To abide by University of Idaho COVID protocols and the Healthy Vandal Pledge, DSI staff will continue to be a resource to you virtually. Currently, we are discouraging club walk-in/drop-ins to the DSI office. Many of your questions may already be answered on our website or Engage UIdaho. We are happy to talk with you and answer any of your questions throughout the year by email or at 208-885-1020. We can also easily arrange Zoom meetings with you!
ASO printing quotas will remain the same: 200 black and white, 100 color and 3 large format prints (posters or banners) per year. However, we are not taking drop-in printing this year. Instead, clubs must request their print jobs through this link which is also always located in Engage UIdaho’s home page under Campus Links.
Our office will remain open for clubs who would like to use our crafting table and cabinet. These stations will only periodically be wiped down and some items cannot be “wiped” down, so please use at your own personal risk.
Club mailboxes and storage units will still be available for club usage. The mailbox area will be limited to “Staff Only," so you’ll need to ask a staff person to collect your mail for you.
As clubs return, DSI will offer optional COVID Q&A Zoom sessions throughout the first week of the Fall semester. These optional Zoom sessions will be VERY useful to club officers and advisors in developing your mandatory new COVID-19 plan for the academic year. This plan will be required in the September Fall Renewal process.
Optional COVID Q&A Zoom sessions are accessible by logging into Engage UIdaho. You’ll find them under Events. You can also use your mobile phone and find them using CORQ app.
- Monday, Aug. 24 2:30-3:30 p.m.
- Tuesday, Aug. 25 4-5 p.m.
- Wednesday, Aug. 26 3:30-4:30 p.m.
Fall Renewal mandatory meetings will be the first week September on Zoom and your club’s online renewal application in Engage system will be due Sept. 30. Your COVID plan will need to be uploaded in your online renewal application.
Mandatory Renewal Zoom Meetings (you are only required to go to one) are accessible by logging into Engage UIdaho. You’ll find them under Events. You can also use your mobile phone and find them using CORQ app.
- Tuesday, Sept. 1 2-3 p.m.
- Wednesday, Sept. 2 3:30-4:30 p.m.
- Thursday, Sept. 3 3:30-4:30 p.m.
DSI is unable to give a template to clubs to create their COVID plan because of the varied nature of all our student organizations. It is up to the officers and advisors to draft unique plans since you all know your club best. That being said, here are some common (but not exhaustive) COVID measures to consider for conducting each of your club’s activities:
- Face coverings
- Social distancing
- Enforcement of face coverings and social distancing for members and/or spectators
- Sanitation and disinfection
- Capacity for activity (you’ll need guidance from University of Idaho Administrative Operations based on your finalized space and event type)
- Location considerations (indoor vs. outdoor, ventilation, removal of furniture, foot traffic flow, etc.)
- Meetings, practices and/or game precautions
- Length of event, meeting, practice or game times
- Local travel (do any off-campus members carpool to the gym? If so, that would be risky.)
- Non-UI members, children, etc.
ASUI affiliated clubs retain responsibility for all risks arising from their operations and activities. Included in risks is the responsibility for pandemic planning, currently COVID-19.
University of Idaho Risk Management WILL NOT be able to give you an exact list of COVID protocols for your club operations. To ensure the safety of your members and the entire campus community, it is the responsibility of club officers and advisors to plan for and fully implement and comply with COVID measures. It does require your club to understand the current (and fast changing) public health standards and protocols (see Resources section below to help you with developing a COVID plan) and apply them your club’s operations. Clubs will likely need to refer portions of their plans to various “subject matter experts” (i.e. DSI, University of Idaho Administrative Operations, Sodexo, Environmental Health & Safety) and confer with others.
This is a rapidly changing environment with COVID. As it changes, so do recommendations and standards, and so should your COVID planning and implementation!
It is the responsibility of club officers and advisors to review these following resources to help you craft and implement your individualized COVID plan for the upcoming academic year. You may always reach out to DSI for specific questions.
All Club members must:
- Review and Sign the Healthy Vandal Pledge on VandalWeb. A copy of the Healthy Vandal Pledge can be found here. All students and clubs must abide by this pledge. It is your club’s responsibility for knowing and enforcing these requirements.
- Review the University of Idaho's COVID-19 dedicated website. It will provide many answers under the Students section.
Club officers and advisors must:
- Review the COVID-19 webpage in its entirety and note the University’s infectious disease response plan.
- Review and follow official guidelines and best practices from appropriate public health officials and organizations. Please make sure your club operations follow procedures from at least the following resources:
- University of Idaho’s Infectious Disease Response Protocol
- University of Idaho President’s communications
- State of Idaho’s COVID reopening guidelines
- Note: we are currently in Stage 4, but that is subject to change and you must always know which stage we are in.
- Please remember that programs involving minors will be held to a higher duty of care.
- Review and know the guidelines published by the CDC
- Note their steps:
- Develop written plan
- Implement plan and keep appropriate records
- Maintain and revise plan - the plans must be “dynamic”
- Club COVID protocol plans should include any needs for disinfecting, social distancing, and Personal Protective Equipment (including masks).
- Escalate plans as appropriate.
- Note their steps:
Additional resources for clubs:
- Engage UIdaho will house all of these links on its Home page under Campus Links. It will also keep UI COVID related announcements at the top of the Home page.
- Many student organizations have national chapters with well laid out standards and protocols. Please check in with your national chapters. If they have more stringent requirements, abide by those.
- Many athletic/recreational type clubs have national chapters with COVID guidelines. Please seek those from your national chapters. For those that do not have national chapters, here are two resources to consider:
You need to review all your planned activities and determine how you’ll address COVID risks. Here are some general COVID measures to consider when drafting your activities plan are (note: this is not an exhausting list of considerations, only you know your club and your activities best):
- Face coverings and enforcement of face coverings
- Social distancing, furniture rearrangements
- Disinfecting and sanitizing
- Event and meeting capacity limits
- Temperature checks
- Location considerations, indoors or outdoors, ventilation, etc.
- Meetings/practices vs. game precautions
- Length of time for meetings, events, practices, games, etc.
- Local travel (do any members tend to carpool?)
Like all years, you must be engaged and well informed in all of your club’s activities; however, this year you’ll need to be extra vigilant in providing assistance and guidance to your club officers and members. You and your clubs are legally and financially responsible for all risks arising from your operations and activities. Included in risks is the responsibility for pandemic planning, currently COVID-19. It is highly recommended that you meet with your club’s leadership immediately. They will need additional help and guidance with reviewing the resources provided, planning their activities, and drafting their required COVID-19 plan for renewal.
Palousafest and Vandal Fall Fair (previously known as Fall Get Involved Fair) will be cancelled this year.
Instead, Palousafest Deconstructed will occur over the entire week of Sept. 14-18 on the ISUB Plaza from 11 a.m. through 1 p.m. daily. Each day will have a new theme, for example, Monday is Academic and Honorary Student Organizations and Tuesday is Multicultural and International Student Organizations. For more details visit our webpage.
Palousafest Deconstructed will be held in-person AND virtually through Engage UIdaho. This means that your club can table in-person and/or virtually and participants can opt to attend in-person or virtually as well.
Many of the tabling spots have been filled, but if your club did not register for Palousafest and you’re interested in participating in Palousafest Deconstructed (either in-person or virtually) please complete this Engage UIdaho form.
If your club has already successfully registered for Palousafest or Vandal Fall Fair your original application was transferred to this event and no further action is required, unless you’d like to cancel, then please email us as soon as possible.
Due to reduced availability in reimbursement funds, ASUI Funding Board will hold three cycles in Oct., Feb., and April this academic year. No travel will be eligible for reimbursement. No events that violate UI COVID protocols will be eligible for reimbursement. ASUI Funding Board will consider reimbursement for virtual conferences.
Please direct your funding board questions to firstname.lastname@example.org.
Face coverings are mandatory in all UI Buildings at all times. The only exception is when you’re alone in your private on-campus residence. Face coverings are required in outdoor settings if you can’t maintain 6 feet social distance between members.
- Club Meetings: go virtual for the first 3 weeks, and all year if possible.
- If you can’t meet or practice virtually, then the preference is:
- Outdoors with masks if you can’t maintain social distance.
- If weather doesn’t permit, then meet indoors wearing masks (on or off campus meetings)
- If you can’t meet or practice virtually, then the preference is:
- Do you have practices, meetings, or events that require you to be in-person and less than 6 feet?
- Discuss a COVID plan with modifications to your activities to increase social distance and mask usage.
For more guidance on masks and social distancing, please review the COVID-19 webpage.
Capacities and limits for reserved spaces indoor and outdoor in various buildings are being determined. It comes down to the specifications of each room and the event type.
The following event spaces have been converted into classrooms and will not be available to reserve for student organization events or meetings this fall:
- International Ballroom
- Vandal Ballroom
- Borah Theater
UI Administrative Operations has recalculated the capacity for all the 4th Floor rooms in the ISUB at 15 people each. They also recalculated the gym spaces. If you’re interested in reserving space for an event and would like to know the new capacity please reach out to them directly on their website or by phone at 208-885-6956.
Tabling outside and inside the ISUB will be permitted. Some of the tabling locations have changed to make them safer. Your organization must still request a tabling space via Engage UIdaho under Campus Links on the homepage.
New tabling rules:
- Only one organization representative tabling at a time. Tablers are to remain behind the table.
- Masks are required at all times for indoor and outdoor tabling locations.
- Hand sanitizer is to be provided by the organization and must be available for use.
- Consistently monitor and remind participants to maintain social distancing. If a crowd forms, politely ask them to disperse and approach your table 1-2 people at a time.
- No giving away or selling food, candy, or beverages.
- No clipboard and paper sign-ups. Instead we will provide instructions at each table for students to log into Engage UIdaho and request to join your organization online. If your UI organization is not in Engage UIdaho, please contact DSI.
- Limit your swag and giveaways. Display them smartly on the table so that only one swag item is touched at a single time. Do not hand people your swag or giveaways.
- Go paperless! No handing out paper, swag, or other items. Instead display your literature or swag. Encourage students to take pictures of your information.
Your club meetings should be held virtually this year, if possible. The first three weeks are required to be virtual. Afterwards, club meetings of 10 students or less may begin to have in-person meetings unless social distancing is not possible.
After the first few weeks, if virtual meetings are not possible and you MUST meet in-person, then it is preferred that you:
- Meet outside, wearing masks, social distancing.
- If the weather is not appropriate for being outside, then meet indoors, wearing masks and social distancing.
Please limit all in-person meetings to less than 1 hour and to as few as members as possible.
If your club MUST meet in-person but cannot abide by mask covering AND 6 feet social distancing requirements, then you are not permitted to have meetings.
All “recreation and athletic” student organizations (including Intramurals, Sports Club Federation, and ASO/RSOs) will always be required to wear face coverings during practices, games, tournaments, etc. for all members and spectators, indoors and outdoors.
At this time, travel for any club for any purpose is not permitted. ASUI Funding Board will not accept reimbursement applications for any travel this academic year. University of Idaho Risk Management does not currently advise any carpooling to local meeting places.