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.


Our latest Club Announcements 

The following were current at the time of posting:

Clubs COVID Restrictions Update 25-6-21

Clubs COVID Restrictions Update 24-6-21

Clubs COVID Restrictions Update 23-6-21



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. Booking applications won't be processed by Arc unless at least one representative from that Club has completed the Training Acknowledgement Form. 

What do our organisers and participants need to do before coming to campus for the first time?

Students must complete the Student Safe Return to Campus Health and Safety Agreement sent to student email accounts on 31 August 2020 (or later for new students). If a student is unable to comply with this agreement, they must contact the Nucleus before returning to campus.

At most, 10 external attendees (not UNSW students/staff) may attend an event. They must watch the training video before arriving at campus.


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 the number of students on-campus will be dramatically lower than in 2019.

In Term 1 2021, at the time of writing footfall on campus is expected to be markedly higher than in Term 3 2020. Enrollment numbers for in-person classes are much higher than last term, however this remains considerably lower than in in 2019.

Based on class timetables and enrollments, it is expected that

  • Tuesday will be the busiest day, with Wednesday and Thursday not far behind

  • Monday is likely to be the quietest day

  • On quieter days, in-person class attendance is mostly concentrated between 10am and 5pm, and on busier days this extends a bit later until 6pm

Note: this doesn’t take into account students that may be on campus before/between/after class, nor students that don't have class (e.g. postgraduatelpful in understanding when the key times for engagement are.


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

  • Following recommendations from UNSW Health, activities involving musical instruments and singing are permitted, with the following restrictions:
    • A group may sing together in a large well ventilated (preferably outdoor) area if all singers face forwards and not towards each other, have a physical distancing of 1.5 metres between each other and any other performers and 5 metres from all other people including the audience a conductor.
    • Players of non-reeded woodwind instruments (such as flutes and recorders) should maintain a physical distance of 3 meters from others in the direction of airflow from their instruments, and 1.5m in all other directions. 
    • Players of all other instruments (including reeded woodwind instruments) should maintain a physical distance of 1.5m between each other and the audience/conductor.
    • Ensembles and other musical groups should rehearse and perform outdoors or in large, well-ventilated indoor spaces.
  • 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 (maximum 50 for outdoor gatherings) 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 must be given out by organisers wearing gloves.

You may have up to 10 activity attendees (total) be non-UNSW students or staff, regardless of why they are attending (facilitating, normal attendee, special guest, etc). 


Food & Beverages

Food & beverage restrictions for on-campus activities and events are being relaxed.

Food and beverages no longer need to be individually packaged, and in some cases does not need to be fully commercially sourced. Moving forward the new requirements are:

  • 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 returning, 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 relaxed restrictions are subject to change. If locally-acquired COVID cases return to NSW, the 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

Room capacities have been revised. Currently, on-campus Club activities taking place indoors must now 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 local transmission cases in Sydney/NSW, tightened restrictions are likely to reduce the capacities of indoor on-campus activities - Clubs should prepare for this eventuality during event planning.


Outdoor

  • Outdoor gatherings in NSW are restricted to 200 participants.
  • 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.


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 attendees.
  • If there is no Service NSW QR Code for your location, use the Arc COVID Contact Tracing Form (find out more about this form in the COVID-19 Contact Tracing Form section of this page)
    • When using the Arc COVID Contact Tracing Form, make sure that the QR Code and link to the form are on display to attendees before they join your activity
      • You can pick up some signage from Arc Reception during opening hours (currently 10am to 5pm), and/or you can display it some other way, e.g. on a screen.
      • Further down this page you will find links to download these signs to print yourself or display on your devices.
    • Check that the attendee has completed the form before they join your activity. Do this by asking them to show you the confirmation screen or the confirmation email on their mobile device. The follow information will be displayed
      • Activity name
      • Submission date & time
      • Their response to the declarations (yes/no)
    • Check that name of the activity is correct and the submission date/time is within the last few minutes. If you are running a repeating activity (e.g. weekly workshop), the attendees will need to complete the form for each separate repetition of the activity that they attend.
    • It is strongly recommended that if a participant cannot answer “yes” to the declarations, that those individuals are advised to follow NSW Health recommendations regarding testing and self-isolation.
    • If you are running an information stall, those visiting your stall for only a brief period are not required to complete the contact tracing form, however those running the stall must complete the contact tracing form.
  • 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 general outdoor activities, gathering sizes are limited to 200.
    • 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 will be badges available at Arc Reception for Clubs to use - please only wear this while you are on duty.


COVID-19 Contact Tracing Form

For all on-campus Club activities, Clubs must ensure that all attendees (including organisers and participants) complete the Service NSW QR Code COVID Safe Check-in for the location before joining the activity.

If there is no relevant Service NSW QR Code for the location use the Arc COVID Contact Tracing Form

  • This form is similar to those you may have encountered when visiting different businesses in recent months. The purpose is to enable Arc help health authorities identify and communicate with individuals that may be impacted by a confirmed COVID-19 case that has been present on campus and attended one or more Club activities, and for other notification purposes relating to COVID-19.
  • The information will not be used for any purpose that is unrelated to COVID-19, and will not be made available for Clubs to access directly for COVID-19 or other purposes, e.g. Clubs cannot use this information directly to contact attendees about potential COVID-19 cases, nor request or use this data for grant applications. This means you will need to collect attendee details through a separate process if you require this information for other purposes.
  • The form asks for details about the individual (e.g. name, contact info) and the activity (club name, activity name, location). It also asks whether they have recently visited key COVID-19 locations or are currently experiencing symptoms.

If you are aware of one or more COVID-19 cases that may have impacted your Club activity and your Club has not already been contacted by Arc, UNSW or NSW Health about that case, please refer to UNSW’s information on symptoms, testing and when to notify UNSW. Where relevant, Arc will work with UNSW to identify and contact individuals that may be impacted, by using the information collected in the form.

What you need to do

At your on-campus Club activity, your designated COVID Officer for the activity must ensure that the relevant QR code and link to the form are on display at the activity, and ensure that participants have correctly completed the form before they join your activity. More detailed instructions (including other responsibilities of the COVID Officer) can be found in the COVID Officer section of this page.


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


Where relevant, Arc will work with UNSW and health authorities to identify and contact individuals that may be impacted, by using the information collected in the Arc COVID Contact Tracing Form.


Booking Forms

Checklists

Resources

Signage

Arc COVID Contact Tracing Form - QR Code Poster

You can print out this poster or pick up copies from the Arc Reception office from 10am to 5pm on weekdays. You can also display these codes and links on a device at your event. If there is a Service NSW QR Code for your activtiy location, use that instea

Download here

Key Contacts & Links

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

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

01/7/21

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


18/5/21

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


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