Student Activities Center

Student Organization COVID-19 Information

Updated Friday, 4.9.2020
All Recognized Student Organization events and meetings scheduled now (March 13) through the end of the Spring 2020 semester must be canceled, postponed, or virtualized.
Domestic travel by Recognized Student Organizations (student-led travel) is suspended for the Spring 2020 semester.

Virtual Resources for Student Organizations

Student Organization Events

All student organization sponsored events must be canceled, postponed, or virtualized regardless of the venue or location.

How to Cancel a Student Organization Event

Do not assume that all aspects of your event will automatically be canceled for you. You should reach out to any spaces you have reserved and any vendors such as food providers to ensure they know your event is canceled or to ask about rescheduling your event. You may also want to update any marketing materials or social media posts to let attendees know the plan for your event.

Refunding Registration Fees for Canceled Events

You will need to consider if you can offer refunds to participants or sponsors. If you used the Student Organization Marketplace for registrations you can contact market@iastate.edu for questions or assistance issuing refunds. If you collected payments via cash or check, your Treasurer and/or Adviser should contact Campus Organizations Accounting for assistance (515-294-1633 or coa@iastate.edu).

Virtual Events

Virtual events should still be submitted to University Event Authorization. When submitting a virtual event, select “On Campus – Other” as the activity's location, and in the "Room Number or Location Detail" field note which online platform you plan to use (for example, Zoom, WebEx , Microsoft Teams, Facebook Live, etc). You should also describe in detail your plans to manage the event in accordance with current guidance limiting groups to fewer than 10 people in one space, and maintaining social distancing of at least six feet between participants.

Watch this MU 2 You Video to hear from the MU technology specialists about tools, tricks, & tips for transitioning events to online only formats.

Contact Information for Events

Please feel free to contact eventauthorization@iastate.edu with any questions.

Hosting Virtual Meetings

Platforms to Use to Virtualize Organization Business, Meetings, and Events

Host Virtual Meetings:

 

Work Collaboratively Online:

 

Communication With Your Organizations Members:

  • FaceTime or Video Chat
  • GroupMe
  • Conference Calls
  • Social Media Groups/Pages
  • Apps like Discord, Houseparty or Slack.

Virtual Officer Elections and Transitions

Elections

Student Organizations that normally elect new officers in the Spring semester should evaluate as an organization how they can do so remotely.

  • Organizations should first consult their constitution and adviser for direction on how and when to have elections. Most constitutions do not contain a step by step guide for virtual elections, but it will provide you with some guidance (when, percentages of votes, secret ballot, etc.).
  • Use online tools to have meetings and conduct voting. Use any of the resources listed above, or develop your own form or ballot system
  • When making any decision that changes the time, method, or other detail of the election process, it is important to communicate this long in advance and seek buy-in from your members. 
  • Keep good records of the processes and communications in the event of a future dispute over the results.
  • If speeches are part of your process, consider having members record and submit these in advance. 

 

Transitions

Make sure you are setting up times and methods for communicating the year's success and challenges! Successful organizations create ways to share information from one leadership group with the next. Transition meetings or documents are a great way to pass on critical information to help new officers learn.

Presidents Training for the remainder of the Spring 2020 semester is no longer required. This is an effort to ease student organization transition. Any president that has this listed as a requirement will be marked complete on April 22, 2020.

Use the Leadership and Service Center's Virtual Officer Transition Guide as you transition officers! Check out these documents to help you through your transitions:

Recognition Status

The Student Activities Center is willing to work with groups as they face challenges with retaining recognition status. Please email stuorgs@iastate.edu for assistance with recognition, officer transition or any other Student Organization Database concerns. 

 

Virtual Activities To Do Together as a Club

Student Office and Storage Space

Office Space Applications and Renewal for 2020-2021 Academic Year

If you submitted an application for a Student Office Space in the Memorial Union for the 2020-2021 academic year, you will be contacted soon to set up a virtual interview to discuss your organization's space needs. Office space allocations for the 2020-2021 academic year will proceed as planned.

Storage Space Renewal for 2020-2021 Academic Year

If your organization currently has storage space in the Memorial Union and would like to apply to renew that space for the 2020-2021 academic year, please fill out the Online Storage Renewal Form by Friday, April 17 at 5:00 pm. At this time, we will not be accepting new applications for student organization storage. Depending on space availability, we may open a Student Organization Storage Space Application for organizations who do not currently have storage space in the Memorial Union in the fall.

Student Office Space Office Hours 

Starting Monday, March 16 and until further notice, we will not be taking attendance for office hours in the union.

Student Office Space and Memorial Union Access

In an effort to prioritize the safety of our students, faculty, staff and visitors amid ongoing concerns about COVID-19, the Memorial Union will remain closed to the public until further notice.

This means that there will be no access to student organization office space or basement storage. If you absolutely must access your space, please contact Kristine Heflin, Associate Director for Student Activities, directly at kheflin@iastate.edu or 515-294-8370 to arrange a time that she can escort you into the space to retrieve any necessary items.  

Student Organization Mail 

Picking Up Student Organization Mail from the MU During Virtual Classes

Your organization will be contacted if you receive mail to the MU with instructions for how to pick it up. If you have have any questions concerning mail please email sac@iastate.edu

Other Tips for Leading an Organization Virtually

Things to Do From Home to Improve Your Organization

 

Best Practices for Managing an Organization Virtually

  • Continue to meet virtually on a regular basis 
  • Meet regularly with your adviser virtually for support
  • Establish a communication plan with your exec team, adviser, and organization
  • Continue to build community with your organization members with online group activities
  • Maintain an online social media presence as an organization
  • Keep normal routines and schedules as much as possible
  • Recognize your members and their accomplishments virtually (spotlights, virtual awards, etc.)
  • Use this time to help grow and improve your organization
  • Ask for help when you need it - the Student Activities Center is here for you!

Ask the SAC

Tell us how we can help! Ask questions, give comments, and share your concerns on our Ask the SAC page

Once you submit, an SAC staff member will respond to your questions via email as soon as we possibly can! Hang in there, we're here to help! 

Campus Resources

 

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