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Club COVID-19 FAQs

Additional questions? Contact krose21@my.whitworth.edu. 
 

Meetings

What size of club meeting can we have?


In-Person Meetings: occupancy may not exceed 30 people. While hosting an in-person meeting participants clubs must follow all campus health and saftey guidelines. Physical distancing must be inforced and masks worn. You may not exceed the posted room capacity. Only Whitworth students, faculty, and staff may attened in-person meetings. Virtual Meetings: If your event will have more than 31 attendees it must be held virtually.




Do we need to keep track of everyone that comes to a meeting?


Yes. Your event needs to be posted on HFS no later than one week in advance for approval by Student Activities. Advance RSVPs and on-site check-in must be facilitated via HFS for all in-person activities. All attendees and hosts must be checked-in and ecorded in the HFS event via their mobile devie or manually entered from a desktop or laptop computer. All event attendance must be reflected in the event detail in HFS no less than 24 hours after the meeting. To watch a video on how to create events and use attendance tracking in HFS click the video below. https://youtu.be/TRVoJoQISro




What rules apply for off-campus meetings/events?


You may host your meeting or event off-campus. These events must abide by the same guidelines set forth for on-campus student club events, in addition to any local and facility specific regulations. If the university's policy differs from the local/facility expectations, the more restictive policy must be followed. For instance, if the local guidance allows for gatherings up to 100 individuals, the event still cannot exceed 30 per the student club guidelines. If local guidance only allows for gatherings of 10 people the event must follow this guideline. While off-campus, Whitworth community members should always follow CDC and local public health guidelines.




Can we reserve the MPR?


No. The MPR is not available for reservation for any event. It is being used solely for food distribution.




Does our advisor need to be at each meeting?


If your event/meeting is open to all of Whitworth's camus community then your advisor needs to be present for the duration of the event.




Do we need approval before hosting a meeting?


Yes. All club events and meetings will need to be approved by Student Activities at least one week prior to the event. The club Approval Event Form can be found on HFS or the ASWU website. Club events need to be approved before they are advertised to the campus community.




What if my Zoom account does not have the capacity to host an event for more than 40 minutes?


You can livestream your meeting to Facebook or YouTube with one of the 2 cameras that ASWU has available for checkout. Please complete the camera check-out form on HFS.




Do we need to wear masks?


Yes. Cloth face masks or coverings and physical distancing of 6 feet between attendees are required at all events.





Campus Events/Programming

What size of club meeting can we have?


In-Person Meetings: occupancy may not exceed 30 people. While hosting an in-person meeting participants clubs must follow all campus health and saftey guidelines. Physical distancing must be inforced and masks worn. You may not exceed the posted room capacity. Only Whitworth students, faculty, and staff may attened in-person meetings. Virtual Meetings: If your event will have more than 31 attendees it must be held virtually.




Do we need to keep track of everyone that comes to a meeting?


Yes. Your event needs to be posted on HFS no later than one week in advance for approval by Student Activities. Advance RSVPs and on-site check-in must be facilitated via HFS for all in-person activities. All attendees and hosts must be checked-in and ecorded in the HFS event via their mobile devie or manually entered from a desktop or laptop computer. All event attendance must be reflected in the event detail in HFS no less than 24 hours after the meeting. To watch a video on how to create events and use attendance tracking in HFS click the video below. https://youtu.be/TRVoJoQISro




What rules apply for off-campus meetings/events?


You may host your meeting or event off-campus. These events must abide by the same guidelines set forth for on-campus student club events, in addition to any local and facility specific regulations. If the university's policy differs from the local/facility expectations, the more restictive policy must be followed. For instance, if the local guidance allows for gatherings up to 100 individuals, the event still cannot exceed 30 per the student club guidelines. If local guidance only allows for gatherings of 10 people the event must follow this guideline. While off-campus, Whitworth community members should always follow CDC and local public health guidelines.




Can we reserve the MPR?


No. The MPR is not available for reservation for any event. It is being used solely for food distribution.




Does our advisor need to be at each meeting?


If your event/meeting is open to all of Whitworth's camus community then your advisor needs to be present for the duration of the event.




Do we need approval before hosting a meeting?


Yes. All club events and meetings will need to be approved by Student Activities at least one week prior to the event. The club Approval Event Form can be found on HFS or the ASWU website. Club events need to be approved before they are advertised to the campus community.




What if my Zoom account does not have the capacity to host an event for more than 40 minutes?


You can livestream your meeting to Facebook or YouTube with one of the 2 cameras that ASWU has available for checkout. Please complete the camera check-out form on HFS.




Do we need to wear masks?


Yes. Cloth face masks or coverings and physical distancing of 6 feet between attendees are required at all events.





 
 

Events with Food and Drinks

We host a large campus wide event each year. Can we still have it?


No. At least not in the way it used to happen. Events can't exceed over 30 people, including tech, performers, etc. Any event that is performance based must have members wearing masks and staying at least 12 feet apart at all times.





 

Outdoor Events

What size of club meeting can we have?


In-Person Meetings: occupancy may not exceed 30 people. While hosting an in-person meeting participants clubs must follow all campus health and saftey guidelines. Physical distancing must be inforced and masks worn. You may not exceed the posted room capacity. Only Whitworth students, faculty, and staff may attened in-person meetings. Virtual Meetings: If your event will have more than 31 attendees it must be held virtually.




Do we need to keep track of everyone that comes to a meeting?


Yes. Your event needs to be posted on HFS no later than one week in advance for approval by Student Activities. Advance RSVPs and on-site check-in must be facilitated via HFS for all in-person activities. All attendees and hosts must be checked-in and ecorded in the HFS event via their mobile devie or manually entered from a desktop or laptop computer. All event attendance must be reflected in the event detail in HFS no less than 24 hours after the meeting. To watch a video on how to create events and use attendance tracking in HFS click the video below. https://youtu.be/TRVoJoQISro




What rules apply for off-campus meetings/events?


You may host your meeting or event off-campus. These events must abide by the same guidelines set forth for on-campus student club events, in addition to any local and facility specific regulations. If the university's policy differs from the local/facility expectations, the more restictive policy must be followed. For instance, if the local guidance allows for gatherings up to 100 individuals, the event still cannot exceed 30 per the student club guidelines. If local guidance only allows for gatherings of 10 people the event must follow this guideline. While off-campus, Whitworth community members should always follow CDC and local public health guidelines.




Can we reserve the MPR?


No. The MPR is not available for reservation for any event. It is being used solely for food distribution.




Does our advisor need to be at each meeting?


If your event/meeting is open to all of Whitworth's camus community then your advisor needs to be present for the duration of the event.




Do we need approval before hosting a meeting?


Yes. All club events and meetings will need to be approved by Student Activities at least one week prior to the event. The club Approval Event Form can be found on HFS or the ASWU website. Club events need to be approved before they are advertised to the campus community.




What if my Zoom account does not have the capacity to host an event for more than 40 minutes?


You can livestream your meeting to Facebook or YouTube with one of the 2 cameras that ASWU has available for checkout. Please complete the camera check-out form on HFS.




Do we need to wear masks?


Yes. Cloth face masks or coverings and physical distancing of 6 feet between attendees are required at all events.





 

General FAQ

Will I still be able to table in the HUB?


No. At this time, tabling in the HUB is not allowed.




How can I recruit members without meeting face to face?


Make sure your club participates in the Virtual Club Fair on HFS at the beginning of the year. Advertise through posters (hung according to the new guidelines), social media, and word of mouth.




Our club is sports based. Can we still practice and compete?


No. Due to the nature of most recreational sports programming there is no way to safely maintain appropriate physical distancing guidelines and other safety precautions established for large groups without supervision. Therefore, we are cancelling Club Sports programming, including practice and competition, for the fall semester which aligns with a trend across many National Intramural and Recreational Sports Association member schools in our region. In line with this, student clubs are not permitted to host their own sporting events (kickball, dodgeball, basketball, etc).




Our club sings, dances, and/or acts. Can we still practice and perform?


The research on the spread of COVID-19 through particles and aerosols created while singing, shouting, exercising, and playing instruments is not fully understood. When possible, consider holding these events virtually. For these types of in-person activities, additional guidelines must be followed. We will continue to review new information as it is released and make additional recommendations as needed. When engaging in activities with physical exertion, dancing, increased vocal projection, shouting, and acting, the physical distance between individuals should be increased to 12 feet. Masks must continue to be worn in accordance with university guidelines. Theatre rehearsals are permitted so long as students wear face masks and can maintain physical distancing practices of at least 12 feet between performers. Rehearsals and performances must be limited to no more than 1.5 hours. Performances should be recorded or live streamed as the total number of performers, crew members, and audience members cannot exceed 25 or the capacity of the space, whichever is fewer.




Our club plays instruments. Can we still practice and perform?


At this time, no in-person instrumental rehearsal for brass and wind instruments (i.e. any instrument that would require the removal of a face mask) will be permitted. For clubs that include an academic component (e.g. Colonial Brass, Orchestra, Choir), in-person rehearsals, lessons, etc. sponsored by the academic department will be permitted in line with departmental guidelines. We will continue to seek more information about this specific area to determine if appropriate accommodations are possible in the future.




Can we still travel as a club outside of Spokane?


Because travel increases the chances of getting infected and spreading COVID-19, staying close to campus is necessary to protect the Whitworth community. Club sponsored travel will not be permitted outside the immediate Spokane area. ASWU will still allow clubs to requisition for funds for virtual trainings and/or virtual conference registration fees.





 

Organizational Activities

Will I still be able to table in the HUB?


No. At this time, tabling in the HUB is not allowed.




How can I recruit members without meeting face to face?


Make sure your club participates in the Virtual Club Fair on HFS at the beginning of the year. Advertise through posters (hung according to the new guidelines), social media, and word of mouth.




Our club is sports based. Can we still practice and compete?


No. Due to the nature of most recreational sports programming there is no way to safely maintain appropriate physical distancing guidelines and other safety precautions established for large groups without supervision. Therefore, we are cancelling Club Sports programming, including practice and competition, for the fall semester which aligns with a trend across many National Intramural and Recreational Sports Association member schools in our region. In line with this, student clubs are not permitted to host their own sporting events (kickball, dodgeball, basketball, etc).




Our club sings, dances, and/or acts. Can we still practice and perform?


The research on the spread of COVID-19 through particles and aerosols created while singing, shouting, exercising, and playing instruments is not fully understood. When possible, consider holding these events virtually. For these types of in-person activities, additional guidelines must be followed. We will continue to review new information as it is released and make additional recommendations as needed. When engaging in activities with physical exertion, dancing, increased vocal projection, shouting, and acting, the physical distance between individuals should be increased to 12 feet. Masks must continue to be worn in accordance with university guidelines. Theatre rehearsals are permitted so long as students wear face masks and can maintain physical distancing practices of at least 12 feet between performers. Rehearsals and performances must be limited to no more than 1.5 hours. Performances should be recorded or live streamed as the total number of performers, crew members, and audience members cannot exceed 25 or the capacity of the space, whichever is fewer.




Our club plays instruments. Can we still practice and perform?


At this time, no in-person instrumental rehearsal for brass and wind instruments (i.e. any instrument that would require the removal of a face mask) will be permitted. For clubs that include an academic component (e.g. Colonial Brass, Orchestra, Choir), in-person rehearsals, lessons, etc. sponsored by the academic department will be permitted in line with departmental guidelines. We will continue to seek more information about this specific area to determine if appropriate accommodations are possible in the future.




Can we still travel as a club outside of Spokane?


Because travel increases the chances of getting infected and spreading COVID-19, staying close to campus is necessary to protect the Whitworth community. Club sponsored travel will not be permitted outside the immediate Spokane area. ASWU will still allow clubs to requisition for funds for virtual trainings and/or virtual conference registration fees.





 

Large Scale/Traditional/Annual Events

We host a large campus wide event each year. Can we still have it?


No. At least not in the way it used to happen. Events can't exceed over 30 people, including tech, performers, etc. Any event that is performance based must have members wearing masks and staying at least 12 feet apart at all times.





 

Click Here for the ASWU Reimbursement Request Form

© 2023 by Associated Students of Whitworth University. 

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