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National Association of Australian University Colleges

COVID-19 Handbook For Student Leaders

The previous COVID-19 document included specific details regarding residences. This information was anecdotal and thus should be considered confidential and accordingly disregarded. NAAUC apologises for any information that was inappropriately disseminated.

TABLE OF CONTENTS 01 EXECUTIVE SUMMARY 02 WHAT CAN NAAUC DO FOR YOUR RESIDENCE? • Absent Leaders Guilt What has Happened so far? Maintaining College Culture Academics - Keeping Students Studying Maintaining Good Mental + Physical Health • What can Students do? Managing Mental Health on Residence Maintain Social Connections • Social Networking

09 EVENTS • Social Events • Cultural Events • Sports Reaching Out to the Broader Community

12 GUIDELINE + REGULATIONS • General Meetings • Finances Summary

THIS INFORMATION IS CURRENT, AS OF MONDAY 04 APRIL 2020

In light of recent updates to guidelines and advice regarding COVID-19, NAAUC wishes to extend its support to all residential communities in the university sector. Our residences thrive from their ability to connect, engage and support students living on campus. With the current restrictions that limit large gatherings in communal spaces and group activities, it is clear that practises common to residential communities must adapt with this crisis. This document is designed to assist in the continuation and maintenance of on-residence life through simple and achievable implementations.

EXECUTIVE SUMMARY Information current as of April 4, 2020.

01.

DOCUMENT AIM This document has been assembled by the NAAUC team in the hopes of lessening the blow to residential community cultures, finances, and overall mental and physical health through the coming months.

NAAUC encourages all readers to keep up to date with current government instruction.

THE NEED In the current climate, many residential communities have faced challenges never before seen in the sector. Current government restrictions have led to the disruption of residential community operation. Residences have been placed in lockdown or closed for the peak of the crisis, sending residents home where they can and continuing accommodation in all other circumstances. Student clubs and universities have disbanded events until further notice, in observation of said restrictions. Student leaders are still coordinating communities through all of this, supporting those who need support, and creating engagement however they can. WITHIN Tips and ideas for student leaders to continue to support their communities, and residents: • online events and social programs • mental and physical health support systems • opportunities to help the local community • promoting the continuation of study and good study habits • understanding student club legal and financial obligations

NAAUC’S PROMISE We are here for you and your residence and are offering one-to-one sessions. Do not hesitate to contact us via email, our social accounts or website. W: www.naauc.edu.au E: info@naauc.edu.au Follow us @NAAUC on Instagram, Facebook, LinkedIn and Twitter for updates on our community.

02.

WHAT CAN NAAUC DO FOR YOUR RESIDENCE? One-on-one Mentoring - We are here for you and your residence, and can offer one-to-one consultancy with student leaders to tackle the specific problems facing your residence. Please contact us at: info@naauc.edu.au ABSENT LEADERS GUILT Many student leaders are feeling conflicted at this time. Do I stay? Do I go? What will people think of me as a student leader, leaving at a time like this? It appears there is a common feeling of guilt amongst student leaders about leaving their residence. This feeling in most instances largely comes from within. We place too much unnecessary pressure on ourselves and worry we are neglecting our responsibilities by being home. But this is not the case. Firstly, be kind to yourself. If leaving your residence for this period seemed the wise decision, then it probably was and most students are now leaving if they can. Doing the same should not be considered a poor decision,in fact, depending on your unique circumstance, it could be the most responsible decision for slowing the spread of COVID-19. Secondly, in this period of physical isolation, your ability to create community, attend to the responsibilities of your specific role, and also work with your student club or RA team, can all be done from home. Presently, there is little difference between working from your room on residence, and your room at home with the family. So please, donâ€™t feel any guilt about working from home. More than half the world is. This document aims to help you do your job no matter where you are.

The current COVID-19 health pandemic is an ever-evolving, unprecedented situation. NAAUC advises that current government guidelines be referred to for the most up to date regulations and health information. For more information and resources on COVID-19 see: https://www. health.gov.au

WHAT HAS HAPPENED SO FAR? A wide variety of responses have been executed by residences that we have been in contact with. Most residences are encouraging students to leave, whilst still providing accomodation for those who wish to stay, or cannot leave. Some have shut down and sent residents home entirely, most of which reside in epicentres of the COVID-19 outbreak; Melbourne, Sydney, and Brisbane. Additionally, thousands of hours of sporting and social events at residences and universities across the country have been cancelled for the first semester, or until further notice. Students, student clubs, and residences, have been impacted heavily economically and culturally as uncertainty surrounds the re-establishment of these events in the near future. Culturally and socially, this has created a lot of stress and anxiety around the future of on-campus culture for 2020 and beyond. NAAUC is asking residences to keep us updated during this time, as we attempt to locate pressure points where we can be of the most assistance. We are here for you and your residence, please contact your state representative with any information and queries. For all other states/territories please contact our executive at info@naauc.edu.au.

Queensland

New South Wales

qld@naauc.edu.au

nsw@naauc.edu.au

Victoria

Tasmania

vic@naauc.edu.au

tas@naauc.edu.au

South Australia sa@naauc.edu.au

MAINTAINING COLLEGE CULTURE As many residences take measures to prioritise the wellbeing of their students, major concerns of how to preserve residential culture have arisen. Here, we have assembled a list of suggested methods and ideas for your community.

ACADEMICS - KEEPING STUDENTS STUDYING Academic programs are an integral part of the residential experience. As most programs have now been paused, there are concerns about the impacts this will have on students academic success. Of particular concern is a decline in tutoring and student motivation. For some students this could be the difference between continuing or quitting their studies. To this end, we recommend managing the community in the following ways: â€˘

College Tutorial Programs and Study Groups - offering academic support to residents through additional tutorial or peer-run study sessions through the use of online, interactive forums such as Google Hangouts, Zoom Meetings or Microsoft Teams. Increasing the level of connection students have with their tutorial groups, classmates and tutors can assist in maintaining engagement.

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Study Tools and Academic Planners - making students aware of such online resources as GoConqr, Quizlet and My Study Life can assist them in keeping consistent study habits, goal setting and motivation. These programs allow the creation of online flashcards, revision quizzes and workload planners, promoting these

MAINTAINING GOOD MENTAL + PHYSICAL HEALTH The mental and physical health of residents is imperative to the wellbeing and culture of communities. Given the current situation, encouraging good practice is especially important.

WHAT CAN STUDENTS DO? Practicing Gratitude - your mindset in this period is incredibly important! Practicing gratitude can be a great way to keep a positive outlook. Some ideas for practicing gratitude include:

A Gratitude tree – where every member posts a message or sends a text to other members to share something they are grateful for. Peak and Pits – What went well? What didn’t? How can we feel better! Share these ideas with a group daily. Find a buddy to set daily challenges with – These could include a healthy habit, a mindful practice, or a creative pursuit. Be sure to encourage and check in daily to stay motivated.

Focus on the Controlables - creating a routine or plan for each day can be a great way to stay in control and reduce anxiety levels. Start a daily hobby, plan a call or an activity every evening. Socialise While Physically Distancing - organising virtual coffee dates with friends and family can be a great way to stay connected. See page 8 for more ideas on how to stay social. College Pen Pals & Notes Under Doors - assigning residents a pen pal can be a great way to formulate new connections throughout the residence. Goodie Bags - put together little care packages and delivering them to students’ doors can be a great way to promote a positive mindset and lift morale.

Positive Posting Threads - consider starting an online posting thread or decorating hallways with pictures of pets, mems or favourite quotes to encourage students to focus on the positives Keep Active - there are a plethora of great at-home workouts to keep you active during this time, here are some ideas: 20 Minute Full Body Workout 30 Minute STRONG by Zumba Yoga for Beginners See whatâ€™s out there and on offer! Practice Mindfulness - using apps such as Headspace, a guided meditation and mindfulness app, can assist students to reduce stress, increase focus and improve sleep within their day-to-day routine. For additional de-stressing/ mindfulness activities see the Wim Hof Method.

MANAGING MENTAL HEALTH ON RESIDENCE Prior to the pandemic, some students were already struggling with their mental health and engaging with support systems at their residence. It is important that these students, and others, have access to support. This section provides strategies for students who are experiencing mental health challenges. NOTE: Practice good hygiene if exchanging, food, items, etc. College Counsellor Online - making online appointments with the college counselor or a recommended psychologist can be a great way to support residents on a virtual platform. Residential Assistants & Pastoral Care Support - organising online chat groups or individual check-ins with residents can be a great way to monitor the wellbeing of students and continue to offer pastoral care support. Physical Activity - encourage residents to start, maintain or improve an exercise regime for indoor activity or individual activity outside. By designing routines or hosting online groups, resident motivation is more likely to be higher. Good Diet - making healthy options readily available to all residents, is key in maintaining a good diet and good mental health. Sending helpful reminders to eat well and minimise junk food will assist in this. Be aware of susceptible students. Community Mental Health Resources - making residents aware of the mental health resources available to them through informative social media posts or publications is essential. Here is a list of the key community mental health resources: •

Lifeline • • •

•

Phone: 13 11 14 (24 hours/7 days) Text: 0477 13 11 14 (6pm - midnight AEDT, 7 nights) Chat online: https://www.lifeline.org.au/crisis-chat (7pm-midnight, 7 nights)

Beyond Blue • •

Phone: 1300 22 4636 Online chat forums: https://www.beyondblue.org.au/get-support/online-forums

MAINTAIN SOCIAL CONNECTIONS Friendships and connections make up a large part of residential culture, and ensuring engagement through online platforms is a strong way forward in this time.

SOCIAL NETWORKING Platforms available to ensure that residents can connect even when physically distancing or self-isolating, are key. Some of which include: •

Group Call Platforms - Skype, Google Hangouts, Zoom, Microsoft Teams, Facetime, Facebook Messenger, Whatsapp and more!

•

Creating a Gaming or Esports Club - socialising through online gaming platforms is a great way to stay connected and have some fun! Some suggestions include: Minecraft servers, Sims Cities, RuneScape, FIFA, Fortnite and Homescapes, just to name a few! Check out known game stores like Steam, Amazon, App stores and more to see what’s accessible and trending. Some students may already know a game that would work; ask and see what’s already in use. • Try to set challenges, create teams, leader boards and goals to bring these activities beyond just ‘occupying time’

•

Encourage students to get outside, sit in the sun, utilise residential gardens/quads.

Student should be encouraged to use this time for personal development:

• • • • • • • • •

Linkedin and resume workshops Online RSA/RSG and other certificates Duolingo or SkillShare Podcast listening and creation Documentaries Life management Create new playlists Read a book (book clubs) Learn a new skill/hobby

03.

EVENTS NOTE: Practice good hygiene if exchanging, food, items, etc. Events are a large part of the college experience. Below are some examples of how to continue to create and host events online or appropriately distanced (keep in mind government regulations as situations change):

SOCIAL EVENTS

•

• • • • •

Easter egg hunt / virtual Easter egg hunt / scavenger hunt Craft activities (painting, colouring, origami). Board games Host a Kahoot of fun facts E-sports Deliver a “TED talk” on a topic of interest to friends.

• • • •

• •

College / Intercollege TikTok Competition. Movie nights and watch parties Meme competitions Video/photo thread of ‘what you’re doing at home’ Pet thread House Party calls (app)

CULTURAL EVENTS Encouraging the continuation of cultural expression can help to not only lift student’s spirits but also give them an outlet for creativity and entertainment. Some ideas include:

• • •

Residents performing during mealtimes Silent disco Musicians performing or talent shows on Zoom

• • • •

Zoom pub choir College themed Spotify playlists Starting a book club and discussing online Slam poetry competitions

SPORTS Sports are an integral part of the college culture and keeping active is a great way to boost motivation, maintaining this can be achieved by:

• • •

Online Yoga groups Walking or running Zoom workout sessions

• •

Tennis or Ping-pong At home HIIT workouts (can be found on Pinterest, Youtube and Instagram)

REACHING OUT TO THE BROADER COMMUNITY NOTE: Practice good hygiene if exchanging, food, items, etc.

Only leave your residence or home for essential items and causes per government guidelines #Stayhome. Engaging with the wider community by supporting local businesses is crucial to their survival in the current climate. Some creative ways of helping your local business can be by:

•

Purchasing Gift Cards online - buying gift cards can help in producing an income for a business and can make great gifts or personal treats!

•

Donating - whilst we understand that there is a significant strain on the finances of many people across the country, if you have the ability to donate even a small amount, it would be greatly appreciated by many local businesses and non-forprofit organisations.

•

Shop at Local Wholefoods Stores - instead of going to the supermarkets, consider supporting local businesses; fruit markets, corner stores, specialty stores and more.

04.

GUIDELINE + REGULATIONS Student clubs and committees have expressed their frustrations with residents not following guidelines and not taking restrictions seriously, despite the constantly evolving events of the pandemic. NAAUC wishes to extend its acknowledgment of the seriousness of these regulations, and the impact not following such guidelines can have on the community. We urge all student leaders to take these measures seriously and set an example for returning and first year residents to also follow the guidelines. This should be occurring both within your college or hall of residence, and outside in all social environments.

Governance Considerations for Student Clubs in Light of COVID-19 The information below is a checklist of what student clubs should consider in light of the pandemic. For the purposes of this document “student club” refers to other similarly named entities including resident’s club, resident’s association. The information below is not intended to be legal advice. The below is information on what student clubs MAY want to consider in light of physical distancing requirements. Please consult your relevant state government agency and a legal practitioner for advice.

GENERAL MEETINGS Have you considered the impacts of physical distancing on how your annual general meetings (AGM) and other general meetings (GM) will be run? • Read your club’s constitution/rules in regards to how and when your general meetings need to occur. • Can you conduct your AGM online/through digital means? NB: this will depend on your constitution and the laws in your state. • Can you postpone your AGM? NB: this will depend on your constitution and the laws in your state. • Consult your relevant state based regulator/agency that is responsible for incorporated associations (listed below). • Not-for-profit Law has an informative infographic on this topic: https://www.nfplaw.org.au/sites/default/files/media/Can_we_hold_ our_AGM_remotely_flowchart.pdf.

FINANCES What is the current financial position of your student club? •

Does your student club have the ability to pay its debts when they fall due? i.e. are you NOT at risk of trading whilst insolvent?

•

If the answer is NO to the above what can your student club do to ensure it can pay its debts? Can you seek relief/deferment/ renegotiation for any debts? Can you arrange assistance from your residence?

•

If the answer is NO seek immediate financial and legal advice.

What is the likely financial position of your student club in 6 months if current restrictions are removed? In 12 months if restrictions are removed or, whenever current restrictions are removed? •

Does your student club have the ability to pay its debts when they fall due? i.e. are you NOT at risk of trading whilst insolvent?

•

If the answer is NO seek immediate financial and legal advice.

Is your student club required to refund membership fees if people have left your residence / if the residence has shut down? •

If so, how will this impact the overall financial position of the student club?

•

Would you be at any risk of being unable to pay debts when they fall due as a result?

•

If you aren’t required to refund membership fees, should you discuss if members are reimbursed if they are not living in their residence? (See below checklist).

If your student club is in a healthy financial position and has funds to spend, have you considered how these funds will be used in light of COVID-19? •

How can you add value to your members?

•

What activities/events/initiatives can you arrange in lieu of physical events?

Impacts of non-compliance with the law • Some regulators and agencies have indicated they are relaxing the enforcement of certain laws during COVID-19: • This does not mean the laws no longer apply. It simply means they will not be enforced by the regulator if breached (other parties may bring an action, however). • There are serious and far-reaching implications on trading whilst insolvent: • Regulators may have announced they are relaxing their enforcement during this time. HOWEVER, this is no excuse for non-compliance; • Committee members may be personally liable for the debts of a student association if it is trading whilst insolvent (similar to directors’ penalties). • Effects of mismanagement and non-compliance with the law: • The possibility your student club may be wound up and shut down.

Relevant State/Territory Government Bodies for Incorporated Associations Tasmania

Consumer, Building and Occupational Services

Victoria

Consumer Affairs

New South Wales

Fair Trading NSW

Australian Capital Territory

Access Canberra

Queensland

Fair Trading QLD

South Australia

Consumer and Business Services

Northern Territory

Licensing NT

Western Australia

Consumer Protection

Other Useful Resources Not-for-profit Law (Justice

https://www.nfplaw.org.au/

Connect)

SUMMARY Each residence across Australia is undergoing a circumstantially unique strain. Students, Staff and leaders of communities are all taking hits personally and socially on top of the financial and health burdens sweeping the globe. Above all NAAUC recommends kindness; to yourself, and to your community as things become difficult nationwide and globally. Through the creative adaptation of the key elements of college life and the adoption of the online tools and platforms available, residences can preserve their rich college culture. Create teams, schedules and groups that can help keep morale up even when things are looking down. Understand your culture and understand what your fellow residents would enjoy or get involved in; adapt to this and use it to your advantage!