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Members of the University community should respond to the daily VitalCheck prompt at least 30 minutes prior to entering campus.

COVID-19 Guidelines for Student Programming

On and Off Campus Opportunities

These guidelines apply to any on or off campus student program during the spring 2021 semester.

Overall Guidelines | Event Requirements | Considerations for Specific Event Types | Student Group TravelStudent Internships and Off-Campus OpportunitiesToolkit

Introduction

To assist with the planning of on & off campus engagement opportunities this upcoming spring semester, the Student Experience and Experiential Learning Working Group has created the below set of requirements and guidelines to assist with promoting in person programs while maintaining a safe environment for all participants. The below requirements should be followed for all in person student programs on and off campus.

Event Planning Checklist

  1. Review guidelines below to determine feasibility of hosting your event.
  2. Explore and tentatively request venue through 25Live.
  3. You will receive from the space scheduler a supplemental form to complete to assist with planning related to COVID-19 event requirements.
  4. Once the event is approved, produce event following the below requirements.

Overall Guidelines

To assist with the planning and implementation of on campus programs and activities, the following list balances the need for in person events and meetings while maintaining safe conditions on campus for everyone and exploring virtual options when appropriate. Regardless of anticipated attendance sizes, the following actions will be made for all on campus events and meetings going forward... 

  • Training and Education: Students, Faculty, and Staff will complete a short educational module to learn about campus policies and protocols to protect our community’s health and wellness prior to the start of the fall semester.
  • Face Coverings: All participants will wear face coverings at all times during events and meetings (indoors & outside). Certain exceptions are permitted as outlined below.
  • Attendance Tracking: All events and meetings must maintain an attendance list and utilize an RSVP system to ensure attendance caps are maintained. UniversityTickets can be utilized by community members. Questions regarding elevator usage needs should also be asked at the time of submitting the RSVP. It is also recommended that priority be given to student attendees participating in events as well.
    • RSVP form must ask for at least First Name, Last Name, Affiliation (faculty, staff, student etc), Fordham email address & phone number.
  • Space Setups: To assist with promoting social distancing, lecture style setups are recommended indoors for the spring 2021 semester. A conference or classroom setup may also be used, however only 2 people max may be at each conference table. Each conference table must also be spaced out slightly as well to assist with social distancing. Doors to the venue should be left open during the event (if possible) to assist with air circulation.
  • Hand Sanitizer: All events will have hand sanitizer available to participants. Please connect with the space scheduler before the event as hand sanitizer may already be available in the location being requested.
  • External Guests: External guests will not be permitted at events during the spring 2021 semester as of this version of these guidelines.  This guideline will be examined at various intervals through the spring semester and revised as necessary and prudent.
  • Signage & Social Distancing Guidelines: All events and meetings  will have signs displayed that promote social distancing guidelines and reinforce that face coverings must be worn at all times. Lines to enter an event must also be managed to ensure attendees are 6 feet apart in line. Floor decals will assist with this need as well. Signage must comply with campus policies and fire code restrictions. Seating arrangements in venues will also meet standards for physical distancing.
  • Low-touch Environment: No printed tickets. Use of printed programs or handouts should be eliminated/minimized; tickets scanned electronically. 
  • Synchronous  & Asynchronous Components: All events and meetings will be required to have a virtual component (when possible) for individuals who may not be able to attend or may not feel comfortable with coming to campus. These virtual components should be interactive, and not solely be a video recording to assist with promoting engagement and a sense of community. Some examples of ways to engage with virtual participants are...
    • Utilizing social media - Instagram to engage 
    • Usage of instant polling surveys for engagement - Campus Labs, Poll Everywhere, Google Slides 
  • External Vendors (including outside food vendors): All external vendors will need to check in once on campus and will be required to wear a face covering while providing services on campus. Buffet style catering should no longer be used as an option during events and only pre-wrapped items are permitted. A representative from the group or organization should meet the vendor at the entrance to campus and direct them to the event location.
  • Guest Speakers & Performers: All guest speakers and performers will need to check in once on campus and will be required to wear a face covering while providing services on campus. While performing / speaking, the performer / guest speaker may remove their face covering if social distancing guidelines can be maintained (i.e. if they are the only person on a stage and twelve feet in all directions is maintained between individuals). A representative from the group or organization should meet the vendor at the entrance to campus and direct them to the event location.
  • Accessibility with Face Coverings: A clear face shield should be available for speakers of events and when possible additional accommodations should be considered for participants. 
  • Club Leader Trainings: Additional training opportunities to assist with implementing programs based on these new guidelines will be made available during the undergraduate club leader training days at Rose Hill & Lincoln Center. It is recommended that events be held virtually until that training occurs in September.

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Event Requirements

Leading up to the event, the following guidelines must be implemented to ensure all requirements for COVID-19 protections are met.

  • Registration:  All attendees and presenters must register (no registration = no entry) prior to entering an event. The registration list must be shared with the Office for Student Involvement on the specific campus (involvementrh@fordham.edu & involvementlc@fordham.edu) no later than 24 hours after an event.  Student clubs should contact the Office for Student Involvement to utilize UniversityTickets or use a Google Form to collect the needed information. All  registration services must provide at least the following: 
    • Event registration confirmation (on smartphone/QR code or via email);
    • Documentation of attendees or presenter name, email and cell phone number for possible contact tracing;
    • Event day guidelines, including: showing event registration confirmation on smart phone/QR code or via email (no registration = no entry), ID, providing name and cell phone number; limiting items they carry in; social distancing, personal hygiene, face coverings (no mask = no entry), hand sanitizing stations; directions to access/exit facilities, policies on venue cleaning and sanitizing, use of elevators, escalators, restrooms, Ram Vans, etc. 
  • Event Size: For the spring of 2021, in person events will be limited to the capacity allowing for social distance or to 50 people (whichever is less). 
  • Prior to Attendee / Presenter Arrivals:
    • Event Organizers must also register for events (to “count” as attendees  in a room); show event confirmation on smartphone/QR code or via email  (no registration = no entry), ID, name and cell phone number.
    • Event Organizers must ensure that attendees  and presenters receive event day guidelines through event registration vendor service, including: showing event registration confirmation on smartphone/QR code or via email (no registration = no entry), ID, providing name and cell phone number; limiting items they carry in; social distancing, personal hygiene, face coverings (no mask = no entry), hand sanitizing stations; directions to access/exit facilities, policies on venue cleaning and sanitizing, use of elevators, escalators, restrooms, Ram Vans, etc.
    • Event Organizers must eliminate/minimize check-in lines to maximize social distancing and safety.
    • Event Organizers must eliminate/minimize name tags and event programs/agendas to maximize social distancing and safety.
    • Event Organizers must provide face coverings to attendees and presenters at entry points who arrive without them. (no mask = no entry)
    • Event Organizers must ensure that hand sanitizing stations are available. 
    • Event Organizers must post signage (visual and audible, if possible) referencing social distancing, personal hygiene, face coverings (no mask = no entry), hand sanitizing stations; directions to access/exit facilities, policies on venue cleaning and sanitizing, use of elevators, escalators, restrooms, Ram Vans, etc. 
  • Attendee / Presenter Arrivals: Attendees and presenters must show event registration confirmation on smart phone/QR code or via email (no registration = no entry), ID, and provide name and cell phone number on arrival.
    • Attendees and presenters must wear face coverings covering the mouth and nose upon arrival and throughout the event (no mask = no entry).
  • Attendee / Presenter Protocols: Attendees and presenters must follow directions to access/exit facilities and guidelines on social distancing, personal hygiene, face coverings (no mask = no entry), hand sanitizing stations, use of elevators, escalators, restrooms, Ram Vans, etc.
    • Event organizers must contact and work with venue managers or Fordham’s Department of Public Safety if attendees do not comply with safety precautions. 
    • While performing / speaking, the performer / guest speaker may remove their face covering if social distancing guidelines can be maintained (i.e. if they are the only person on a stage and twelve feet in all directions is maintained between individuals ).
  • Social Distancing: The on-campus space or off-campus venue must be in compliance with CDC and NYS guidelines on public assembly, social distancing, hand sanitizing stations, cleaning and sanitizing.
  • Face Coverings: All attendees and presenters must wear face coverings that cover the mouth and nose throughout the event. (no mask = no entry)
  • Event Duration: The length of events must be curtailed to minimize exposure and maximize safety. 
  • Catering: Catering must be eliminated or curtailed: no receptions or buffets; limited to pre-packaged options.

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Guidelines and Considerations for Specific Event Types

  • Guest Speakers/Panels: While observing physical space limitations, in person capacity will be limited to the capacity allowing for social distance or to 50 people (whichever is less). Clear entrance and exit signs will be in place when more than one doorway is available to reduce crowding. Virtual components should be made available.
    • It is recommended that any contracts allow for video recording / live streaming.
    • If at the last minute the event will need to go fully virtual, alternative plans to live stream the event should be made available.
    • Guest speakers must show event registration confirmation on smart phone/QR code or via email (no registration = no entry), ID, and provide name and cell phone number on arrival.
    • Guest speakers must consent to a temperature check on arrival to campus (100.4+ = no entry).
    • Guest speakers must wear face coverings covering the mouth and nose upon arrival and throughout the event (no mask = no entry). While performing / speaking, the performer / guest speaker may remove their face covering if social distancing guidelines can be maintained (i.e. if they are the only person on a stage and twelve feet in all directions is maintained between individuals).
  • Small Groups Meetings / Group Events: Various areas of the university will be utilized to make adjustments for group sizes and to promote social distancing. Virtual components will be added as needed. In person capacity will be limited to the capacity allowing for social distance or to 50 people (whichever is less). It is recommended that outdoor & field spaces be considered as locations when possible. Face coverings must be worn at all times during the program.
  • Performances & Competitions: Will include - Rehearsals & set building guidelines, Bands, Dance Groups, Open Mic events,Theatre Groups, Acapella Performances & Debate Tournaments. All events will maintain physical distance guidelines and will include virtual components when possible.
    • In person capacity will be limited to the capacity allowing for social distance or to 50 people (whichever is less).
    • Groups should also ensure that a distance of twelve feet in all directions is maintained between individuals while participating in activities requires projecting the voice (e.g., singing), playing a wind instrument, or aerobic activity resulting in heavy breathing (e.g., participating in fitness classes). When these guidelines cannot be maintained, face coverings must also be worn by performers & stage crew. Audience members must wear face coverings throughout the duration of any event.
    • It is recommended that any contracts allow for video recording / live streaming.
  • Meals: Grab and go pre-wrapped meal options can be provided during an event. It is recommended to utilize  Aramark for these types of services. Self serve buffet style options will no longer be available. 
    • Please confirm if the grab and go meals need to be refrigerated prior to the day of the event.
  • Vendor Tables: Vendors must have the capacity to have inventory options displayed in a non contact format and only individually wrapped items may be sold at bake sales. Face coverings must be worn at all times while at the vendor table (customers and vendor).
  • Food Trucks on Campus: Vendors will follow all appropriate NYC guidelines set for food service and will adhere to social distancing guidelines for line control. All employees serving food from a food truck must wear a face covering while on campus.
    • For outdoor locations, please discuss with the space scheduler if access to the internet, power, water etc will be needed as allt locations may not have this readily available.
  • Trainings/CORE programming: These sessions will utilize online learning platforms, such as Blackboard, for asynchronous content. Any live components should either be virtual through a program like Zoom.  If any in person session is needed to augment the online information should be delivered in a manner that reduces time and combines speakers in a “Ted Talk format”
  • Lawn Games (use of open spaces, lawns etc) and outdoor events: Lawn markings must be set up to promote social distancing guidelines on all lawn spaces. Lawn signage or decals should be reviewed with the space scheduler prior to the day of the event. 
    • Large scale events may require additional temporary restrooms for the duration of the event
    • For outdoor locations, please discuss with the space scheduler if access to the internet, power, water etc will be needed as all locations may not have this readily available.

 

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Student Group Travel

All student groups are expected to travel (as it relates to University programs) only in the NYC area during the spring 2021 semester. All travel must be registered with the appropriate supervisor / advisor and must include a safety plan. Undergraduate student groups should connect with the Office for Student Involvement (or department supervisor) on each campus to discuss specific travel needs and / or exceptions.

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Student Internships and Off-Campus Community-Engaged Learning Opportunities

  • Off Campus Retreats: 
    • Goshen Retreat House: Maximum capacity of the retreat house for all retreats and gatherings will be set by CDC and NY State guidelines.
    • Non-Fordham Owned Retreat Centers: Overnight student retreats off campus will be cancelled for the spring semester. Day retreats & on campus retreats are still permitted depending on location. 
  • Career Views: Office of Career Services employer site visits for students to see the work environments will follow guidelines for New York City travel. 
  • Student Internships at Employer Locations: 
    • Follow employer guidelines as outlined by the CDC, Governor and Mayor overseeing the location
    • A process to file a complaint for any posted internship that is not meeting compliance standards will be made available to students. One system that could be used to facilitate this is Handshake through Career Services. 
    • Employers on campus will follow guidelines set for external visitors  
  • Urban Plunge (pre-orientation program): Will follow similar guidelines to other training sessions as well as sessions involving small groups and off campus engagement in New York City. 
  • Off-campus Community Engagement and Community Service: Students should follow guidelines set forth by the individual agencies where they will be volunteering. This may include completing pre-screening questionnaires, medical evaluations, and/or other pre-orientation requirements.
  • Community Partners On campus Programs:
    • Communication with outside organizations to ensure all groups are aware of current guidelines regarding face covering guidelines, as well as limitations to size of groups. Departments may assist with providing PPE if needed for community partners. 
    • Set helpful deadlines for Community Partners to submit their space requisition forms, acknowledging that University may take priority of previously available spaces. 

 

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Event Toolkit

The Event Toolkit is provided as a resource to assist with event planning.

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