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Protect Purdue Registered Student Organizations Activity Planning Form (APF) Submission Overview. 

To learn more about the steps that Purdue is taking to protect the Purdue community, visit the Protect Purdue webpage.

Student Activities and Events for the Spring Semester: 

All activities and events, including callouts and meetings, will continue to be reviewed through the Activity Planning Form (APF). We are constantly reviewing the Guidelines and will work with organizations as they create safe opportunities for students to be involved. If you would like to discuss in detail the specific possibilities of your event, please schedule a meeting with one of our staff members. You can also submit your Activity Planning Form (APF) and we can communicate through the comment section. We look forward to better understanding your activity and/or event.  

As you are planning, be prepared to answer: 

  • How will you enforce various safety protocols? 
  • How will you track attendance? 
  • How will you engage participants that are not on campus/virtual? 
  • Can this event happen virtually if for any reason it needed to? 

For the most up to date information regarding student organization activities and events, please visit:

Protecting Myself, Others and the Purdue Community:

HERE ARE SOME GENERAL EXPECTATIONS FOR REGISTERED STUDENT ORGANIZATIONS (RSOs) IN COMPLYING WITH THE REQUIREMENTS OF THE PROTECT PURDUE PLEDGE TO PROTECT MYSELF, OTHERS AND THE PURDUE COMMUNITY:

For more specific expectations on certain types of RSO APF requests, please see individual pages in the side navigation on the left in this section of the site. 

FAQ's

Purdue Student Activities and Organizations is committed to the health, safety and welfare of every member of the Purdue community. We are working hard to offer the safest experience we can. Below are some FAQs. Please continue to monitor this page as well as the Protect Purdue website for the most current information. 

My organization wants to meet in person. Where should we start?
  • Meeting in person is a great way to help build connections and foster the mission of the organization. Once you have decided to meet or host an activity in person, your next step is to evaluate all the risks in doing so. It is always a good rule of thumb to designate a member as a safety officer. A safety officer can help ensure that the event runs smoothly. The next step is to submit an activity planning form.
Why does my organization need to designate a safety officer?
  • Organizations put a lot of time and effort into making sure their event is successful. For events with a level of risk, a safety officer ensures that your organization is making the event safer for those attending. They are able to do this by ensuring all are adhering to the protocol set forth in the activity planning form.
Are student organizations allowed to travel?
  • Student Organizations may engage in domestic travel with COVID safety plans approved by the Office of Student Activities and Organizations. International travel requires a meeting with the Director of Student Involvement. 
When must student organizations submit an APF?
  • All events (in person and virtual), meetings, rehearsals, and activities must submit an APF. This includes call outs and general meetings. APFs must be submitted a minimum of 2 weeks prior to event.
If I submit my activity form less than the 2 week guideline, will I be given an exception?
  • Exceptions are not guaranteed.
How many people can participate in an event or activity?
  • There are currently no limitations on the number of event or activity participants.  
How do I access my Event Pass?
  • Online instructions.
  • If using a web browser:
    • Sign into BoilerLink
    • Click on the circle in the upper right-hand corner with your initial or picture
    • Click on the Event Pass
    • You will have the option to download your pass to Apple Wallet or Android Pay, or screenshot your pass and save it to your favorites in your camera roll. 
  • If using the Corq App:
    • Open the menu in the upper left-hand corner
    • Sign into your Campus
    • Open the menu again
    • Click on Event Pass
    • You will have the option to download your pass to Apple Wallet or Android Pay, or screenshot your pass and save it to your favorites in your camera roll.
How do I scan guests into RSO events?
  • Those in charge of tracking attendance will need to download and use the Campus Labs Event Check-in app on their phone or tablet. Once your APF is approved, you will be able to retrieve the Event Access Code from the manage side of your event. This link provides a great walkthrough. 

    Those attending your event will need to have access to their Event Pass. They can access the Event Pass in two ways: from the Corq app or from BoilerLink. In either case the Event Pass will be located under their account. The Event Pass is a unique identifier for that individual and stays the same no matter what event they are attending. Therefore, once they access it they can add it to their Apple or Android wallets, take a screenshot of it, or print it for their convenience. If, for whatever reason, they do not have their Event Pass and cannot pull it up, they can give their Purdue email to the person checking them in for manual check-in.
  • To access your Event Access Code:
    • Click on the grid/square in the upper right-hand corner
    • Click on manage
    • Click on your organization
    • Click on the 3 lines in the upper left-hand corner
    • Click on Events
    • Click on the name of the event
    • Scroll dow to the second section and you will find your events access code
    • You will place your event access code in the check-in app
  • To use the Check-In App: 
    • Download the Campus Labs Event Check-In App
    • Enter your event access code and click Start Session
    • Log in using your BoilerKey login information 
    • Click Start Scanning
    • Scan attendees' event passes
      • If they cannot access their event pass, click No Pass or the magnifying glass icon at the bottom of the screen and enter their Purdue email address      
    • When their information pops up, click Check-In
    • ***Note, the Corq App cannot be used to find their event access code
Is tracking attendance mandatory?
  • Yes, tracking attendance is mandatory for all in person activities. This includes small and members-only meetings. Student organizations hosting the event will use the Campus Labs Events Check-In app to check participants in. Attendees will need to have their event pass to check in to any event or activity. Students can access their event pass on BoilerLink or the Corq app. 
Are there any suggestions SAO has for this semester?
  • There are many circumstances that can change the nature of your event. This includes weather, medical emergencies, school work, and space. Always have a plan B. This may include having a paper meeting (where everyone submits agenda points), a 100% virtual event, or a hybrid event. Make sure your event, meeting, activity is accessible.
Can student organizations use SFAB & SOGA grants to host a virtual event?
  • Yes, both grants have the availability for their recipients to move their events to a virtual status.  If you have questions regarding your grant please email SFAB@purdue.edu or SOGA@purdue.edu.
What is the current guidance regarding masks on campus?
  • https://protect.purdue.edu/updates/purdue-to-make-masks-optional-in-many-indoor-spaces/
  • Face masks are optional on the West Lafayette campus, except for instructional, research and health care settings, as well as where contractually required. 
    • This includes events, meetings, and activities hosted by organizations in classrooms. Your organization may still decide to use masks and request attendees to do the same. If you would like to walk through what that looks like, please call our office at 765-494-1232 or log in to our Zoom drop in hours
    • If you have contractual agreements for guests to come on campus please be mindful if there are requirements for members and/or attendees.
    • Masks still can be worn when traveling by vehicle to reduce the spread of the virus.
What should we do if someone exhibits symptoms of COVID-19? 
  • The RSO safety officer must instruct the student to leave the event and direct the student to contact PPHC if they display symptoms (Protect Purdue Health Center at 765-496-INFO (4636) or toll-free at 833-571-1043) immediately. The student must follow the direction of the case manager at PPHC.

    PPHC case managers will likely begin the contact tracing that will identify those in close, significant contact with the student feeling ill and contact tracing will contact individuals as appropriate. Each student, faculty or staff that is managed by PPHC is done so individually and the RSO should refrain from communicating on behalf of the symptomatic student. 
Is food allowed at student organization events?
  • Boxed meals or prepackaged foods are still the best option when dining indoors. 
  • If possible, buffet style meals should be served by an individual wearing both a face mask and disposable gloves. If no dedicated server, hand sanitizing stations should be readily available for diners to use prior to eating.
  • If dining is held indoors, seating should be de-densified and distributed to the fullest extent and yet accommodate attendees, and masks are suggested to be worn when not actively eating or drinking (in lines, while socializing, etc.)
  • Food trucks and catering vehicles are permitted in designated spaces. 
Can student organizations borrow equipment?
  • Yes, student organizations may borrow equipment from SAO for use at approved events or activities. To reserve equipment, please call 765-494-1231.

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