COVID-19 Student Engagement And Management Guide - NC A&T SU

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Welcome back! As the university continues to move forward with planning during Coronavirus, the Office of Student Activities and Campus Involvement (OSA) would like to provide support for student organizations to continue operating under guidelines set by N.C. A&T, the CDC, the State of North Carolina,and local authorities. As you browse this guide, please keep in mind that you may email osa@ncat.edu with any questions you might have about continuing operations. * * Adapted from UNC Pembroke Campus Engagement and UNC Charlotte Student Involvement. This document was created on 7/29/2020 and edited on 07/27/2021

Annual Re-Registration Annual Re-Registration occurred during April 13, 2021, at 8:00 AM – April 23, 2021, at 11:59 PM for all student organizations. The registration fee remained at $35 during that time. The annual re-registration reopened August 1, 2021at 8:00 AM – August 20, 2021, at 12:00 NOON and increased to $50. Only Presidents and Vice- Presidents were allowed to register the organization during that time.

For more information on how to re-register your organization, visit the Re-registering your Organization support page. Keep in mind that in order to keep your organization active, you must re-register your organization by paying the fee and completing your 1891Connect page update.

Elections You can set up a virtual election process on 1891Connect by utilizing the election feature on the organization’s page. For more information about the elections feature, visit the Creating an Organization Election support page. This support page will help you navigate creating ballots and adding elected positions. Review your constitution’s elections process to ensure that you are following the procedure. Update your 1891Connect organization roster to reflect your current membership. This will determine who receives a voting ballot and minimizes potential issues.

Tip: Do a test run first to be sure that you become familiar with the process and how to find reports of the election results. Share the election results with your group virtually (social media, email, etc.).

Officer Transition As your organization elects new leadership, think about how the organization can facilitate a successful transition virtually. Your advisor should play a part in helping create a plan for transitioning positions. Once you have transitioned leadership, do not forget to change the roles in 1891Connect.

Tip: Some organizations create a position-elect to help with ease of transition on 1891Connect to help train new leaders in their incoming role.

Events The OSA staff knows and understands the difficulty of planning an event in a virtual manner that initially intended to be face-to-face. As students start to come back to campus, it is now even more critical to find new ways to engage them through event planning. Events will always 2

follow written regulations set by NC A&T SU, North Carolina state officials, and the CDC – using the lowest maximum capacity between any three of the set regulations.

When planning and implementing your events, be sure to utilize 1891Connect. 1891Connect is NCAT’s student organization and department hub for advertising each organization, events, other involvement opportunities, and track attendance, which in turn helps gather data to measure engagement and needs of the campus.

Review the following steps: Create a new event in your organization; Track event participation you may notice that when you go to find the access code, there is a new Attendance URL in which you can send to anyone attending your event to mark as attended.

Tip: Use this attendance URL in the chat box of your Zoom meeting or another virtual platform to have students sign in to verify attendees. Also, have students RSVP to your event on 1891Connect to receive the link for your event conveniently. This will help you collect the names of potential participants in case they don’t use the attendance URL. You can also record your Zoom meeting; once you are finished, you can access a list of attendees that way as well.

Hosting Virtual Events The first day of Virtual Programming for all Registered Organization is September 7, 2021. Through the University Events Center Scheduling Process (25Live), the Student Center will allow some spaces to be reserved to enable streaming or presentation of virtual events (while social distancing), and utilization of available technology that will allow for a seamless virtual presence.

Considerations to take while hosting meetings and events virtually should include the following: • Information Security • Accommodating Students with Disabilities • Closed Captioning o Zoom Closed Captions o YouTube Subtitles & Closed Captions • Peer-to-Peer (P2P) File Sharing via the G Suite

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Meetings/Events Every organization will be allowed to host no more than 3 in-person events, this includes indoor or outdoor events; starting September 20, 2021, (this will remain as long as there is no spike in COVID19 cases) All Full- Body Meetings and General Body Meetings must remain virtual for the Fall 2021 Semester. Any food for events must be boxed, prepackaged, or catered with servers at event/program.

As social distancing measures continue, we encourage you to think of new and creative ways to hold meetings to keep your executive board and members engaged. Holding meetings for your general body, executive board, or for special groups and committees could be of value during this time. As we begin to discuss reopening campus, please note that students should always follow written regulations set by NC A&T SU, North Carolina state officials, and the CDC. As our university makes adjustments to allow for face to face programming, we will provide updates.

Below you will find some resources and recommendations to continue meeting in a virtual format: What It Takes to Run a Great Virtual Meeting (Harvard Business Review)

Connect through Video, Voice, and Chat We encourage you to find ways to connect with your executive team and general members through web-based video conferencing and online chat platforms and applications. There are several university supported/compatible resources available for your use that can help you and your organization stay organized when meeting online: Zoom– Recommended web conferencing tool that also allows for phone dial-in options* G Suite – Gives you access to Google Drive, which you can organize, share, and edit documents collaboratively. For additional G Suite support, please visit the G Suite Learning Center.** Free Conference Call – Free resource that allows audio/video conferencing, screen sharing, and recordings in the same way Zoom works. *Provided by the university to all Full-time members of the faculty and staff. Advisors can create the Zoom link and give the students hosting ability once they have logged on to the meeting.

**Compatible with your student email accounts free and relatively easy to use. Remember, students and Faculty/Staff use different email systems, so sharing attachments may be necessary when communicating with your advisors.

When Gathering in Person Currently, all programming (including meetings) must follow the Chancellor’s memo dated July 30, 2021. His communication follows new direction on how to best prevent the spread of COVID-19, including the Delta variant, has emerged from the U.S. Centers for Disease Control and the governor of the State of North Carolina. We will follow that direction carefully and diligently so that we may continue a gradual process of returning to relatively normal circumstances here at North Carolina A&T. 1. Masks and face coverings. Mask wearing will be required in all indoor spaces where

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two or more people are present, including offices and classrooms.

2. Indoor capacity .Indoor gatherings will be limited to 70 percent of room capacity. This includes settings where masks may be removed, such as dining halls. Meeting spaces will be marked with signage indicating maximum capacity until further notice. Where possible, virtual meetings are encouraged, and in the event where an in-person meeting is necessary, masking, use of hand sanitizer and sanitizing surfaces are necessary.

3. Outdoor capacity. No limits will be placed on outdoor gatherings, given the virus’ diminished ability to spread in outdoor settings. However, masks are strongly encouraged in outdoor gatherings where people are in close proximity to one another.

4. Residence halls. Limited visitation will be permitted in residence halls and suites.

Parents and guardians will be allowed to visit campus and residential areas. Other nonuniversity guests are not permitted at this time.

5. Student and recreation centers. Both the Student Center and Campus Recreation Center will be open for use this fall. Recreation center capacity will be limited to 25 users at a time. Gathering spots in the Student Center, such as the Computer Gaming Room, will have limited capacity. Seating throughout the Student Center has been returned to normal and will remain in place for the fall semester.

6. Campus events. Student organizations and university groups will be permitted to hold meetings and events and are encouraged to exercise precautions as they do so.

Applications to hold campus events by non-university organizations will be reviewed and approved or denied on a case-by-case basis.

7. Flexible work. Existing guidance remains in effect for flexible work arrangements.

Please visit the Aggies Care website for a full explanation of how such requests will be handled.

If your organization uses any reservable space on campus to host a virtual event, the occupancy may not exceed the recommended maximum capacity listed on the University Event Center 25Live Reservation System. You must also adhere to the state-mandated COVID restrictions at the time, the university’s guidelines for programming, procedures for sanitizing, and disinfecting.

• Disinfect commonly touched surfaces, personal items, and workspaces including, but not limited to: computer, keyboard, mouse, door handles, doorknobs, faucet handles, light switches, phones, tables, desks, countertops, tools, and other shared equipment.

• NCAT’s Facilities Operations has been actively cleaning and disinfecting all campus buildings and offices and will continue to engage in enhanced cleaning efforts.

• When gathering, follow the university’s guidelines for social distancing and mandate for wearing a face mask.

• Any food for events must be boxed, prepackaged, or catered with servers at events/programs.

The following sanitation measures are being made across campus: • Hand sanitizer has been made available at entrances to all buildings, in most office common areas, classrooms, and dining halls.

• Protective shields or barriers will be installed in most high-traffic customer-service facing areas.

• Masks will be made available for students, faculty, and staff and must be worn in all buildings, classrooms, and other public spaces both inside and out.

If you have any questions about protective and preventative measures, contact the Office for

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Environmental Health and Safety at ehs@ncat.edu or by phone at (336) 334-7675.

Community Service The university encourages organizations to participate in community service opportunities as listed with the Office of Leadership and Civic Engagement (OLCE). The required twenty (20) hours of community service for the academic year.

Being that many of our fraternities and sororities were founded as service entities, FSE will continue its commitment to the community, with reduced hours for all chapters based on COVID-19 restrictions, concerns, reduced availability, and overall safety.

• Chapters on disciplinary probation are required to complete 50 hours (per member) for the academic year.

• Chapters on social probation need to complete 35 hours (per member) for the academic year.

• Chapters in good standing need to complete 10 hours (per member) for the academic year.

COSA FUND The Cost of Student Activities (COSA) Fund is allowing funding to be used for virtual events.

Organizations are eligible to request funding support up to $2000 (Two Thousand Dollars) for the academic year. Organizations who fail to register during the fall and are only registered during the spring semester are eligible for ½ of the maximum funding support totaling not more than $1000. COSA funds are not available during the summer sessions. Organizations that co-sponsor an event with at least two (2) other organizations may be eligible for one (1) additional opportunity to utilize COSA funding assistance per year. COSA Fund applications MUST be submitted 30 days in advance of the scheduled event.

Travel Exception Process and Required Approvals during COVID-19 Effective immediately, university travel outside the state – both domestic and international is restricted until further notice due to UNC System directives and public health concerns. Instate travel is permitted under certain circumstances. All travel is considered an exception and must be approved by both the Department Head and the Chancellor or the Chancellor’s designee.

Travel exception approvals are required before booking and expending funds. Otherwise, expenses will be not be reimbursed. All travel exception requests must be submitted via the Travel Exception Form, which could be located on the Business and Finance website under forms. More information can be found on the Aggies Care Website.

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Engaging Your Membership and Team Building We acknowledge and understand personal connections are more difficult to manage with social distancing measures in place, so it is critical to think creatively about how to engage members and build team dynamics. It is very important to keep up the morale of the group and to continue engaging members in ways that are beneficial to both them and the organization. Here are a few options to get you started: •

• • • •

Social Media: Please ensure that your organization is following the Social Media guidelines according to the Student Organization Handbook Instagram Takeovers: Assign a member of your organization’s leadership or general member a day of the week to log in and take over your organization’s account and recap “a day in the life of __________” o Tip: Reset your password once you have completed one person’s takeover to prevent them from posting again or have someone manage the account who is controlling the content for the day.

Tik Tok: Tik Tok provides lots of new challenges that you or anyone in your organization can recreate. Feeling inventive? Create a challenge and let us know when it goes viral.

General Q&A: Social media is a great way to connect with members and non-members of your organization. Expand your social media presence for an opportunity for others to ask questions and get to know what your organization is all about.

Story-Telling: Share pictures and videos that show what events and initiatives you accomplished this year. Share stories, accomplishments, and awards that your organization, individual members, or advisor(s) obtained this year.

Virtual Ice Breakers: Ice breakers are an opportunity for your organization’s leadership to get to know members of the organization and vice versa. For more information about virtual ice breaks, visit this resource on Virtual Ice Breakers (MindTools).

Training and Resources 1891Connect Training The Intro to Engage training provides a broad overview of how to use the features within each organization’s 1891Connect page that will be vital to the continuation of organizations on campus.

This 30- minute session will provide you withanunderstanding of how to utilize your organization’s 1891Connect profile to manage your presence.

Reporting Exposure Protecting ourselves and each other is a shared responsibility. We're counting on you to take your part seriously. If you or someone you know has any of the symptoms below we ask that you call your medical provider and/or contact the Student Health Center. The Student Health Center will be able to provide you with instructions on the next steps related to self-isolation and coronavirus testing.

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The university is asking that students self-assess daily. Symptoms can appear two to 14 days after exposure to the virus. Those symptoms include: • Fever or chills • Cough • Shortness of breath or difficulty breathing • Fatigue • Muscle or body aches • Headache • New loss of taste or smell • Sore throat • Congestion or runny nose • Nausea or vomiting • Diarrhea • Trouble breathing • Persistent pain or pressure in the chest • New confusion • Inability to wake or stay awake • Bluish lips or face Call your medical provider for any other symptoms that are severe or concerning to you.

Additional Support Request a virtual one-on-one meeting with Student Activities and Campus Involvement staff member or the Council of Presidents. Feel free to contact our team with any questions you may have.

Rashanda Lowery Executive Director of Student Activities & Campus Involvement Interim-Advisor to the Joint Greek Council greeklife@ncat.edu | 336-285-2542

Chantea` Swinson-Rhoe Coordinator for Student Clubs and Organizations Advisor to the Council of Presidents copeboard@ncat.edu | 336-285-2059

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