Table Of Contents

1. Meeting/Events
2. Freshman Annex
3. Operational Considerations/Travel
4. Credit Union T-Shirt Grant
5. Financial Information
6. Lighting of the Quads

Meetings/Events

Registered Student Organizations (RSO) may start submitting event requests through Hopkins Groups on December 1, 2021. Scheduling & Event Services will begin sending confirmations in January prior to the first day of classes.

• Event registrations may change based on the evolving circumstances and guidance at the university, city, or state level. Leadership Engagement & Experiential Development (hereafter referred to as LEED) staff will contact organizations if changes need to be made to event registrations. For updated information please visit Hopkins Groups website.

Indoor Events

• Event space or general pool classroom requests must be submitted 15 business days prior to the event date for events that require any scheduled services (i.e., AV support, table/chair rentals, extra waste receptacles, security, additional staffing or cleaning, special setup, weekend services)
  • 15 business days does not include weekend days, holidays, or days when the University is closed.
• The following spaces with a standard fixed setup may be reserved five business days or more prior to the event date if no scheduled services (as outlined above) are needed:
  • Charles Commons MPR Classroom style for 30
  • Wolman MPR Conference Square for 16
  • Conference Room A Conference Square for 16
  • Wolman Theater Theater style for 42
  • Academic classrooms vary based on location
• Events larger than 50 persons require special approval (please allow extra time to submit your request and obtain approval if over 50)
• No social distancing required
• Universal face-coverings are mandated across campus at all indoor locations.
• Events may provide only pre-packaged, grab-and-go food to be taken at the end of the event and consumed off-site from the event site.
• It is important to note the “go” in grab-and-go; attendees must disperse from the event when given the grab-and-go food.
• Attendees should NOT immediately open and eat grab-and-go food in a dense setting where individuals cannot easily maintain a 6-foot distance.
• Some types of prepackaged foods, such as ice cream, do not lend themselves to grab-and-go with true dispersal, these types of highly perishable foods are no longer permitted to be used for grab-and-go.
• All JHU affiliates must show a green status on the Prodensity App or ask standard health screening questions for non-JHU guests
• RSOs must utilize Hopkins Groups for RSVPs for attendees and attendance tracking for participants.

Outdoor Events

• Any gatherings with fewer than 50 people, with or without food and drink, are allowed.
• Events, where 50 or more people are expected to attend, require advanced approval.
• Outdoor space requests must be submitted at least 15 business days prior to the event date
• The space requested should be conducive to the number of people attending.
• Social distancing is not required for an outdoor event.
• Alternative rain dates should be submitted at the time of the initial event request in case of inclement weather. Please note if you plan to provide food and have to move your event to an indoor location, only grab and go at the end of the event will be permitted at your rain location. (we will not be able to provide an indoor rain location for most outdoor events that are over 50 people and/or plan to have food.)
• An outdoor event with no food depending on the activities and size of the event may hold a rain location if there is a space large enough to accommodate
• A final weather call must be made four business days prior to the event date. At that time the group must determine if the event will be canceled or rescheduled to the alternative rain date/location which should already be on hold. (Cancellation of internal services, staffing, and rentals must be made in order not to incur cancellation fees. Please be mindful when scheduling directly with outside vendors of any cancellation fees and charges you may be financially responsible for and understand the terms and agreements)
• All JHU affiliates must show a green status on the Prodensity App or ask standard health screening questions for non-JHU guests

General Body Meetings

In-person general body meetings will begin no earlier than January 24th. General body meetings will be scheduled as much as possible in academic classroom spaces in the evenings in order to accommodate special events in event spaces. For this reason, we need to allow academic classes and supplemental instruction to be finalized at the start of the semester.

• On Wednesday, December 1 each registered student organization will be permitted to start submitting one monthly in-person general body meeting. Any meetings needing to occur more frequently than once per month will need to remain virtual until at least February 7. Once all groups requesting in-person meetings have been accommodated, we can then allow more frequent in-person meetings as space is available.
• Each organization will be given up to 90 minutes to meet in person each month. If more space becomes available prior to February 7, we will allow more frequent in-person general body meetings.

Things to know for the spring semester…

• Shriver Hall Clipper room is being used for testing 9 am-5 pm; M-F
• Shriver Hall Board room is offline
• Charles Commons spaces have technology/equipment to accommodate hybrid events but KIT-CATS support needs to be scheduled

Announcement

The Freshman Quad Annex will be utilized as a programming space during the spring semester.  To reserve the Annex please submit an event request on Hopkins Groups. On the event registration from please select "LEED Spaces" from the dropdown menu and you will see the Freshman Quad Annex as an option. 

Other Operational Considerations:

Food

• Serving food during the 2022 spring semester will be allowed during in-person events.
  • Indoor events will be “grab and go” for participants.
  • Outdoor events align with University guidance.  Students can serve food without density measures or masking during outside events.

Guests and Third-Party Vendors

The University is allowing non-JHU affiliates during in-person gatherings. These guests must be masked indoors regardless of vaccination status.

Travel
RSOs will have the ability to utilize their budgeted funds to travel this year.  Travel will need to be registered in Hopkins Groups and booked through  Leadership Engagement & Experiential Development. There should be a corresponding event request for any travel request submitted to the LEED office. 

Travel Considerations:

• Overnight travel will be allowed for the spring semester on a case-case basis.
• Due to the fluid nature of the pandemic, travel can be canceled based on the location and the infection rate in the area at the time of travel. 
• When submitting the travel request, please provide detailed information on the event and any policies/procedures related to COVID-19.  Events or locations with less stringent measures than JHU will not be approved. 
• International travel will not be approved this semester. 

Digital Media Center

The DMC has moved to the Homewood Apartments (next to Kinkos at the old M & T Bank Branch) and will be open during the fall 2021 semester, offering normal pick-up options for equipment and DMC resources will have regular capacity. Gaming computers, an online Discord channel for chat, and workshops and programs to assist in levering technology for your curricular and co-curricular learning.

Leadership Engagement & Experiential Development (formerly SLI) Office move

LEED has moved to “The Lab” office suite in the Homewood Apartments. LEED, and other Student Life offices will be operating during the normal business hours of the school year. The main phone will be answered during this time, and students are welcome to call for questions or to speak to staff members. Additionally, staff will be present on-campus for in-person events and trainings. Appointments will be set up either online or in person. Any mail/package pickups will occur at Levering Hall utilizing regular protocols and will be by walk-in or appointment.

LEED Spaces Programming Spaces

While in LEED spaces (Freshman Annex, Levering Lounge, the LaB), current University guidance must be followed at all times. LEED Monitors will perform regular space checks (inside and outside) to ensure these safety protocols are adhered to.

• • Freshman Quad Annex: 10:00am-Midnight (Mon-Sun)
  • The LaB: 7:00pm-12:00am (M-F), 12:00pm-12:00am (Sat-Sun)
    • LEED Office Hours: 8:30 am – 5:00 pm (Mon – Fri)
  • Levering Hall: 9:00am-Midnight (Mon-Sun)
  • Shriver Hall Musical Practice Rooms: 9:00 am-10:00 pm (M-F), 10:00 am-10:00 pm (Sat-Sun)
• All building hours are subject to change

Credit Union T-Shirt Grant (CUTS)

Credit Union T-Shirt Grants are sponsored by the Johns Hopkins Federal Credit Union to provide free t-shirts for a select number of student organization events. These grants assist student organizations in promoting their events while providing a visual reminder of the Credit Union’s many financial services for JHU students.

Guidelines

• The deadline to submit this grant application is January 28, 2022.
• Events or programs must take place between April 1, 2022, and May 8, 2022. Events should be primarily for JHU undergraduates.
• There is no maximum number for t-shirts you may request, but there is a 100 t-shirt minimum order. Your organization is not guaranteed the number that you request, as funds will be divided among a variety of groups.
• The JHFCU logo will be on the back of every t-shirt. No other image may appear on the back of the shirt.
• Logo designs should be finalized and in the format of a high-resolution .eps or .ai file. Applications with the wrong file format will not be considered for this grant. Please send upload the logo to the form on Hopkins Groups. If you are unsure of how to convert files to acceptable formats, please contact the Digital Media Center. DO NOT submit a customink.com design.
• Only 1 or 2 color designs for the front of the shirt will be accepted.
• All logos will be printed on white shirts.
• The logo and/or message on the front must be in good taste and abide by the University’s Logo and Name Use policies.
• If you received the t-shirt grant last in 2019/2020, you must upload pictures of the 2019/2020 t-shirts on the submission form on Hopkins Groups. 
• An organization may only submit one grant application.
• Student Leadership and Involvement will select the t-shirt vendor and place the order on behalf of the organization.
• T-shirts will be available for pick up at the JHFCU on 33rd Street on or after March 28th from 12 pm to 4 pm. Please bring a car, cart, or friends to help pick up/carry the t-shirts.

Financial Information

1. SGA Spring 2022 Budget Submissions 
2. Student Life Programming Grant Spring 2022

LEED Managed RSO's Purchase Request Updates

The last date to submit purchase requests for the fall semester for groups that receive funds from SGA or their finances are managed in the LEED office is December 10th. 

The following items will be strictly enforced for the remainder of the fall semester and into the spring semester:

1.  Any student groups requesting reimbursements that have not obtained prior approval will be rejected. There will be no exceptions. In order to obtain approval, a purchase request must be submitted detailing the item or service needed and the reason why the item cannot be purchased by the LEED office.
2. Any student groups needing rideshare services are required to submit a purchase request detailing the list of students needing rides, the times the rides are to be requested, and both destination points. The LEED office will provide a LYFT code for student use. These codes are to be used by one student only – they cannot be shared amongst members and are only to be used in conjunction with University-sponsored activities.
3. It is likely we will see an increase in requests for the spring. Ensure that all purchase requests for branded merchandise are submitted 6-8 WEEKS in advance. Due to rampant supply chain shortages and issues with shipping, expedited requests very likely cannot be accommodated.
4. The minimum lead time for general purchase and food-related requests is 14 BUSINESS DAYS. Requests for expedited items will be difficult to accommodate.
5. It is preferable that student groups use Foodify for food-related needs. If the vendor is not in Foodify, they must be able to take an electronic payment (i.e. payment by phone, or online payment).

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