Programming Guidelines

Programming Guidelines for Student Organizations

Groups need to continue to be flexible as the rapid changing nature of the pandemic requires us to reevaluate these programming guidelines regularly. 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 a high risk-element (minors, alcohol, travel, physical activity)

We recommend engaging in a risk-management meeting with the appropriate advisor if:

  • The event has an anticipated attendance of more than 500

Please note: There may be additional guidelines for these high-risk events if the number of COVID-19 cases rise.

If your program or event contains a high-risk element (alcohol, minors/youth at events, high physical activity, or travel), 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

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

The number of COVID-19 cases nationally and in our region require Case Western Reserve to enhance efforts to reduce transmission risks on campus. Masks must be worn indoors—preferably KN95s or at least surgical ones; cloth masks are strongly discouraged.

In addition, only those who are fully vaccinated (i.e., have received the booster, if eligible) should attend any campus event. Leaders continue to monitor pandemic developments and will adjust health protocols as circumstances warrant.

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
  • Consider individually packaged food items that can be taken away
  • Opt for seated, served meals instead of a buffet; make sure there is a carryout container available for participants who do not feel comfortable dining with others
  • If serving buffet-style food offerings, only one or two individuals from the group should be serving the foo. These individuals should remain masked at all times.

Vaccination: COVID-19 vaccination, including a booster dose when eligible, 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—preferably with an N95 or KN95—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  to four individuals, giving preference to those currently residing in the same domicile. Any off-campus travel would require a risk-management meeting and waivers for the participants to sign.

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