn indoors. In addition, only those who are fully vaccinated (two weeks past their final dose) should attend any campus event. Leaders continue to monitor pandemic developments and may need to adjust health protocols further as circumstances warrant. In-person is subject to change based on COVID-19 guidelines.

Additional suggestions for those events:

  • Consider limiting the number of attendees
  • Decrease the size of the invitation list 
  • Do not allow invitees to bring guests (no family/spouse)
  • Social distance indoors
  • Seat fewer people at tables
  • Allow for spacing between guests for programs
  • Move to a larger or outdoor venue when possible
  • Avoid receptions with food and drink, and consider individually packaged food items that can be taken away
  • Opt for seated, served meals instead of a buffet

Vaccination: COVID-19 vaccination is mandatory for all faculty, staff, students, and other designated third-parties with an on-campus presence, unless such individual has been granted an approved exemption by the University for a medical or religious accommodation.

Masking: Masking is required indoors for all individuals, both vaccinated and unvaccinated, unless (i) they are in their residence hall room whether alone or with their roommate; (ii) they are alone in a work space; or (iii) while they are eating in a dining location or during an approved event.  Masking is no longer required outdoors except when vaccinated or unvaccinated individuals cannot maintain proper social distancing.  

Event Attendees: All events should be registered on CampusGroups, and it is the sole responsibility of the sponsoring organization to ensure an attendee list is created through CampusGroups for each in-person gathering. 

Dining/Food: CWRU will resume dining operations in accordance with pre-pandemic policies and procedures, including enhancements such as grab-and-go options. Groups are encouraged to avoid buffet-style food offerings. If necessary, only one or two individuals from the group should be serving the food.

Overnight Off-Campus Travel: If groups will be traveling and staying at a location overnight, it is encouraged that they plan to limit the number of occupants in a room as much as possible.

Travel: Per university policy, all groups traveling must be fully masked at all times while in transit. It is recommended that no more than two individuals share a vehicle if they live in separate domiciles.