Event Proposal Process for Spring 2021

January 26, 2021

Dear Academic Affairs Leadership:

Thank you for your patience as the Health Management Team has finalized our process for event submissions this spring. The Spring 2021 University Event Guidance that you will find at this link is designed to simplify and streamline the event submission process for faculty, staff, and students this semester. The policies and procedures that you will find on that site are in effect for events, meetings, gatherings, group research, guest lectures, and academic field trips.

Event Defined
An event on campus is an in-person gathering that is not part of an approved academic course published in the Baylor schedule of classes and/or one of the University’s academic catalogs. An academic event is an event that originates within Academic Affairs and that may or may not be tied to an academic course. All events and academic events must adhere to all of the University’s COVID-19 safety guidelines.

Event Submission Process
All events hosted by departments or academic units will be managed by Institutional Events (External Affairs) through the EPIC system. Click here to request approval for your faculty/staff event. Academic departments or administrative units that oversee independent facilities and/or assets must follow the event approval process as well.

Moratorium on Hosting On-campus In-person Events for Non-Baylor Students, Faculty, and Staff
The moratorium on events that is currently in place through February 7th will not be extended. However, for the remainder of the spring 2021 semester, the University will only host on-campus in-person events that include Baylor students, faculty, and staff. The reason for this stipulation is that the University has a stringent set of testing and contact tracing protocols in place to help protect the health and safety of our campus community. Allowing non-Baylor participants to attend on-campus in-person events could negatively impact those efforts. Upon support from President’s Council, an exception could be granted if the event planner(s) can demonstrate that a similar testing and tracing protocol would be implemented within a closely defined group of Baylor-affiliated participants (e.g., an alumni board or advisory board). All events that fall into this category will be sent to President’s Council by the Health Management Team for final review.

Please help us by communicating this messaging within your respective areas, and, once again, thank you for your patience.

As always, please send along any questions if you have them.

Best regards,

Wes Null, Ph.D.
Vice Provost for Undergraduate Education and Institutional Effectiveness

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