Registered Student Organization Updates
Thank you all for your flexibility during this time. It has been a beautiful spring weather week and I hope you have been enjoying it as much as I have!
The University has updated its guidance and will continue to evaluate its density requirements for the remainder of the semester. As the density numbers change throughout the semester, SLI and our Student Leadership Consultants will work with affected RSOs to adjust their events. Below you will find a number of updates impacting RSO operations for the remainder of the semester. Please read this communication in its entirety.
- In-Person Inside 5 people, Outside 10 people
- Please refer to our previous communication or the RSO Event Planning site for general in-person event guidance.
- Pre-Packaged Food is only allowed for “Grab and Go” tabling outside. No food is allowed for in-person indoor events. – NEW
- Please refer to the RSO Tabling Policy and Guidelines for additional information. Food cannot be served as a part of an indoor/outdoor event unless reserved as a tabling event.
- Outdoor events
- Outdoor in-person event participation allowed under the university guidelines.
- Face masks are required.
- Social distancing is required.
- Green ProDesity standing required.
- If the shows red or yellow the participant will be asked to leave.
- Please remember that even outside it is expected that students are adhering to public health guidance. Students should not be gathering closer than six feet apart.
- Max of 10 people per event - NEW
- Time Shifts for RSO indoor/outdoor events are not allowed - NEW
- For outdoor events “Quads” will need to be reserved in advance through Hopkins Groups.
- All COVID-19 Event Registration Guidelines are still in effect for outdoor events
- Events in-person must still have an identified Student Activities Event Coordinator at the time of submission.
Registered Student Organization Tabling Policy and Guidelines
- Must be a Registered Student Organization (RSO).
- The table must be manned the entire time by a RSO representative.
- Cannot be used for any other purpose other than purpose given at time of reservation.
- Cannot reserve more than one table at any location.
- Cannot be used to promote events or organizations external to JHU.
- Cannot obstruct foot traffic or raise safety concerns.
- If electricity is required and available, it is the reserving organization is financially responsible for any resulting costs.
- Tabling is limited to Levering Courtyard, Mattin Center Courtyard, and the Breezeway
- Breezeway is limited to RSOs, with the exception of Health and Wellness.
- Tabling for Fundraising:
- Are subject to the University’s Fundraising Guidelines.
- Cashboxes are available to student organization’s use from JHUnions & Campus Programs.
- Funds can be collected via Cash, Checks, J-Cash, Hopkins Groups, or Alumni Relations. RSOs cannot utilize other means to collect funds (i.e. Venmo, Cashapp, Paypal, etc.)
- Students are required to deposit cash and checks to Student Leadership and Involvement at the end of the reservation at either Levering Hall monitor or Mattin Center monitor. See Cash Handling Procedures.
- Only one type of fundraising (i.e. Boba Tea) may be done at any location at a time.
- Regardless of tabling purpose, all are organizations are required to adhere to the following:
- Marketing or Tabling materials cannot contain material that:
- is pornographic
- harasses any individual or group on the basis of race, gender, national origin, religion or sexual orientation
- contains a message of hate or a threat of violence
- promotes hate speech or events
- promotes free alcohol
- promotes unhealthy alcohol practices (e.g., drinking games)
- or, otherwise violates University policy
RSO Tabling COVID-19 Restrictions
- Reservations must be submitted through Hopkins Groups.
- Participants must RSVP in advance and event organizers must check-in and check-out participants once they pick up materials.
- Submitter must create “Time Slots” for pick up.
- Each time slot can only register a total of 10 people per hour. (If the outdoor capacity increases or decreases, SLI Student Consultants will notify the event submitter and make adjustments accordingly.
- If there is an issue with a tabling submission a SLI Consultant may request an in-person/virtual meeting via Hopkins Groups Chat.
- RSO must utilize ground markers to ensure social distancing for participants. Material are available at Student Leadership Involvement (Mattin 131). Please schedule a time to pick up materials as needed. Materials are available on a first-come, first-serve basis.
- Reservations are limited to 2 hours with one hour between reservations.
- Only one person may work the table at a time.
- Grab and Go items only; Pre-Packaged food items are allowed for Tabling Events.
- DIY meal kits/supplies can be purchased and must be pre-packaged and purchased online prior to pick-up.
- RSOs must utilize Hopkins Groups for purchases and cannot collect funds at the tabling event.
- Students must follow public health and social distancing policies.
Mural Boards
- Mural Boards will be offline for the remainder of the 2021 spring semester for RSOs.
Registered Student Organization Budget Allocations 2021 – 2022
- Budget submissions will be released for SGA, DOSL, CSC and Sports Club organizations next week. To access the budget submissions please navigate to your group page click on Money>Budgeting and select the appropriate budget from the drop down menu.
- All groups will need to utilize this Budget Template when submitting their allocation request.
- SGA and Sports Clubs budget submissions will be released on March 15, 2021 and are due on April 1, 2021.
- DOSL and CSC RSOs budget submissions will be released on March 22, 2021 and are due on April 9, 2021
Note: The Student Government Association has changed their allocation from annually too bi-annually. This means groups will only be submitting for their events and activities occurring during the fall semester. RSOs that receive their money from the SGA will need to submit a new budget during the fall semester for the spring 2022 semester’s activities. Please refer to the Student Activities Commission Guidelines for additional information.
Prizes and Cash Incentives
- As a reminder, RSOs are no longer able to utilize gift cards as incentives. RSOs must utilize “cash” or “non-cash”. Of note, for students that win “cash” prizes, they will need to fill out the “PaymentWorks” form. RSO leaders please inform your participant winners that they will receive a notification from “PaymentWorks” in order to retrieve their prize.
Student Leadership and Involvement Student Consultant Meetings
Students can now meet with the Student Leadership and Involvement Consultants, who are the student staff members supporting all SLI efforts. SLI Consultants are well versed in all parts of SLI including student organization support, RSO finances, leadership programs, RSO printing services, and fraternity and sorority life.
Students can select a 15-minute time slot to connect with an SLI Consultant. Meetings will take place in the most open areas of the Mattin Center, Suite 131 and will require that you check-in and check-out.
Be sure to share as many details as you can about your visit so we can support you and your needs. If you have questions about the signup process or want to connect with someone via email, please contact SLandI@jhu.edu.
Registered Student Organization Package Delivery & Pick Up
All student organization packages for Homewood campus related activities will be delivered to and picked up from the Mattin Center (Ross Jones North building). Pick ups are by appointment only (no walk-ins) and must be scheduled 48 hours in advance. Please utilize the registration form (full link included below) to schedule your pick up appointment. Packages can be picked up at the following days/times:
- Tuesdays 1:00-4:00pm
- Thursdays 9:00am-12:00pm
- Sunday: 12:30-3:30pm
https://calendly.com/mattinpackagepickup/mattin-center-package-pick-up?back=1&month=2021-02
When your package arrives, you will receive a notification in your Hopkins Groups purchase request workflow instructing you to pick up the package. Do not sign up for a package pick up until you receive verification it has arrived through Hopkins Groups unless otherwise instructed. You will have three weeks to pick up your package.
Please note that student organizations will be responsibile for distributing their own event giveaways or prizes to students who live in the Baltimore area; giveaway/prize recipients for student organization events may not pick up their items at the Mattin Center unless otherwise instructed by JHUnions & Programming or Student Leadership & Involvement Staff.
On the day of your scheduled pick up, please adhere to the following guidelines:
- Wear a mask and maintain a distance of six feet at all times.
- Bring your JHU Student ID (JCARD).
- Arrive on time.
- Only one representative from each student organization is allowed in the building to retrieve a package(s) at a time. If you are expecting multiple packages that require multiple people, please coordinate with your group members so only one member is inside the building at one time.
Failure to pick up your package in the allotted timeframe and/or adhere to the safety/social distancing guidelines during package pickups may result in the loss of package pick up privileges or the repurposing of your package.
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