COVID-19's Effects on Student Clubs & Associations Operations

Information relevant for clubs and associations from relevant stakeholders.

Any questions? Send them to studentclubs@umsu.ca !

Last updated: September 13th, 2021 @ 9:35 AM CDT

Table of Contents:

  • Student Club Renewals
  • 5 Important Regulatory Body Profiles for In-Person Activities
  • Winter 2022 Activity Restrictions for In-Person
  • Fall 2021 Activity Restrictions for In-Person
    • Off-Campus Activities
    • On-Campus Activities
    • On-Campus Venue Statuses for Fall 2021

Student Club Renewals

Due to the pandemic severely affecting club activity, in early Summer 2021, UMSU has provided all student clubs a grace period for club renewals for the 2021 – 2022 academic year (April 2021 – April 2022).

  • Eligible clubs: Clubs who have renewed with UMSU for the 2019-2021 academic years (April 2019 – April 2021).
  • Ineligible clubs: Clubs who have only renewed with UMSU for the 2018-2019 academic year (April 2018 – April 2019) or before April 2018. These clubs are considered inactive and require filling out the club recognition form which is found in the club resources page. There is no deadline for club recognition applications but if you would like to maximize your benefits, you should ideally complete it and be approved before January 2022.

Currently, club renewals are due by January 31st, 2022. (Delaying your club renewal will mean missing out on UMSU benefits, do not wait until the last minute.)

Multiple emails for club renewals have been sent to group emails over Summer 2021. If your contact information with us is outdated, please reach out to us at studentclubs@umsu.ca.

If a club is struggling to renew by January 31, 2022 and does NOT attempt to communicate with studentclubs@umsu.ca about their circumstances, UMSU Clubs Administration will assume this club is inactive which removes their club recognition status.

To check if your club is considered renewed for the year, please see the document at the main portal page.

5 IMPORTANT REGULATORY BODY PROFILES FOR IN-PERSON ACTIVITIES

Please familiarize yourself with these organizations as they will determine if your activity will be approved or not.

Failure to gain approval from these organizations may constitute breaking COVID-19 protocols and policies at the University of Manitoba Administration and other regulatory bodies.

We do not recommend being negligent and reckless while hosting your in-person activities and we at the UMSU Clubs Administration do NOT condone student club activities that break COVID-19 regulatory protocols. We encourage all student club executives to read the protocols on this page and to make sure they gain the approvals before hosting ANY in-person activities.

Please be aware that these protocols are subject to change as we are still going through a pandemic and feigning ignorance about protocols is not considered acceptable.

Activities are defined as any in-person gatherings such as meetings, tabling, events, etc.

1) Venue / Building Managers

These venue managers encompass both on and off-campus and they will determine if they would agree to host your activity at their venue. Please check in with them first before consulting the other regulatory bodies below as it will be a waste of everyone’s time if you do not gain approval / permission to host the event there.

2) COVID-19 Recovery Steering Committee (CRSC)

In September 2020, a committee has been created at the University of Manitoba called the Covid-19 Recovery Steering Committee (CRSC). Information about them is in this 2020 article:  

The CRSC are one of the main bodies who will approve or deny events for:

  • STUDENT OFF-CAMPUS activities that are in-person
  • Professional Academic activities (on and off-campus) that are in-person .
3) Student Affairs Communications Team (SAComms)

They have been assigned the duty of approving or denying events for STUDENT ON-CAMPUS activities that are in-person.

4) Government of Manitoba / Public Health

They manage the COVID-19 restrictions / guidelines during this pandemic for the Province of Manitoba.

5) Government of Canada

They manage the COVID-19 restrictions / guidelines during this pandemic for the country of Canada.

WINTER 2022 ACTIVITY RESTRICTIONS FOR IN-PERSON

Activities are defined as any in-person gatherings such as meetings, tabling, events, etc.

To be announced by all relevant parties.

The protocol for hosting in-person activities in Winter 2022 is to be announced based on how we do in the pandemic and the University of Manitoba Administration’s discretion.

While planning ahead is always good, you must be aware that every organization is still determining in-person policies and procedures while navigating through the pandemic safely. We will communicate to you all about concrete updates for Winter 2022. Feel free to ask us mid-Fall 2021 if we hear anything new at our Student Executive Assembly (SEA) meetings.

It is speculated that the approval process will be very similar to the Fall 2021 activity approval procedure but we are not certain at this moment. You are free to plan for Winter 2022 activities following the Fall 2021 activities approval procedure but be aware that this process could change as the pandemic progresses.

 

Fall 2021 ACTIVITY RESTRICTIONS FOR IN-PERSON

Activities are defined as any in-person gatherings such as meetings, tabling, events, etc.

There is a heavy amount of uncertainty regarding how COVID-19 will affect in-person gatherings for Fall 2021 especially with an anticipated Wave 4 coming due to the Influenza Season / Delta Variant.

Many organizations are still in the process of making concrete policies and procedures for in-person at the moment. We require you to be aware that plans may change at any moments notice due to the nature of this unstable environment.

For more information about COVID-19 and the University of Manitoba: https://umanitoba.ca/coronavirus

 

Off-Campus Activities (In-person)

Being a recognized / renewed UMSU Club or Association will assist your chances in gaining approvals.

Activities are defined as any in-person gatherings such as meetings, tabling, events, etc.

We REQUIRE for clubs / associations hosting off-campus events to go through the following steps in-order:

Step 1: Consult the relevant information from the Canadian Federal Government regarding in-person gatherings.

Step 2: Consult the relevant information from the Manitoba Provincial Government regarding in-person gatherings especially those from Public Health Restrictions / Guidelines.

Step 3: Consult the document by the Covid-19 Recovery Steering Committee (CRSC) regarding events here. Please notice pages 22 – 24 in particular. Depending on the type of activity, there will be different principles / protocols in-place.

Step 4: Consult with the venue management about your idea of hosting an activity at their venue and learn about their COVID-19 protocols. If this is outdoors, ensure you check the correct protocols. If you gain approval on the idea, try to reserve the time of day if able.

Step 5: Consult and inform relevant regulatory parties regarding your activity. The nature of the activity and the liabilities associated with the activity will determine the relevant contacts to reach out. Examples could be academic events requiring discussions with academic staff, any sponsors should be spoke to ahead of time when they sponsor your event, etc.

Step 6: Fill out an in-person activity request which is available at https://umanitoba.ca/coronavirus

Step 7: Submit the in-person activity request form to the CRSC via email.

Step 8: Wait on an official response from the CRSC. The turnaround time can take three (3) weeks for applications to be approved or denied. Once you gain approval, you can move onto booking the venue. 

Step 9: Book the venue with the venue management. If it is outdoors, check the correct protocols.

Step 10: Mandate and prepare safety protocols for all of your event attendees by following relevant regulatory body requirements such as the Manitoba Government’s recommendations and be due diligent about event safety.

Step 11: Enjoy the event!

If you have any questions, please reach out to us at studentclubs@umsu.ca ! We will try our very best to help you out.

On-Campus Activities (In-person)

Being a recognized / renewed UMSU Club or Association will assist your chances in gaining approvals.

Activities are defined as any in-person gatherings such as meetings, tabling, events, etc.


August 26th Guide:

You MUST complete all of the steps in this guide, skipping any of the steps means that you are subjecting yourself to breaking multiple regulations with respect to COVID-19 policies and procedures at the University of Manitoba administration and many others.

PLEASE DO NOT SKIP STEPS, while we understand that this is a long guide, in-person activities have a lot of regulations because of the pandemic.

Also due to the ever-changing environment of the pandemic, content in this guide is subject to change in the future. Please see this information as temporarily tentative in the meantime.

——————————————————————————————————–

Step 1: Research Event Policies and Procedures with respect to COVID-19 Restrictions in Winnipeg; Canada; and the University of Manitoba.

We are sure you all follow the news about restrictions from the City of Winnipeg, Public of Health, Government of Canada, and the Manitoba Government. 

HOWEVER, please keep in mind that the University of Manitoba administration has chosen to have its policies and procedures be independent from Public Health / Government guidelines. As a result, you must assume the University of Manitoba may have DIFFERENT policies with respect to mask usage, social-distancing, etc. than the local government. They are following public health recommendations but have shown to act independently. 

You can consult the relevant information at

Please do not jeopardize the safety of yourself and others by neglecting this aspect.  

——————————————————————————————————–

Step 2: Inquire and gain approval by the relevant Building/Venue Managers

We have reached out to many of the venue / building managers on campus and many of them have cited that there are current discussions, special messages to pass along to clubs, and/or any current restrictions for booking their venues for events.  

It would be smart to reach out to them first as their own management will determine if they even want your activities hosted at their venues.  

They may even decline your activity despite your club gaining approval from other bodies of people, they reserve that right as they own the venue. For Student Associations, we have not reached out to them on your behalf, you are free to reach out to them via the contacts link near the bottom of this paragraph.

Please consult the table near the bottom of this page called “Venue Statuses regarding On-Campus Activities for Fall 2021”

Many schedulers replied citing for you to consult the CRSC first (this has now changed to the Student Affairs Communications / SAComms team as instructed by the CRSC) and then to contact the venue scheduler. The rest who has not gotten back to us will likely want you to move onto the next step before contacting them again. 

If a venue looks like they are open to letting you book, ALL of them require for you to move onto the next step in this guide and gain approval from the SAComms Team.  

If you do not gain approval from this venue AND/OR the SAComms Team, then you decide to move forward without it, you are breaking COVID-19 protocols at the University of Manitoba.

Contact information of the building managers / schedulers’: https://umanitoba.ca/roombooking/ 

——————————————————————————————————–

Step 3: Submit an application to gain approval by the SAComms Team

You are required to send a filled out In-Person Activity Request Form to the Student Affairs Communications Team.

This form is available at: https://umanitoba.ca/coronavirus

The turnaround time is UNDETERMINED for applications to be approved or denied. It is best you send your form request in as soon as possible considering the time-sensitive aspect of activities as well as the likely exponential backlog of requests that will be submitted. Once you gain approval, you can move onto booking a venue on-campus. 

——————————————————————————————————–

Step 4: Book the Venue by the relevant Building / Venue Managers

You can see where you can book: https://umanitoba.ca/campus-services/event-planning 

If you plan to book outdoors, please consult Conference and Catering via email to gain access to the relevant forms. They recommend two (2) weeks’ notice for the booking with one (1) week being the minimum time to book. Please note that JUMP is considered inactive since 2020 and they informed us that email is the main method of communication.  

If you plan to book indoors, it can take a few days to a week for certain building managers to approve your request for the space. Considering we’re in an unprecedented time, we highly recommend to submit an application at least a week in advance. Please note that they may reject or change their minds depending on the COVID situation. 

Please note that if you book indoor spaces controlled by Conference and Catering, they recommend at least two (2) weeks’ notice for the booking with one (1) week being the minimum time to book. 

To see the building schedulers’ contact information, consult: https://umanitoba.ca/roombooking/ 

——————————————————————————————————–

Step 5: Implement Safety Protocols for your Event

After you have gained approval from the SAComms Team and the Building/Venue Managers, you should start implementing safety protocols for your event. You can refer to the Manitoba Government’s recommendations and any items that are required from regulatory bodies. 

——————————————————————————————————–

Step 6: Summary

You must plan your events at least one (1) month ahead. It might be safer to plan 1.5 – 2 months ahead to give yourself breathing room as everyone is working virtually and may not be as fast as in-person.

  1. Research COVID-19 procedures and policies relevant to your activity; 
  2. Inquire and gain approval by the relevant Building/Venue Managers; 
  3. Submit a request form to gain approval by the SAComms Team; 
  4. Book the Venue by the relevant Building/Venue Managers; 
  5. Implement Safety Protocols for your Event; 

 

Please keep in mind that the risk of COVID-19 can cancel plans all of a sudden and you should be prepared to have back-up plans. 

——————————————————————————————————–

Venue Statuses regarding On-Campus Activities for Fall 2021 (Clubs in particular only)

Last updated: September 13, 2021.

Considering the situation changes on a daily basis, be aware that these messages/protocols can change.

If they are undetermined, you can email to check to see their current procedures.

If they clearly said no here, do not bother them about it as it is very likely won’t change for Fall 2021. They may reconsider in Winter 2022 but do not bother them about it, ask us at studentclubs@umsu.ca to determine the status so we can relay the information to all of you easily.

If you cannot easily read this table from your mobile device, please view this table via Desktop Site on your browser’s mobile device.

 

Venue / Building Email Address Special Message to Student Clubs

Conference and Catering  

(for Indoors & Outdoors) 

conference_catering@umanitoba.ca 

For outdoor spaces on-campus, they are controlled by the CRSC until the JUMP portal is back. You can contact the CRSC via email for availability.

For indoor spaces controlled by Conference and Catering, reach out to them first to see if you can put a tentative hold on the venue space for the date/time while you go get approval.

Once you get an approval from SAComms Team then come back to Conference and Catering to book the venue.

ArtLAB  SoA.Roombookings@umanitoba.ca  The ARTlab has always had a booking fee, though it is significantly reduced for students at $50.00 per booking, per room. Please contact SAComms Team first and then us. 
Faculty of Law  lawinfo@umanitoba.ca 

Thank you for your inquiry regarding room booking availability within Robson Hall during the Fall 2021 term.   

 

Keeping the current COVID-19 pandemic at the forefront, as well as the safety of all Faculty, staff and students on campus, we have reserved the decision to limit access to Robson Hall for Faculty of Law events only, at this time. We sincerely apologize for any inconvenience this may cause for event and meeting planning. 

Medicine Room Booking  RmBook2@umanitoba.ca 

Before we can book any rooms for any events we will need you to forward your approval email (from SAComms Team) on to us.  

 

Then you can proceed with requesting to book the room you require.  (More information once you have gained the approval)

Faculty of Kinesiology & Rec Management 

Please gain approval from SAComms Team first before booking with them. 

 

We have terms and conditions for space rentals within our faculty. (email us for it)

  

The trickiest element of these rentals for most groups is that we do require a certificate of insurance for our spaces to be rented. Points 33-35 of the Terms and conditions outline these requirements.

Biological Sciences Building  Remains locked to the public. Will update if anything changes.
Agriculture  aginfo@umanitoba.ca

For booking rooms in the Agriculture region (Agriculture, Ellis and Animal Science buildings), please send us a copy of the Exception Request Form for in-person activities on this link before sending to SAComms Team (ideally a week before if possible) so we can check that the room you are planning to use is available to book. If available, we’ll make sure to hold it for you while you wait for approval.

 

In terms of the content of the Exception Request Form, please ensure that your activity request follows the ‘Principles Governing Activities or Celebratory Events by External Parties, Student Unions, Student Groups or Faculties/School/College/Units’ which can be found at the end of page 5 to 6.

 

If you have any questions, please email us at aginfo@umanitoba.ca

St Paul’s College  To be announced in mid-September.
Drake Centre 

I can advise that the Drake Centre is essentially closed to the public for the entire Fall term, and only one of our classrooms is being used for in-person classes. The majority of the floors in our building are still in the midst of construction/renovations through to December, and classrooms/open spaces cannot be booked by students for meetings, events, gatherings, etc. during this time.

 

We are hopeful that, should the pandemic remain under control, and in-person classes resume for the Winter 2022 term, that we will be able to once again welcome room bookings in the Drake Centre by our students at that time.

College of Rehabilitation Sciences Room Bookings  CORS.Roombookings@umanitoba.ca 

Auto-reply: 

 

You are no longer able to book rooms, and should not be using rooms in CoRS for leisure or study purposes. Other than classes, all student activity should take place in the designated areas in the Brodie Mezzanine and Joe Doupe Concourse if you need a place to eat and/or study outside of class times. If you are found using a room, you will be asked to leave. 

Social Work  Social_Work@umanitoba.ca  We are not planning for any student groups to meet during the Fall term. If there are requests each group will have to comply with the university and provincial public health Covid-19 guidelines. This may change during the Winter term based upon any amended university guidelines. 
Faculty of Music 

As our facilities are specialized for music they are for registered music students and events only. 

  

We do not book through ad astra and the only things that are in ad astra from music are our academic courses.  All other bookings are done internally through my calendars so ad astra is not an accurate representation of our activities in the building. 

  

Even if the SAComms Team approves an event it will be turned down from our end as we have so many of our own events and our facilities are booked solid during the academic year. 

Engineering 

Auto-reply: 

 

Please refer to the Engineering website for some rules and restrictions for booking rooms. 

We reserve the right to reject any booking. 

Pharmacy Pharmacy.Roombookings@umanitoba.ca

 

Please reach out to them once you gained approval from the SAComms Team.

 

Helen Glass
nursing.reception@umanitoba.ca

 

Please reach out to them once you gained approval from the SAComms Team.

 

St. Johns College
Amy.Craddock@umanitoba.ca

 

Please reach out to them once you gained approval from the SAComms Team.

 

Education Building
rooms.education@umanitoba.ca

Almost all Education courses will be remote learning this fall.  As a result many staff and faculty will still be working and teaching remotely, and we will be keeping all of the external doors to the building locked.

 

At this point the Education building will not be available for in-person gatherings to students other than Education Students or regularly scheduled courses.  We will be working with the Education student body to pilot a safe return to the building this fall by developing safe space booking policies for student groups.

 

We look forward to working with Student Clubs in the Winter Term.