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January 13, 2022

Colleagues:

Happy New Year and welcome to the Spring semester.

As we prepare to re-engage events on January 31, 2022, the university wanted to provide some clarifying details and guidance about event planning as we move forward.

  • Events may resume Monday, January 31, 2022.
  • All events with 25 or more attendees must be registered through the EACS portal for certification.
  • Face coverings are required in all Rutgers buildings. [March 10, 2022: Read the COVID-10 protocols update on face coverings.]
  • ALL event attendees must provide proof of vaccination or negative PCR test from a test taken no more than 72 hours before the event when entering an event. This applies to all populations: student, faculty, staff, alumni, visitors.
    • Checking test results/vaccine information is the responsibility of the event host who must provide the staffing at the event entrance. Checkers will need to verify the necessary documentation along with a photo identification of the event guest. It is the responsibility of the event host to confirm the photo ID matches the accompanying materials (vaccination card/digital record or negative PCR test), but not the material’s authenticity or data.
    • If an external group is renting your facility, they must comply with all Rutgers requirements and provide their own staffing to check documents at the door. Hiring members of Rutgers University Police Department to check vaccination/testing information is not permissable.
    • Outdoor events are exempt from the proof of vaccine/negative test requirement.
    • Rutgers does not require proof of vaccine/negative test at sponsored off-campus events, but event hosts must comply with all requirements of the host facility.
    • If your event permits re-entry, disposable wristbands may be helpful in managing traffic flow.
    • There is no requirement to submit a report on vaccine/testing checks. There should be no record keeping, copies, etc. of IDs, vaccination cards, or testing materials.
    • Events with 24 or fewer attendees are not required to submit to the EACS portal for certification and are not required to check vaccination or testing status.
  • If you must serve food at your event, consider the following safety measures:
    • Structure the program agenda so that food is available at the end of an event in to-go containers.
    • If food must be consumed during the event, consider serving food in individual containers such as single cups of crudité with dip.
    • Encourage attendees to spread out when eating food.
    • Reiterate that masks must be worn when guests are not eating.

We hope you find this information helpful and will continue to update you as the situation unfolds.

Best wishes for a successful semester, stay safe and healthy.

Antonio M Calcado
Executive Vice President and Chief Operating Officer