Modifications for spring semester student-led operations and events

Updated: July 9, 2021

These will apply to all club activities through December 31, 2021. 

The modifications, suspension of activities, and restrictions outlined below are based on University directives with consultation from county, city, state, and CDC officials and are subject to change at any time.

Be advised that operations, activities, and events may be suspended at any time.

This page will be updated on a weekly basis, be sure to check it regularly for updated information as changes may take place from week to week or even day to day.

• Clubs & organization travel

  Domestic travel will be allowed to recommence. International approval will require approval of the Assistant Vice President of Student Services.
• Club sports recognition & activities

  All Club Sport tryouts, practices, and competitions remain suspended until the start of the next fiscal year (July 1, 2021). Please be advised that this restriction applies to all competitive club sports that are recognized by ASUN or Fitness & Recreational Sports. Nevada Athletic teams may have different restrictions as those are not clubs.

  Clubs wishing to practice, play or compete during the new fiscal year starting July 1 will need to complete all of their recognition requirements.

  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

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

  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.
• 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 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.

• ASUN club resources

  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.
• In-person event, meeting and activity reviews

  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.
• Student Events Advisory Board meetings

  SEAB meetings in the summer will continue to take place virtually by appointment only to allow students who are not in Reno to continue their fall planning.

  Be advised that starting July 1, the SEAB Event Review Form has ben phased out. Instead students leaders will need to submit an Event Form on PackLife in order to initiate the SEAB Review Process.

  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.

  View the SEAB meeting schedule for Spring 2021
• Student Events Advisory Board (SEAB) event review process

  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.

  PackLife event forms for tabing events or general meetings should be submitted 8-10 business days prior to the evetn date.

  PackLife event 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. Be advised that this process was in place prior to the pandeminc and will continue 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.
• Space reservations

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

  Clubs may request space in the fall for the Mathewson-IGT Knowledge Center, the E.L. Wiegand Fitness Center spaces and the Intramural Fields.

  Sanitizing procedures as well as other COVID-19 Safety Protocols may still apply.

  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.
• Social gathering limits

  On-campus gatherings of 25 people or less at any given time are allowed. Although the current state limit is 250 people, University leadership has decided to maintain the 25-person limit for all student-led, on-campus gatherings.

  Off-campus gatherings should follow current local and state protocols regarding social gatherings.
• COVID-19 protocols for student organization meetings

  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.

  SEAB will continue to require 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, clubs are encouraged to use the check-in feature on PackLife.

  Participants who are not vaccinated should continue to wear masks. 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 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.

  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 will continue require that attendance be recorded at all gatherings on campus for the purpose of contact tracing. These records must be kept for six weeks. Sign-in sheets are not recommended. Instead, clubs are encouraged to use the check-in feautes on PackLife.

  Participants who are not vaccinated should continue to wear masks.

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

  Guest speakers and lectures are allowed on campus for club events and meetings.

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

  Some members may still want to or need to participate virtually. Be sure to provide a virtual participation opportunity whenever possible

  ASUN student group (this includes clubs and ASUN departments) events and meetings hosted on campus may now include external guests or guest speakers

  Major events as defined by the University Administrative Manual may need to comply with additional safety precautions and require addition planning.

  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

  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.

  Some tabling events may still require attendence to a SEAB meting before they are allowed to proceed.

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

  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

  Performers who are not vaccinated will need to continue to wear masks during all rehearsals and performances.

  Consider the use of outdoor space for practices or performances where increased air circulation can help reduce the transmission of viruses.

  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, clubs are encouraged to use the check-in features on PackLife.

  Be sure to provide a virtual participation opportunity for those who would still like that option.

  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 continue to be allowed at any meetings, events, tabling or fundraisers. Food distributed in a communal manner – i.e, large bags of chips, cookies buffets, etc. continue to be 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 should have sanitizer on hand.

  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 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.

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

  Individuals who have not been vaccinated should continue to wear face coverings. Individuals who have been vaccinated do not need to wear face coverings unless they choose to do so.

  Face coverings must fully cover your mouth and nose.

  Face shields are not considered face coverings.
• Suspended activities and events

  The following events continue to be suspended:

  • Buffets
• 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 are encouraged to 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.
• 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.
  • Help students understand the importance of wearing a face covering and for those who remain unvaccinated.
  • Help them think of ways to include members or guests that still need virtual or hybrid options to participate.
• 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.