Meetings, retreats and events will be virtual for the first two weeks of the spring semester. In-person events originally scheduled for this time will be moved to a virtual format.
Social engagement and connections of students with one another through student involvement opportunities are vital, not just to the campus life climate and community, but also to the success of students.
The following guidance refers to any events, meetings and other activities planned by registered student organizations and applies to all independent (ISO) and departmental (DSO) student organizations.
This guidance will comply with the all prevailing guidance plans established by the university and in accordance with local, state and federal public health agency guidelines and regulations.
Types of Events
- Organizations should first review and comply with the guidance provided regarding University Events and Meetings. Organizations should hold their event, meeting or activity virtually, if possible, before considering an in-person option.
- If an in-person option is necessary for the purpose of the event, meeting or activity, organizations should take all steps necessary to eliminate any activities that includes physical touch, cannot maintain physical distance guidelines or includes sharing equipment/objects/items.
- Should there be an influx in positive cases within the community, these types of events may need to be paused for a designated period or eliminated entirely if deemed necessary.
- Attendance or participation by non-student and non-university community members should be limited. Organizations should consider hosting the event virtually for those individuals.
- Organizations should keep track of attendance including attendee name, phone number and email address. This attendance list can be used for contact tracing purposes should it be needed.
- Organizations should consider accessibility accommodations for those who attend in person as well as those unable to attend. They should consider streaming the event partially online/virtually so those unable to attend in-person may still participate.
- Event, meeting or activity host facility procedures, policies and protocols should be followed including any pre-planning requirements, PPE supplies, capacity limitations, signage, etc. Students should connect with the host facility to discuss what these needs and requirements might be as early as possible in the planning process.
- All events, meetings or activities (on- or off-campus) by Departmental Student Organizations (DSOs) must comply with the University Events guidance and receive approval from the organization's sponsoring department regardless of attendance size.
- Organizations should hold their event, meeting or activity virtually, if possible, before considering an in-person option.
- Organizations planning events, meetings or activities at off-campus locations should consult with the host facility to identify any policies, procedures and protocols in place.
- Organizations are encouraged to utilize the guidance for on-campus events as a good outline for how to plan for those activities occurring off-campus.
- Students should keep up to date with current county and state orders regarding mass gathering size limitations, permit requirements and physical distancing and sanitation protocols.
- Due to the nature of this unique category of organizations, the following should serve as additional guidance. All other guidance should be observed and considered prior to the following.
- Those sport clubs using Memorial Stadium and/or Ahearn Gym Courts must submit a plan outlining how they plan to ensure physical distancing, limit physical touch and limit shared equipment to the Center for Student Involvement for review and approval prior to their first scheduled practice. Clubs that submit their plan and receive approval from the Center for Student Involvement staff will be allowed to schedule practices during their assigned times.
- There will be no approved practices within university facilities for the entirety of August. Conditions in the city and on campus will be monitored by CSI and facility staff and clubs will be notified when they are able to use campus facilities.
- Should there be an influx in positive cases within the community or reports of these plans not being followed, facility access may be paused for a designated period or eliminated entirely if deemed necessary.
- Those clubs using Rec Complex courts or other venues need to first check with the host facility to identify the process to schedule practices and any limitations on such practices.
- Spectators of club practices should maintain a physical distance of 6 feet and must wear face coverings.
- Club members must wear face coverings throughout the practice and should maintain physical distance as much as possible.
- Clubs using the facilities at the same time as another club should refrain from interacting with one another and should remain within their portion of the assigned facility.
- No competitions with out-of-town competitors will be allowed for the fall semester using K-State facilities. Clubs planning to host competitions of this nature off-campus may use local, state and CDC guidance for mass gatherings in their planning.
- Clubs should refer to the items within Organization Travel of this guidance for further information regarding their participation/competition against other university clubs.
- If varsity sports are paused or stopped for reasons related to COVID-19, club sports will be paused or stopped as well.
- Travel to locations on the local, state or CDC list of restricted travel zones, and all international travel, should be avoided. Organizations should consider current rate of positive cases in the area travel is anticipated in order to determine associated risk levels.
- DSOs shall follow the travel restrictions established for any university-sponsored travel. Out-of-state travel and international travel are not allowed at this time. If a DSO decides to travel in-state, the sponsoring department must approve. Out-of-state travel by university sponsored student clubs and competition teams, including DSOs, must be approved in advance using the travel restrictions exemption request process.
- If a DSO is approved to travel and the DSO should maintain record of travel dates, locations and persons traveling for contract tracing purposes.
- Other organizations are encouraged to consider keeping record of travel dates, locations and persons traveling for contract tracing purposes if needed.
- Organizations should review the CDC recommendations for staying safe while traveling.
- Students who return from organization travel and experience symptoms should immediately self-quarantine and should consider obtaining a diagnostic test upon return.
- Organizations should explore options to limit large gatherings during the recruitment process, instead transitioning these activities to virtual opportunities when possible.
- Organizations should reduce the number of persons in an indoor facility in order to better accommodate physical distancing guidelines. Organizations may use outdoor spaces for in-person activities and should ensure physical distancing and face covering guidelines.
- Organizations should use the virtual recruitment opportunities offered by the Center for Student Involvement to assist with their efforts and to reduce in-person recruitment activities.