COVID-19 SERMA Resources

WINTER 2022 UPDATE

On January 3, 2022, Ontario announced the province is moving to a modified Step Two of the Roadmap to Reopen

As a a result, Brock University will move to Stage 2 of their Response/Recovery Plan. In Brock Stage 2, no indoor events are allowed. Online and/or outdoor events will be reviewed based on Public Health guidelines, regulations, and capacity limits where applicable.

For more information about current restrictions, please visit the Government of Ontario website and consult the Brock University COVID-19 website.

2021-2022 Events

The following additional information and steps for proposed in-person events will remain in place for the 2021-2022 academic year. Please note that these processes are subject to change depending on federal and provincial public health directives and University decision-making regarding COVID-19 and will be updated as new information is released:

  • All proposed in-person events must adhere to current capacity limit restrictions. Current capacity limit restrictions are 10 people outdoors and 5 people indoors, inclusive of event organizers, volunteers, attendees, and speakers/entertainers
  • Face masks should be worn by all event organizers, volunteers, attendees, and speakers/entertainers who are able to at both indoor and outdoor events. Should masks be temporarily removed to consume drinks or food, a minimum of 2m must be maintained between every other person
  • All event organizers are required to use the Event Check-In app to manage attendance, monitor capacity, and complete contact tracing at their in-person events. Students can download their event pass from ExperienceBU to check in and out of events, where organizers scan student event passes using the Event Check-In app
  • If high interest or large attendance numbers are anticipated, advanced RSVP is strongly encouraged to control current capacity restrictions. Event organizers can set a maximum number of RSVP’s on ExperienceBU, based on the number of students permitted in the room/location. The maximum RSVP cap should be inclusive of event organizers, entertainers, and volunteers, and attrition should be accounted for within the set capacity
  •  Event organizers are responsible for managing line-ups and crowd control at their events, including ensuring that the number of people within the line is reasonable for the event. Where applicable, visual markers can be added for line control. If long lines are anticipated, event organizers are responsible for planning and taking active steps in advance to reduce the number of people in a line-up. Event organizers must also ensure that physical distancing is maintained while participants are in the line-up
  • Event organizers must ensure that all students attending in-person events pass the COVID-19 Self-Assessment form available on the Brock Safety App prior to entering the event. Results may be shown to event organizers at the entrance upon check-in. A green screen would allow a student to gain entry into the event. 
  •  Event organizers are responsible for checking proof of vaccination and a piece of government issued identification at all in-person offerings; for more information and guidance on checking for this information at your in-person event, review the Ontario Proof of COVID-19 Vaccination website 
  • For events that are open to the public or where higher numbers of attendees are anticipated, controlled access (i.e., fenced/contained perimeter) to the location is required. This may include, but not be limited to, fencing outdoor event locations.
  • Event organizers must ensure hand sanitizer and hand sanitization stations are nearby and accessible at events. Extra cleaning of high touch points is encouraged, and the use of shared equipment/items should be discouraged. If not possible, ensuring cleaning products are on-hand to disinfect in between uses will be required. Event organizers must also ensure that custodial is aware of room/space use so it may be cleaned afterwards.
  • All event organizers are required to have a Health and Safety plan completed and included in their event submission. This plan must also be onsite during the in-person event. The province has developed guidelines for these plans that will help with creating the health and safety plan for the event. Event organizers and volunteers must review the plan and be able to answer questions from possible inspectors.
  • Booking space on campus for proposed in-person events may require approval from the appropriate Senior Administrative Council (SAC) member prior to Conference Services releasing and approving any space bookings, where space is subject to availability and not guaranteed.

We want to thank you for your continued patience. If you have questions, please e-mail serma@brocku.ca

Resources & Information

Please review the Government of Ontario COVID-19 website for information about current and possible public health measures and restrictions while planning your event or activity to ensure your event plans are in alignment with provincial and public health guidelines.

Remember, Provincial Orders could change at any time – make sure to check often while planning and leading up to the date of your event/activity.

All organizers of events/gatherings, regardless of their purpose and size, have a responsibility to assess the risks associated with their event/gathering, and their ability to mitigate these risks and act in accordance with all provincial and federal orders and public health guidelines. Organizers are responsible for implementing measures to reduce the risk of infection among all those who participate in their activities (e.g. staff, performers, volunteers, attendees). This includes management of lines or crowds at entrance and exit points and around the perimeter of the event space.

Physical distancing means keeping a distance of two metres/six feet from others.

You must have a plan and modify the layout of your setting to ensure enough space is provided for attendees and staff/volunteers to maintain physical distancing. The number of attendees you can have at your event/meeting will be determined by the size of your venue and physical distancing requirements. Calculate the maximum number of attendees permitted according to current provincial regulations or physical distancing requirements, whichever is less. Limit the number of attendees accordingly.

Social Distancing Explained

Medical face coverings are mandatory on-campus, and non-medical or medical face coverings should be worn when in public indoor spaces in Niagara (and in many other places in Ontario) and are recommended when physical distancing (2m) is not possible.

If you are planning an event indoors, it is important you understand how to wear face coverings effectively, and be able to help your event attendees to do so as well.

It is important to know that face coverings/non-medical masks are not personal protective equipment (PPE). When worn properly, a face covering/non-medical mask is intended to protect others from the wearers infectious respiratory droplets.

Face coverings/non-medical masks, are intended to limit the risk of the wearer exposing others to undetected illness or infection, including COVID-19. These masks are not regulated and are very different from medical surgical masks or N95 masks. Face coverings/non-medical masks do not provide complete protection from virus particles due to a potential loose fit and the materials used.

Masks with exhalation valves are not recommended. Wearing face coverings does not eliminate the need for physical distancing practices or hand hygiene.

COVID-19: How to wear a non-medical mask or face covering properly

Putting On

  • Wash hands with soap and water or alcohol-based hand sanitizer if water is not readily available.
  • Choose a mask with the correct size and fit.
  • Place the mask carefully, ensuring it covers the mouth and nose, with the nose piece on top.
  • Place loops around each ear or tie securely to minimize any gaps between the face and the mask.
  • Stretch mask to fit under chin and mold nose piece to bridge of nose.
  • Avoid touching the mask while wearing

Taking Off

  • Before removing mask, wash hands with soap and water or alcohol-based hand sanitizer if water is not readily available.
  • When removing, do not touch the front of the mask but untie it/remove from behind, only touching the loops or ties of the mask.
  • Place disposable masks immediately into garbage or if a face covering place directly into laundry or into a paper bag.
  • After removal or whenever a used mask is inadvertently touched, clean hands using an alcohol-based hand sanitizer or soap and water

Cleaning

  • Wash/replace masks as soon as they become damp or soiled with a new clean, dry mask.
  • Cloth masks or face coverings can be washed with hot water & allow to dry thoroughly before wearing again.
  • Non-medical masks that cannot be washed should be disposed of in a lined garbage bin.

If you are planning an in-person activity, you must comply with the contact tracing requirements.

You will be required to do the following:

  • Use the Event Check-In app to check students in and out of your in-person event to complete contact tracing requirements
  • Consider advanced registration for your event using the RSVP function of ExperienceBU
  • If attendees arrive who did not RSVP or are non-Brock people, you must collect their name, email and phone and send this information to serma@brocku.ca immediately after the event

Managing Attendance

Event Check-In App

We understand that clubs and student groups sometimes sell merchandise and swag or partner with local business to distribute products in order to fundraise for club activities. It is important, especially during the COVID-19 pandemic, that merchandise or customer orders from fundraising efforts are distributed using safe, contactless delivery.

If making deliveries in person rather than through mail, groups should plan to take, at a minimum, the following steps:

  1. Sorting, preparing and making deliveries independently, not in groups
  2. Wearing a face mask when making deliveries. Other PPE such as gloves or a face shield may also be worn in addition to the face mask.
  3. Maintaining a safe social distance from others when dropping off items (approx. 2 meters)
  4. Ensuring sanitization/washing of hands in between deliveries

If you plan to deliver products as a part of fundraising efforts, please ensure you detail your safe delivery plan as a part of your risk management submission.

Please note that contactless delivery may only occur if permitted under provincial orders in alignment with public health guidelines and restrictions. Monitor the Government of Ontario COVID-19 website and the University COVID-19 website to stay in the know about provincial and public health guidelines and restrictions.

If you have questions, please contact us at serma@brocku.ca.

COVID Alert app

It is strongly encouraged that event organizers and attendees to download the COVID Alert app so they can be notified directly if they have been in close contact with someone who was contagious with COVID-19. Event organizers should encourage all participants to download the app before attending their event.

Brock Safety app

Anyone who is approved to come to campus is asked to use the Self-Assessment Screening Survey on the Brock Safety app in order streamline the entry process. The app does not collect personal information and was created with assistance from Niagara Regional Public Health.

If your event is on-campus, please also ensure that event organizers and attendees have the Brock Safety app installed.

Before considering an in-person experience, you must identify and address the health and safety risks for your event and develop a plan to mitigate those risks.

Your plan must demonstrate that you:

  • Understand the risks of COVID-19 transmission at events and your role in identifying and managing those risks
  • Have identified potential transmission risks that may affect your event and opportunities to effectively manage those risks
  • Have developed a pre-event safety checklist addressing COVID-19 risks
  • Have a plan to communicate your safety policies and procedures to staff and attendees, including their critical role and responsibility in having a safe event

You must include your health & safety plan as part of your SERMA event submission. You can use the provincial health and safety plan text file template available for download to create your health and safety plan. Make sure you click the option on the right that says “Download the text file template (18KB)”. Do not use the “workplace safety plan builder”. If you have not completed this plan or you need support, please contact serma@brocku.ca

Event organizers are responsible for checking proof of vaccination and a piece of government issued identification at all in-person offerings; for more information and guidance on checking for this information at your in-person event, review the Ontario Proof of COVID-19 Vaccination website