The health and safety of the Rutgers University community remains the top priority as in-person events and activities resume. As we begin to plan events and activities, we must ensure that all in-person interactions are carried out in a manner that complies with CDC, New Jersey Department of Health, and Rutgers University guidelines.

Beginning June 1, 2021, all events, planned activities, conferences, and non-credit academic programs hosted on university property will require certification through the Event and Activity Certification System (EACS). Event organizers can begin submitting certification requests on May 17, 2021. Only Rutgers affiliates with a NetID may submit through the EACS. Virtual-only events, conferences, and programs do not require this approval.

For the purposes of this certification process, an event, conference, activity, or program is any non-credit program or planned gathering of 10 or more people (including performers, audience, support staff, and technicians), whether public or private, indoor or outdoor, held on-campus, with a specific location, date, and time. Meetings associated with business and/or administration of the university are not (for the purposes of this certification process) considered events and do not need to be submitted for certification.

Prior to submitting for certification, all events and activities must be approved by the respective chancellor or cabinet-level administrator (or designee). Approvals must be uploaded to the EACS at the time a certification request is submitted; please use the Add Attachments icon at the bottom of the EACS submission form page. Approvals can be submitted in the form of an email file or pdf.


Mandatory Contact Tracing

Collection of certain attendee information is required for all events and activities for contact tracing purposes. Organizers must collect a list of all attendees and submit the list to the EACS. Contact tracing forms must capture first and last names, email and phone number. You can use this downloadable Excel template or other platforms such as Google Docs, Cvent, EventPass, etc., provided that all required fields are included. Handwritten lists will not be accepted.


Guidelines

  • All events must be certified through the EACS process prior to venue scheduling or announcement of the event.
  • Collection of certain attendee information is required and contact tracing forms must be submitted to the EACS within 48 hours of the conclusion of the event.
  • Events must comply with State of New Jersey guidelines.
  • Attendance is inclusive of event staff, organizers, volunteers, technicians, and guests/audience members.
  • In-person events should be approached in a thoughtful manner that will balance the desire of increasing the on-campus population with our obligation to upload health and safety practices. Whenever feasible, consider using a virtual platform.
  • Outdoor events are strongly encouraged over indoor events if a virtual event is not feasible.
  • The health and safety of attendees and event staff will drive all in-person event decisions.
  • Private events will not be permitted on campus unless approved by the respective chancellor’s office, or in pre-approved venues (e.g. weddings in Kirkpatrick Chapel).
  • Indoor and outdoor events will have mandated attendance caps that comply with State of New Jersey guidelines.
  • Requests for certification may be denied or requested to lower attendance capacities dependent on local or state gathering restrictions guidelines.




FAQs

Q – How do I submit a request for certification?

A – Event and activity certification requests must be submitted by event organizers via the EACS portal which will then be reviewed by designees from each campus. If a request is certified, the organizer will be notified and can then proceed with event planning with the appropriate facility manager.

Q – Who can submit through EACS?

A – Only Rutgers affiliates with a NetID can submit through the EACS. Rutgers facility managers may submit on behalf of requestors who do not have a Rutgers NetID.

Q – When should I submit my event for certification?

A – Request for certification can take place after receiving approval from the respective chancellor or cabinet-level administrator (or designee) and prior to securing space or signing any contracts.

Q – How long will it take to get my event certified?

A – Please allow five [5] business days for certification processing.

Q – How will I know if my event is certified?

A – You will receive an email with a determination of your event status. Retain that email for your records.

Q –If my event is reoccurring, do I need to submit each one separately (weekly, bi-monthly)?

A – No. Reoccurring events occurring within the same semester may be submitted as one request by using the start date/time for the first occurrence and the end date/time for the last occurrence. Use the additional comments field to explain the recurrence pattern.

Q – For reoccurring events, do I need to submit a separate contact tracing form for each occurrence?

A – Yes. A contact tracing form is required each time a reoccurring event takes place.

Q – If I have multiple events that are unique, do I need to submit each one separately?

A – Yes. Each event must be submitted separately. You can access all your submitted events via the EACS dashboard..

Q – Can I change my request once it is submitted?

A – No. Once your request has been submitted, it cannot be changed. If your program has changed, submit a new form and note that it is a change from a prior submission in the text field.

Q – What are my options if my request is denied?

A – If the request is denied, the organizer can revise the event plan and resubmit the request, or withdrawal the request from consideration

Q – If I am unable to revise the event plan, is there an appeal process?

A –No. The university cannot override guidelines established by the State of New Jersey.

Q – How do I know what the current restrictions are?

A – Please refer to the State of New Jersey guidelines for current restrictions.

Q – What are best practices for planning safe events?

A - Please refer to the State of New Jersey guidelines under the ‘Safety Tips for Gatherings’ section for best practices. In addition, venue managers may have additional guidance and information.

Q – Are groups external to Rutgers permitted to hold events on campus?

A – External groups may hold events on campus only if approved by the designated chancellor's office.

Q – How do I upload the contact tracing information after my event?

A – Return to your EACS dashboard, select the corresponding event and use the Attach File option to upload your contact tracing document.

Q – What happens if I don’t submit the contact tracing information within 48 hours of the conclusion of my event?

A – Groups that do not comply with the contact tracing submission requirements will not be able to certify any future events or activities and any pending certifications from this group may be revoked.

Q – Where can I get answers to my questions about the EACS system?

A – Please direct further questions to covid19@rutgers.edu