Email sent to Officers and Advisors 3.17-
Student Activities would like to thank you for your patience during this uncertain time. Per directives from the University President this morning, which were based on new federal guidelines, all university and student organization in-person events on campus, for the remainder of the spring semester, are canceled effective immediately.
Student organizations are, however, allowed to meet in-person if they follow the most updated CDC/federal event guidelines. As of March 16, that includes no gatherings of more than 10 people and ensuring consistent distance of at least 6 feet between people. We will be reaching out via email within the next few days to all student organizations with upcoming meetings scheduled, to ask whether you would like to cancel the space reservation. Please respond quickly. If you do hold in-person meetings, please encourage those who aren’t feeling well to stay home.
That being said, in an effort to slow the spread of COVID-19, we highly encourage your organization to meet virtually rather than in-person until further notice. There are many free tools that will allow you to do this, including Zoom Online Meeting platform, Google Hangouts, or Microsoft Teams.
We know that these restrictions significantly impair your organization’s ability to function. And on an individual level, it negatively impacts your ability to maintain the connections that are important to your experience as a college student. We sympathize and wish we had better news for you; until the spread of COVID-19 slows significantly, however, these are part of the inconveniences we will face for the foreseeable future.
As you know, things change almost daily. As they do, we will do our best to notify you of the possible impact on your student organization. We appreciate your patience while we navigate through all of the questions. Please don’t hesitate to email us at firstname.lastname@example.org. We will respond as soon as we can. If you would like to see a copy of the email sent to organization presidents and advisors on March 13, please click here.
Email sent to Officers and Advisors 3.13-
As noted in the March 12 email from the University, all instruction will be conducted online going forward. As it relates to student organization operations, you’re probably wondering how these new university operations will affect student orgs.
In looking at that email, here are the items most pertinent to student orgs:
This is the first of many emails that we will send as we get more answers to the questions you may have. In fact, we are already working on an email that will include tips about topics like elections, plus helpful resources like Zoom and OrgSync.
This is a fluid situation and we are still navigating how student orgs will be impacted. We appreciate your patience while we navigate through all of the questions.
If you have questions, please don’t hesitate to email us at email@example.com. We will respond as soon as we can.
Student organizations must be registered with Student Activities for Spring 2020 PRIOR to submitting an Event Application for any event/meeting that would occur during the Spring 2020 semester.
PLEASE NOTE: The Event Application is located in OrgSync. To access the Event Application, go to the Organization Tool Menu in your organization's portal and select Events. In the top left corner, click on the blue "+ Create Event" button to get started. Note that you will only be able to see the button if you have been given permissions to the Events tool in your organization's portal. Organizations must be registered with Student Activities prior to filling out an application, or it will automatically be denied.
We have created a number of tutorials about the Events tool. If you have any technical difficulties or questions with the Event Application, please contact Student Activities at 940-565-3807.
The last day to hold an event in the Spring without needing permission from the Dean of Students is April 28th.
This application is needed whenever a registered student organization desires to host any event (e.g., program, activity, or meeting) on campus. Organizations desiring to have only a table outside should instead submit an Application for Solicitation to Event Planning and Scheduling Services (Union 418).
For some events, the deadline for submission is at least 15 business days prior to the requested event. If the event is seen as potentially risky, which is determined at the discretion of the reserving department, not the organization, the organization will need to submit this application by the 15 business day deadline. While this is not an exhaustive list, generally speaking, if it is outdoors, if there is food or beverage, if there is any type of physical activity, if you are inviting off-campus guests or minors (unless they are UNT students), if expected attendance is over 100 (please see COVID-19 Update above), if the organization is selling tickets or other items, and/or handling hazardous materials, the organization should submit this application at least 15 business days prior to the requested event. If in doubt about whether there is a deadline for your event, it should be submitted at least 15 business days prior to the event. You may also contact the Event Safety Committee for guidance on the deadline.
Otherwise, student organizations are strongly encouraged to submit this application at least 5 business days prior to the requested event to ensure that: (1) they receive a space they desire, and (2) the reserving department has ample time to book the space. Most departments exist to do more than book space on campus, meaning that doing so is only one part of their mission. As such, please do not submit an application the day of or the day before a requested event and expect that the space is available and/or that the department has time to make the reservation.
Please read the following important information regarding event application requests:
If the event contact person does not hear from the reserving department within 72 business hours of Event Application submission AND it is known that both the Organization's President and UNT Faculty/Staff Advisor have approved, then please contact:
The purpose of the Event Safety Committee is to ensure that all student organization events with possible risks associated are executed in the safest way possible, to assure the safety of organization members and their guests. Upon request, the student organization may be required to attend an Event Safety Committee (ESC) meeting to discuss risk management for the event. These meetings help organizations identify and mitigate risk and decrease the chances of injury, damage, and liability. If the reserving department deems that any activities and/or elements involved with the event may increase the organization’s or University’s liability or pose a hazard to people or property, the organization will be asked to attend an Event Safety Committee meeting.
Regardless of the requirement of attending the Event Safety Committee meeting, all organizations are encouraged to review the Event Safety Guidelines to help officers think about different risk issues related to the event.
At the request of the ESC or organization, a meeting of the individuals and/or departments and organization(s) involved in the event shall be held to discuss their observations regarding the event. The ESC will compile and disseminate the final event evaluation to the departments and individuals/organization(s) involved.
Room assignments are subject to change based upon availability. If the room or building requested is not available, Student Activities will book the closest available location that will accommodate the size of the event. Classrooms should be left in a neat and organized fashion, and organizations will be held responsible for damages occurring during the use of the facility. If Student Activities receives any complaint regarding noise, trash, or disorganization within the classroom, the reservation will be canceled and the organization may be ineligible to make future reservations. The incident may also be submitted to the Dean of Students for conduct review.
If you are serving food from a vendor other than UNT Dining Services, a copy of the vendor's current health permit needs to be on file with Risk Management Services. You will be contacted if one is needed. Approval or denial of food and drink at meetings or events will be given via the Event Application.
While not an exhaustive list, these are the most common UNT policies related to events. If an organization wishes to conduct certain activities (e.g., sell items or bring food) related to the event, the organization may be required to complete additional forms.
Failure to follow any UNT policy may be referred to the Dean of Students for possible conduct sanctioning. As such, representatives should review and understand their responsibilities. All may be found at http://policy.unt.edu.
Solicitation Policy. Information regarding solicitation on campus, which includes sales, recruitment, placing of signs and posters, and other activities that may benefit an individual or group.
Use of Alcoholic Beverages. Information regarding the existence of alcohol on campus, including guidelines for student organizations desiring to sell, serve, or consume alcohol on campus.
Facilities Use Coordination. Information related to policies, charges, Event Safety Committee, and facility use at UNT.
Pre-Final Week and Final Examinations. Information regarding events and meetings during “dead” or finals weeks.
Prohibition of Camping on University Property. Information about overnight events on campus.
Free Speech and Public Assembly on Campus Grounds. Information about policies that apply to all outdoor activities and events (e.g., sound amplification, outdoor structures or exhibits).
For more information about the Event Application process, please contact Student Activities in Union 345, or at 940-565-3807, or firstname.lastname@example.org.