As COVID trends continue to ebb and flow, University policy related to students and student organizations remains in flux, so please make sure you are referring to the Maize and Blueprint site for the most up-to-date information!
Here are some informed practices and frequently asked questions to help you make your plans. Of course, we welcome you to contact us at email@example.com to speak to a CCI representative if you want to talk things through in more detail!
COVID-19 | Informed Practices to Consider
Gathering Sizes and Locations
- Smaller gatherings are going to be preferable to larger ones, and outdoor gatherings will be preferable to indoor ones.
- Make use of smaller committees as opposed to gathering your whole org for a meeting,
- Think about having your meetings outside, or maybe in a larger room than you would have normally used. Better yet, think about keeping some of those meetings virtual!
- If your org is going to gather at a business or reserving a room in a building, make sure to contact those locations beforehand so you know what all of their restrictions are!
Traveling With Your Org
- Be aware that restrictions vary across counties, states, and countries right now.
- Get vaccinated and get a COVID-19 booster shot. If not vaccinated, additional recommendations and considerations exist.
- If your org has to travel for any reason, do some reasearch beforehand. Ensure you meet entry requirements for your destination and have suitable COVID-19 testing.
- Check what the guidelines and restrictions are at your final destination, along with stops you'll make along the way.
- If traveling internationally, register your travel with U of M and review all guidance from Global Michigan.
- Include buffer time during and after your travel in case of quarantine and travel disruptions.
- Review and follow the latest guidance, including testing before and after travel, shared on the Campus Maize & Blueprint site.
- Don't forget those masks!
- Keep accurate attendance records of participants.
- Be aware of venue policies and communicate them to guests/attendees.
- Be prepared to make accommodations for those who are unvaccinated or uncomfortable with in-person interactions. Having a virtual option is going to be a good idea.
Get Vaccinated and Self-Report
- The best way to achieve a safe, in-person experience is for as many people to get vaccinated and boosted as possible.
- The University of Michigan mandated that all students/staff/faculty at the University get vaccinated by August 30, 2021 and receive a vaccine booster shot by February 4th, 2022 . You can read the University's COVID-19 Vaccination Policy here.
- Vaccines are widely available - if your health and circumstances permit, we strongly encourage you to get vaccinated and boosted.
- Self-report your vaccination status with UM - if you haven't done it already, please do!
Practice Kindness and Empathy
- Everyone's comfort level is going to be different.
- Engage in conversations and set expectations as a group before jumping right back in so everyone is on the same page.
- Inform event and meeting attendees beforehand of any additional policies or proceedures such as required testing with as much advance notice as possible.
- You don't know everyone's story - some may not be able to get vaccinated due to an underlying health issue. Some may want to keep wearing masks even after getting vaccinated. Give each other a lot of grace - these are weird times we're living in.
Frequently Asked Questions
Since event size-limits have been lifted, can my org do anything we want?
Not exactly. Different business/communities/facilities will have policies that you will need to check on. This is definitely not a "free-for-all" situation - COVID-19 has not disappeared, and we still strongly recommend caution and well-informed decision making.
Will I have to wear a mask for student org activities on campus and physically distance?
Masks are required in classrooms and other instructional spaces, patient care areas, campus buses and in campus COVID-19 testing sites status for all individuals, including guests/visitors. Additionally, physical distancing is not required, but is strongly recommended for unvaccinated individuals. You can read the most up-to-date policy on face coverings at the University here.
Can my org require all members to be vaccinated in order to participate in our activities?
The University of Michigan is requiring all students, staff, and faculty to get vaccinated for COVID-19 including a booster shot. We do not recommend student organizations to apply vaccination mandates, as organizations will also need to consider legal/risk implications around medical and religious exemptions. What we do recommend is that your organization require checking the ResponsiBLUE app at the door for your in-person activities, which will meet compliance requirements and avoid situations where student leaders are needing to check vaccination status for other individuals.
Will the University provide me a list of which of my members are vaccinated and not vaccinated?
No - Student vaccination records are confidential, and can only be released with consent from that student. The University will not provide vaccination records of any student to student organizations.
How can I check for vaccination status if the University isn't going to give me that information?
You can ask participants to show you their ResponsiBLUE app upon entry. The app will show vaccination status as long as the participant has self-reported their vaccination status. If a participant refuses to show you the app, you could deny participation at that time. That's why it's really important to make sure that your members have completed this process prior to coming back to campus! You can complete the COVID-19 Vaccination Self-Report Form here.
Can my organization require masking at an event?
Voluntary Student Orgs (VSOs), in alignment with University policy, have greater leeway to set requirements for event and meeting attendance, such as mask requirements. In general, and especially for Sponsored Student Organizations (SSOs), requesting and recommending is advised over requiring masking. Consider your event messaging, explaining the rationale behind your decision, and having masks available for participants. Requirements for masks at events and meetings likely cannot be applied to staff of the building or event space and should be discussed with the venue beforehand if necessary.
Do my organization members need to wear masks if meeting in a classroom space?
No, unless the meeting is considered an instructional activity by the University. Instructional spaces include classrooms, laboratories, performance venues, conference rooms or other spaces used to support academic experience.
Are there going to be limits on gathering sizes?
Currently, there are no gathering size limits.
Can my student org travel overnight and out-of-state?
VSOs and SSOs (with sponsoring unit approval) are currently permitted to travel overnight and out-of-state, although thorough planning and preparation are strongly encouraged. Certain SSOs may need to adhere to different guidelines set by their sponsoring departments for travel. Please remember that both VSOs and SSOs need to adhere to the guidelines and restrictions in place at their planned destinations.
Are fleet vehicle reservations accessible again?
Yes - CCI will be approving/denying vehicle reservations on a case-by-case basis. Don't be surprised if we contact you for a meeting before we approve your reservation request!
Is the SOAR COVID-19 Accountability Pathway for RSOs still a thing?
While the SOAR COVID-19 Accountability Pathway for RSOs expired on July 1, 2021, any complaints that are filed for alleged COVID-19 violations during a period where COVID-19 Policies for RSOs were still in place will be processed using that pathway.
Is the IdeaHub open and available for reservations?
Yes - The IdeaHub has transitioned fully back to a student organization co-working space, and reservations for meeting rooms, the Movement Studios, and the Creation Studio are open during non-break periods.