Coronavirus Guidance for Clubs and Societies
On this page you can find updates and information on running club and society events in line with government guidelines. If you have any queries about running your club or society or about anything listed on this page, please contact a member of the Student Activities team at firstname.lastname@example.org.
On Monday, 4 January 2021 the Prime Minister announced a national lockdown would begin at midnight in England. The lockdown will have an impact on in-person activities and events led by the Students' Union and our clubs and societies. Guidance on what you can and cannot do during the lockdown can be found on the GOV.UK website
. You should follow this guidance immediately as it has been made into law.
What does this mean for University students?
- Students can only leave their homes for certain reasons, including medical needs, shopping for essentials, exercise, and work for those who cannot work from home.
- Students should check their E-Vision regularly, as your timetable will be updated as teaching moves from blended to purely online for most courses. Those who study in HEMS or courses that require specialist equipment may continue face-to-face teaching.
- Students returning to campus should undertake Asymptomatic Testing to ensure we are keeping our campuses as safe as possible. The test centres on our Chelmsford and Cambridge campus will be open from Tuesday 5th January and you can book an appointment here.
What does this mean for Clubs and Societies?
- In-person club and society activities cannot take place during the lockdown.
- All club and society activities should be moved online or postponed if they cannot be moved online.
- Club and society committee meetings should be moved online. Your group should not meet in person as there are restrictions on leaving home and mixing households.
- If you run a course-based society and your course is one of the few allowed to continue in-person teaching, your society still cannot lead in-person activities or events where households will mix. This restriction applies even if the events are educational.
- If you run a sports club, in-person training cannot currently take place. This includes outdoor training sessions.
- We have created online event and online sports session risk assessment templates for you to use for your online sessions.
- We have also invested in online tools such as Zoom Pro and webinar licenses, Steam games and Canva Pro, all of which can be used by our clubs and societies.
- Refreshers 2021 will still be taking place online and clubs and societies can still register to take part here. We absolutely recommend getting involved as this will be a key event for you to showcase your group.
What does this mean for the Students' Union?
- The Students' Union Offices will remain closed until the end of the lockdown. As a result, the Student Activities team will be working from home.
- Our spaces will continue to be open for students to access. Following government guidance, these spaces should only be used individually, and you should keep a distance between yourself and other students.
- Our Refreshers activities will be continuing as planned online. We have a whole range of activities from online quizzes to a Comedy Night and much much more. Check out the What's On calender for full details.
- Our Live Chat service will continue to be available for students from Monday to Friday, 9am until 5pm. Outside of these hours, you can leave a message and one of the team will get back to you on the next working day.
- Our Advice Service will be open, and we will be offering students appointments either via email, telephone or Zoom/Teams. For more info about the services they offer, or to book an appointment, click here.
If you had an in-person event or activity planned and you are unsure of how to move it online or you need to cancel or postpone, please contact your coordinator or email email@example.com.
We will be closely monitoring government and university guidance and as soon as in-person activities and events are able to go ahead again, we will update this page and contact our clubs and societies.
We know that it has been extremely challenging running clubs and societies and how difficult it can be with the constantly changing guidance. We are forever thankful to our dedicated club and society committee members for continuing to work hard to support student experience at ARU and we are here to help and support you in any way we can. If there is anything the Student Activities team can do to help or if you have any queries at all, please get in touch.
We have created a template risk assessment for online events to make it easier for our clubs and societies to run their activities online. All ARU students have access to MS Teams and we'd recommend clubs and societies use this free tool whereever possible. We also have Pro Zoom accounts available for societies to book and use.
If you would like to run an event online but are not sure where to start, please get in touch with your coordinator.
In person events:
If you have an in-person event and you need to postpone or move your event online, speak to the Student Activities team at firstname.lastname@example.org for support and guidance.
Risk Assessment Templates:
Online event - For events held online, e.g. guest speakers, quizzes, games nights.
Online sport session - For virtual sports club sessions (the SU must be aware of these before they take place).
ARU Student News Blog - For up-to-date announcements from ARU.
Government Guidance on National Lockdown - The most recent government guidance relating to the national lockdown.