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Student Engagement and University Events Policy

Engagement and Event Resources

Important Information

Space Reservations

Contacts

Student engagement and University events are an important part of feeling a sense of belonging and finding community on campus. Faculty, staff, and students are encouraged to find ways to operate and engage their members in a way that is consistent with state and federal, public health, and campus guidelines.

To reinvent how we operate, gather, and provide safe and healthy events for our Campus Community, the University of Hartford has developed the following policy for the 2020–2021 academic year.

Policy Summary

  • Meetings, programs, and events should primarily be done through virtual platforms (i.e. livestream,Zoom, group video chat, social media).
  • Virtual and on campus events must be registered in 25 Live and receive approval.
  • Attendance must be taken for all in-person meetings and events. A list of attendees and contact information of all participants must be kept for every event that takes place on ground. Mobile attendance will be made available through UHart Hub.
  • Large events during 2020-2021 academic year will be strictly limited.
  • Select number of campus locations can be reserved for physically distanced events, meetings, and activities.
  • For each event, there must be a Social Distancing (SD) Coordinator named. The SD Coordinator will ensure that proper social distancing protocols are being met. This person must not have any other role to fill during the event.
  • Outside visitors are not permitted at any event.
  • Program organizers should develop contingency plans in case the event needs to be postponed or cancelled.
  • All organization-related domestic travel is prohibited the duration of the 2020-2021 academic year.
  • All club sport and intramural practices, games, and events are suspended. Club sport organizations are still permitted to gather for meetings.

Full Policy

All approved University events will utilize guidelines around face coverings, hygiene, significantly reduced attendance and capacity counts, physical and social distancing to keep the community safe. Campus events and services will be adjusted in accordance with these key strategies:

  • Reduce density in event and all spaces
  • Increase signage of physical and social distancing requirements and mask-wearing
  • Prioritize in-person engagement whenever safely possible
  • Maximize virtual and live streamed offerings
  • Provide a low-touch environment (no printed tickets or programs; tickets scanned electronically, no cash)
  • Cleaning and sanitizing spaces daily
Major Campus Events

Large-scaled events at the University of Hartford during 2020-2021 academic year will be strictly limited in keeping with local, state (CT Gathering Rules), and federal guidelines. In most cases, traditional events will be reimagined as virtual events to allow the community to attend safely. 

Spring Commencement and Spring Weekend will not take place in their traditional ways.

  • Approved large events should be held outside and in a space that allows physical distancing of 6 feet between.
  • When outside space is not compatible with the event, indoor space limitations regarding maximum capacity and the ability to physically distance must be followed.
  • Staggered attendance times are encouraged.
Locations

A select number of campus locations will have the ability to be reserved for physically distanced events,meetings and activities. Each location will primarily be reserved in the evenings and on the weekends. Locations include a limited number of traditional classrooms, student spaces, and specified outdoor spaces.

Office Space

  • Based on office space size and structure, occupancy will be limited, and in some cases, furniture may be removed for proper social distancing.
  • Occupants must clean/wipe down shared surfaces before and after  use.
  • Organizations need to communicate with their office mates when they plan to be in the office and maintain an office schedule. We expect organizations to work together and provide for fair and equitable sharing of office space. 

Classroom Use

  • The ability to utilize classroom space will be limited due to restricted room capacity and the need for deep cleaning/sanitization protocols necessary to facilitate academic meetings and activities.

Contact the Office of Student Engagement and Inclusion for further guidance at 860.768.4283 or scasched@hartford.edu.

Capacities and Room Setups

All identified campus locations (including student club and organizational spaces/offices) have limited capacities based on classroom layouts and six-foot physical distancing. The new capacities have been established based on state and CDC guidance, which is reflected in 25Live. Users are not to exceed the posted occupancy.

  • Room/space capacity mandates must be adhered to at all times.
  • Floor markers must be used any time there is potential for a line to form.
  • Room/ space up set up must be completed a minimum of 60 minutes prior to the start of the program.
  • Room/space set-up must be completed 3 weeks prior to an event and must be included in the event request prior to the start of any program.

Spaces will be set up in a specific configuration. Changes to room and space configurations must be reviewed and approved by the Office of Student Engagement and Inclusion (OSEI) and/or the specific scheduler. Please note that setup options may not be available or will be limited for some of the identified locations. (i.e. Konover, GSU, Lincoln Theater, Millard Auditorium, etc.).

Cleaning and Sanitization

Facilities will be cleaning event and student spaces daily. However, cleaning supplies will be provided in these areas with the expectation that room users will wipe down areas after the meeting has concluded. Hand sanitizer or hand sanitizing stations will be made available at all events.  

Signage

Signage will be posted on all reservable locations. Signage will detail the designated room layout, face covering mandate, and required sanitation before and after use.

Event Registration

All University users (Faculty, staff, advisors, student clubs and organizations) will be required to register events whether in-person or virtual on 25Live. 25Live has been updated to reflect the list of available spaces, as well as updated room capacities, and safety guidelines for the 2020- 2021 academic year. Careful consideration of the group size and activity, University health and safety guidelines, and updated room capacities will also be included in the event registration and approval process.

Only current University of Hartford community members will be allowed to register for approved events. Outside guests, speakers, presenters, trainers, coaches, etc. will not be allowed on campus for these events.

Please note:

  • Social distance capacities are listed in the details of the location in 25Live.
  • It is recommended that you start planning your event 4-6 weeks in advance and submit your reservation on 25Live at least 3 weeks in advance.
  • Be prepared to answer all questions. You will not be able to save your event request without answering all questions.
  • Add any questions and additional event comments on the 25Live Event Form in the Questions and Comments section. After submitting the event form the appropriate Scheduler will assist you and provide further guidance.
  • Space will be provided in the order that the reservation request is received. Meeting and event space are limited so we encourage checking the availability of space through 25Live prior to submitting room requests.
Meetings and Events

Regular department meetings and student clubs/organization general board meetings, should be done throughvirtual platforms (e.g., Zoom, WebEx, Skype, Microsoft Teams, Google Hangout, telephone, etc.) throughout thesemester. To help avoid audience conflicts you should register your event in 25Live using Virtual UHART. Note:Virtual UHart is a location in 25Live that you would select when registering a virtual/online event in 25Live.

Attendance must be taken for all in-person meetings and events and shall be accurately saved for contacttracing purposes. Faculty/Staff users: must maintain attendance information. This information should includeevent date, time and location, participants first and last name, cell phone number, university email, and Universityidentification number. Student

users: must check in event attendees using UHART Hub. All users: should use contactless attendance optionswhenever possible. For each event, there must be a Social Distancing (SD) Coordinator named. The SDCoordinator will ensure that proper social distancing protocols are being met. This person must not have any otherrole to fill during the event and must be identified as a part of the event planners 25Live reservation request.

In person meetings, indoors or outdoors, need to follow the posted social distancing and face coveringguidelines, in addition to the posted occupancy listed in 25Live.

  • All participants must be able to remain 6’ apart for the duration of any program, whether indoors or outdoors.
  • Masks must be worn at all times by all participants, whether indoors or
  • Any meeting and/or event that encourages physical contact is strictly
  • Any meeting and/or event that encourages the shared use of items is strictly 

Student Clubs and Organizations E-boards may meet in person if space is available that allows for proper socialdistancing and masks are worn by all participants. Space will be provided in the order that the reservation request isreceived. Meeting and event space are limited so we encourage checking the availability of space through 25Liveprior to submitting room requests. We request that reservation requests be submitted 3-4 weeks in advance.

Outside guests (i.e. non-University of Hartford students, family members who are not faculty/staff/UHartstudents, etc.) are not allowed on campus to participate in any student organization meetings or events.

TABLING

Tabling, vending, solicitation, and fundraising related to food will not be allowed in the Gengras Student Union,dining halls, or other campus common spaces during the 2020-2021 academic year. Tabling, vending,solicitation, and fundraising that does not involve food will be permitted upon approval of plans from arepresentative of OSEI and SGA.

  • No more than one representative from a host group may participate in a tabling event at any given
  • If pre-packaged foods or other giveaways are being distributed, all team members tabling must wear
  • Groups tabling must manage traffic No more than two people can visit a table at any given time. Linesmay not be formed indoors.

BAKE SALES AND THE SALE OPEN FOODS

  • Suspended for Spring 2021, this includes all off campus food fundraising events such as but not limited toChipotle Fundraisers, Panera Bread Fundraisers,

CATERED EVENTS

  • University of Hartford Dining Services will be available on a very limited
  • Purchases of food from off-campus vendors will be suspended for Spring 2021(Excludes approved foodtrucks).
  • Serving of open food/drinks is strictly
  • Pre-packaged food/drink in individually sealed containers/wrappers will be allowed when distributedon a to-go

CONTACT GAMES AND COMPETITIONS

  • Due to physical distancing requirements, contact games and competitions are suspended for Spring

DANCE PARTIES

  • Due to physical distancing requirements and space/room capacity, all dances parties are suspended for Spring

EVENTS WHERE PARTICIPANTS SHARE, PASS, AND TOUCH OBJECTS

  • Events where participants share, pass and touch objects are suspended for Spring

2021.  

  • Events such as board or video game activities may be held if there is no physical exchange ofcontrollers, game pieces, cards, dice, or other Participants must have the ability to physicallydistance from other participants.

INFLATABLES

  • Due to sanitation requirements, the rental of bounce houses will be suspended for Spring
University Social Events and Gatherings

For all University sanctioned social gatherings on campus, students are required to follow University, and stateguidelines for social distancing, mask wearing, and event approval and attendance. Student organizationsmust register all events, meetings and activities through 25Live to hold approved social activities on campus. 

Gatherings in indoor and outdoor spaces will be limited in size in accordance with CT State guidelines (CTGathering Rules). Hosting and attending non-University sanctioned gatherings or social events is prohibited forthe 2020-2021 academic year. Violation of this policy may result in disciplinary action. Please see Student Conduct Guidelines.

Individuals and student organizations failing to comply with University expectations surrounding eventcapacity, registration, gathering size and health and safety protocols for University events or social gatheringswill be referred to the Office of Student Conduct and Conflict Resolution.

Off-Campus Events

All off-campus events are to be canceled, postponed, or virtualized, regardless of the number of expected eventattendees for the 2020-2021 academic year. This is subject to change based on the state guidance and theprevalence of COVID19.

Travel

Student organization-related domestic travel is prohibited the duration of the 2020-2021 academic year. No University monies shall be used for off-campus travel by student organizations, club activities, transportation,etc.

Club Sports and Intramurals

For the 2020-2021 academic year all club sport and intramural practices, games, and events are suspended. Clubsport organizations are still permitted to gather for meetings in accordance with the guidelines stated above.

PERFORMANCE-BASED PRACTICES

Space will be significantly limited, so groups should use virtual options. It is recommended that choreographyand vocal instruction be pre-recorded and sent to members virtually.

Clubs that have traditionally held in-person practices/rehearsals should contact the Office of StudentEngagement and Inclusion for consideration. Each request will be handled on a case- by-case basis and willdepend on the nature of the activity. If approved, practices should be held with strict physical distancing, facecovering/face shield use, and no physical contact, and have an assigned SD Coordinator.

GREEK LIFE

Organizations with Inter/National Greek Affiliation and Membership, Fraternities/Sororities and all otherInter/Nationally recognized groups must follow all University policies. Policies outlined by memberships with acoordinating Executive or Headquarters Office do not supersede University policy.

Event Promotion and Media

Distribution of student promotional or media related materials shall be done virtually (i.e. posters, flyers etc.).Student publications shall utilize online platforms as much as possible for distribution.

PLEXIGLASS BARRIERS (POLICY FOR BORROWING)
  • Student Clubs/Organizations may sign out a barrier in the Office of Student Engagement and Inclusionand are expected to return them immediately following the
  • You are expected to clean the barrier before we accept it
  • The cost of replacement of a plexiglass barrier is $150.