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- Return to Campus Protocol for Student Organizations
- Letter from FSL Regarding Move-Out
- Student Leadership Statement on COVID-19
- Greek Row: Cars/Parking
- Update for Student Organizations at JMU
- Housing Update for Greek Row
2020-2021 School Year | COVID-19 Return to Campus Protocol
Updated July 29, 2020
Our goal in outlining specific policies for all student organizations at JMU is to promote the health and safety of everyone in the JMU community and to limit the spread of COVID-19, while maintaining on campus operations. All students must abide by the Stop the Spread Agreement, which was signed prior to returning to campus. In addition, student organizations should also uphold the protocol outlined in this document. This document will remain in effect until rescinded in writing via the JMU Stop the Spread and the Student Life websites.
Group Conduct Violations
- Organizations must not organize or endorse events that break current recommendations for in-person events as set forth by the Governor of Virginia or the policies outlined in this document.
- These COVID-19 policies will be strictly enforced, as alleged violations of noncompliance, with penalties up to and including revoking university recognition of the organization.
- Any student organization that has oversight from an Inter/National Governing Body/Organization will be expected to follow any additional policies put in place by their Inter/National organization.
- Any violations of JMU policy will result in Inter/National Organization notification .
- The University will use the ‘Reasonable Person’ standard: If a reasonable person would associate the gathering with your organization, we consider it an organization event and will proceed with the Group Conduct violation process.
Virtual meetings are the safest option for student organization activity, especially when a virtual meeting can easily replace meeting in person. (Business meetings, Member education, Speakers etc.)
When a virtual meeting is not possible; the following policies must be followed:
- All in-person events must take place on campus (excluding competitions, fundraising tournaments, etc.)
- Student organizations are required to follow Event Management Services Protocols and Guidelines at all times. This Includes:
- Limit of 50% of Max Capacity of space OR up to 250 people (whichever is LESS)
- Face coverings must be worn at all times indoors and outdoors when in the presence of others.
- Physical/Social Distancing
- Student organizations are required to follow Event Management Services Protocols and Guidelines at all times. This Includes:
- B. All food must be catered through Aramark
- Buffet self service and/or potluck style meals are not allowed
- No “homemade” sales are allowed (i.e. Bake Sales) including food purchases from other retailers
C. All in person events/activities must have an accurate attendance list that can be produced when requested for COVID-19 contact tracing purposes
D. Alcohol is not permitted at any event
E. Anyone confirmed of having COVID-19, who has symptoms of COVID-19 or had symptoms within the previous 14 days, is not allowed within the space
- Event organizers should utilize the JMU LiveSafe app to confirm those in attendance have tracked symptoms on the day of the event and are clear to participate
- 2. Any in-person meeting or event should also have a virtual option for those students who are uncomfortable/unable to attend in person
A. A Member who has been quarantined/isolated because of symptoms or diagnosis should still be given the opportunity to participate virtually
- Including these members in activities through a virtual option is an important way that student organizations can continue to build community for those students who cannot attend in person.
Note: These guidelines may change based on University and/or Commonwealth of Virginia requirements. Always check with Event Management before an in-person event for the most up to date guidance.
- Off campus events/activity should not be held
- Student organizations should not travel, which includes, but is not limited to:
- Regional/National Meetings
- Visits to other universities
Off Campus Housing
If your organization has an off-campus residence that is generally recognized/associated as belonging to your organization, we recommend the following policies from the Stop the Spread Agreement.
- No non-residents allowed in the facility
- Masks required in all common spaces
- Reduced seating in all common areas (lounges, kitchens etc.)
Off-Campus residences with large numbers of residents have the potential to become infection “hot spots” and anything students can do to mitigate this risk will have long-lasting positive effects on campus activities.
Letter from FSL Regarding Move-Out
Email sent on March 18 at 10:30 pm to Chapter Presidents, House Managers, Chapter Advisors, and Headquarter contacts for all chapters who have a facility on Greek Row.
On March 18, President Alger sent a message to all students regarding the change to our operating schedule and the need to move out of on-campus residence halls, including Greek Row facilities. That message, and all University updates can be found here: jmu.edu/news/covid-19-faqs.shtml
This is a challenging time with a lot of variables and constantly changing information. First and foremost, please know that if you need assistance, exceptions, or just need to process information, the FSL office is here for you. You can reach out via email (firstname.lastname@example.org) or phone/text (540-407-8379).
Because houses on the row have students in very close proximity throughout the building with limited accessibility for cars, we have divided up the move out schedule for the row more specifically than other residence halls on campus to be conscious of separating large groups and minimizing traffic.
- ORL will tape express check-out envelopes on each door starting tomorrow morning (3/19) Residents are required to follow the steps on the express check-out envelope, including placing your key inside the envelope.
- In the foyer of each house there will be a “move out box”. You can place your express-check out envelope (with key inside) in this box before you leave. There is a $50 lock change for unreturned room keys.
- If you have items you do not want to take home with you and they are suitable for donation, a donation station will be in the basement of each house called “Why Wait, Donate!”.
- We will be completing inspections of houses after move out and billing for trash, wall damage, broken/missing furniture, and keys.
- Each bedroom is expected to have all personal items and trash removed.
- All JMU furniture should be returned to each room; each room should have 2 beds, 2 mattresses, 2 dressers, 2 wardrobes, 2 desks, and 2 chairs (Except for the 100 room).
It is the responsibility of all residents of the house to make sure that common areas (living rooms, 100 rooms, chapter rooms, hallways, and bathrooms) are clear of trash and personal items and generally tidied up.
If you are currently in the house, or planning to come Thursday (3/19) or Friday (3/20) and want to begin moving out before 3/23, you may. You will still need to follow the directions above for express checkout and return your key.
If you have already moved all of your belongings and taken your key with you, you can mail it back to ORL at:
James Madison University
200 Huffman Service Drive – MSC 2401
Harrisonburg, VA 22807
**It is necessary to tape key to piece of cardboard and put in envelope so that key does not fall out of envelope in transit.**
The move out time for individual chapters is listed at the links below:
When you come to move out you will need to park in the Champions Parking Deck. Once you are ready to load your car, you can drive your car onto the row, load your belongings into your car and then leave. Please be respectful of other Members trying to move out, do not block the fire lane and do not park in accessible (handicap) or emergency service parking spots. The AGC parking spots at the top of the row must also be left clear for staff.
If you cannot arrive to campus according to the schedule above, you will need to email Lexi Swinimer, Assistant Director for Fraternity & Sorority Life (email@example.com)for approval for a different time.
If you are in a situation where you need to remain in on campus housing, you will need to apply at this link by Friday, March 20 at 5:00 PM.
FSL will continue to post all updates on this page (info.jmu.edu/fsl/covid-19)
FSL will have a staff member on the row from 8:00 AM to 5:00 PM Monday–Friday next week, and they can be reached at: 540-421-1177 during these hours if you need any help or assistance.
I have been so proud to see our Fraternity and Sorority community model leadership for our greater JMU community over the past week and a half. Thank you for continuing to show up for each other, our Greek community, and our JMU family. I look forward to seeing you on the row next week, and through our virtual programming in the coming weeks!
Alexandra “Lexi” Swinimer
Assistant Director for Fraternity & Sorority Life
firstname.lastname@example.org | 540-407-8379
Student Leadership Statement on COVID-19
Notice posted on March 14 at 7:10 pm via Student Government Association’s social media channels
The Student Government Association of James Madison University is urging all students to abide by JMU’s recently released guidelines on COVID-19. Though Harrisonburg is a second home to most students, we have a collective responsibility to not only members of the JMU community, but also to those of the Harrisonburg community at large, to take precautions not to spread this virus to vulnerable populations.
Students must stay home and only return to the Harrisonburg area if it is absolutely necessary in order to limit the possibility of an outbreak in our community. All university events have been canceled and all gatherings by student organizations on or off campus have been banned by the university through the end of the month. The City of Harrisonburg has rescinded all permits for Social Gatherings until April 5th and is under a state of emergency. The top priority of SGA is the safety of our students so we encourage all students to follow these policies.
Students should take the coming weeks as an opportunity to rest and practice social distancing to blunt the spread of the virus. As we move forward in this stressful and uncertain time, we ask our peers to take the risks of this situation seriously. It’s on us as students to encourage others not to take this time to put anyone at risk by engaging in large group activities or hosting events.
This has been an unseen circumstance but the JMU SGA will remain committed to advocating for students and is always working to support student well-being especially in a time of unexpected changes. For questions or concerns, please feel free to email email@example.com or reach out on social media platforms. Accurate and up-to-date information can be found at https://www.jmu.edu/news/covid-19-faqs.shtml and questions should be emailed to firstname.lastname@example.org.
We wish everyone the best and hope that we can count on one another to keep our fellow students safe.
Greek Row: Cars/Parking
Notice sent March 15, 2020 at 12:03 pm to Chapter Presidents, House Managers, Chapter Advisors, and Headquarter contacts for all chapters who have a facility on Greek Row.
FSL has been in contact with Parking Services in regards to your ability to bring cars on the row for those Members who need to pack up belongings and retrieve things from your houses.
For Members who need to be able to move their vehicle close to the facility to pack up items, you will not need to get a loading/unloading permit from parking services but you MUST follow these guidelines:
- The fire line (main road that goes through the row) cannot be parked in
- Accessible (handicap) parking spots cannot be used
Update for Student Organizations at JMU
Notice sent March 12, 2020 at 6:23 pm
Below this message is an email sent to all student organization leaders from Dr. Tim Miller, Vice President for Student Affairs, with important updates regarding student organization activity over the next few weeks.
This message is also being shared with our off campus property manager partners in Harrisonburg/Rockingham.
FSL wants to reiterate a few pieces of information for our Fraternity & Sorority chapters:
- All in-person Student Organization events both on and off campus are cancelled through April 5, 2020. This includes but is not limited to:
- New member activities
- Recruitment/Intake activities
- Social Events
- Organization/Chapter Meetings
- In Person Executive Board/Leadership Meetings
- Practices for Club/Intramural Teams, Stroll Off and Greek Sing
- Community Service/Philanthropy Events in the Harrisonburg/JMU area
- All events taking place from now through April 5 in JMU facilities and scheduled through the EMS system will be cancelled by our Event Services staff.
- You will receive communication from them regarding these cancellations.
- Please make sure you also cancel/communicate with Aramark to cancel any catering contracts. If you need assistance cancelling Aramark orders, please let FSL know. Aramark is aware that events are being cancelled and are ready and willing to help you.
- For Fraternities and Sororities with facilities on the row, access will be limited to residents only and House Managers should work to ensure that only residents are entering the facility.
- i.e.: You may not have activities in your facility as a work-around to the cancelling of in-person activities.
- You may not, under any circumstances, insinuate that a Member must return to campus/Harrisonburg to be in good standing with your organization.
- The City of Harrisonburg has rescinded all permits for Social Gatherings and won’t be issuing any new ones until after April 5, 2020.
Finally, the initiation deadline for our IFC chapters was set for Sunday, April 5, 2020. We will be giving new guidance for this deadline next week, and will communicate that with all stakeholders. You should not be having any in-person activities, including New Member education, over the next three weeks. Many of your national organizations will provide assistance on how to structure new member education virtually. The FSL office can also assist you with these efforts. Please let us know if you have been given guidance to cease New Member Education and/or initiation for this semester.
Please know that any student or organization that is found to be in violation of these directives will be subject to JMU Student Policy J-21-100 Non-Compliance. The full details of this policy may be found at: https://www.jmu.edu/osarp/handbook/files/all-policies/J21-100.shtml
We are here to assist you as you navigate these uncharted waters. If you have any Members of your organization that you are concerned for their safety or well-being, please reach out to the FSL office and we can help connect you to appropriate resources on campus or in the community.
If you have questions or concerns about specific events or activities, please contact the FSL office and we will assist you. If you have contracts with off campus vendors for events and need assistance in cancelling those contracts/events please let us and your national organization aware. Governor Northam has declared a state of emergency for VA through June 10, and for many contracts this may enact Force Majeure stipulations. (https://www.governor.virginia.gov/media/governorvirginiagov/governor-of-virginia/pdf/eo/EO-51-Declaration-of-a-State-of-Emergency-Due-to-Novel-Coronavirus-(COVID-19).pdf)
Finally, please do not worry about expectations/requirements in regards to community service/philanthropy hours for your Members for this semester in regards to our offices accreditation process. We will address these edited expectations to all chapter leaders in the coming weeks and months.
While this is a lot to process coming from the FSL office and the university in the past few days, there will likely be more to come. If you are unsure about anything, we are more than happy to assist you. Please know, that if students are able, the best option is to remain home to limit exposure risks, regardless of whether they live on or off campus.
Should you need any insight or guidance from the FSL office, contact Lexi Swinimer by email or phone: email@example.com or (540) 407-8379. Thank you for your leadership!
Update for Student Organizations from Dr. Tim Miller
Notice sent March 12, 2020 at 2:48 pm
Dear Student Organization Leaders,
We hope all of you read President Alger’s message to the JMU community about changes in our operations starting next week. The letter can be found here if you didn’t have a chance to read it yet: https://www.jmu.edu/news/2020/03/11-covid-19-update.shtml
There have been numerous questions about students coming to campus and hosting meetings and events between now and April 5th. We ask that students take this health concern seriously and focus on being safe by not putting your fellow students in positions where they may be exposed to the Coronavirus. The University has cancelled use of all university facilities and we are prohibiting any student organization events and gatherings both on and off campus. This includes any meetings of organizations, events, parties, community service or any other activities affiliated with your organizations. This prohibition applies to all Greek chapters, CMSS organizations, student organizations, and sports clubs.
It is incredibly important that each of you fulfill your roles as leaders of your organizations, model high expectations of the University, and protect your members from causing the spread of the Coronavirus in this community.
We also want to make students aware that the City of Harrisonburg has rescinded all permits for Social Gatherings and won’t be issuing any new ones until after April 5th. Students should not be hosting large gatherings and should focus on social distancing as much as possible. If students participate in student organization-sponsored activities on or off campus, they may be subject to the student conduct process and in violation of J-21-100 Non Compliance policy.
If you have questions or have members of your organization that you are concerned for their safety or well-being, please reach out to a professional staff member who works with your organization on campus.
Dr. Tim Miller
Vice President of Student Affairs
Housing Update for Greek Row
Notice sent March 12, 2020 at 5:04 pm to Chapter Advisors, Presidents, and Headquarters Staff Members
This update is regarding changes in University operations at JMU in response to the COVID-19 outbreak. Original recipients of this message have a facility on campus (Greek Row) that is managed by the University.
President Alger suspended on campus events and activities including in person classes for the next three weeks on March 11, 2020 at 4:00 PM. This letter can be found here: https://www.jmu.edu/news/2020/03/11-covid-19-update.shtml
The FSL Office and Office of Residence Life has sent the following update to all House Managers with details in regards to residents on the row. A few key points of information for you:
- For the remainder of the semester access to the facility will be restricted to residents only. All non-resident access will be revoked and it is our expectation that only residents are entering the facility.
- House managers are not expected/required to return; however FSL does need a list of those residents who will be returning and when they will return.
- FSL & ORL staff will increase health and safety check ins for all facilities beginning next week and will make contact with each resident in the facility to ensure they have everything they need.
The full message sent to House Managers is included below.
As we continue to navigate this situation, please know that if students are able the best option is to remain home to limit exposure risks. Should you need any insight or guidance from the FSL office, contact Lexi Swinimer by email or phone: firstname.lastname@example.org or (540) 407-8379.
Message for House Managers
Notice sent March 12, 2020 at 4:02 pm
As you have probably seen, spring break has been extended an additional week with classes moving online during 3/23/2020-4/5/2020. Residence halls are open, but students are encouraged to stay home and limit unnecessary travel. We are not requiring House Managers to return. If you do have residents that are planning to return to campus and stay, please let me know. I will need a list of names (including yours if you are returning) by Monday 3/16/2020 at 5pm, the template for this is attached. If houses are without House Managers, ORL and FSL will be increasing our number of weekly walkthroughs to check the safety, health, and security of each resident. We will provide each resident with a list of emergency contact numbers to use during their stay. If House Managers are returning to their house, we will provide the House Manager with these contact numbers and these houses will continue to have regular inspections.
On-campus residence halls will be available after 10am on Saturday, March 14 for students who need to retrieve items from their room. Students needing to remain in on-campus housing next week should not return until Sunday when halls officially re-open.
For the remainder of the semester, we will be removing any non-resident access that has been requested. Access will be limited to only the residents of the house.
Presidents are also included on this email so they are aware and can assist you in gathering information. Again, please send me the list of individuals who will be returning and planning to stay by 3/16 at 5pm. Even if you do not have anyone returning to stay, please still communicate with me and let me know.
Our March House Manager meeting is canceled, but please continue to check your emails regularly for updates from ORL and FSL.
Thank you and let me know if you have any questions.
Assistant Director of Business Operations, Office of Residence Life