COVID-19 (CORONAVIRUS) FAQs
As a result of the on-going COVID-19 (Coronavirus) outbreak in Northern Ireland, the University has implemented a range of measures to reduce the risk of spread within Queen’s. The most recently introduced measures for Clubs and Societies are summarised below.
What are Clubs and Societies currently able to do?
Check out guidance for outdoors and indoors activities here.
Remember that you can continue to access SU support during normal working hours by emailing email@example.com for Sporting Clubs or firstname.lastname@example.org for Societies. You can also contact email@example.com with any financial queries.
- Can we visit the Finance Office or access our funds?
The SU building has reopened and the Finance Office is open for visitors Monday - Friday. If there is a long line at the office, you may be asked to contact the team on firstname.lastname@example.org instead.
Remember that the Finance Office closes the door for lunch (1pm - 1.45pm) and closes the office for the end of the day at about 4.15pm.
At this time, supplier invoices will be paid as usual and reimbursement payments will be made directly into bank accounts (i.e. not by cheque).
To make a purchase at this time, soft copies of documents such as TAFs should be emailed to email@example.com with all of your current committee signatories copied into the email thread. Each one should then reply into the thread to clearly say that they approve the payment (including details of the amount and the supplier). So for example, if your Club / Society needs to make a payment of £500 to Signature Works, you need to email us the completed TAF and each of your signatories (i.e. Chair, Secretary, and Treasurer) need to confirm by replying to the thread “I approve this payment of £500 to Signature Works”. Signatories should always use their student QUB emails when communicating with the Finance Office.
- Can committee members visit the SU to meet staff, collect deliveries, or pick up equipment?
Yes, the SU building is back open and you can visit in person.
If you need to speak to staff, collect a delivery, or access the store, please let us know in advance. Staff are still working from home sometimes which is why we need to organise appointments for in-person visits.
The bookable Equipment Inventory is back open as normal and can be accessed here.
- Can my Club / Society book rooms on campus?
Yes - see instructions here.
Note that any room booking requests must adhere to all current government guidance, including the likes of attendee numbers and social distancing. For indoors activities with more than 15 people, you will need to submit a Covid Risk Assessment before your request is confirmed.
- Can my Club / Society organise travel or trips?
Restrictions on travel remain complex and dependent on a number of factors (e.g. reason for travel, need to self-isolate, green-amber-red list destinations, vaccinations etc.). As such, travel on University business (including Club / Society business) outside Northern Ireland remains restricted. More information from the NI Executive is available here. Some flexibility is available for elite sporting activity, so please chat to us on firstname.lastname@example.org if you think this applies to your activity.
Can my Sporting Club return to activity?
From 12 April 2021, up to 15 people (including coaches) can take part in structured outdoor sports training run by Clubs affiliated to recognised national governing bodies (NGBs).
You should check the most up-to-date guidance from your Club's NGB and make sure to strictly adhere to all required protocol, including social distancing, hygiene practices, and other mitigations. If you're unsure of whether your Club has an NGB, or if you're not sure how to contact them, speak to us on email@example.com.
Unfortunately indoor sporting activity cannot yet resume and many facilities such as changing rooms, showers, kitchens, and meeting rooms remain closed.
At this time, the PEC and OTF will remain closed and unavailable for bookings. Any queries regarding facilities at Upper Malone should be addressed to firstname.lastname@example.org.
Remember that Clubs must submit an updated Risk Assessment to email@example.com at least two full working days prior to any planned activity taking place.