COVID19 & Student Organization Guidelines

In light of the Institute’s recent announcements, we wanted to follow-up with additional guidance and updates for student organizations. We recognize this is a fluid situation, and organizations will have to rapidly adapt and rethink their typical programs in order to follow COVID-19 safety protocols. As always, please do know that SOLE is  with you every step of the way, eager to think through tricky situations and reach creative solutions.

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 guidelines and policies, we recommend you go directly to MIT Now.

Spring 2021 In-Person Events

  • As it currently stands, no in-person student organization events (whether on or off-campus) will be approved of by MIT. SOLE recommends that student organizations continue their pivot to virtual events, and cancel any plans for putting on in-person programs in the Spring.

    • The event moratorium includes business and social gatherings, dance and theatre performances, sporting events, concerts, meetings, conferences, tours, workshops, and K-12 programming. 

  • All student organization virtual events still must be registered and approved of by SOLE via the new “MIT Event Registration - Spring 2021” form.

  • For planning purposes, MIT community members should expect the event/gathering policy to remain in place at least through the end of the spring 2021 semester. Please note that this policy may be updated as local and state guidance changes. (See also: MIT Institute Events.)

  • Per current guidance, SOLE will not be approving of any K-12 or minors-focused in-person summer programs.

  • A student organization event is defined as any formal programmatic gathering organized by the club. A student organization meeting is defined as a gathering among membership to discuss club matters and business. Organizational meetings are not considered events, and do not need to be registered. 

  • As in-person events are not allowed, no reimbursements will be processed for any unapproved in-person programs.

  • If your program includes Minors, meeting with SOLE is required to discuss the process. Please schedule a meeting with SOLE to discuss this process.

  • For additional information regarding policies and guidines regarding COVID-19, please visit MIT Now.

Student Organization Office/Storage Guidelines

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.

Additional Processes

  • Packages - As the SOLE staff is working remotely, packages should not be sent to the office. Student organizations ordering materials should schedule a time with SOLE during regular office hours to discuss potential solutions.

We encourage student organizations to devise alternative solutions to their programs. As always, SOLE is here to provide guidance. Please check back for ongoing updates.

 

Last Updated: February 10th, 2021