RSO/SSO COVID-19 Policies & Guidelines
University of Michigan-Dearborn
Public Health-Informed Safety Measures & Policies for Student Organizations
The University of Michigan-Dearborn aims to deliver its mission while protecting the health and safety of our students and minimizing the potential spread of disease within our community. As a student organization, the 2019 Novel Coronavirus (“COVID-19”) will impact your student organization’s ability to operate regularly.
The below policies and guidelines apply to all student organizations (SSOs and RSOs). As protocols and policies change, The University and the Office of Student Life will work to update organizations with timely information about specific and changing health and safety guidelines as relevant.
We expect that all members of the University of Michigan-Dearborn community, including student organizations and their members, will act in a manner that demonstrates respect and consideration for those around them, including respect and consideration for the health and safety of all community members.
All student organizations are prohibited from creating a health or safety hazard. The university may request or require a member or organization, to leave the University of Michigan-Dearborn campus if their continued presence in the community poses a health or safety risk for community members.
Registered student organizations are required to comply with health and safety laws, orders, ordinances, regulations, and health and safety guidance adopted by the University of Michigan-Dearborn related to public health crises, including COVID-19. This guidance will evolve as the public health crisis evolves and may include, but is not limited to, social distancing, limitations on gatherings, wearing a face covering, COVID-19 screening and surveillance testing, contact tracing, disinfection protocols, and limitations on guests.
Adherence to health and safety requirements applies to all registered student organizations, members, advisors, and visitors and extends to all aspects of the student organization.
Student organizations are required to comply with any de-densifying efforts needed on campus and within the region due to COVID-19 or other public health emergencies.
Student organizations are responsible for complying with this Public Health-Informed Safety Measures & Policies section. In the event of a conflict between COVID-specific policies and other Student Organization policies, this COVID section applies. Any compliance concerns may be subject to referral to the non-academic conduct officer as a violation of the Code of Student Conduct.
On and Off-Campus Presence
- Student Organizations may conduct activities off-campus at this time. Reservations for indoor campus events are now open. Student Organizations are expected to comply with these Policies & Guidelines in connection with all organization activity, including social distancing and mask usage.
- Organizations should submit all in-person, virtual, and hybrid events to VictorsLink to keep members, and prospective members, informed of organization events and to continue engaging members. Event approval may take up to 2 weeks, so please submit well in advance of your event.
- Any student attending an organization’s in-person event should RSVP via VictorsLink and must complete the ResponsiBlue screening.
- Organizations are required to abide by all campus safety protocols and track event attendance thoroughly and log it into the previously approved VictorsLink event for contact tracing as needed. To simplify the process, event planners are encouraged to create a QR code using the event attendance link for attendees to scan and register their attendance.
- No event shall exceed any campus, local, state, or federal guidelines for gatherings of individuals in indoor or outdoor spaces. Campus guidelines will always take precedence over other non-campus guidelines.
- Organizations are encouraged to plan events in a hybrid format to ensure students may participate online or in-person and easily shift to an online format should the public health situation necessitate the change.
- Should you have any concerns about safety practices or if someone at an event tests positive, the COVID support team should be contacted at DearbornCOVIDSupport@umich.edu.
- University of Michigan fleet vehicle reservation requests will not be approved until further notice.
- The University of Michigan-Dearborn is currently under a COVID-19 Travel Restriction until further notice; if student organizations have travel that is essential to their operation/charter, they may consult with the Office of Student Life for initial approval and to develop a travel plan and proposal to be approved by the campus EOC.
- There is currently no freeze on Student Organization Accounts or funds. They will not be subject to the same spending limits as the rest of the University of Michigan.
- Sponsored Student Organizations (SSOs) should consult with their sponsoring unit/department before spending for assistance in financial planning and/or approvals required to use university allocated funds.
- With current UM-Dearborn financial restrictions and the possibility of limited resources in funding sources, RSOs should budget for the year accordingly.
- Fundraising policies remain the same. All RSOs should be mindful that in-person events may be variably available, so there may not be as many options to fundraise.
- When registering for virtual events, conferences, or other limited in-person programs requiring a deposit or advance payment, RSOs should read contracts or other written agreements carefully to ensure a refund policy if activities are canceled due to COVID-19.
Spending - please note, university personnel is working remotely, and you may experience delays in processing spending requests. It is recommended that you plan for 14-30 days to turn around requests, depending on the type.
- Any financial requests for a cash advance, Purchase Order (PO), or contract review must comply with all University guidelines. For easy reference, all forms can be found in the FUEL training module titled ‘Financial Management & Budgeting Basics.’
- All financial transactions will need an appointment. Please contact Melisa Wilson to determine the appropriate steps.
- All financial requests must be submitted at least two weeks before planned expenditure.
- Any contract or Purchase Order must be approved in writing and processed at least one month before the planned expenditures.
- Payment reimbursement will be based on procurement guidelines and must be processed through approval procedures. Note that this will take several weeks.
- Due to additional financial restrictions, departmental support may not be available, and last-minute plans will not be possible.
Approvals for Spending
Sponsored Student Organizations (SSOs) will work with Melisa Wilson and the Office of Student Life on pre-approving expenses before purchasing. The only items not needing approval are monthly, ongoing administrative costs like telephones, payroll, and utilities. Even contracted services with blanket POs should follow this process to ensure situational awareness.
Registered Student Organizations (RSOs) will work with Melisa Wilson on financial transactions. Spending procedures will remain unchanged for RSOs. Please note, university personnel may be working remotely, and RSOs may experience delays in processing spending requests. It is recommended that RSOs plan for 14-30 days to turn around requests, depending on the type. Any financial requests for a cash advance, Purchase Order (PO), or contract review must comply with all University guidelines. RSOs will need to schedule an appointment with Melisa for a cash advance, reimbursements, and PO requests. All financial transactions will need an appointment. Please contact Melisa Wilson to schedule a time.
- The Student Organization Center (SOC), SSO offices, other University Center spaces, and spaces campus-wide may not be consistently available for use by student organizations. These spaces may be modified at the university's discretion to ensure a seamless transition to a greater in-person presence on campus.
Public Health Guidelines (face coverings, social distancing, contact tracing measures)
- All public health guidelines from the University, state, and federal policies must be followed.
- When on campus, current masking policies must be followed: find the full policy here.
- Appropriate physical distancing must be maintained at all times, based upon current guidelines and policy.
- Complete the online health screening at healthscreen.umich.edu before leaving for campus or any in-person events.
For Me, For You, Go Safe, Go Blue.