Programming Guidelines for Fall 2020 Semester

In acknowledgment that our campus community is in this together, and to support our commitment to think about others, the following are guidelines student organizations should follow for organizing and attending social, campus and recreational activities in a manner consistent with the health and safety guidelines set forth by the university, state and local governments and the CDC.

These guidelines have resulted from the input of many university student leaders and administrators, and will assist all of us devoted to creating opportunities to gather together during these difficult times and continue to celebrate university traditions and services.

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

Programming Planning

  • Each student organization must complete an Operations Programming Plan explaining their plan to create safe and healthy opportunities to engage. Each program, meeting of the student organization or intention to gather should be described and a plan for safe delivery outlined. The form will be reviewed by the department which directly supports or advises them.
  • Operations plans for all clubs engaged in sporting activities need to be submitted to head athletic trainer Tom Monagan for review by the Athletic department COVID Action Team.
  • Prior to completing the Operations Programming Plan, student organization leaders must reserve the appropriate venues (both indoors and outdoors) for the event, as well as work with venue managers to assist the organization in outlining the health and safety measures that will be in place.
  • In the rare event that student organizations would like to schedule an event larger in size they must first obtain use of an appropriate venue on/near campus (i.e.recommended that it is in walking distance of campus) consult with their advisor, develop a thorough health and safety plan and complete a new Operations Programming Plan and submit to the Office of Student Activities & Leadership.
  • Any student organization interested in offering alcohol at events must indicate this on the Operations Programming Plan and engage in developing the appropriate risk management plan by filing an Alcohol Use Report (AUR) and working with the appropriate professional staff. These staff members are indicated in the AUR.
  • Special supplies to assist student organizations to successfully sponsor events or programs will be distributed through the Sparta Center. These include but are not limited to spray chalk (to mark safe distancing), six foot markers, megaphones (to assist coordinators or facilitators at the event), sanitizing wipes, plastic gloves, disposable masks, etc.>

Event Requirements and Guidelines

  • The recommended size of an event is 15 attendees or fewer. 
  • All events must take place in settings where a minimum of six feet among attendees is assured. 
  • All events should be for members of the Case Western Reserve University community only. No guests will be permitted. 
  • To be assured of the group size, all events reported on CampusGroups should include the number of intended participants. 
  • Following University guidelines, travel off campus is prohibited. Small group outings engaged in close proximity to the campus or University Circle are permitted after consultation with a staff member in the Student Activities & Leadership Office. 
  • No tabling will be permitted, indoors or outdoors. 
  • In modeling the protocol with all academic classes, indoor dance and singing practices are prohibited. 
  • Attendees should complete the daily health assessment prior to attending any event. Do not attend any events if sick or registering any symptoms of COVID-19. 
  • Although we are highly recommending that all events take place outdoors, we also realize the need to gather inside university venues. Student organizations must practice safe distancing. All safe distancing protocols must be in place in either space, and masks are mandatory when gathering indoors and outdoors (may be regularly updated in compliance with current City of Cleveland, Cuyahoga County or State of Ohio mandates).
  • All food served at events must be “ grab and go” style: individually packaged or wrapped items of food prepared by a licensed food vendor. If individual items are to be distributed it must be by only one or two individuals wearing masks and gloves, practicing safe distancing. 
  • Masks must be worn at all times whether an event is indoors or outdoor except within personal residence hall rooms and /or when alone in a room. 
  • Organization leaders must adhere to cleaning protocols and use cleaning supplies provided in all areas. 
  • Any attendees who are noncompliant with health and safety practices must be told to comply or leave any event. 

If you have any questions regarding these guidelines please do not hesitate to contact Colleen Barker-Williamson.