Modifications for 2021-22 student-led operations, activities and events

These protocols apply to any clubs recognized by ASUN and the offices of Fitness & Recreational Sports and Fraternity & Sorority Life. Domestic travel will be allowed to recommence with the approval of the Assistant Vice President of Student Services. International approval may require additional approval steps.

Before traveling

1. Submit a Travel Request Form
   1. Domestic travel at least 15 days prior to travel
   2. International travel at least 30 days or more prior to travel
      • Please note that depending on the U.S. Department of State Travel advisory level of a given country, you may not get permission to travel. Any country with a U.S. Department of State Travel advisory level 3 or level 4 will require a risk assessment to be completed. Students should check the BCN international travel website to determine which risk assessment to complete depending on the type of travel (employee vs. student). Level 1 and level 2 countries may not require a risk assessment but will still require additional approval. Some countries have an overall level 2 status but also have specific states/regions within the country that are level 3 or level 4. If you are traveling to one of those specific areas within the country, a risk assessment would be required even though the overall level is different.
   3. Include a roster/list of everyone traveling
      • This includes club members, coaches, faculty advisors, community advisors, etc.
2. Submit a COVID-19 vaccination card or COVID-19 test results
   1. Vaccination cards can be submitted the week of travel.
   2. Test results should be submitted 72 hours before travel by anyone unvaccinated or who is experiencing potential symptoms of COVID-19.
      1. Home tests are not allowed, tests should be administered by a medical or health facility (e.g. Walgreens, Washoe County, Student Health Center, etc.).
      2. Club members are responsible for the cost of any tests they need to take.
      3. If someone becomes sick even after they tested negative, they may not travel.
   3. Clubs should submit vaccination cards and tests to the following offices:
      1. All competitive club sports submit to Fitness & Recreational Sports
      2. All FSL-recognized organizations submit to Fraternity & Sorority Life
      3. All other student organizations submit to ASUN Central Station
3. Complete any requirements needed for institutions or venues that you are traveling to.
   1. While traveling:
      1. While traveling students should masks in vehicles or planes
      2. If anyone in the travel group gets sick while traveling, both vaccinated and non-vaccinate individuals need to test for COVID-19 and need to quarantine until test results are received. If positive, any close contacts with the positive individuals who are not vaccinated also need to quarantine. Please review CDC's COVID-19 quarantine guidance.
      3. International travel: If a country changes travel advisory levels while abroad, you may be required to return immediately.
      4. Traveling club members and accompanying travelers (e.g. coaches, advisors, etc.) need to follow travel requirements for other institutions/venues and the specific counties/cities they are in if they are more restrictive than the University.
         
         • Club Sports: The Safety Office is responsible for checking and ensuring teams abide by those requirements.
         • All other clubs: The club's president is responsible for checking and ensuring teams abide by those requirements.

When you return

1. Complete a Post-Travel Wellness Check-in For on Packlife. Clubs should make sure to fill out the correct Wellness Form.
   1. Competitive Club Sports form: FRS Club Sports-Travel Team Wellness Check
   2. Fraternity & Sorority Life organizations: FSL Clubs Post Travel Group Wellness Check
   3. All other clubs: General Clubs Post-Travel Group Wellness Check
   4. Fill out a claim for student group travel expenses.
   5. Anyone who becomes symptomatic after returning, regardless of whether they are vaccinated or not need to to test and quarantine until results are received.

Please be advised that COVID-19 travel protocols can change at any time!

Club should contact Tylar Tidwell at ttidwell@unr.edu from Fitness & Recreational Sports with any questions about games and practices.

Before arriving

1. The University's Fitness & Recreational Sports department will communicate protocols to the visiting institution's designated administrators that oversee club sports.
   
   1. If a visiting team member is sick even if they tested negative, they may not travel to the University to compete.
   2. Any unvaccinated members of visiting team should be tested and results received at least 72 hours prior to traveling.
      1. Home tests are not allowed, tests should be administered by a medical of health facility (e.g. Walgreens, Wahoe County, Student Health Center, etc.).
   3. Visiting teams' institution administration should communicate their traveling team roster 72 hours (3 days) prior to arrival to the University's Fitness & Recreational Sports department.
   4. All visiting team members are required to sign a waiver. A link to the waiver will be provided in advance.

While on campus

1. The University's competitive club designated sport safety officer will verify matching team rosters prior to game play start at the John Sala Fields.
2. Visiting competitive club sport athletes, coaches, referees, and spectators must abide by any University institutional policy, and any additional directives related to any country, state, or global COVID-19 protocols.
3. Visiting teams should abide by the following face covering policy:
   1. Mask wearing is required at all times during game play for non-vaccinated rostered players participating in outdoor play.
   2. Mask wearing is required at all times during play for vaccinated and non-vaccinated rostered players participating in indoor play.
4. Visiting teams must communicate if someone does become sick or begins to experience symptoms while on campus during the visit.

Mail and packages for organizations must be picked up within two weeks or they will be returned to the sender.

Clubs that have completed the ASUN recognition process may request information about their Central Station account and are able to check out credit cards and make purchases.

Visit the ASUN Get Funding webpage for more information about club support funding this fall.

Clubs that are hosting virtual events and use ASUN or University resources (e.g. Club Support Funding, Zoom, etc.) in their events are required to register their events on PackLife. Please note that only active/recognized clubs will be able to submit event requests on PackLIfe.

Almost all media available on Netflix, Hulu, and other streaming services is for personal and non-commercial use only. Netflix’s terms of service, for example, states that if a personal account (we are not aware of any that are not personal) is used to access any material shown in a public setting (including a classroom) it is in breach of the agreement and can lead to subscription cancellation and potentially penalties if any laws are broken.

Fair use, which normally permits copyright-protected materials to be viewed for limited educational purposes, does not apply here since the violation is the terms of service and not of any copyright law. That said, it also does not apply here because film screenings or video streaming hosted by a club do not fall under fair use for education purposes.

Netflix’s lone exception is for pre-approved “one-time only educational screenings” of documentaries. Details on what films are eligible to be viewed and when that can be done can be found on Netflix Help Center.

If student groups or faculty are interested in screening or streaming a film, please contact a vendor like Swank.com to purchase film rights to screen or stream a film.

You can also conduct a search on the University Libraries OneSearch database by searching "public performance rights" and limit to "video recording" to see the DVDs with public performance rights that have been purchased by the Libraries.

Still have questions about whether or not you need to purchase licensing rights? Please review Swank’s page on copyright law.

Disposable face coverings, gloves, cleaning supplies, thermometers and hand sanitizer will continue to be available for clubs to check out from ASUN for in-person gatherings. Use the ASUN club resource request form to request items.

ASUN resources used to prepare or cook food items may not be utilized.

Other items such as ice chests, extension cords, traffic cones, etc. may be checked out.

Items returned to ASUN will be cleaned before and after a club uses them.

All in-person, on-campus club and ASUN departmental events, meetings and activities will continue to be reviewed by the Student Events Advisory Board (SEAB) to identify questions or possible conflicts with the University’s Recovery Plan and county, city, state, CDC and University directives.

Please note that organizations recognized by the Office of Fraternity & Sorority Life are required to submit the FSL Off-Campus Registration Form. This form is only required for FSL-recognized organizations and is not required for all other ASUN-recognized organizations. Questions regarding the FSL Off-Campus Registration Form should be directed to the Office of Fraternity and Sorority Life.

SEAB meetings are in person and by appointment only. Organizations will be informed if they need to attend a SEAB meeting as well as their assugned SEAB meeting date via their event submission form.

• All ASUN clubs and departments are required to submit an event form on PackLIfe for all on-campus meetings, events and activities. Please note that this form is not required for off-campus events.
• ASUN clubs and departments must complete the SEAB Review Process for each event or meeting held on campus. Be advised that this process was in place prior to the pandemic and will regardless of COVID-19 protocols.
• Submission of a PackLife event form does not guarantee that your event has completed or will complete the SEAB Review Process.
• In addition to submitting a PackLife event form, clubs may still be required to submit a COVID-19 safety plan.

• Student organizations can reserve spaces on campus by submitting an event form on PackLife. The Joe Crowley Student Union does require a separate reservation form, but students are still required to submit an event form on PackLife.
• Clubs that are holding events or meetings in classroom buildings over a weekend will need to schedule an appointment with the Scheduling Services office (call (775) 784-6837 or email scheduling@unr.edu) to pick up a building key.

On-campus and off-campus gatherings should follow the current county limit for social gatherings. Major events as defined by the University Administrative Manual may need to comply with additional safety precautions and require additional planning.

• Clubs holding in-person general meetings on campus will still need to submit an event form on PackLife but will not need to attend a SEAB meeting. Club leaders and/or attendees may be asked to complete an updated COVID-19 safety training and/or waiver.
• During general meetings, it is the responsibility of Presidents and Treasurers to enforce COVID-19 Safety Protocols.
• Per the current CDC guidelines, all participants are required to wear face coverings at indoor venues. See the section on face coverings below for what constitutes a face covering.
• Extra face coverings, hand sanitizer or hand washing stations, and cleaning supplies are recommended at meetings and can be picked up at the ASUN front desk.
• ASUN student group (this includes clubs and ASUN departments) meetings hosted on campus may include external guests, attendees, or guest speakers.
• Groups must abide by the Food and Catering and Fundraising Activity protocols (see sections below).
• External guests or vendors are allowed to table with student groups but additional requirements may need to be completed through SEAB.
• Major events as defined by the University Administrative Manual may need to comply with additional safety precaustions and require additional planning.
• Groups should make sure members and attendees know that if they are sick they should not attend in-person activities, events, or meetings.
• Groups should provide the following information to all members regarding appropriate action steps if a member reports being ill/sick and/or may have been exposed to COVID-19: If you are experiencing COVID-19 symptoms or if you need to be tested based on potential exposure, please contact your primary care provider or Student Health Center (775) 784-6598. You may be instructed to come in for an appointment or go to another designated testing site. If you need emergency care, you should contact 911.
• Failure to adhere to COVID-19 Safety Protocols will result in the cancellation of your meeting and may impact future in-person events for your organization.

Sanitizer and/or handwashing stations are required to be present when serving or cooking food.

Catered items need to be consumed within four hours of pick up. Food items must be discarded after four hours from being removed from a temperature-controlled environment.

Students may make baked goods at home. Gloves are required when serving and we also ask that you individually package the items before handing them out.

Students may not cook or serve potentially hazard food items (see list below) unless they have someone who is certified as a ServSafe Food Manager in the state of Nevada during the entirety of the cooking process or unless they receive special permission from SEAB and/or the state of Nevada.

Potentially hazard food items include the following:

• meat and poultry
• dairy products
• eggs
• cut fruits and vegetables
• fish and shellfish
• tofu or veggie items that require heat (e.g. veggie patties or cooked rice)

Food-based clubs are encouraged to come up with alternative ways of holding events and meetings. For example – teach our community how to cook the food as in a food show, share cultural significance, provide recipes and materials for members to cook at their homes, etc.

• Club members handling cash should have sanitizer on hand.
• Cash boxes must be sanitized before and after they are returned to Central Station.
• Any club conducting a fundraising activity is required to meet with Central Station to ensure proper finance procedures are being followed.

All in-person on-campus events will require an Event Safety Promoter. Event Safety Promoters are members of the club hosting the event and are responsible for ensuring that all participants are followong the most current COVID-19 safety guidelines. They are also responsible for regularly sanitizing high-touch surfaces and maintaining the event’s supply of face coverings and hand sanitizer and/or managing the hand washing station.

Campus Escort Safety Officers may still be assigned to events depending on the needs of the event as deteremined by SEAB.

Face coverings are required in all indoor spaces and for all gatherings, including meetings, events competitions, etc.

Face coverings must fully cover your mouth and nose.

Face shields are not considered face coverings.

Anyone participating in an indoor event is required to wear a face covering. This includes attendees and event planners.

Some members may not be able to wear a face covering and will need to participate virtually. Be sure to provide a virtual participation opportunity for those who are unable to wear face coverings.

There are currently no events that are suspended. Please review the Food & Catering Protocols for events that have food.

Student groups hosting off campus gatherings are expected to follow the current Washoe County and state directives regarding event location/attendance/activity. We ask our students to make good choices and encourage behavior that helps prevent community spread of COVID-19.  As a reminder, the Associate Vice President for Student Life Services has shared that student organizations must abide by the following:

• No gatherings that exceed state- or local-government directives and compliance with all other relevant government mandates.
• Wear face coverings wherever and whenever the law requires.
• Fully cooperate with University and other officials responsible for the management of COVID-19 testing, including pre-arrival testing where applicable, contact tracing and quarantine or isolation.
• Rigorously clean and disinfect your personal space and belongings consistent with public health guidelines, and practice good hand hygiene.
• Limit visitors, particularly out of town visitors, who may pose unusual risks, as you do what you can to minimize the presence and spread of the virus.
• Stay home whenever you feel ill; seek help from the University's Student Health Center.
• Encourage your peers to join with you in doing the right thing at all times; we have to be in this effort together.

• ASUN club advisors should encourage the group and members to follow the directives of the University and the state regarding the prevention of spread of COVID-19.
• ASUN clubs affiliated with a University department should follow the guidelines of the department that supports them as well as ASUN guidelines.
• Help students understand the importance of wearing a face covering and physically distancing themselves when that is not possible.
• Help students understand that some people cannot wear face coverings and should have virtual opportunities to participate.
• Help students make thoughtful decisions about how to ask member or event participants to wear a face covering.
• Help them think of ways to include members or guests that still need virtual or hybrid options to participate.

The CSE Assistant Director of Clubs & Orgs and the ASUN Club Commissioners are happy to meet with clubs via zoom to answer any questions. Please reach out to your club commissioner or email us at clubs@unr.edu.