COVID-19 & Student Organization Guidelines

In addition to the general institute COVID-19 policies outlined at MIT Now, SOLE has implemented additional guidelines that apply to events and activities planned and executed by student groups and organizations. Due to the complexity and fluidity of the COVID-19 pandemic, these guidelines and protocols may change regularly. We recommend that student leaders read communications from SOLE carefully and that they continue to check this website regularly for updates. 

If you have any questions, please do not hesitate to schedule a time with us to speak.

For the most up-to-date collection of general MIT guidelines and policies, we recommend you go directly to MIT Now.

Food & Beverage (New!)

Eating indoors is now permitted in all campus buildings in spaces where eating was permitted pre-pandemic. However, until further notice, food and/or drink may not be provided or consumed at MIT-sponsored events. This includes events held on and off campus. Grab-and-go style food options are also no longer allowed.

Below are some tips on how to stay safe while eating and drinking on campus; we urge you to follow this advice when you’re dining off campus, too (both inside and outdoors).

  • Observe the local rules: Different spaces have different rules about eating and drinking. For instance, “food and beverages are not permitted in MIT classroom spaces. Research facilities, residential buildings, and other spaces on campus may have different rules, so check the posted policies for your specific space.
  • Keep it covered: Well-fitted face coverings remain required in all MIT buildings regardless of vaccination status. Masks may be lowered indoors when actively consuming food or taking a sip of a drink.
  • Stay small (group size) and short (duration): When dining indoors with others at MIT, community members are encouraged to limit the time spent eating together to less than 20 minutes and to limit group size to 4 individuals, who are separated by 6 feet.
  • Make some extra elbow room: When spaces are used for active dining, capacity should be reduced to allow for greater physical distance between diners.
  • Enjoy the outdoors: MIT continues to encourage dining outdoors whenever possible, especially for unvaccinated individuals.

K-12/Minors Programs

  • SOLE is pausing all in-person programs, events, and activities sponsored by ASA student organizations that involve K-12 students, regardless of their age. 

  • All programs that include K-12 students must be virtual—they may not operate in-person, either on- or off-campus, during the pause. 

  • Proposed programming after the Fall semester will be reviewed and held in the queue, but it may need to be rescheduled, virtualized, or cancelled if changing pandemic conditions require the pause to be extended.

  • This pause will be re-evaluated at the end of the Fall semester, and SOLE will communicate any updates regarding this pause by emailing student organization leaders. 

Student Organization Office/Storage Guidelines

  • Student organizations offices and storage spaces will be reopened beginning August 23rd, 2021 

  • If access to storage is needed prior to August 23rd, please contact SOLE to arrange access. Only students with COVID-Pass access to campus may access student organization spaces.

Financial Processes

  • Wire Transfers - As a majority of MIT offices will be working remotely and physical access to W20 will be restricted, SOLE recommends that student organizations receive funds through the traditional wire process. Guidance on this process may be found here.

  • Checks - Checks mailed to the office or other departments may not be processed promptly and could result in funds being held up or canceled. SOLE strongly recommends funds be received via wire transfer. Checks should not be sent to the SOLE office. Please schedule a meeting with SOLE staff to discuss any additional logistics.

Packages

  • Packages - We request that packages should not be sent to the SOLE office. Student organizations ordering materials should schedule a time with SOLE during regular office hours to discuss potential solutions.

Projected Breath & Dancing Activities

“Projected breath” activities are a subset of music, theater, and arts activities – including singing, woodwind/brass instruments, speech/debate, and theatrical acts – that include projecting one’s breath and thus respirating more than normal.

Indoor activities: “Projected breath” activity rehearsals and performances are allowed indoors at unrestricted capacity when:

  1. All performers are on Covid Pass;
  2. All performers are masked and/or using appropriate instrument PPE; and
  3. All audience members should be masked.
  • A 3-6 foot spacing among indoor performers using projected breath is recommended. Similarly, 3-6 foot distance from performance attendees is recommended.
  • For indoor performances that are a “special program element” (e.g., not the main reason for the event but a secondary element), event organizers should seek alternatives and opt for a genre that does not include projected breath. 
  • Indoor projected breath performances by non-MIT entities (e.g., outside groups seeking to “rent” indoor performance space on campus) are paused until further notice.

Outdoor activities: The use of outdoor spaces for rehearsals and performances/events is strongly encouraged. Face coverings and physical distancing are not required outdoors for vaccinated individuals at this time, but a 3-6 foot spacing among performers using projected breath is recommended. Similarly, 3-6 foot distance from performance attendees is recommended.

Non-Covid Pass holders: Direct participation in all indoor MIT dancing groups, clubs, and activities, including those sponsored by MIT student organizations, is restricted to Covid Pass holders only. Non-Covid Pass holders can be part of the audience but cannot engage actively in projected breath and dancing activities. Student groups must use Tim Tickets for events in order to allow non-Covid Pass holders to attend musical and dancing performances. Attendees are required to provide proof of vaccination and submit health attestation through Tim Tickets prior to attending the event.

Face coverings and physical distancing while dancing: Participants must remain masked at all times while dancing indoors. When dancing outdoors and the technique does not permit physical distancing between dancers, masks should be worn. Instructors should focus on unpaired techniques whenever possible to allow for greater distance between dancers. 

Student organizations: Until further notice, direct participation in all MIT student organization-sponsored “projected breath” and dancing activities is limited to MIT COVID Pass holders only. Affected student organizations are encouraged to contact the SOLE office (sole@mit.edu) to discuss adjustments to scheduled activities, alternative arrangements for groups that rely on non-COVID Pass holders as coaches or trainers, and assistance with planning future events.

Tim Tickets

  • All ASA student organizations are required to use Tim Tickets to track attendance at their indoor or outdoor programs. 

  • Any MIT community member – including students – with an active Kerberos account can use the Tim Tickets feature in the latest version of the MIT Atlas mobile application (for iOS 13+ or Android 7+) or the Tim Tickets visitor administration website to register an event in the Tim Tickets system. As a reminder, all events need to be registered and approved of via the SOLE event submission process - Tim Tickets merely acts as the means to collect attendees.
  • Using the Tim Tickets system for events allows MIT hosts to easily collect contact tracing information from attendees, and provides attendees with a QR code they can use to check in to an event. MIT community members will not use the Tim Ticket QR code; they will check in to an event registered in the Tim Tickets system by presenting the barcode that is on the back of their MIT ID card or displayed within the MIT Atlas mobile app.

  • Additional Resources: More information on Tim Tickets may be found here. If you have any questions, please do not hesitate to reach out to SOLE at sole@mit.edu.

 

Events and activities must follow Institute rules and protocols related to face coverings, visitors, distancing/space capacity, and more. See the latest policies; additional guidance for event planners will be available soon.

 

Last Updated: January 11, 2022