Visitors & Events

Visitor Health Screening

Safely Planning for Visitors & Events 

All current UAlbany students, staff and faculty are required to follow these rules. Here is a brief overview: 

  • Visitors: Visitors are allowed by appointment only. Everyone must wear face masks outdoors whenever physical distancing can’t be maintained and inside all buildings. 
     

  • On-campus Events: Gatherings with more than 10 people must be approved. Non-academic gatherings of more that 50 people are prohibited. Gatherings cannot be held in lobbies, atriums, hallways, open study areas or other open indoor spaces. 
     

  • Off-campus Events: Off-campus events must have a specific academic, development, research or public service purpose, and must be approved. 

If you have questions, please contact the Office of Enterprise Risk Management and Compliance at [email protected].  

 

Visitors to UAlbany Campuses 

A visitor is any individual who is not a current UAlbany student, staff and faculty member. Visitors are not allowed in University buildings on any of our campuses without an appointment with a current student, staff or faculty member — who is considered their host. 

Hosts must ensure each visitor completes a Visitor Health Screening before they arrive on the day of their visit. If the visitor’s health screening indicates a COVID-19 risk, the host must reschedule the visit. 

Hosts must also ensure their visitors adhere to all University health and safety requirements, including mask wearing and physical distancing. 

Visitors can participate in meetings, instructional activities or approved events, but cannot be audience members. Visitors who are participants in an event can only be invited once the event has been reviewed and approved. 

Vendors and other individuals whose presence is required to keep a campus functioning are also considered visitors.

Note: Special rules apply for people visiting students who live on campus. Please visit our Campus Life page for more information on visiting on-campus residence halls and apartments.  

Additional considerations include: 
 

visitors
Cross-registration of Courses

Cross-registration of courses is only available online. This includes other SUNY institutions, colleges and universities within the Hudson/Mohawk Association of Colleges & Universities, and Albany Law School.  

Visiting students registering for UAlbany courses via cross-registration can only enroll in online or fully remote UAlbany classes.   

UAlbany students registering for courses at a participating institution via cross-registration can only enroll in online classes at that college, university or school.  

These limits do not preclude students from registering at UAlbany as non-matriculated students via General Studies or from registering at a participating institution via an equivalent office.  

Auditing Courses

The University has suspended its informal auditing program for the time being.  

Formal auditing is still an option for currently registered UAlbany students. A formal auditor must register for the course, pay regular tuition and fees, and must participate in the course as determined by the instructor.   

If you have questions, please feel free to email us at [email protected].

Ensembles

Only current UAlbany students, faculty and staff can participate in our performing ensembles — unless the ensemble is operating fully virtually.  

Please contact [email protected] to request an exception.

All UAlbany music and theatre activities must be conducted under separate COVID-19 protocols developed with academic departments.  

Campus tours

The Office of Undergraduate Admissions will ensure all campus tour participants participate in appropriate health screenings and are aware of our mask requirements.  

Tour groups will walk through buildings but all informational talks and other stops along the way will take place outside.  

Each group will be accompanied by a student guide and a staff member. All participants must follow UAlbany’s health and safety requirements.

Anyone who comes to the Uptown Campus without an appointment can only access campus grounds along University Drive, which includes the Purple Path. They are not allowed to enter any area of the Academic Podium or residential quadrangle, nor will they be allowed to enter any buildings.

 

Events on UAlbany Campuses  

An event is any in-person gathering of more than 10 people connected to a UAlbany program or operation, held to benefit UAlbany, or that uses the University’s name in any way. 

That includes all meetings, social gatherings and functions held by any UAlbany student, staff or faculty member, or affiliated or associated organization, in conjunction with the University.  

Note: Academic instructional meetings — such as classes, labs, faculty-led study or review sessions — that are held the assigned course delivery mode, hosted in the assigned space, and abide by the University’s health and safety requirements are not considered events. 

Only current students, staff and faculty members — as well as any volunteers approved by Human Resources — can be audience members at events. Please email [email protected] to request a request an exemption for a recruitment- or admissions-related event.

Most events should continue to be held virtually and organizers of in-person events are encouraged to allow virtual attendees. 

If you are organizing an in-person event on campus, please follow these steps: 
 

Events
Step 1: Identify a Venue & Obtain Initial Approval  

Any in-person event involving more than 10 people must receive prior approval. 

To start the approval process, reserve a venue on the Event Management System (EMS) at least 14 days before the event.  

Email [email protected] if you are planning to use a venue that isn’t reserved via EMS. 

Note: Indoor events will only be permitted on a limited basis, as they pose the greatest risk and room availability is limited. Preference will be given to educational events. 

Step 2: Create a Safety Plan

Once you’ve obtained initial approval for your event and venue, you must create an Event Safety Plan.

Download an Event Safety Plan template.

Note: If your event will have fewer than 15 attendees, will not include food or drink, and will only involve activities where all attendees remain stationary, masked and physically distanced, you should instead download and complete a Meeting Safety Plan Template.

Your Safety Plan must provide a detailed explanation of how you plan to meet all requirements listed below. Plans without sufficient risk mitigation will be denied. 
 

Venue & Occupancy Limit 

  • In-person attendance must be limited to your venue’s COVID-19 adjusted occupancy, as determined by the University. The occupancy limit must also be included in any advertising or announcement of the event. 
     

  • All indoor events should end by 11 p.m. to allow custodial staff to clean the rooms.  
     

  • Events may not exceed the maximum number for group gatherings as mandated by the most current New York State guidelines. That maximum may be lowered based on campus conditions. 
     

Masks & Distancing 

  • Attendees must be reminded during the event to practice physical distancing, wear face masks and adhere to other health and safety protocols. The rules must also be included in any advertising or announcement of the event. 
     

  • All participants must maintain six feet of physical distancing.  
     

  • For indoor events, hosts should strongly consider having all attendees be stationary to the extend possible, with no ongoing physical movement, exercise or dance activities. 
     

  • Furniture cannot be moved from prearranged positions at any time during the event. 
     

  • Organizers must encourage attendees to proceed immediately to their seats when they arrive and to leave in an orderly, physically distanced fashion once the event ends. Participants seated closest to the exit should be told to exit first. 
     

  • Temporary signs that communicate where attendees should queue, enter and exit must be placed with tape (or another non-damaging method) before the event and removed at the end of the event.  
     

Hand Hygiene 

  • Attendees must be provided hand sanitizer at the venue door or told where to find the nearest hand sanitizing station. 
     

  • Organizers must encourage attendees to use hand sanitizers as they enter and exit the venue. 
     

Pre-Registration  

  • Attendees must pre-register for the event to ensure the venue’s adjusted capacity is not exceeded. 
     

  • Organizers must collect attendees’ names and contact information during pre-registration so they can communicate changes and safety information before and after the event.
     

  • Organizers must close registration for an event when it has reached the venue’s adjusted capacity.  
     

  • Organizers must check names at the door to ensure only pre-registered attendees enter. 
     

  • If organizers obtain an exemption from pre-registration, they must have a plan for counting attendees, and collecting their names and contact information, as they enter.  
     

Event Materials

  • Event materials and handouts should be distributed electronically, before the event, whenever possible. 
     

  • Materials distributed during the event must be placed on a sanitized table, so participants can pick up the handouts themselves. 
     

  • If shared items are necessary, they must be disinfected before and after each use. The organizer must provide sanitizing cleaner and signs with instructions. 
     

  • Attendees must remove all their materials before leaving the event. 
     

Food 

  • Serving food is discouraged. If food must be served, it must be ordered through UAlbany Dining — in accordance to our campus food policy — and served individually, pre-plated or in a pre-packaged “grab-and-go" format. 
     

  • Single-use, disposal dishes and cutlery may be used. All condiments must be contained and distributed in individual packets. Common-use containers are not allowed. 
     

  • Attendees must dispose of all food, drink and related items before leaving the event. 
     

  • Note: Some venues do not allow food to be served.  
     

On-site Organizers 

  • Organizers must be present to ensure safety protocols are being followed, must stop the event as needed to request compliance, and end the event immediately if participants refuse to comply. 
     

  • Faculty members, graduate assistants or teaching assistants must be present for the duration of any faculty-led academic events.  

Step 3: Submit Your Safety Plan & Obtain Final Approval

The Event Safety Plan must be submitted no later than five business days before the planned event.  

Student organizations or groups should send their Event Safety Plan to Jennifer Anderson ([email protected]) for review by the Office of Student Activities (a unit of the Office of Student Involvement).  

All other organizers should send their Event Safety Plan to [email protected] for review by Office of Enterprise Risk Management and Compliance

Events jointly sponsored by a student organization or group and a University academic or administrative unit must identify a lead sponsor. The lead sponsor will be responsible for the event safety plans and for ensuring the event follows all health and safety requirements. 

If your event receives final approval, you will be notified via the Event Management System (EMS) and/or your UAlbany email.  

Step 4: Complete a Post-Event Report

A Post-Event Report is essentially an annotated Event Safety Plan that shows how each aspect of the plan worked. It is due no later than two business days after the event occurs. 

Download a Post-Event Report template.

Student organizations or groups should send their Post-Event Report to Jennifer Anderson ([email protected]) for review by the Office of Student Activities (a unit of the Office of Student Involvement). 

All other organizers should send their Post-Event Report to [email protected] for review by Office of Enterprise Risk Management and Compliance

Venue managers may also file a Post-Event Report via the Event Management System (EMS)

Off-campus Events 

An event is any in-person gathering of more than 10 people connected to a UAlbany program or operation, held to benefit UAlbany, or that uses the University’s name in any way.  

Off-campus events must have a specific academic, development, research or public service purpose, and must be approved by the Office of Enterprise Risk Management and Compliance

To request approval, please send a detailed outline of the proposed event — including the campus sponsor, purpose, location, attendance level and affiliation of attendees — to [email protected].

off-campus-events