Restart Meeting, Event, Gathering, & Travel Policies and Procedures

This communication, also posted to, includes information for non-essential gatherings, events and group activities.  This does not apply to your academic courses held in a classroom and faculty-led research in laboratories on campus. This is broken down into:

  • Section I: A four-stage approach for phasing in activities to take place.  For the opening of school, we are beginning with no non-essential gathering or activities. 
  • Section II: Student policies and guidance during COVID-19:
    • Student Clubs and Organizations
    • Fraternity & Sorority Life
    • Academic and Co-Curricular Clubs, Organizations and Activities
  • Section III: Employee policies and guidance during COVID-19
    • Meetings Among Faculty and Staff 
    • Catering for Essential Meetings
  • Section IV.  Visitors to Campus – With limited exceptions, no non-essential visitors are authorized on campus.  Use this form to make a request for both essential and non-essential visitors. 
  • Other:  For academic classes and faculty-led research projects that are meeting outside of a campus classroom/research laboratory or making a local field trip, please refer to the Guidance issued by Provost Hannigan on the Office of the Provost Policies and Forms page. 

Fall 2020 Student, Faculty and Staff Engagement Guidelines and Procedures for non-essential gatherings and activities outside of the classroom

With practical intentionality, we are taking a multi-staged approach to engaging in non-essential social and extracurricular activities beyond the classroom in order to manage early detection of COVID-19, acclimate the University community to social distancing protocols and ensure students stay on track for degree completion.  The Restart Task Force will make recommendations to President Collins on moving to each next stage.  These are subject to change based on federal, state and local requirements.  Transitioning from one phase to the next will depend on test results, ability to deal with any positive test results (contact tracing, isolation and quarantine capacity) and regulations current at the time. We believe this will be similar to the timing used for regional reopening.  

The health, safety and well-being of our greater Clarkson community is our highest priority.  We are striving to make decisions that build the resilience of our community as well as perpetuate our commitment to the Clarkson experience that prepares all students to be global leaders. 

Note:  For academic classes and faculty-led research projects that are meeting outside of a campus classroom/research laboratory or making a local field trip, please refer to the Guidance on the Office Of the Provost intranet pages.  

  • Opening/ Mass Testing Period – Stage 1:  No non-essential meetings/gatherings and  in-person curricular and co-curricular activities outside of classes/research until the comprehensive COVID testing results conducted the opening week of classes are known, assessed and contact tracing is fully implemented as needed.
  • Stage 2 – Begin to offer non-essential meetings/ gatherings,events of no more than 10 people and travel per policy below;
  • Stage 3 – Sustained low positivity rates, continued compliance with the Clarkson Commitment, and practices of mask wearing, social distancing, expand groups to up to 25 people; and 
  • Stage 4 – Based on success in Stage 3, expand next to groups up to 50 based based on continued containment. Further staging will be evaluated based on successful implementation of above and guidance from NYS. 
    1.   Student Clubs and Organizations
  • General
    • In-person events may have up to (Stage 2 – 10, Stage 3 – 25, Stage 4 – 50) attendees total and must be held in spaces defined for the appropriate occupancy and density. This may mean that your organization should seperate into A and B groups to ensure that all members have an equal opportunity to attend in-person events. Your event location preferences will be documented and reviewed in the Event Registration form on Knight Life and an appropriate-sized space will be reserved for your event/meeting.
    • Clubs and organizations must not host events or meetings that violate Clarkson COVID-19 occupancy limits.
    • Clubs and organizations are encouraged to invite faculty and staff advisors to participate in events.
    • Clubs and organizations are encouraged to offer virtual events in tandem with in-person events to support the engagement of peers who are studying remotely.
    • Students who elected to learn remotely are not approved to come to campus or participate in in-person events because they are unable to fulfill the Clarkson University COVID-19 testing policies or the Clarkson Commitment. Students who are learning remotely are encouraged to participate in online club/organization activities.
    • Off-campus guests are not permitted. Limited exceptions are granted by writing with a copy to your advisor. For this reason, off-campus performers, speakers, or other vendors are not permitted to be hired at this time.  Should clubs and organizations seek to stream speakers, performers, etc. and split attendance across spaces that can accommodate allowed gathering size they will request event reservations through Knight Life.
  • Event Travel
    • Students may travel to their destination within the North Country in vehicles with their roommate(s). The University will not reimburse students outside of the “family unit” traveling in vehicles together because it violates the 6’ physical distancing protocol.
    • Clubs and organizations may not rent privately owned vehicles or University-owned vehicles during Stage 1 and 2.
    • No club or organization can use University, CUSA, or club/organization-fundraised money to pay for travel outside of the North Country or for coaches who are not also Clarkson University faculty and/or staff.
    • Students can camp, stay in hotels, etc. as long as they are rooming with the person(s) in their on campus family unit (roommates).
  • Events with Food/Beverage
    • Bake sales are temporarily suspended for safety reasons.
    • Students cannot make/bring communal food to their meetings or events. 
    • Meals may only be consumed at club meetings with appropriate physical distance and individually-wrapped foods. Catering at events is permitted as long as food items are individually packaged and 6’ of distance can be maintained during consumption.
    • Events with alcohol are temporarily suspended. Alcohol increases risk-taking behavior and food must be consumed with alcohol. Eating and drinking pose a high-risk for COVID transmission.
  • Special Interest/Sports Clubs
    • Club sports can practice in person with PPE but cannot compete with any other colleges or universities for the Fall 2020 semester.
    • Club sports that are able to practice during Phase 1 of CU opening can be found here. Clubs that are listed under Phase 2 cannot practice until that phase has been communicated because they are considered contact or high-risk activities per NYS Guidelines.
    • Performance group activities (i.e. dance groups, instrumental groups, vocal groups) are suspended in-person but can practice/play via Zoom or online in other means pending further NY State policies.
    • All clubs/organizations must follow state guidelines in the activities that they plan. They may not participate in any activities that are listed in phase 2 of the club/organization document.
  • Tabling
    • Tabling will be permitted outside from the hours of 9am-5pm, M-F.
    • Tables must be at least 12 feet apart from one another.
    • Only one person can host/staff the table from your club or organization.
    • Up to 6 tables will be provided.
    • Clubs must provide markers of at least 6’ in between each person waiting to participate in the table activity.
    • To sign out a table, the table must be reserved through the Event Reservation process on Knight Life.
      • The tabling contact must pick up the table from the Office Assistant at the Student Organizations Suite 5-10 minutes prior to the tabling start time.
      • The tabling contact will bring the table back to the Student Organizations Suite at the close of their activity and will wipe it down with University-provided sanitization products. 
      • The Office Assistant will bring the table back to the storage closet.
  • Event Registrations/Reservations 
    • Clubs will fill out the “Create an Event” form on Knight Life in order to register their event and reserve a campus space.
    • The following items will be recommended within the Event Registration process:
      • Please consider: Why does this event need to be in person? In order to limit risk, events/meetings that can be held virtually should be.
      • Students are expected to remove personal containers, trash, etc. and should use University-provided cleaning supplies to clean the space.
      • All shared equipment must be sanitized between uses, and all clubs with shared equipment must maintain a check-in/check-out log including when items are cleaned.
      • Physical distancing of 6’ between students/attendees is required.
      • Face coverings are required to be worn at all times.
      • All attendees must be tracked using Event Pass in order to aid in contact tracing.
      • Personal hygiene must be maintained (hand sanitizing, hand washing, etc.)
      • Maximum anticipated attendance must be listed so an appropriate physical space maintaining 6’ physical distance can be reserved.
    • Event Registration for Travel/Transportation 
      • What is the purpose of the trip? What will you be doing?
      • Where are you traveling? Students can only travel within the North Country (based on the Governor’s guidelines).
  • Clubs are encouraged to…
    • Practice instruments online
    • Host regular meetings virtually
    • Host events outdoors by following the Event Registration process (up to 10 attendees in Stage  2; up to 25 in Stage 3 and up to 50 in Stage 4) while maintaining physical distancing.
    • Play approved clubs sports together and practice together while wearing PPE
    • Virtual recruitment events are encouraged so that all members can attend, to limit physical contact and to allow for opportunities for students who may not feel comfortable in a group setting to attend. 
    • Engage in outdoor activities (social distancing rules apply)
      • Mountain biking, walking, bird watching or just relaxing in our natural areas
        • Munter Trails along the Raquette River
        • Clarkson Woods and ROTC Trails (start at the trailhead behind the water tower)
      • Volunteer in the Clarkson Vegetable Garden
      • Lawn games such as
        • Spikeball
        • Frisbee
        • Bocce ball
        • Ladder Toss
        • Kam Jam
    • Host virtual events! Examples include
      • Netflix Parties
      • Trivia
      • Game shows
      • Virtual Games (Minecraft, Fortnite, COD, etc.)

B. Fraternity and Sorority Life

  • Fraternities and Sororities will follow all guidelines listed above in the ‘Club and Organizations’ section of this document.
  • Students coming from restricted states must quarantine for 14 days before returning to campus. Students may quarantine in their chapter houses, but if they do, all members currently in the house will also be required to quarantine. 
  • Only people who live in the chapter house will be permitted to enter the chapter house. 
  • Events can be held outside of the chapter house with up to the number of attendees allowed in each stage.  Students who do not live in the house cannot enter the house.
  • Specific guidelines for recruitment events:
    • No recruitment, social, new member education events can happen inside of a chapter house. 
    • Face coverings must be worn at all times and all physical distancing protocols must be 
    • followed. 
    • To meet each stage’s attendance maximums, this may mean that your chapter should seperate into A and B groups to ensure that all members have an equal opportunity to attend events. 
    • Event attendee tracking must take place through EventPass. 
    • It is encouraged to host virtual recruitment events so that all members can attend, to limit physical contact and to allow for opportunities for students who may not feel comfortable in a group setting to attend. 
    • No physical invitations are to be handed out during recruitment. All invitations to potential new members can be sent via email from the Panhellenic Counsel’s email address.
    • Bids can be handed out in person, but not within the PNM’s residence hall. All bid day activities must occur outside and proper social distance guidelines must be maintained. 
  • It is recommended that chapter meetings take place virtually. 
  • Rituals can be performed online for virtual ceremonies, or can be held in small groups while practicing physical distancing, other members who are not in physical attendance can stream into the ritual to participate. 

C. Academic and Co-Curricular Clubs, Organizations and Activities

  • Participation and engagement in co-curricular activities is an integral part of the Clarkson experience. Students who are members of academic honors societies and professional student associations (e.g., SWE, AISES) can continue to engage in the many structured activities outside of the classroom.  Each organization is expected to create programming that follows University requirements meaning most events should be scheduled as virtual events.  For events that require in person attendance, student academic organization officers will work with their faculty or staff advisor to develop a plan that will support engagement of all members (e.g., splitting into groups to allow for socially distanced, masked limited size groups) according to the Phased group sizes (Stage  2 = 10, Stage 3= 25) and submit an event registration through Knight Life in order to reserve space.  Please do this even if done ad hoc with a small group — this will help with contact tracing. 
  • Academic clubs and organizations should leverage outdoor spaces when in-person gatherings are needed. Some outdoor spaces must be reserved on Knight Life for use.
  • Co-Curricular and academic interactions, group meetings, and academic club and professional organization gatherings will follow Clarkson guidelines including social distancing and mask wearing, adjusted capacities in campus spaces, and other safety measures.
  • SPEED teams will follow specific approved guidelines under the direction of the SPEED Team Director which include social distancing and mask wearing as well as limited group size in the SPEED labs at any given time.  SPEED team schedules will be assigned and monitored to assure guidelines are being followed.
  • For outdoor class and co-curricular learning activities as well as course and academic club field trips and off-campus learning activities face masks are required for any activity where social distancing (6 feet apart) is not possible.  
  • While working outside (e.g., climbing, working in soil), frequent sanitizing is required. 
  • When working off-campus as part of a class or academic club activity, students must complete their daily screening and be cleared to attend the class/field trip/event.  
  • If any student is feeling ill at all or is questioning their exposure, they must report to the Student Health Center.  
  • Common surfaces, shared equipment and communal gear will be disinfected in between uses/users.  

D. Field Trips and Off-Campus Learning Experiences through a Class or Faculty-led Research

  • Any request to travel off campus must be approved three weeks prior to the scheduled activity.  Faculty/Staff leaders will submit an approval form which will include details on students as well as safety and health plans.
  • Approval must be sought whether or not the experience is offered as part of a credit-bearing course, the leaders and/or students have led such trips in the past, personal vehicles will be used, approval has already been provided by a chair/dean/director. 
  • For students traveling off campus for their class experiences, academic club or organization service work, all travel is restricted to North Country and the Adirondack Park.
  • Whenever practical, vehicles from the CU motor pool should be used for field trip travel. CU directly controls the cleaning and disinfection protocols for these vehicles. 
  • All students and faculty/staff trip leaders must wear face masks at all times while inside shared vehicles. If using one of the CU buses, 6’ distancing must be maintained. If using vehicles, transportation should be in vehicles with family members (roommates).
  • Trip organizers (faculty/staff) must provide hand sanitizer and require vehicle occupants to wash/sanitize hands whenever they are entering or leaving the vehicles. 
  • During travel, whenever possible, open windows. Fresh air and air flow is better than stagnant, recirculating air. 
  • Faculty/Staff trip leaders will make a record of which students ride where within a vehicle for contact tracing purposes.
  • Students, faculty and staff, should bring extra face masks and personal hand sanitizer.
  • While in the field, physical distancing (minimum of six feet or two meters) should be maintained at all times when possible  and masks should be worn when physical distancing is not possible.
  • If staying overnight (camping), individual sleeping arrangements must be provided (separate tents or shared tents with roommates). 
  • Camping location must have handwashing capabilities or the faculty/staff leaders must provide a hand washing station in camp
  •  Instructors and students traveling off campus must be familiar with Clarkson’s Title IX protocols as well as all Clarkson COVID-19 policies and procedures.
  1.  Employee Policies During COVID-19

For all employee policies during COVID-19, go to

  1.   Meetings and Gatherings     
  • No in-person school or department-based meetings or gatherings are allowed at this time without approval from  This is not part of the staged plan. Please schedule meetings, gatherings and group interactions virtually, such as via Zoom. 
    • We encourage using remote technology to collaborate via tele and video conferencing instead of meeting in person. For more information on how to utilize these online collaboration tools, contact OIT 315.268.4357 or
    • Even while working on campus, you are encouraged to communicate with your colleagues and supervisors as needed by email, telephone or other available technology rather than face-to-face.
  • In requesting an exception from, please copy in your division head (Cabinet or Academic Leadership Council member) to confirm their endorsement of this request 
  • In-person meetings should only occur if strictly necessary, and only if:
    • Occupants of the room can maintain at least six feet of separation at all times. Prior to the meeting, remove or rearrange chairs and tables or add visual cue marks in the meeting room to support social distancing practices between attendees.
    • All parties must wear a face-covering during the entire time.
    • Any strictly necessary in-person meetings must be as brief as possible.
    • Avoid handshakes. Do not share objects.
    • Ensure easy access to handwashing facilities, and make sure alcohol-based sanitizers are readily available.
  • In addition, no University-sponsored meetings, gatherings or events may be held in off-campus locations.
  1. Catering if a meeting is essential and food is appropriate.
  • On-Campus catering services from Sodexo are only available for meetings that have been deemed essential.
  • Meeting participants will follow the same process as students do, and pick up individualized, pre-packaged items.
  1. No University-wide events or outside groups are allowed at this time. 
  • Please schedule virtual events only.
  • The only exception being granted is for health service providers/emergency responders to conduct a training, following all social distancing protocols. Please contact to inquire about outside groups being allowed on campus.  

IV. Visitors on Campus

  • Please also alert if government officials /agencies will be accessing campus related to their oversight and responsibilities.    
  • Signage is posted on all entrances to University buildings on social distancing requirements.

You Might Also Like