Return to Campus
Protocols for Student Organizations
The faculty and staff at Louisiana Tech have always been committed to providing students with a fruitful and engaging college experience. That experience has looked much different in light of COVID-19 however; and we must continue to be diligent in taking necessary precautions to reduce the risk of spreading COVID-19. This includes wearing masks, physically distancing from others, staying home when you feel sick, adhering to quarantine policies when necessary, and taking advantage of available COVID-19 testing on campus.
After evaluating COVID-19 data from the University population and the local community over the last few weeks, we will begin making cautious adjustments to the COVID-19 Protocols for Student Organizations. Please be mindful that an increase in COVID-19 positive cases would likely result in returning to more strict protocols. Organizations that violate these protocols could be subject to meeting with the Student Organization’s Committee.
Routine organization meetings are allowed to be conducted in person. Meetings must be conducted on campus and maximum occupancy is 50 percent capacity of the identified space. Because reservable space is limited, there is a one-hour time limit for each meeting in commonly used spaces. Not all traditional spaces are currently available, so please contact the facility manager to discuss the available options. If a location is not available on campus, then the meeting cannot take place in person. For the purpose of these protocols, a routine organization meeting is a seated meeting, with very low interaction, for the purpose of communicating information that is relevant to the entire organization.
- Masks must be worn at all times.
- Members who are physically present must be spaced out 6 feet from one another.
- A virtual option to attend the meeting and participate should be made available to members who are considered higher risk or who are uncomfortable attending meetings in person.
- Only the organization’s identified members, advisors, and guest speakers can be present for these meetings.
Other Organization Events
Any organization event other than a routine organization meeting should be limited to one hundred (100) persons or 50% capacity of an identified space, whichever is smaller. This applies to indoor and outdoor locations both on campus and off campus.
Face Coverings: Face coverings, as recommended by the CDC, are required to be worn by everyone in attendance at all times.
Hand Sanitizer: Hand sanitizer is required to be made available. There should be enough hand sanitizer available for everyone in attendance. Sanitizing stations shall be indicated clearly and at least one station should be located near the exit of the event.
Attendee Lists: Organizations are required to send an invitation to their attendees and request an RSVP with at least 72 hours in advance of the event. A pre-attendance list must be submitted via email to email@example.com which includes everyone who was invited and their RSVP, unless the event is open to all students. In this case, only the list of RSVPs of those attending the event should be submitted. The RSVP attendance list must include name and email address. This information will be utilized for contact tracing in the event of a positive test for COVID-19.
The initial invitation must communicate that face coverings should be worn at all times and that 6 feet of physical distancing should be maintained at all times. Additionally, the invitation should include that anyone attending the event do so with the understanding that there is an ongoing global pandemic and that everyone should familiarize themselves with the risks of attending social gatherings before RSVP’ing to the event and should not attend if they are immunocompromised or at a higher risk for contracting and showing symptoms associated with COVID-19.
Temperature Checks: It is highly recommended that temperature checks be conducted at any event using a non-contact thermometer. If conducting temperature checks, this should be communicated to attendees ahead of time. Thermometers will not be provided by the University. If checking temperatures, only one person should record the temperature on the attendance list. Any attendees with a temperature of more than 100.4 degrees Fahrenheit should not be allowed to attend the event.
Entrance and Exit: There should be one established Entrance Only and one established Exit Only to the event. Markings should be placed 6 feet apart to indicate where attendees should stand while waiting to enter the event.
Crowd Security: Organization Executive Committee members share the responsibility of serving as crowd security during an in person event, however; at least one person within the organization should be specifically designated to monitor event attendees to ensure that lines to enter do not become overpacked, that face coverings are worn by all attendees at all times, and that all attendees are maintaining 6 feet of physical distance at all times. One person for every fifty (50) people in attendance should be specifically designated as crowd security.
In order to eat, people must remove their masks which increases the risk of spreading COVID-19. As a result, any events that include food consumption will be presented to a committee for approval. All food served on campus must be provided by Aramark. Organizations can utilize the vendor of choice for off-campus events.
Additional requirements with regard to handling and distributing food include:
- Utilize a food service provider with pre-established plans regarding food handling and distribution with regard to COVID-19. Provide those plans when seeking approval.
- Ensure that all food and beverages are pre-packaged.
- No homemade food items, self-serve, or buffet style options are allowed.
- All food distribution stations must be separated by at least 6 feet of physical distance
- Designated seating areas must be established if food stays inside an identified event space. The designated seating area must clearly mark where people should sit to remain 6 feet away from others.
No alcohol is allowed at on-campus or off-campus events. When alcohol is used, the ability to make responsible decisions decreases, increasing the likelihood that people will not follow proper face covering and physical distancing guidelines.
- Live Entertainment should be conducted outdoors whenever possible
- Everyone playing instruments, singing, acting, or dancing should wear masks
- 30-minute blocks of music with 6ft between each performer and audience member
- There should be a 5-minute pause between blocks for outdoor performances; or a minimum of one air exchange cycle of the HVAC system between blocks for indoors
Organization Events Approval
All organization events, including meetings, must have an advisor physically present and must be fully approved 2 weeks in advance. This applies to both on campus and off campus events. In the event of an outbreak of COVID-19, this information will be useful for contact tracing.
To obtain approval, you must complete the facility reservation form located at https://forms.latech.edu/facility_reservation/. While this form is specifically utilized for obtaining permission to utilize a reservable space on campus, the event is not approved until every signature required has been obtained. The signatures include the organization representative designated to complete the form (this person will be deemed the event host and will serve as the direct point of contact for the event), the organization’s advisor, the facility manager, Louisiana Tech Police, and the Director of Student Activities.
*note: For off-campus events, the required signature to be obtained from the facility manager will be the Director of Student Activities. This signature does not grant permission to utilize an off-campus facility, rather it indicates that the organization has approval to contact the booking agent for the off-campus facility. All other signatures are still required.
The University continues to closely monitor all developments related to the COVID-19 pandemic, which can result in protocol adjustment without notice due to changing circumstances. Any organization event submitted for approval as well as any event already approved, is subject to cancellation, modification, and/or postponement if, in the University’s judgment, deemed necessary for the health and safety of students, faculty, and staff in response to the COVID-19 pandemic.