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Coronavirus Disease (COVID-19) Response

Student Organization Virtual and In-Person Events Policy

On this page:

Overview

Due to COVID-19, the university has updated policies and guidelines to comply with the health and safety guidelines established by the administration and the State of Ohio. Until further notice, student organizations are required to follow the following procedures for all virtual and in-person events.

Definitions 

Event: An occasion planned by members of a recognized student organization that is open to Wright State faculty, staff, students, and off-campus guests. An event supports the mission and purpose of the organization, encourages connection and engagement with peers, and provides a positive and/or impactful experience for attendees.

Meeting: An assembly of people within a recognized student organization and, at times, interested parties or special guests, who gather to discuss new and old business, fundraisers, events, and goals and challenges that pertain to the mission and purpose of the organization.

On-campus gatherings: A meeting or event taking place on the physical premises of Wright State University, either indoors (university building and/or residence hall) or outdoors (field, woods, The Quad, etc.).

Off-campus gatherings: A meeting or event taking place off the physical premises of Wright State University (a community business, park, apartment/house, etc.). Due to the pandemic, Wright State does not currently permit off-campus gatherings of student organizations.

Common Guidelines 

The following guidelines are required be followed by all members and guests of a registered student organization for all organization events and meetings.

  • Face masks/coverings must be worn in a public space by all students, faculty, staff, and visitors of Wright State University.
  • Maintain six feet of physical distance from other attendees when meeting in person.
  • Properly sanitize your hands and disinfect your location both before and after the meeting/event.
  • Identify entrance and exit points for the in-person meeting/event space.
  • Do not share supplies or equipment with one another.

Concerns for the health of others on campus:

  • Members of the campus community and all event/meeting attendees should check their temperatures before reporting to campus.
  • Members of the campus community should NOT come to campus if they:
    • Have a fever of 100.4 degrees or above.
    • Are experiencing any of the other symptoms of COVID-19.
    • Are awaiting the results of a COVID-19 test.
    • Have been exposed to someone diagnosed with COVID-19, tested for COVID-19, or with symptoms of COVID-19.

Student Organization Responsibilities and Expectations 

All registered student organizations are required to adhere to the Wright State University Code of Conduct for both on- and off-campus behavior. Failure to do so will result in a referral to Community Standards and Student Conduct.

Registered student organizations are responsible to adhere to student organization policies, which include but are not limited to: 

Please contact Eric Corbitt at eric.corbitt@wright.edu with questions regarding the student organization policies. 

Event Submission Process and Timeline 

Student organizations are required to submit all virtual and in-person events through the Event Submission Form on Engage. 

Completing the Event Submission Form: 

  • Log into Engage using your w# credentials. 
  • Click on your organization’s name under Memberships
  • Click Manage Organization in the right-hand corner. 
  • This will take you to a new page titled Landing Page. Click the three lines in the right-hand corner next to the name of the organization. 
  • In the drop-down menu, click Events
  • Click the blue box Create Event in the right-hand corner. 
  • Complete the form by providing accurate information and as much detail as possible. 
  • COVID-19 event approval timeline: 
    • 1–3 business days: Virtual and in-person events and meetings of low risk 
    • 10+ business days: In-person events and meetings of medium risk 
    • 30+ business days: In-person events and meetings of high risk  

Risk Identification and Reviews 

Review risk identification categories and required reviews.

Event Reservation Space Contact List 

View locations and contacts.

Student Organization Meetings and Club Functions 

Student organizations are required to hold all meetings (including but not limited to general body, executive board, special committee, and/or advisors) virtually. In the special case that an organization needs to meet in person, follow protocol for submitting events on Engage.  

Consider using a number of platforms to meet virtually: 

*Some services may require additional charges or fees

Student organizations are highly encouraged to hold virtual events as often as possible. Events that need to be held in person will be evaluated through a risk assessment and policy. 

Student Organization Event Requirements 

  • Attendance requirement
  • In-person student organization events open to non-Wright State community members are required to be approved by the In-Person Activities Review Committee. 
  • Student organizations holding in-person events must complete an attendance sheet to record the names and emails of event/meeting attendees. This is done for contact tracing purposes. 
  • Fundraisers:
    • Bake sales are not permitted at this time.
    • Registered student organizations are not permitted to use Venmo, Cash-App, Facebook Fundraisers, Google Pay, or Apple Pay for any transaction of monies. See “Market Place” below for more information.

Fundraisers

Market Place 

What is Market Place? 

Market Place is an online platform that is used to sell and purchase items for your student organization.

When should I use Market Place? 

When you are selling items such as t-shirts or swag, memberships/dues, admission tickets, fundraisers of a specific dollar amount, etc.

How can I set up a Market Place? 

Contact Julie Bertsos (juile.bertsos@wright.edu) and ask to set up a meeting to discuss what you are going to sell.

University Foundation 

Student organizations can work with the Wright State University Foundation to set up a crowdfunding project to raise money for a specific project within your organization. Student organizations receive 100 percent of the funds raised.  

Helpful Links 

Timeline

  • Setting up a project with the Wright State University Foundation could take up to four weeks.
  • The project will run for four weeks.
  • Contact Amy Shope Jones (amy.n.jones@wright.edu) to discuss setting up a project.

In-person event policy and best practices 

Approval for in-person events is based on the nature of the event, logistics and details, and risk assessment.

Protocol for in-person events: 

  • Submit your in-person meeting/event through the Event Submission Form on Engage.
  • The program manager for student organizations will request space through the Event Management System with Event Services.
  • Event Services will review the event request and assess the level of risk of the event.
  • Event Services will work with the primary contact person of the event to create a risk mitigation plan and provide additional guidance and direction for the event. 
  • The primary contact person for the event is responsible for completing the necessary paperwork prior to the event. Failure to do so will result in your event being denied and you will be asked to reschedule the event for a later date.
  • Registered student organizations hosting in-person meetings/events are required to provide an attendance sheet for the organization's members/guests to complete.
  • In-person event submissions may require additional review based on the nature of the event and the risk assessment. There are two review committees: In-Person Activities Review Committee and Executive Committee. In your planning process, be aware of the additional time that it may take for the event to be evaluated and approved.
  • Required paperwork for in-person events and/or meetings:
    • Risk-mitigation plan* 
    • Agree to Host form  
    • Attendance sheet/contact tracing  

* Completion of paperwork is based on the level of risk  

Off-campus travel or events

  • Wright State University does not permit student organizations to travel for events, organization gatherings, training, conferences, fundraisers, etc.
  • Wright State University does not permit student organizations to hold off-campus meetings and/or events.

Tabling 

  • Tabling is permitted both indoors and outdoors in designated spaces on campus.
  • Tabling at locations that are not predetermined designated spaces may result in additional costs for labor and delivery.
  • Student organizations must reserve tabling through the Engage Event Submission form.
  • One student per six-foot table is permitted at one time.

Food Services Requirements and Best Practices  

Registered student organizations are required to use Hospitality Services (Chartwells) for all catering services. Review the Wright State University Food Policy.

  • Contact Jackie Perez (jackie.perez@compass-usa.com) for catering requests 
  • Internal catering requests must be submitted at least 15 days in advance. 
  • External catering requests must be submitted at least 30 days in advance. 
  • Chartwells reserves the right to change or deny your catering requests. 
  • Prepackaged food is required for all on-campus events.
  • Hand sanitizer, gloves, and plexiglass or plastic shield must be provided at the food station.
  • Students or attendees must complete the attendance sheet prior to getting food for contact tracing.