Student Orgs & COVID-19 Resources
At Elon, we intend to continue fostering a vibrant social climate through redesigned engaging events and through our student organization activities. Because our greatest concerns are the health and safety of our community, the University has put clear guidelines and expectations in place for all student organizations. Here you will find information on how the University-wide guidelines for all meetings, programs, and events on campus apply to student organizations. As a student organization leader, we ask that you embrace these new guidelines and familiarize yourself with all information outlined below. Throughout the semester, we will continue to review and adjust these guidelines and polices in response to an ever-changing environment.
Some important things to keep in mind:
- Prioritize hosting executive board and all member meetings virtually
- Keep in-person meetings and events safe for your members and participants – observe physical distancing, wearing a face mask, staying within the limited capacity, and sanitizing space after use
- Tracking attendance at all in-person meetings and events
- Register all virtual and in-person gatherings on your organization’s PhoenixCONNECT page
- Remember our collective responsibility to promote and support the health and safety of our community by complying with university policies as stated in the Student Handbook
We know you will have questions! Continue to refer to this website and check your email for weekly updates from Student Involvement about student organization operations. And please don’t hesitate to reach out to us through email email@example.com, by phone 336-278-7214, or by visiting us in Moseley 206 & 207. We are here to help you navigate reimagining how to lead your organization this semester.
Frequently Asked Questions
Will student organizations be permitted to host in-person meetings and events this semester?
Yes. Although most large meeting and event spaces on campus will be used as classrooms during the day (Monday through Friday), student organizations will be allowed to reserve many of those spaces for physically distanced meetings and events held in the evening or on the weekend. Additionally, a number of “reservable” tents will be available for student organization meetings and events.
It is still recommended that any meeting or event that can be held effectively in a remote environment should be held remotely. This guidance has been provided for the health and safety of our community, in addition to space limitations this upcoming semester.
When can student organizations begin hosting in-person meetings and events?
The health and safety of the Elon community is our paramount priority as we adapt to a new environment this semester. As such, all student organizations are required to host their first meeting of the semester remotely. Doing so will allow organization leaders to review semester guidelines for student organization activity, draft an organization-specific COVID-19 response plan, and prepare to safely host in-person meetings and events.
Additional information regarding guidelines for student organization activity will be shared at Spring Student Leader Training on January 25. Student organizations will be permitted to host in-person meetings and events as long as they have submitted documentation of their COVID-19 response plan on PhoenixCONNECT.
What is the guidance around safely hosting in-person meetings and events this semester?
Every member of the Elon community must be ready to create a culture of responsibility and resilience. This semester, student organizations will be asked to embrace the following guidelines to safeguard the health of our community:
- Registering all organization activity (including virtual meetings and events) on PhoenixCONNECT
- Abiding by adjusted attendance maximums, as outlined on the PhoenixCONNECT event form
- Limiting attendance at in-person meetings and events to students first, with virtual options for faculty, staff and off-campus guests
- Ensuring that physical distancing is practiced and the Elon University Face Covering Policy is followed throughout the entirety of in-person meetings and events
- Maintaining a low-touch (no printed tickets, programs or agendas) and high-hygiene (cleaning before and after meetings and events) environment
- Tracking attendance via PhoenixCONNECT at all meetings and events
How can student organizations reserve space?
Student organizations are required to register all meetings and events, including virtual activities, through PhoenixCONNECT. Student Involvement and Moseley Center staff have updated the PhoenixCONNECT event form with the list of available spaces and tents, as well as updated room capacities and safety guidelines for the spring semester.
Is there a limit to the number of in-person meetings and events student organizations can host this semester?
At this time, there is not a limit on the number of in-person meetings and/or events student organizations can host. Please remember to submit all meeting and event requests through the organization’s page on PhoenixCONNECT.
What spaces will be available for student organization activity?
The PhoenixCONNECT event form has been updated with the list of available campus locations and tents, as well as updated room capacities and safety guidelines for the semester. Please visit your student organization’s page on PhoenixCONNECT to submit an event request and view available locations. For additional information, please contact the Moseley Campus Center at firstname.lastname@example.org or 336.278.7215.
When will campus locations be available for student organization activity?
In general, the availability of campus locations is as follows:
|Monday – Thursday||8:00pm – 11:00pm|
|Friday||8:00pm – 2:00am|
|Saturday||all day – 2:00am|
|Sunday||all day – 11:00pm|
Will the available locations be permitted to have alternate set-ups?
Some of the locations outlined in the PhoenixCONNECT event form will be permitted to have alternate set-ups. Additional information regarding each location, including the technology available, has been included on the PhoenixCONNECT event form. For additional information, please contact the Moseley Campus Center at email@example.com or 336.278.7215
Will student organizations be permitted to reserve smaller conference rooms during the day?
Yes. An identified number of locations will be available for smaller student organization meetings held during the day. Please note that campus safety guidelines apply to meetings held in these locations and alternate set-ups will not be permitted. The PhoenixCONNECT event form has been updated with the list of available smaller conference rooms, as well as updated capacities and safety guidelines for the semester. Please visit your student organization’s page on PhoenixCONNECT to submit an event request and view available locations. For additional information, please contact the Moseley Campus Center at firstname.lastname@example.org or 336.278.7215.
Will there be a list of spaces that are no longer able to be reserved by student organizations?
The PhoenixCONNECT event form has been updated to reflect the spaces that can be used for student organization activity this semester. Spaces that do not appear on the event form will not be available for use by student organizations this semester.
Can student organizations host meetings and events outside?
Yes. Student organizations may reserve designated tents, as well as additional outdoor space, through PhoenixCONNECT. Please note that guidelines around face coverings, hygiene, significantly reduced attendance and capacity counts, and physical distancing apply to outdoor meetings and events.
What is available in each of the tents?
Folding tables, chairs, and Wi-Fi will be provided in each of the available tents. Tents will not have connected power, air conditioning, heating, or technology hardware. Please know that tents will be open air and susceptible to sun, wind, rain, and snow.
Will student organizations be permitted to use empty rooms, tents, or outdoor spaces without reserving them in advance?
No. All student organization meetings and events must be registered through PhoenixCONNECT. This will ensure that spaces are adequately cleaned and student organization leaders receive safety guidelines and attendance tracking information (to assist with contact tracing efforts). Indoor spaces that are not reserved for student organization activity will be locked after classes have ended each day.
How many individuals can attend registered student organization meetings and events?
Elon will follow and enforce limitations on gathering size in accordance with educational guidelines from the Center for Disease Control and Prevention and laws determined by local and state officials. This includes policies identified within Campus Life Event Registration and Student Gathering Guidelines and Residential Healthy Living Guidelines.
Guidelines have been developed and updated as appropriate to support and facilitate student engagement in approved and mission-driven university activities. Space capacities for on-campus facilities will be posted within PhoenixCONNECT.
The number of attendees permitted at registered student organization meetings and events is dependent on the capacity of the space. The updated capacities of the above spaces have been established based on University and CDC guidance to ensure a six-foot distance between individuals (and does not exceed 40% of the maximum capacity of the location). Space capacities will be updated throughout the semester in accordance with any new CDC guidance and state and local restrictions.
Student organizations may hold organization-sponsored gatherings, meetings and activities in accordance with appropriate registration and approval processes. Individuals and student organizations are expected to follow physical distancing, the university’s face covering policy and other safety guidelines during approved gatherings.
What are the requirements for social gatherings?
For social gatherings on- and off-campus, students are required to follow university and local and state guidelines. Student organizations must register all events, meetings and activities through PhoenixCONNECT to hold approved social activities on- or off-campus. As of July 30, state restrictions limit unregistered social gatherings to 10 people when gathering indoors and 25 people when gathering outdoors.
Individuals and student organizations failing to comply with university expectations surrounding event capacity, registration and gathering size for university events or social gatherings will be referred to the Office of Student Conduct.
How should student organizations determine who is allowed to attend meetings and events when there is limited capacity?
Student leaders should discuss their plan for in-person activity. Options may include alternating the members that are able to attend in-person each week and live streaming the meeting to those members participating remotely. Information Technology has installed web cameras in classrooms across campus, and student organizations are able to utilize them for this purpose. Student Involvement and the Moseley Center staff will work individually with student organizations impacted by reduced capacities.
What virtual platforms are student organizations allowed to use for meetings and events?
Student organizations are encouraged to utilize WebEx, Microsoft Teams, and Zoom for virtual meetings and events. Student Involvement and the Moseley Center staff will support student organizations that wish to engage remotely this semester.
Will student organization advisors be required to attend meetings and events to ensure that the all guidelines are followed?
No. While student organization advisors are welcome (and encouraged) to attend meetings and events, they are not required to do so. Student organizations that host in-person meetings and events will be required to identify an event coordinator on the PhoenixCONNECT event from. This individual will receive safety information from Student Involvement and Moseley Center staff and ensure that guidelines are followed by organization members during meetings and events.
What is the role of the event coordinator?
The event coordinator is an organization-identified representative responsible for ensuring that organization members abide by the safety guidelines outlined above. Prior to in-person activities, this individual will receive safety information and training materials from Student Involvement and Moseley Center staff, prior to in-person activity, and must communicate (and hold members accountable to) campus safety guidelines.
Will student organizations be permitted to provide food or beverage at meetings and events?
Student organizations may request food at meetings and events. In order for the request to be approved, food must be mission-critical to the meeting or event. If it is determined that the request meets the above standard, food must further be provided by Elon Dining. Student organizations will not be permitted to provide homemade food at meetings or events or utilize off-campus vendors to provide food at meetings or events at this time.
Are student organizations able to schedule individual/composite photos for their members?
Yes. The below guidance has been developed to assist groups with safely planning and hosting photos without masks for their organization members:
- All events, including composite photos, must be requested and approved through PhoenixCONNECT – please submit these as soon as your composite date/time is scheduled and include who will be taking the photos (hired third party photography company, student photographer, etc.)
- Identify and request an outdoor location that is reservable and conducive to taking photos and has an appropriate power source (some suggestions include the Global tent, Center for the Arts tent, etc.)
- Observe all Elon Healthy Commitment guidelines, including remaining physically distant, wearing face coverings as participants wait to be photographed, as well as any additional guidance from the photographer
- Remove face covering briefly, only when ready to be photographed – photographer must remain masked throughout the session
- Have participants sign up for a designated time to help minimize the number of participants waiting to be photographed (all of whom need to remain physically distant while waiting)
- Ensure that any third party company contracted to take photos follows all Elon COVID-19 Health and Safety Procedures while on campus
Will student organizations be required to disinfect and sanitize on-campus spaces?
Yes. All on-campus spaces will be equipped with a sanitization station, including hand sanitizer, disinfecting wipes, and disinfecting spray. If supplies are missing or running low, please call Physical Plant at (336) 278-5500.
Upon entrance, all student organization members should clean their hands and wipe down surfaces like desks and chairs. The organization’s event coordinator should wipe down the lectern, computer equipment, and microphone. All items should be cleaned in a similar manner at the conclusion of the activity. As it is essential to provide time between reservations for cleaning and sanitizing, there will be a minimum of 30-minutes between any consecutive reservations. At the end of each night, Physical Plant staff will clean and disinfect each room, but the success of Elon’s plan depends on all of us actively protecting our own health and the health of others.
Are there general sanitation protocols for shared materials?
It is highly recommended that student organizations do not share materials at meetings or events. Any items that must be shared should be cleaned between each use. Aligned with the goal of a “low-touch” environment, student organizations should limit the number of materials that need to be distributed at meetings or events, including handouts. QR codes are encouraged to guide members to information that would have been included in a flyer. If handouts are required, they can be set on a table for each individual to pick up, but a stack cannot be left on a table. Promotional items or giveaways may be allowed pending a health review. In most cases, they will need to be individually wrapped and set on a table for a student to pick up as requested.
Will student organizations be required to track attendance at meetings and events?
Yes. All in-person meetings and events must have attendance tracked via PhoenixCONNECT. This will ensure that room capacities are not exceeded and support contact tracing efforts. The Moseley Center staff will provide attendance tracking instructions and supplies to the organization-identified event coordinator in advance of in-person activity.
What is the guidance around student activities that involve singing, dancing, or acting?
Aligning with recommendations proposed by the Departments of Performing Arts and Music and the Dance/USA Task Force on Dancer Health, Elon recommends that all student events that involve singing, dancing, and/or acting and student organizations in the performance category limit the amount of in-person activity. At this time, online activity is the only completely safe way to participate in singing, dancing, and/or acting.
When in-person activity is requested and/or required, student events that involve singing, dancing, and/or acting and student organizations in the performance category must:
- Ensure that the distance between individuals is at least 16 feet for the entirety of the activity.
- Wear face shields for the entirety of the activity. Although face masks must be worn while indoors, they may be carefully taken off while directly engaged in the act of singing, dancing, or acting. Individuals must be wearing a face shield before taking off masks and must return the mask to their face before taking the shield off.
- Separate rehearsals and performances into shorter intervals with adequate breaks to avoid saturation of droplets in the room.
The Office of Event and Space Management will update room capacities for student events that involve singing, dancing, and/or acting and student organizations in the performance category to ensure a physical distancing standard of 16 feet. For additional information, please contact Student Involvement at (336) 278-7214 or email@example.com.
Will student organizations be permitted to travel off-campus for meetings and events?
With our focus on the health and wellbeing of our communities, and knowing how quickly the virus can spread, student organization sponsored travel, including all overnight travel regardless of location, has been canceled for the remainder of the academic year, with the exception of travel that is carefully monitored and has been approved by the Dean of Students.
Will student organizations be permitted to engage in service in Alamance County? What requirements will exist?
Student organizations will be able to engage off-campus with nonprofit organizations and schools in Alamance and Guilford counties, provided that those community partners are receiving volunteers and agree to the Healthy Elon Commitment. Community partners are considered members of the Elon community and have the ability to ask students to leave their organization if students are not willing to comply with their safety protocols and the Healthy Elon Commitment protocols.
Will Club Sport organizations be allowed to practice and compete?
Elon has developed guidelines for Club Sport operations using a wide variety of resources from
federal, state, and local governments, national governing bodies, peer institutions, and campus partners. Club Sports were divided into two categories:
- High Risk – Sports with intense physical activity and that inherently involves contact and/or is played in spaces where physical distancing is not possible.
- Low Risk – Sports that are smaller, do not involve high contact or close physical proximity, and/or can be easily modified without disrupting the integrity of the activity.
For additional information, please contact Campus Recreation and Wellness at (336) 278-7529 or firstname.lastname@example.org.
Can student organizations invite speakers, vendors, or off-campus guests to campus?
Elon has modified its normal campus operating procedures to protect the health and safety of the university community; as such, all off-campus speakers and vendors must comply with the Elon University COVID-19 Health & Safety Procedures.
Will student organizations be permitted to reserve tables in the Moseley Center?
Yes. Student organizations will be permitted to reserve tables in the Moseley Center provided they align with the following guidance:
- Tables are available Monday-Friday from 8:00am-8:00pm.
- Tables must be requested in PhoenixCONNECT.
- Table locations 2, 4, 5, 7, and 9 are available. (They will be doubled to create a greater distance from guests.) Tables cannot be moved.
- Check in at the Moseley Front Desk before occupying table.
- For physical distancing purposes, only one group representative (Elon University student, staff, or faculty member) will be allowed at each table.
- Face coverings must be worn by the table representative.
- Aligned with the goals of “low contact” we encourage the use of QR codes to guide guests to the information you would have included in a flyer. If you must use a handout, they can be set on the table for each individual to pick up, but a stack cannot be left on the table.
- Promotional items or giveaways may be allowed pending a health review. In most cases, they will need to be individually wrapped and set on the table for each student to pick up as requested.
- Food (for sale or given away) is prohibited. (This applies to the group representative as well. Masks must be worn at all times.)
- Please only use painter’s tape to attach signs or other items to tables.
- The group representative is responsible for taking all belongings and cleaning the table after each use. (Cleaning supplies are available at the Moseley Front Desk.)
What is the updated guidance for student offices in the Moseley Center?
The updated capacities for student offices in the Moseley Center is 1-3 people, with each office’s capacity being dependent on the size of the office. Student organizations must meet with Moseley Center staff to determine their individual group’s allowance. In alignment with the Elon University Face Covering Policy, masks are required at all times and group members and guests must maintain a six-foot physical distance throughout the entirety of the activity. Finally, offices must be cleaned before/after each use (as is required in classrooms). Cleaning supplies are available at the Moseley Front Desk.
How will student organizations be held accountable to all semester safety guidelines?
Students and student organizations will face suspension and removal from on-campus housing for hosting social gatherings that exceed university policy or local/state orders, whether occurring on- or off-campus. Students will also face suspension if they are under quarantine or isolation and fail to follow required protocols, putting others at risk of exposure to COVID-19. In addition to local/state orders, students are expected to adhere to the Code of Conduct, which allows enforcement of university COVID-19-specific health and behavioral policies.
- Behaviors that endanger the health and safety of self and/or others
- Failure to comply with a directive of a university official
- Laws of Wider Society and Student behavior at off-campus sites
- General university rules, regulations and policies
With an increased focus on the health and safety of the campus community, violations of university COVID-19-related policies may result in elevated disciplinary measures. Students and student organizations will be referred to the Office of Student Conduct for appropriate disciplinary action.
Student Involvement and the Office of Student Conduct worked to align organization accountability measures with individual and institutional requirements. Information about student organization shared responsibility and accountability can be found on the Ready and Resilient website and in the Student Handbook.
What are the university COVID-19-related policies?
University policies supporting a Ready & Resilient Elon include:
- Face covering policy
- Event policy & capacity
- Event registrations and gathering guidelines
- Travel policy
- Healthy living policies
- Gathering size accountability
It is essential that all students, staff and faculty are familiar with and follow university policies designed to promote a healthy Elon community. All community members are encouraged to actively remind and promote adherence to the policies. Failing to comply with such policies may result in referral to the Office of Student Conduct.