Thank you for your patience and flexibility during the past year as plans and guidelines continually shifted. With the recent vaccination rollout and updates to the local public health guidance, we are happy to share that small group activities may begin to be planned. Please take a moment to review the updates below.
Event Guideline Adjustments
While hosting remote meetings and events are still preferred, student organizations may submit an event request for an in-person event if the event meets the criteria below:
- Under two hours
- Limited to 25 people or less (indoor) and 75 people or less (outdoor)
- Less for indoor classrooms (must follow room occupany limit)
- Limited to UCSF students, trainees, staff and faculty (no guests)
- Requires participants to wear face coverings and physically distanced by six feet at all times
- Food and drink only permitted if:
- Attendees show daily health screening
- Attendees have been vaccinated and/or proof negative COVID test taken in the past 72 Hours
- Seating is assigned for attendees while eating and drinking
- All food is pre-packaged and individually wrapped
- Food and drink only permitted if:
- Designates a safety monitor during the event
- Attendance (name, email, phone) is tracked
- Must include attestation of vaccination or negative COVID test if food and drink provided at event (recommend using Qualtrics)
- Coordinates cleaning of the space (fees may apply)
Available Outdoor Spaces reservable through the UCSF Group Portal Event Request Form
- Bank of America Terrace
- Gene Friend Way
- Koret Quad
Available Indoor Spaces reservable through the UCSF Group Portal Event Request Form
- Classrooms (except for the CL classrooms in the library)
- Millberry Union MU135 (formerly Palio’s)
- Nursing Mezzanine
- Genentech Hall 1st & 2nd floor atriums after 4:00 pm.
- Byers Hall 2nd and 3rd floor lobbies after 4:00 pm.
- Mission Hall Lobby after 4:00 pm.
All on-campus space requests must include a one-hour breakdown to allow for cleaning. Library rooms are only reservable for academic course at this time; and, unfortunately, they will appear in the room reservation list. If a CL classroom in the Library is selected, your event request will automatically be denied.
UCSF Campus Life Services is offering for a fee an event planner’s kit to help facilitate health and safety compliance.
Off-Campus Events
Student organizations may also choose to hold their events and meetings off-campus. The event organizers must follow BOTH local public health guidance and venue guidance in regard to size and duration of the event.
Requests must be submitted two weeks in advance of the event.
Submit UCSF Group Portal Event Request Form*
When planning an in-person event, please be considerate of the personal preferences of attendees who may wish to attend virtually. If possible, please offer a remote option when organizing your meetings and events.
As a reminder, all student organizations must submit an event request in the Group Portal* for any activity—on or off campus, virtual or in-person.
Community Outreach Events
Whenever a student provides health information, provides counseling, or performs a hands-on procedure at any health event that is not part of a class, prior approval from your respective School is required to ensure professional liability coverage for the student, school(s), and campus involved in the event. The student group organizing the event must submit an event request (as indicated above) AND a Community Outreach & Health Education Request Form.
Requests must be submitted three weeks in advance of the event.
Submit Community Outreach & Health Fair Request Form
Registration
Student organization registration will be rolling from July 1-September 30. All student organizations registered by September 30 will be considered a registered group for the 2021-22 academic year .
Although all meetings and events took place virtually this year, please remember to submit your student organization meetings and events* into the Group Portal—even if the event already occurred and was held online. Eligibility for registration will depend on your organization’s activity level this year.
Funding
Student RCOs are able to apply for funding for one-time expenses to assist with managing and engaging their organization. RCOs may apply for funding for a variety of operating expenses, such as: a purchase of a website domain, graduation regalia, branded tchotchke or t-shirts, reimbursement for a design application like Canva or InDesign, equipment, etc. Funding requests up to $300 may be submitted in the Group Portal as an “Operations: Administrative Supplies” budget request. All RCOs are eligible. Funding will be available until June 30, 2021 or until funds run out.
Policies
Please take a moment to review the policies that apply to campus organizations on the Student Life website.
Survey
Student Life would like your feedback about your student organization experience, support from our office, and the Group Portal. We would greatly appreciate it if you could participate in a survey to provide us feedback so we can better meet your RCO needs.
Resources
- Student Organization Orientation
- Building Community Online
- Student Organization Funding Guide
- RCO Funding Guidelines
- Group Portal Quick Start Guide
- RCO Risk & Liability
- RCO Minor Toolkit
- Active RCO List
- Current Event Guidance
Questions
If you have any questions regarding student organizations, campus policies, the registration process, or the Group Portal, please call or email Student Life.
* Please note, only officers of an organization are able to submit event and budget requests. If you are not an officer and need help, please reach out to Student Life.