FAQs - Covid-19

Last updated: 16th September 2020

If you have any suggestions for questions to add to this list please contact the Activities team with the subject title: Covid-19 FAQ Suggestion. We'll do our best to respond and post the answer here for the benefit of all Clubs, Societies & Projects (CSPs).

Frequently Asked Questions (FAQs)

Delivering your in-person activity safely

What is the proposed timeline for turnaround of approval for in-person events?

We're aiming for a maximum of 4 weeks (20 working days) from submission to approval for in-person events. This does not apply to events that are happening in the first two weeks of term. 

How many people can come to our events?

This will be completely dependant on the Risk Assessments, type of activity and government guidance. Currently, the maximum you would be allowed would be 30. 

Will people need to register all training sessions as Union shop tickets/products?

We are currently working with Move on a solution for this, but we will need to track who is at every training session, so currently, the answer is yes, unless we can find another way of collecting this information efficiently. 

Can we book a room to stream our online events? 

Yes, you'll be able to do ad-hoc room bookings. All room bookings will be subject to risk assessment approval. 

Are we allowed to move furniture in rooms for our activity?

In the Union building you will be able to move furniture. You will not be able to move furniture in college spaces. We are currently working with college on exceptions for this. 

Can we invite external visitors onto campus?

We are hoping that you will be able to bring onto campus external visitors such as coaches and teachers - this is to be confirmed. Coaches that have been pre-agreed with Move Imperial are able to come onto campus. External attendees to events is not allowed. 

How can we access West Basement this term?

We are creating a booking system for the West Basement, Snooker Room and Storage spaces to ensure you can still use these facilities. This will be released with our Activity Registration form. 

What is the proposed timeline for turnaround of approval for in-person events?

We're aiming for a maximum of 4 weeks (20 working days) from submission to approval for in-person events. This does not apply to events that are happening in the first two weeks of term. 

Someone who signed up to my event cannot come anymore. How do I report that?

Please keep your own personal attendee list of each event. If an outbreak happens, we will request this and cross check it with the attendee list you shared with the Opportunities and Development Team. 

Can we host dinners at external venues?

All events will be reviewed on a case by case basis and judged by the risk assessment and by the principles set out in our Activity Registration form. 

What is the proposed timeline for turnaround of approval for in-person events?

We're aiming for a maximum of 4 weeks (20 working days) from submission to approval for in-person events. This does not apply to events that are happening in the first two weeks of term. 

Will we be able to access and use our equipment?

We want to facilitate all CSPs to access their equipment in the first term as you will need to complete your inventory. Please contact activities@imperial.ac.uk to access your equipment and for advice on the use of equipment. 

COVID-19 Risk Assessing Activities 

Will there be a published list of the new room capacities on campus?

Yes there will, we're working with the college on this. The reason why this is taking a long time is because different activities require different capacities. This should be published by the end of September.

Will the Union provide PPE & cleaning equipment for CSPs?

It is every person's responsibility to carry their own PPE to the level in which they feel comfortable. A CSP must turn away any attendee who does not have the level of PPE that is required for the event (as set out by the risk assessment). 

The Union will provide cleaning equipment for CSPs when they book and use Union building rooms.  

Do we need to submit a risk assessment for every weekly event we do?

We will work with CSPs on this. If the room and/or activity changes weekly, then yes. If the event has the exactly same risks and measures weekly, we will be able to use this for a full term. 

Developing your Online Community

Will we need to upgrade our Teams account to use features such as Teams Live?

No, all features are bought and paid for by College (lucky you!) If there is a feature that you think is fundamental to the running of your group that you cannot access through teams, you can contact the college ICT system or use an alternative platform. Alternative platforms usually come with a cost, unfortunately, but we accept that this may be the best option for some CSPs.

Can you invite externals to Teams Meetings, such as students from other universities?

Yes you can - just invite them the same way you would as an Imperial student. They may need to download Teams but they will be able to access it. Alternatively, if another university uses and has paid for a more accessible platform (in your eyes), like Zoom, you can request that they host the event if it is a collaboration. 

Can you do smaller break out spaces on Teams?

Yes you will be able to, Teams is currently updating for all staff and students. Whilst this is happening, here is an easy fix for break out spaces. 

Do you have to add members manually to a Teams?

You can, but it's easier to share a link and the moderator approve people. You can find the link by going to the Teams > Click the 3 dots > Get link to Team

Can we add the Teams channel link to our A-Z page?

You can, but you need to be careful about admiting people who haven't bought membership to your CSP. We would reccomend sending a welcome email to new members with the link in. 

What if you're already well established on another social platform? Should we use Teams?

If you already have a healthy, active community on another platform, absolutely stay on that platform. We're reccomending Teams for those who haven't started their online community yet, or if the one they've had hasn't got off the ground. 

 

 

 

 

 

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