This page is the one-stop-shop for all your Club needs when it comes to resuming in-person activities on campus.

We encourage Clubs to get in touch with the Arc Clubs team (clubs@arc.unsw.edu.au) if you have any questions or concerns. Clubs (and those completing the Training Acknowledgement Form) will be notified when there are significant changes to this page.


Arc is eager to support Clubs to safely resume some in-person activities on campus. We’ve missed seeing you, but also we know that Clubs need our support in balancing re-engagement with safety.

Many standard processes and procedures have been adjusted, and there will likely be ongoing tweaks and changes as the COVID-19 situation in NSW develops.

Arc will be doing spot checks of Club activities on campus. If Arc or UNSW believes that your Club is not adhering to the requirements, this may impact your Club’s access to resources, such as further bookings (including potential cancellation of existing bookings).

Remember - everything is subject to change! Keep up to date on advice and requirements from NSW Health, as well as any changes to expectations, requirements and advice from Arc and UNSW.


Preparing for your Activity

Before Booking

Ensure that at least one member the activity organising team reads this page and completes the Training Acknowledgement Form. They must ensure that the rest of the team are aware of any information provided in those resources that are relevant to the activity.

When should we run our activity?

Consider whether you are running an activity that relies on students already being on campus during that time (e.g. an info table) or whether your activity is one where students are likely to go out of their way to attend (e.g. coming to campus for your event if they aren’t on campus anyway).

If you are relying on students being on campus already, be mindful that while there will be some face-to-face classes in term 1 2022, the number of students on-campus will likely still be lower than in 2019.


What contingencies should we have in place?

Depending on the specifics of our activity, you should always consider alternative arrangements needed in different circumstances, such as wet weather plans.

During COVID-19, additional scenarios you should be planning for include

  • Changing recommendations and requirements from Arc, UNSW or health authorities that may impact your activity.
    • These may include relocating your activity, adjusting your activity to meet new requirements or the cancellation of your activity
      • As we have seen from the period of heightened government restrictions in May 2021, singing and dancing activities are likely to be among the first activities impacted by heightened restrictions.
    • Have plans that you can readily enact to communicate changes to participants. You could recommend participants check your activity Facebook page the day before the activity. Alternatively if you are taking registrations, you can let students know you will email out the final details the day before.

  • Organisers feeling unwell
    • More than ever, organisers and participants should be encouraged to stay home if they are unwell and, if relevant, follow advice from NSW Health about testing and self-isolation. Also Refer to UNSW’s advice on how and when to notify them of a confirmed case.
    • We all know that people can feel that they need to push through feeling unwell, especially if they have responsibilities at an activity. To help preempt this, plan back-up options if some of your event organisers are unwell. Who can take over the tasks and what do they need to know or have access to?


What restrictions apply to Club activities on campus?

As a condition of booking on-campus spaces through Arc, limits and restrictions apply depending on the location and nature of the activity, and additional requirements may apply under some circumstances.

Arc is working with the University to increase the variety of activities that are permitted.

If you would like to hold an activity that does NOT fully comply with the below restrictions, you can apply for special approval through this form.

All Activities

  • We strongly recommend all attendees at your events are fully vaccinated (or have a documented medical exception).
  • You must seek approval from the Safe Return to Campus Team for all event and actives that involve more than 250 attendees
  • When submitting a booking application through Arc, Clubs will be required to identify a COVID Officer who will be physically present throughout the activity. Read more about the COVID Officer’s responsibilities in the next section. Adjust your activity to ensure physical distancing requirements (1.5m between participants), room capacity requirements and gathering size limits can be adhered to. 


It will also be helpful to let students know in advance that due to COVID-19 precautions your activity will need to stick to strict size limits.

If you are concerned about not being able to adhere to room capacity limits or gathering size limits, we would recommend having attendees pre-book, and only release a quantity of tickets that will allow you to stay within the capacity limits.

If physical distancing is not possible, attendees must be required to wear appropriate masks (you can choose to provide them or require attendees to bring their own, or a combination)

This is in line with NSW Health advice and UNSW recommendations that masks should be worn if physical distancing is not possible

In some circumstances, individuals may not be able to wear masks. In this situation, they must maintain physical distancing throughout the activity, even if other participants (that are wearing masks) are not maintaining physical distancing.

Even if not required by the nature of the activity, it is recommended that participants wear appropriate masks during your activity.

Any general giveaways should be given out by organisers wearing gloves.


Food & Beverages

Food & beverage restrictions for on-campus activities and events are as follows:

  • No self-service
  • The organisers cooking or handling food must be wearing a mask and gloves. Anyone else working near uncovered food items should also be wearing masks.
  • Food items should be stored away from the participants (e.g. a table of uncovered food items should be positioned behind the servers, ideally with an additional table between the servers and participants)
  • Food must be handed out as individual portions, i.e. participants must not be sharing the food and utensils they have received
    • Avoid handing items back and forth between servers and participants. If you are handing someone a second serving, use a fresh plate/napkin rather than reusing their existing one
  • In general food items must still be commercially sourced. An exception is that BBQ ingredients must be store-bought but can be cooked on campus.

That means for example that BBQs are possible, and you can buy pizzas and hand out individual slices to participants on a plate/napkin.

Tea, coffee and instant noodles can be served in a manner that meets the requirements above (e.g. no self-service from a communal hot water urn, you should have a server with all the supplies placed away from the participants. Once a participant chooses what they want, the server can open packaging, pour hot water etc and pass all the items once to the participant.

We would still recommend having hand sanitiser available for participants to use before/after eating – you can get your sanitiser bottles refilled at the Clubs Space during opening hours.

Note: these restrictions are subject to change. Previous (or other) restrictions may return - please take this into account when organising your activities and have backup plans (e.g. alternative food options and sufficient budget to cover additional costs, or potentially not serve food at all).


Indoor

We are encouraging that where possible, activities should take place outside or online. Large indoor events are highly discouraged.

Where it is only feasible for an event to take place indoors, in accordance with NSW Health restrictions, on-campus Club activities taking place indoors must follow a 1 person per 2 square metre capacity. The UNSW Learning Spaces team will do their best to accommodate the number of participants that you specify in your booking application. Your booking confirmation will include the capacity of the room that has been booked for you. Make sure to take note of this and ensure that your room occupancy does not exceed this number.

In the event of tightened restrictions in Sydney/NSW, capacities of indoor on-campus activities are likely to be reduced - Clubs should prepare for this eventuality during event planning.


Outdoor

  • For information tables, there must not be more than two people from your Club running the stall and two people visiting your stall. It is strongly recommended that those running the stall wear masks.
  • It is still recommended that masks be worn, and physical distancing is maintained. 


COVID Officer

When submitting a booking application through Arc, Clubs will be required to identify a COVID Officer who will be physically present throughout the activity. You will need to provide their name, student ID, email address and phone number.

Before the activity begins, this person must read through the information on this page and complete the Clubs COVID Return To Campus Training Acknowledgement Form at the bottom of the page.

During the activity, they are responsible for

  • Ensuring that the Service NSW QR Code Check-in for the location is completed by all participants.
    • Indoor spaces at UNSW all have QR code signage at the entrances
    • Arc has QR codes for key outdoor spaces on campus – you can find them at arc.unsw.edu.au/outdoorQR. Print this out or show this QR code on a device at your activity. 
      • If you are running an information stall, those visiting your stall for only a brief period are not required to check-in, however those running the stall must complete the Service NSW QR Code check-in for the location (use the Library Lawn QR Code for stalls on the Library walkway, and the Quad Lawn QR Code for stalls in the Quad Colonnade).
    • If a participant is unable to scan the QR code or if there is an outage, collect the following details:
      • Date
      • First Name
      • Last Name
      • Phone number or email
      • Arrival time
      • Ensure these records are recorded electronically - you can enter them directly into the Visitor Record template, or in an Excel spreadsheet or Word document.
    • At the end of your event/activity, upload your digital file here - Arc will provide these record to NSW Health in case of a confirmed or suspected COVID-19 case that relates to your event/activity.
  • Checking proof of COVID-19 vaccination (or checking documented medical exemptions) upon entry (while this is not currently required by NSW Health we strongly recommend you still check proof of vaccination and only allow vaccinated participants at your events (or those with a documented medical exemption).
    • Only the following four forms of evidence of vaccination (or medical exemption) should be accepted as proof:
      • A COVID-19 digital certificate displayed through the Medicare App, Service NSW App or equivalent smartphone wallet.
      • Printed version of the COVID-19 digital certificate or immunisation history statement.
      • Successful completion of a Service NSW QR check-in that includes vaccination confirmation.
      • An email or other document (printed or electronic) from the Department of Home Affairs that confirms they have completed an Australia Travel Declaration and they have been vaccinated against COVID-19 overseas.
  • Ensuring participants use hand sanitiser upon joining the activity. There are hand sanitiser facilities throughout campus, however if you are running an outdoor activity at a location where there are no sanitiser facilities nearby, you can borrow some from Arc Reception.
  • Ensuring that any participant limits for your activity are adhered to.
    • For indoor activities this is dictated by the room capacity, which is specified in your booking confirmation.
    • For information stalls, there must not be more than two people from your Club running the stall and two people visiting your stall. All others should maintain 

  • Ensuring gloves are worn by organisers where appropriate, e.g. food handling or when conducting giveaways.
  • (if your activity is indoors) Ensuring that your Club uses the cleaning materials provided in rooms to wipe down surfaces and equipment used during the activity. As per UNSW’s Safe Return to Campus FAQs, “staff and students will be responsible for wiping down their desks/chairs/workspaces before and after use with cleaning materials provided. Please use bins provided to dispose of wipes and face masks"
  • (if your activity is indoors) Ensuring that any windows in the room that can be open are kept open throughout the activity.
  • (if your activity involves sharing equipment between participants) Ensuring that this equipment is disinfected before being passed on to the next participant. You can borrow cleaning supplies from Arc Reception.







We recommend that the COVID Officer at the activity wear something distinctive that identifies them as the COVID Officer on duty. There are badges available at Arc Reception for Clubs to use - please only wear this while you are on duty.


Responding to Suspected or Confirmed COVID-19 Cases

Due to UNSW and Arc's central location, we are committed to remaining vigilant and ensuring the safety and wellbeing of our staff and student body. This includes the welfare of our clubs and club members. It is therefore vital that we ensure all club members are captured in our COVID-19 reporting systems in order to best assist UNSW and NSW Health.

We are asking that your club will report any of the following:

  1. You are made aware of a positive COVID-19 case involving one or more people. This may include: students, staff of Arc or UNSW, affiliates, contractors, relevant third parties providing service to Arc or UNSW.
  2. You are made aware of a requirement to self-isolate by a Commonwealth Health authority as a casual or close contact involving one or more of the persons detailed above. 
  3. You are made aware of an individual who has not yet received results of a COVID-19 test but has a strong reason(s) to believe they may have contracted the COVID -19 virus. Reasons could include: they have developed symptoms and live with someone who has tested positive; they have been advised by NSW health to isolate and monitor for symptoms and have developed symptoms during this period. 

To report a COVID 19 related incident with or within a Club or Sports Club, you should complete the form titled "Clubs, Sports, Volunteers, Affiliates Reporting" here.

If you are unsure, have a reporting question or for other information 

  • Email covid@arc.unsw.edu.au 
  • These measures will alert Arc's COVID-19 response team, who will then get in touch with the appropriate next steps in terms of contacting the individual, related students and student groups, and UNSW. 

All UNSW Students must self-report an incident via UNSW’s COVID 19 Case Notification form here.


If you notice a participant that appears to be displaying symptoms associated with COVID-19, don’t jump conclusions! Remember: some symptoms associated with COVID-19 may, for particular individuals, be normal everyday occurrences. Alternatively they may have recently been tested and advised by health authorities that it is safe to return to campus.

Have a calm conversation with the participant, clarifying whether there is any reason to be concerned.

Refer to








Booking Forms

Checklists

Checklists

Indoor On-Campus Activities - COVID Checklist

v6 17-11-21

Read More

Outdoor On-Campus Activties - COVID Checklist

v6 17-11-21

Read More

Resources

Key Contacts & Links

For the latest advice, information and resources, go to https://www.nsw.gov.au/covid-19/

Service NSW (follow the prompts to speak to someone about COVID-19, including questions about restrictions)                                                                            137788 

National Coronavirus Health Information Line             1800 020 080 (operates 24 hours a day, seven days a week)

UNSW COVID-19 Information: https://www.covid-19.unsw.edu...


Clubs COVID Return To Campus Training Acknowledgement

Changelog

17/11/21

Updates throughout to reflect permitted on-campus Club activities in Nov-Dec 2021

Notable changes include

  • Up to 10 external attendees are currently permitted to attend events. They must watch the training video before arriving at campus.. Externals are not currently UNSW students/staff, and includes anyone participating in an activity, including helping to facilitate the activity.
  • Only fully vaccinated people (and those with documented medical exemptions) are allowed to participate in events and activities on campus. This requirement will change in line with NSW Health restrictions.
  • Removal of gathering size limits – capacity is currently 2sqm density both indoor and outdoor
  • The COVID Officer/s at your activity must ensure all participants use the Service NSW QR Code Check-in, or that their details are collected through an alternate means and uploaded to an Arc form
  • Arc has QR codes for key outdoor spaces on campus – you can find them at arc.unsw.edu.au/outdoorQR. Print this out or show this QR code on a device at your activity.
  • The COVID Officer/s at your activity must ensure all participants show their proof of COVID-19 vaccination (or show their documented medical exemption) upon entry (if this is required by NSW Health at the time of your activity). Details are provided on the acceptable forms of vaccination evidence
  • Return to Campus Activity Checklists (indoor and outdoor) have been updated


1/7/21

New COVID-19 Reporting form called "Clubs, Sports, Volunteers, Affiliates Reporting" added.


7/6/21

Indoor Club activities can now operate at 2sqm, noting

  • 1.5 metre physical distancing is still required – where physical distancing cannot be adhered to (due to the nature of the activity or the number of people in the space), masks should be worn.
  • NSW Health and UNSW guidelines and requirements may change at any time, particularly in response to locally transmitted COVID-19 cases in Sydney. We strongly recommend that you have plans that you can readily enact to cancel, reschedule, postpone or otherwise adjust all events in the foreseeable future, regardless of whether they’re occurring on campus or off campus. As we have seen from the period of heightened government restrictions in May, singing and dancing activities are likely to be among the first activities impacted by heightened restrictions.
  • UNSW Timetabling have commenced allocating spaces in accordance with 2 square metre capacities. Due to the high volume of Club booking requests, existing requests/bookings will only be able to changed in exceptional circumstances, and with sufficient notice.  Send any change requests to clubs@arc.unsw.edu.au. If you have a confirmed booking, please attach your confirmation email.
  • Clubs wanting to run activities on campus that do not comply with current Arc & UNSW requirements/restrictions must still submit the COVID-19 Events and Activities Application Form


18/5/21

External (non-UNSW student/staff) attendee limit raised to 10 from 5 


19/01/22

  • While it is not required by NSW Health we strongly recommend attendees of your events are fully vaccinated (or have a documented medical exception). Checking should still be done by the COVID Officer.
  • We are encouraging that, where possible, activities should take place outside or online. Large indoor events are highly discouraged. 
  • You must also seek approval from the Safe Return to Campus Team for events and activities that involve:
    • More than 100 people.  
    • More than 10 external guests or visitors.  
    • School groups of any size