Co-Curriculum: In-Person Meeting and Event Guidance
With the COVID-19 pandemic causing a modification in procedures for in-person gatherings at ESOP, student leaders in conjunction with the Office of Curricular and Student Affairs established these guidelines in order to ensure student organization compliance with UNC Community Standards and to set reasonable expectations for the scope of in-person events at ESOP in the fall of 2020.
- The University of North Carolina-Chapel Hill (UNC-CH) has outlined procedures for physically returning to campus in the fall of 2020, posted on the Carolina Together website. Within these procedures, there are a set of Community Standards that are expected to be met for all in-person gatherings on the UNC-CH campus (https://carolinatogether.unc.edu/)
- Within the framework of these community standards, the UNC Eshelman School of Pharmacy (UNC ESOP) has submitted a plan to the Provost of the UNC-CH with details for the fall curricular experience, including room capacities for the rooms within the buildings of UNC ESOP (see Appendix A, and/or https://faopharmacy.unc.edu/files/2020/07/ESOP-Fall-Curriculum-Proposal_22JULY20.pdf ).
- Ensuring the health and the peace of mind of UNC ESOP students while engaging within the co-curricular experience is of paramount importance.
- In-person social interaction is an important part of the co-curricular experience, and allowing students to meet on campus in a safe manner within the boundaries of the aforementioned Community Standards will help promote the flourishing of UNC ESOP students in the fall of 2020.
What factors must be considered for every in-person event that is held at ESOP?
- Every in-person event held at ESOP must have functional remote capacity (i.e students can attend through Zoom) if at all reasonable/possible. Events that cannot reasonably have functional remote capacity include but are not limited to blood glucose or blood pressure trainings and flu shot/vaccine clinics. Beyond these listed event types, organizations should receive clearance from Student Senate Leadership and/or OCSA to hold events without remote capability.
- Every in-person event must have an associated HeelLife event with active RSVP functionality. Only individuals that RSVP to the event will be permitted to attend, and allowed attendance must reflect the room capacity where the event is held. The RSVP count must account for all attendees, including organizers, speakers, and participants.
- Distribution of food and drinks at student organization events is prohibited.
- Eating at student organization events requires removal of masks, which violates the University’s Community Standards.
- Cleaning procedures for events
- It is strongly recommended that each event should have a designated individual responsible for “clean in/clean out”. This individual will be responsible for sanitizing the presenter’s area and other frequently-trafficked surfaces.
- Attendees at events are responsible for cleaning their own seating areas before and after utilization.
- Cleaning supplies will be supplied by ESOP.
How will Community Standards be enforced within the buildings of UNC ESOP?
- Every attendee of UNC Eshelman School of Pharmacy events must sign the “Fall 2020 COVID-19 Curricular and Co-Curricular Attestation” found on the PharmD Student Sakai site.
- Student Organization Presidents are responsible for ensuring that in-person events held by their respective student organizations follow Community Standards. If there is a clear and intentional violation of Community Standards within the buildings of UNC ESOP (Beard Hall, Kerr Hall, Marsico Hall), then the offending student organization will have their room reservations cancelled for the remainder of the fall of 2020.
- Reports of violations of the Community Standards will be submitted through the Eshelman Care Team referral system (https://unc.az1.qualtrics.com/jfe/form/SV_bax2evk5c1e0K33), and should be categorized under the “Professionalism” category. OCSA will review reports of non-compliance in conjunction with Senate leadership to determine if the penalty of cancellation of room reservations is appropriate.
During what hours can in-person student organization events be held within the buildings of UNC ESOP?
- Due to the fact that students will not be on campus every day of the week for class (see ESOP Fall Curriculum Proposal https://faopharmacy.unc.edu/faculty-resources/course-schedules/), student organization events during common hour (12-1pm) that intend to have members of multiple cohorts (“cohorts” are defined as the class of 2021, class of 2022, class of 2023, class of 2024) should only be held remotely, and room reservations for events held during common hour will not be processed. Student organizations should account for the movement of students during common-hour and the inconvenience of differences in location of different cohorts if planning on holding a virtual common hour event. Student Senate and OCSA leadership are strongly recommending that common hour be used in the fall of 2020 to give students a break from zoom meetings. However, remote meetings will be allowed during common hour.
- See next guidance for availability of room reservations
What will the room reservation process look like for student organizations at UNC ESOP during the fall of 2020?
- Room reservations will open on August 3rd, at 8pm.
- Only the following rooms will be available for reservation during the evening times at ESOP (capacity listed following room):
- Kerr 1001 (35)
- Kerr 2001 (35)
- Beard 200 (24)
- Beard 209 (24) (available starting in September)
- Beard 208 (12)
- Karpen 011 (12)
- Room reservations for rooms in Marsico Hall will not be processed.
- Each room will only be able to be reserved once per evening, Monday through Friday in accordance with guidelines. The room reservation Qualtrics form will be updated to reflect all these changes.
- In order to accommodate the ESOP cleaning schedule rooms at ESOP must be vacated by 10 pm. Rooms will open for the evening at earliest at 5 pm, but some rooms may not open until later because of utilization for class.
- If there is more demand than supply for room reservations, rooms will be distributed in a transparent manner, in order to ensure fairness in distribution, with the caveat that perfect equity will be difficult to ensure. Student organizations are encouraged to submit all desired room requests. If there are more requests than rooms available, Senate leadership will work with individual student organizations to determine the appropriate course of action.
- Requests for multiple rooms for a single event (reserving both Kerr 1001/2001 for a single larger event) will be processed. However, the number of room reservation requests may preclude reservation of multiple rooms for a single event.
- Due to ESOP cleaning schedules, rooms will not be able to be reserved on Saturdays and Sundays.
- Rooms should not be reserved for the sole purpose of distribution of items from a fundraiser. Details are forthcoming about safe and effective practices in regards to distribution of items from a fundraiser, but should be able to be facilitated in common areas.
How will off-campus events, including clinics, community engagement events, and other events be handled by ESOP?
- Guidance around clinics, community engagement events, and off-campus student organization events will be addressed by a separate set of guidelines. These guidelines are for events held in Beard Hall, Kerr Hall, and Karpen Hall. As stated previously, Marsico Hall will not be available for in-person student organization events.
How should concerns and questions about in-person events at ESOP be routed?
- If an area of concern is not covered in this document, please reach out to Chris Parish on the Chapel Hill campus and Izaak Juenemann on the Asheville campus, in addition to Colleen Wernoski.
- If you believe an exception to a guidance provided in this document is warranted, please consult Chris Parish and/or Colleen Wernoski for consideration.
APPENDIX A: Room Capacity with Rooms in Beard, Kerr, and Karpen Halls (can also be found at https://faopharmacy.unc.edu/files/2020/07/ESOP-Fall-Curriculum-Proposal_14JULY20.pdf)