Framework on Meetings, Extracurricular Activities & Events for Fall 2021 and Winter 2022

Current as of September 21, 2021

This framework replaces the Framework on Meetings, Extracurricular Activities & Events for Summer and early Fall 2021 published on August 10, 2021.

Overview

  • As of September 1, vaccine passports are in place to restrict access to some activities to individuals who are adequately vaccinated.
  • While current public health directives allow the resumption of certain extracurricular activities and events, prioritization of the university’s academic and research missions requires that certain restrictions remain in place due to limited availability of resources to support these requests. Virtual alternatives to events and extracurricular activities are still encouraged.
  • As the campus is still operating at a limited capacity, the university discourages activities that would bring many external visitors to campus, and activities that are only social in nature. Similarly, activities that generate a lot of traffic or generate informal gatherings are discouraged (e.g. tabling in high traffic areas, large staff appreciation gatherings, etc). Reminder: virtual alternatives remain the preferred option.
  • Central Resources to support activities remain limited due to the mobilization of many resources for the COVID response. Activities will hence need to be prioritized, with student enrichment being the top priority.
  • Within this framework, the following definitions apply:
    • Meetings are defined as planned and organized assemblies of individuals within regular (i.e. routine) academic or curricular, research, or work-related activities.
    • Extracurricular Activities are defined as activities organized for students in addition to their course and research activities, which can involve enrichment activities related to course / research activities, enrichment activities not directly related to course or research, social activities, etc.
    • Events are defined as the planned and organized assembly of individuals outside of regular academic or curricular, research, or work-related activities; in other words, they are one-offs or special occasions.
    • University-sponsored activities: activities that are part of the university’s activities or that use university resources. Many faculty- and university-level student associations are third-party organizations, and hence events they would organize off campus would not be university-sponsored.

Type of activity

Requires vaccine passport?

Meetings

No

Extracurricular activities

Yes

Events

Yes, unless the event is part of a curricular activity

  • Within this framework, Extracurricular Activities and Events in Faculty/Unit-managed spaces using only local resources can be approved at the Dean/Unit-head level or by their delegate (i.e. there must be no need for central support or coordination). Normal notification requirements apply (i.e. Building Director, Security Services, Building Services, etc.)
  • Faculties and Units are encouraged to set priorities to guide the use of local resources for supporting meetings, extracurricular activities, and events. Priorities will vary between Faculties and Units and so are best set at the local level. Virtual alternatives remain the preferred option.
  • Central support / resources includes central room booking, all requests for outdoor activities, or any other request for coordination or support from central units. No on-campus outdoor activity is allowed without central resources.
  • All government directives and university prevention measures must be respected for all university-sponsored activities occurring on- and off-campus.
    • The activity approver (i.e. Faculty Dean/Unit Head or their delegate, or EOC/AVP Macdonald Campus) is responsible for ensuring that a plan is in place that addresses all current public health and university directives, including appropriate physical distancing and mask wearing.
    • Any in-person activities involving eating or drinking must avoid buffet-style arrangements that require multiple people to touch equipment or utensils, and favour individual meals (e.g. box lunches). The plan must also follow the Government of Quebec’s seating and distancing guidelines for restaurants, which are found in the alert level directives.
    • If an outside caterer is used, then organizers will have to need to follow the process to Sponsor a Visitor. Any indoor or outdoor events serving food must make arrangements with special.events [at] mcgill.ca for composting. Charges apply.
    • When vaccine passports are required (see table above), the activity organizer is responsible for checking that participants have a vaccine passport and denying access to those who do not have a vaccine passport.
    • The activity organizer is responsible for carrying out and enforcing the approved plan. The organizer’s unit is by default the ‘sponsor’ of the activity.
    • When an activity or event is taking place outside regular building hours for indoor events or after 3pm for outdoor events, a Building Services custodian staff (porter or cleaner) is required to be on site for the entire duration of the event which will incur cleaning fees based upon the square footage of the areas used during the activity or event. There may also be costs incurred for additional security coverage.
    • All approved off-campus events and activities must be reported to EOC (emergency.mgmt [at] mcgill.ca)
  • This framework will be in effect through the Fall and Winter semester until the move to No Distancing Phase, or significant changes in government direction require a change to the framework.

Activity

Type

Review and Approval

Vaccine passport

Comments

Meetings

Allowed using faculty or unit-managed rooms/spaces

Local Unit

No

Participant numbers limited to available space with appropriate distancing.

 

In most areas, the presence of staff on campus remains at a reduced level, and it is not advised to bring additional staff on campus for the sole purpose of attending a specific meeting, especially as virtual means of meetings are still available

Extracurricular activity

Indoors, using Faculty or Unit-managed rooms/spaces and local resources only

Dean/Unit Head

Yes

Participant numbers limited to available space with appropriate distancing

 

Normal notification requirements apply (i.e. Building Director, Security Services, etc.)

Indoors, using central resources

Central*

Yes

Priority will be given to requests for student enrichment activities

 

Participant numbers limited to available space with appropriate distancing

 

Once preliminary approval granted, a Room Booking Request must be submitted to ensure proper coordination.

Outdoors on-campus

Central*

Yes

Once preliminary approval granted, an Outdoor Event Request must be submitted to ensure proper coordination

Off-campus

Dean/Unit Head

Yes

Off-campus venue may have additional requirements in terms of vaccine passports

Events

Indoor, using faculty or unit-managed rooms/spaces and local resources only

Dean/Unit Head

Yes, unless curricular

Participant numbers limited to available space with appropriate distancing

indoors, using central resources

Central*

Yes, unless curricular

Once preliminary approval granted, a Room Booking Request must be submitted to ensure proper coordination.

Outdoors on-campus

Central*

Yes, unless curricular

Once preliminary approval granted, an Outdoor Event Request must be submitted to ensure proper coordination

Off-campus

Dean/Unit Head

Yes, unless curricular

Off-campus venue may have additional requirements in terms of vaccine passports

*Central approval means EOC approval, except for activities at the Macdonald Campus, where Central approval is given by the AVP Macdonald Campus. Requests must include a brief overview and objectives of the activity, a short justification for why it is important to proceed as an in-person event, estimates on the size of the event (both students and staff), proposed timing. Requests must be submitted to emergency.mgmt [at] mcgill.ca.

Student Society and Student Association Activities:

  • Events organized by formal Student Societies and Faculty Student Associations, which are separate entities from the University, are not by default University-sponsored. If such associations request holding events in University spaces, the aforementioned approval processes apply (ie., approvals for Faculty associations therefore rest with the relevant Dean (or delegate) of a Faculty, and central associations (I.e., SSMU, PGSS) would require approvals through EOC). Priority is to be given to any activities that enrich the student experience.
  • However, at a more local level, Department or Unit level student associations exist and these are generally informal associations. Such associations can discuss event proposals at the Department/Unit level, with final approvals of indoor activities (without the need for central resources) at the Faculty level. Outdoor extracurricular events requiring central resources will not be approved. Off-campus extracurricular activities by these associations are not considered University-sponsored and do not fall under the University approval processes.

 

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