Student Organizations COVID Guidelines

COVID-19 will affect Student Organizations greatly over the next several months. Guidelines have been created to assist student organizations leaders in successfully leading their organization. All student organizations are expected to conduct their organization business in accordance with these guidelines. To access the guidelines ,click here.

test

Auburn University Event Guidelines through October 10 (Updated 8.26.20)

Auburn University has currently released event guidelines for events through October 10, 2020.

Through October 10, the university will allow events of 50 or fewer people, as well as some larger events, provided the events ensure appropriate physical distancing.

  • Events with 50 or fewer people should submit the request through regular channels (Campus Events Planning System, AUinvolve, etc.) and include a description of how event planners will ensure appropriate physical distancing in a space that accommodates the group. Previously approved events or gatherings must also be limited to 50. 
  • Event coordinators are expected to maintain a list that includes name, telephone number and email address for every attendee, which will be used if there is a need for contact tracing. Student Organizations must use AUinvolve to track attendance for campus attendees.
  • All event attendees are required to wear masks or face coverings, and answer questions regarding symptoms, all of which will occur daily for multi-day events.
  • No campus housing will be provided during multi-day events. Meals may be provided but only under specific requirements: ALL FOOD MUST BE pre-made, sealed and unopened. Meals may be professionally catered, however, they must be pre-made, boxed and sealed upon delivery. NO buffets are allowed during this time. Work through regular channels (Campus Events Planning System, AUinvolve, etc.) for guidance.
  • Event coordinators are responsible for ensuring adherence to all guidelines.

These guidelines are consistent with recommendations from public health officials, including the Centers for Disease Control and the Alabama Department of Public Health.

For updates and more information regarding COVID-19 visit AU’s official coronavirus webpage.

Student Organization Event Guidelines through October 10

In addition to the guidelines provided by the university, additional considerations for student organization should be made:

  • AUinvolve must be used as the primary means of attendance tracking. More information on how to collect attendance can be found here
  • Any domestic travel should follow the university’s interim guidance on domestic vehicular travel. No domestic or international air travel is permitted.

Virtual Event/Activity Management

During this time period, virtual events and meetings may continue to occur. Student Organizations should submit any virtual meeting in AUinvolve and indicate that the event location is virtual. Organizations are encouraged to continue to utilize AUinvolve to track attendance and manage their organizations memberships. Below are links to learn how to track attendance without the Mobile Event Pass and how to create and join virtual meetings/events on Zoom.

  1. Manual Attendance Tracking
  2. Hosting Meetings on Zoom
  3. Joining Meetings on Zoom
  4. Make your Zoom Meeting fun (Thanks to our friends at Elevate Experiences for the tips!)
  5. Pulling ZOOM Attendance/Adding Attendance to AUinvolve Event

Virtual Communication with Organization

Communication with your members and advisor is critical during this time of remote delivery. Organizations  are encouraged to use AUinvolve to message their members. Organizations should also use this time to ensure that their contact information is accurate on AUinvolve so students who wish to learn more about their organization are able to contact the appropriate individuals.

  1. Messaging (Video)
  2. Messaging (Screenshots)
  3. Update your contact info for virtual communication

Virtually Host your Organization Elections

Leadership Transitions should not stop just because your organization may not meet in-person. AUinvolve provides organizations the opportunity to host elections virtually. Creating an election is easy! See the video below on how to manage your organization’s elections.

  1. Creating Online Elections

Service Activities

When participating in service or volunteer activities, we recommend students and student organizations:

  • Search for opportunities through the Service tab on AU Involve that are approved on https://auburn.givepulse.com/
  • Participate in no or low contact service opportunities, avoiding any high contact experiences
    • Virtual/Digital examples include: online tutoring, creating marketing or media content for a nonprofit, online socialization with older adults, etc.
    • Low Contact examples include: working in a community garden, doorstep food distribution programs, trash pick-up, etc.
  • Wear a mask when participating in low contact service opportunities
  • Practice physical distancing, maintaining approximately six feet of distance from others at all times
  • Limit group sizes to no more than 10 people
  • Avoid sharing supplies (gloves, rakes, tote bags, etc.)
  • Follow Auburn University’s Travel Policy when traveling to and from service opportunities
  • Communicate with the nonprofit partner in advance regarding their COVID-19 operations
  • Avoid contact with populations at higher risk for COVID-19 related illness

Additional information regarding service has been made available through the Alabama Postsecondary Alliance for Community Engagement.  PACE Statewide Recommendations for Community Enagement

Organization Management Tips

Now is a great time for student organization leaders to plan for their organizations future. Below are a list of suggested actions organization leaders can take to set their organization up for success upon our return to campus.

  • Create officer transition reports for new officers
  • Review your organization’s constitution & bylaws to ensure it reflects current practices
  • Continue your organization selection processes by hosting interviews via Zoom. Here are some tips on out to organize your interview
  • Prepare for organization re-registration by cleaning up your AUinvolve roster
  • Create or revisit your organization’s annual goals
  • Create or revisit your organization’s annual timeline
  • Survey your members on organization satisfaction (what could make their organization experience better?)
  • Check in with your organization advisor to ensure that expectations and communication is clear
  • Upload new photos to your AUinvolve photo albums
  • Check out our marketing resources and think through plans for promoting your organization’s upcoming events and initiatives
  • Check out our social media resources and plan out your organization’s social media content
  • Create forms on AUinvolve to capture information you would have normally collected during meetings
  • Check your close dates for upcoming forms. You may need to extend to accommodate a new timeline. You may also need to close forms that are no longer relevant

Student Organization Advising Team

The Student Organization Advising Team is available to answer questions you may have. Zoom with the Student Organizations Advising Team by virtually dropping in from 10:00 am-2:00 pm every Thursday to have your questions answered and learn new tips and tools for designing safe and successful events! Please reach out via email to schedule phone calls or Zoom meetings.

Alexis Davis

Coordinator, Student Organizations

Lizzie Whitley

Graduate Assistant, Student Organizations

Last modified: September 23, 2020