COVID-19 Updates | Office of Student Engagement | SIU

University-sponsored gatherings, which include RSOs, of up to 50 people are allowed with appropriate approval in compliance with university guidelines and the state's Restore Illinois Plan. RSOs are expected to have an approved plan that incorporates social distancing and other safety protocols. Approval is required for all on-campus and off-campus events. To request approval, submit the COVID-19 Event Approval Form at least two weeks before the event.  The form should have all details of the event and be sure to include all your safety measures. Events may not be promoted until they are approved, so early submission is encouraged. In order to protect the health and safety of the university community, external groups may not rent or use university facilities at this time.  The OSE has compiled an RSO COVID-19 Event Approval Form Checklist to assist you in filling out the form.

There are various different signatures needed on the form, after you fill out the appropriate information you have to electronically sign your name as the Event Sponsor, and then email the form to getinvolved@siu.edu. Once received, the Office reviews the form and forwards it to the appropriate director.

To ensure this process is completed quickly, you need to complete this form electronically via a software such as Adobe. If you do not have access to a software that allows you to electronically sign your document please contact us and we can provide you with a solution. Most on-campus computers have Adobe and you are always welcome to use a computer in our office.

 If you do not complete the form electronically you will be asked to redo the form.

We highly encourage you to complete the event approval form as soon as possible. If you need help completing the form please let us know. Professionals in the Office of Student Engagement and Conference and Scheduling Services are more than happy to help you fill it out.

All RSOs must track and send attendance lists to getinvolved@siu.edu for any events that require a COVID-19 Event Approval Form. Our office will hold onto this list and may share it with other campus departments and the Jackson County Health Department, if required. Please use Saluki Connect’s event feature to easily track attendance at your event. The Office of Student Engagement would be happy to help you use the event feature.

In addition to the COVID-19 Event Approval Form, we ask that all groups use the Saluki Connect event feature. Once you have received approval for your COVID-19 Event Approval Form please complete an Event Registration Form on Saluki Connect. This adds your event to the event calendar on
Saluki Connect, and it allows you to track attendance at your events. This is important so that you know who was there, and it can aid the University in its contact tracing efforts if needed.

In order to successfully complete this process, it is important that the appropriate people have access, please ensure that your RSO has completed the transition process on Saluki Connect. If you need instructions for this process please email alexander.maxwell@siu.edu.

RSOs will have to complete a COVID-19 Travel Form if they are traveling to any program, meeting, conference, or competition. This form needs to be submitted to getinvolved@siu.edu. 

SIU Carbondale encourages the reporting of confirmed and suspected cases of COVID-19 among students, faculty and staff. The university works closely with the Jackson County Health Department, which is responsible for tracing cases, notifying individuals of possible exposure, and directing isolation and quarantine of ill or exposed individuals. The form can be found here.

The university has an obligation to protect the privacy of individuals who have been diagnosed or exposed, including those who are part of the contact tracing process. Please remember to honor this commitment to privacy for those who contract the virus.

Individuals who may have been exposed to COVID-19 are notified directly through the contact tracing process. Students, faculty and staff are required to assist with the process when asked and to follow the instructions of health officials if they are asked to isolate or quarantine.

RSOs will be allowed to reserve solicitation tables this year, but all solicitation on campus will be No-Contact Solicitation. Below is the updated Solicitation Policy:

Due to the COVID-19 Pandemic, the Office of Student Engagement is temporarily adjusting its solicitation guidelines for the health and safety of the campus community. Therefore, the following guidelines apply:

• We are mandating a no-touch solicitation.
  • This means there can be no handouts, no food, and no physical exchange of information. We encourage posting information on banners to hang on or behind the table, utilizing plastic sign holders to display information, QR codes and encouraging departments and RSOs to verbally exchange contact information and/or encourage those stopping at tables to take pictures of your fliers.
  • Groups are not allowed to pass out or sell food or other physical items. This includes items that are free giveaways.
• At this time, no off-campus groups, businesses, or individuals are allowed to host a solicitation table. All individuals participating at the table must be a SIU student, faculty, or staff member.
• This semester there are 3 solicitation locations available through the Office of Student Engagement:
  • Faner Main Breezeway
  • Faner South Breezeway
  • Lawson Grass
• The Student Center is also providing solicitation space to RSOs and you can find more information in Conference and Scheduling Services on the second floor of the Student Center.
• Solicitation times are limited to Monday through Friday 10am – 2pm.
• Masks are required and the RSO hosting the table must have hand sanitizer available. 
• The table host and patrons stopping at the table must remain 6 feet apart at all times.  Tape and measuring string are provided to mark off space.
• The RSO must sanitize the table before returning to the Office of Student Engagement. OSE has the necessary supplies to do so.

RSOs are encouraged to host events and meetings in the Student Center. These buildings have a dedicated 24-hour staff to keep spaces sanitized. Please visit https://www.scheduling.siu.edu  for the most up to date contact information for these locations. The OSE highly encourages RSOs to hold meetings virtually on Zoom, Teams, or Google Hangout. 

RSOs will not be allowed to schedule meetings or events in academic classroom space this year.  https://registrar.siu.edu/staff/scheduling.php

RSOs will not be allowed to schedule meetings or events in Morris Library this year.

While groups are allowed to have up to 50 people at an event, there are many different considerations that go into approving such an event. The main concern is how many people can a space allow while still maintaining social distancing standards. Due to this a lot of our event and meeting spaces have had to drastically reduce maximum capacity. We are encouraging all RSOs to think creatively this year about ways they can effectively use the space that is available to them. Some thoughts could be splitting up meetings so that you meet with smaller groups, have one group in person and one group virtually, or move as many meetings to virtual options as possible.

The staff in Conference and Scheduling Services and the Office of Student Engagement are more than happy to help you think through how you can make your events and meetings happen this year.

Due to university policies and Restore Illinois guidelines, RSOs are not be allowed to sell food at events. RSOs are allowed to handout or bring prepackaged food to their events. Pizza will not be allowed as a prepackaged food.

We encourage RSOs to secure funding for their event after they have had their event approved through the COVID19 Event Approval Form. Access to funds will not be granted until the form is turned into the RSO Accountants.

We know that these are difficult and trying times for everyone and we appreciate your patience and understanding. The Office of Student Engagement wants to make sure that you have the resources necessary to be successful during this time. In order to make sure that you are aware of all the things you need to know, our office will be reaching out periodically throughout the semester with updates about policies and frequently asked questions.

Please do not hesitate to contact us if you need assistance with anything, we are more than happy to help you navigate all of these processes!