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?
Clubs and Societies can to meet and run activities in-person, as long as they follow the current government guidance.
You should keep in mind that there may be fewer students on campus than normal at this time, and that individuals may not feel comfortable attending in-person activities at the moment.
You and your members should observe the government's guidance on maker safer choices:
- book a test and self-isolate if you have COVID-19 symptoms
- get a PCR test if you've been identified as a close contact and self-isolate if you haven't been fully vaccinated
- wash your hands
- wear a face covering
- keep your distance from others
- limit your contacts - this includes the amount of social contact you have with other households
- avoid large gatherings and busy places
- spend time outdoors rather than indoors
- don't travel to or from places with higher COVID-19 infection rates
Check out our guidance for Clubs and Societies planning outdoors and indoors activities here. The government recommends that you take a Rapid Lateral Flow test before attending any indoor or outdoor activities.
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.
To make a purchase remotely, email your TAF 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 my Club / Society organise a formal?
Yes, formals can go ahead as long as they follow all relevant government guidance.
Your formal venue, whether on- or off-campus, will be monitoring this and will be able to advise your committee around matters like attendee numbers, social distancing during the event, ventilation, and any other relevant mitigations.
Generally, be aware that running formals requires a lot of organisation, preparation, and usually some high-value financial transactions. Committees are strongly encouraged to review the guidance on using the Finance Office here before you start making your plans. The more time you give yourself to organise a formal, the less stressful it will be. Please keep in regular contact with the Finance Office once your plans are underway.
- 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?
Can my Sporting Club return to activity?
All outdoor sports have returned to activity in recent months. You should check the most up-to-date guidance from your Club's national governing body (NGB) and make sure to adhere to all protocol, including social distancing, hygiene practices, and other mitigations.
Indoor sporting activity has resumed for many of our Clubs, however some sports have not been able to reopen to full capacity and / or resume full contact activity indoors. Again, it is important that you regularly check with your NGB for the most up-to-date guidance for your sport.
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 firstname.lastname@example.org.
The PEC and OTF are currently available for bookings. For further information on bookings and information on area capacities, please contact PECbookings@qub.ac.uk. Attendance lists must be submitted to the PEC 24 hours in advance of your activity. This is the Club's responsibility and supports the Test and Trace requirement for indoor and outdoor gathering.
Any queries regarding the facilities at Upper Malone should be addressed to email@example.com.
- 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, international travel on University business (including Club / Society business) remains subject to case-by-case approval.
You must speak to the Clubs and Societies team well in advance before you plan an international trip for your Club / Society. At a minimum, you must return a completed Risk Assessment and Offsite Travel Form two working weeks before you intend to travel. The University will consider each request and grant approval if appropriate.
You will not be able to process payments through the Finance Office until the appropriate University approval has been granted.