Modifications for Fall & Winter Break student-led operations and events

Updated: November 23, 2020

These will apply to all club activities through January 18, 2021. 

ALL club activities, events, or meetings must take place virtually.

• Clubs & organization travel

  All club travel outside of the immediate Reno/Sparks area is suspended through the end of spring 2021.
• Club sports recognition & activities

  All club sport tryouts, practices and competitions remain suspended. Please be advised that this restriction applies to all competitive club sports that are recognized by ASUN or Fitness & Recreational Sports.  Nevada Athletics teams may have different restrictions as those are not clubs. 

  Clubs in either the competitive or non-competitive club sport coalitions that have completed general requirements to be a club (i.e. seven members, received constitution approval, have a confirmed advisor and have completed the seven modules in the Club Recognition 2020-21 course) will receive ASUN recognition for the rest of the year. The deadline to complete general requirement items was October 19. Club sports that did not complete the general requirements by this date are ineligible to practice or play if current restrictions are lifted.

  Club sports groups that receive recognition may reserve space (except for spaces managed by Fitness & Recreational Sports), recruit, request funding and hold events (except for sporting events of any kind) that meet the current COVID-19 protocols outlined on this website.

  Members of club sports are encouraged to maintain their fitness and continue to stay in contact with national organizations or associations.
• Student organization packages and mail

  Mail and packages for organizations must be picked up within two weeks or they will be returned to the sender.
• Central Station Accounts for clubs and ASUN departments

  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.
• ASUN club support funding

  The ASUN Department of Clubs & Orgs is currently accepting funding applications. Submit your funding application and visit the ASUN Get Funding webpage for more information.
• Virtual event planning

  Clubs that are hosting virtual events are encouraged to post their events in the  Wolf Pack Events Guidebook App. Post your event by submitting our Guidebook app events form.  

  CSE and ASUN have started Zoom trainings for clubs to encourage safe programming that falls under CDC and the Governor’s directives. These trainings are not mandatory but an opportunity to learn about resources and best practices. Trainings will be hosted on the WebCampus Club Recognition 2020-2021 course.   
• ASUN club resources

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

  Social distancing signs will also be provided to use at events.

  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 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. Room capacity and availability will be limited and restricted due to physical distancing and sanitization requirements. SEAB will provide guidance and resources to help students and ASUN-recognized clubs engage, build community and creat a sense of belonging while still observing the requirements of our community standards and COVID-19 protocols.

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 Dean of Students office.

• Student Events Advisory Board meetings

  SEAB meetings will take place weekly virtually by appointment only.

  Submit your SEAB event review form to receive information about signing up to attend a meeting.

  SEAB event review forms for tabling events or general meetings should be submitted 8-10 business days prior to the event date.

  SEAB event review forms for all other events should be submitted at least 15-20 business days prior to the event date.
• Student Events Advisory Board (SEAB) event review process

  All ASUN clubs and departments must submit a SEAB Event Review Form for all on-campus meetings, events and activities. Please note that this form is not required for off campus events.

  SEAB event review forms for tabling events or general meetings should be submitted 8-10 business days prior to the event date.

  SEAB event review forms for all other events should be submitted at least 15-20 business days prior to the event date

  ASUN clubs and departments must complete the SEAB review process for each event or meeting held on campus.

  Submission of the SEAB event review Form does not guarantee that your event has completed or will complete the SEAB review process.

  In addition to submitting a SEAB event review form, clubs will be required to submit a COVID-19 safety plan.
• Space reservations

  Clubs can request space reservations for spaces in the JCSU, classroom spaces and most outdoor spaces for the Spring but will not receive a space confirmation until the meeting, activity or event is reviewed by the Student Events Advisory Board (SEAB).

  Clubs may not request space in the Mathewson-IGT Knowledge Center, E.L. Wiegand Fitness Center or the Intramural Fields.

  Due to the need for social distancing, maximum occupancy for spaces is different from normal operations. This means that a room that once held thirty people, may now only hold a fraction of that number. The new COVID-19 maximum occupancy protocols for spaces throughout campus must be followed when utilizing on-campus spaces.
• Social gathering limits

  Only gatherings of 25 people or less are allowed at the same time. Although the current state limit is 250 people, the current county limit is 25 people. Additionally, our university leaders have decided to maintain the 25-person limit for all student-led gatherings and meetings until further notice.
• COVID-19 protocols for student organization meetings

  Clubs holding in-person general meetings are now required to meet with the CSE Assistant Director of Club & Orgs or attend SEAB. Clubs holding weekly or monthly meetings will only need to do this once prior to their first Spring meeting.

  During general meetings, it is the responsibility of presidents and treasurers to enforce COVID-19 safety protocols.

  SEAB also now requires that attendance be recorded at all gatherings for the purpose of contact tracing. These records must be kept for six weeks. Sign-in sheets are not recommended. Instead, club should designate an attendance taker to record the names and contact information of all participants (including event organizers).

  All participants must remain at least six feet apart from others at all times and wear face coverings (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 required 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 are only open to University of Nevada, Reno students, faculty and staff. No external guests, attendees or guest speakers allowed.

  Only gatherings of 25 people or less are allowed in a space at the same time.

  COVID-19 maximum occupancy protocols for spaces must be followed.

  Groups must abide by the food and catering and fundraising activity protocols (see sections below).

  Only members of events hosted on campus are only open to University of Nevada, Reno students, faculty and staff. No external guests or vendors are allowed to table with student groups.

  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.
• COVID-19 safety protocols for events and activities

  SEAB also now requires that attendance be recorded at all gatherings for the purpose of contact tracing. These records must be kept for six weeks. Sign-in sheets are not recommended. Instead, club should designate an attendance taker to record the names and contact information of all participants (including event organizers).

  All participants must remain at least six feet apart from others at all times and wear face coverings (see the section on face coverings below for what constitutes a face covering).

  All events must have extra face coverings, hand sanitizer or hand washing stations, and cleaning supplies.

  Guest speakers and lectures should be held as virtual events. No in person speakers or lectures are permitted

  All events are required to have an Event Safety Promoter. Please see the section on Event Safety Promoters for more information.

  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.

  ASUN student group (this includes clubs and ASUN departments) events and meetings hosted on campus are only open to University of Nevada, Reno students, faculty and staff. No external guests or guest speakers allowed.

  Only gatherings of 25 people or less are allowed in a space at the same time.

  COVID-19 maximum occupancy protocols for spaces must be followed.

  Groups should make sure members and guests know that if they are sick they should not attend in-person activities, eventsor meetings.

  Groups must abide by the food and catering and fundraising activity protocols (see sections below).

  Failure to adhere to COVID-19 safety protocols will result in the cancellation of your event or meeting.
• COVID-19 safety protocols for in-person tabling

  Tabling will be restricted to one host/member and one guest at the table at a time.  

  Tabling hosts must ensure that if a queue forms, that participants maintain 6 feet from one another. All participants must remain at least 6 feet apart from others at all times and wear face coverings (see the section on Face Coverings below for what constitutes a face covering).

  When a shift ends, the outgoing table host must wipe down all surfaces touched (e.g. table, chairs, etc.) before the new host takes over.

  All tabling events are now required to meet with the CSE Assistant Director of Club & Orgs or attend SEAB.

  SEAB also now requires that attendance be recorded at all gatherings for the purpose of contact tracing. These records must be kept for six weeks. Sign-in sheets are not recommended. Instead, club should designate an attendance taker to record the names and contact information of all participants (including event organizers). 

  Extra face coverings, hand sanitizer or hand washing stations and cleaning supplies are required at tabling events.

  Only gatherings of 25 people or less are allowed in a space at the same time.

  COVID-19 maximum occupancy protocols for spaces must be followed.

  Groups should make sure members and guests know that if they are sick they should not attend in-person activities, events or meetings.

  Groups must abide by the food and catering and fundraising activity protocols (see sections below).

  Failure to adhere to COVID-19 safety protocols will result in the cancellation of your meeting.
• COVID-19 safety protocols for performance activities

  It is the responsibility of Presidents and Treasurers to enforce  COVID-19 Safety Protocols during any practices or performance activities held.

  Practices for performance-based clubs should be held with strict physical distancing, face coverings, and no physical touching; should be held virtually when possible.

  Consider the use of outdoor space for practices or performances where members and others can appropriately physically distance.

  Follow room capacity requirements and seek the largest space available if your practice occurs indoors.

  All participants must remain at least 6 feet apart from others and wear face coverings (see the section on face coverings below for what constitutes a face covering) at all times.

  All performance activities must have extra face coverings, hand sanitizer or hand washing stations, and cleaning supplies.

  SEAB also now requires that attendance be recorded at all gatherings for the purpose of contact tracing. These records must be kept for six weeks. Sign-in sheets are not recommended. Instead, club should designate an attendance taker to record the names and contact information of all participants (including event organizers).

  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.

  ASUN student group (this includes clubs and ASUN departments) events and meetings hosted on campus are only open to University of Nevada, Reno students, faculty, and staff. No external guests or guest speakers allowed.

  Only gatherings of 25 people or less are allowed in a space at the same time.

  COVID-19 maximum occupancy protocols for spaces must be followed.

  Groups should make sure members and guests know that if they are sick they should not attend in-person activities, events or meetings.

  Groups must abide by the food and catering and fundraising activity protocols (see sections below).

  Failure to adhere to COVID-19 safety protocols will result in the cancellation of your event or meeting.
• Food and catering safety protocols

  Only pre-packaged, individually packaged food items from the manufacturer or a licensed food vendor will be allowed at any meetings, events, tabling, or fundraisers. Food distributed in a communal manner – i.e, large bags of chips, cookies, etc. are completely prohibited.

  Students may not distribute food items that are cooked or prepared by students or anyone without a food license.

  Home prepared food items that are otherwise hard to procure from a licensed vendor and are tied to religious beliefs such as kosher or halal foods will require SEAB approval. 

  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.
• Fundraising activity protocols

  Club members handling cash are required to wear a face covering and gloves.

  Cash boxes must be sanitized before and after they are returned to Central Station.
• Event Safety Promoters and Campus Escort Safety Officers

  All in-person events will require an Event Safety Promoter. Event Safety Promoters are are members of the club hosting the event and are responsible for ensuring that all participants wear face coverings and follow COVID-19 safety guidelines, including social distancing guidelines. They are also responsible for regularly sanitizing high-touch surfaces and maintaining the event’s supply of face coverings and hand sanitizer.

  There should be one (1) Event Safety Promoter for every 25 participants at an event and must be present for the duration of the event. Event Safety Promoters will be required to complete a COVID-19 Event Safety training on WebCampus. Depending on the size of the event, Event Safety Promoters can also serve as attendance takers for their events.

  Campus Escort Safety officers will now serve in an additional role. They will be present at events to provide additional support for clubs and ensure that events are following COVID-19 safety guidelines and directives as outlined by the SEAB and the club’s event safety plan.
• Face coverings

  Face coverings are required in all 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. If you wear a face shield, you must also wear a face covering.

  Anyone participating in an in-person 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.
• Suspended activities & events

  The following events are suspended for Spring 2021:

  • Events, meeting, or activities that bring non-University guests or guest speakers to campus
  • Events involving minors
  • Activities that involve physical contact with others
  • Activities or events that involve a live audience
  • Assistance dog socialization activities
  • Buffets, potlucks, indoor dinners and luncheons
  • Activities that encourage attendees to gather closely together or touch shared objects such as, but not limited to:  controllers, game pieces, cards, dice, inflatables, carnival rides and games
  • Events of over 25 people who are gathered at the same time
  • Sport tryouts, practices and competitions
• Off campus activities hosted by student organizations, fraternities/sororities, affiliated student organizations and sport clubs

  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 on campus, in campus buildings, and wherever the law requires, and consider wearing masks as often as you can elsewhere in the community, even in your residence.
  • Comply with physical distancing requirements on campus, in the community, and in fraternity or sorority activities, and generally avoid crowded locations.
  • 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.
• Student organization advisor guidance
  • 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.
  • Encourage student members to be conscientious of the parameters of physical distancing and avoiding high risk activities and environments.
  • Make your level of comfort with in-person meetings with the group clear. If you prefer to meet with them through virtual means that should be an option. Please continue to meet regularly with organization leadership.
  • Face coverings are required for in-person participation even if there is a documented medical accommodation. 
  • 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 cannot wear a face covering or wish to participate virtually.
• Support and information for clubs

  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.

  Virtual appointments with Center for Student Engagement staff and ASUN officers are strongly encouraged.

  In-person appointments with Center for Student Engagement staff and officers are by appointment only.
• Info on streaming or screening films & videos

  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 here.

  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 UNR 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 UNR Libraries.

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