Get updates on Healthy at Transy, our COVID-19 action plan.

Group Size Guidelines

(May 5, 2021)

Based on updated guidance from the Centers for Disease Control and state and local public health officials, the following updates have been made to group size guidelines under the Healthy at Transy plan. These guidelines are in effect now through the end of the academic year and will be reevaluated prior to the beginning of the 2021-22 school year. 

Healthy at Transy

Indoor Events 

Indoor events on Transylvania’s campus are subject to capacity limits based on the number of attendees. Those with 1,000 or fewer people in a single room or space are limited to the lesser of 60% capacity or the maximum number of individuals that permits appropriate physical distancing. Events with more than 1,000 people in a single room or space are limited to the lesser of 50% capacity or the maximum attendance that permits appropriate physical distancing.

Capacity in available spaces at Transylvania 

The following rooms will be available for reservation for Transylvania meetings and other events at the listed maximum capacity for each space.  

  • Campus Center Room 118: 30 
  • Pioneer A & B (one space) with round tables: 40 (with food); 50 (without food)
  • Pioneer C & D (one space) with round tables: 40 (with food); 50 (without food) 
  • Pioneer A-D (one space): 80 (with food); 100 (without food) 

Other spaces on Transylvania’s campus can be requested by emailing covidgroups@transy.edu. Space availability will depend on existing academic and athletic schedules, housekeeping requirements and updated room capacity.

Student organizations who willingly do not or are unable to abide by the capacity guidelines or the protocols listed below may face consequences including, but not limited to: 1) Immediate termination of the event; 2) Restriction of privileges to reserve space on campus for future events.

To host an indoor event on campus, all organizers must:  

  1. Reserve meeting space — All group meeting spaces must be requested through Ad Astra. Event organizers will be notified once their event is approved. 
  2. Physical distance — Event organizers may use the  CDC’s K-12 guidelines for educational, orientation and family engagement activities. In summary, indoor events may be held with universal masking and maintaining 3 feet of distance between people from unrelated households in settings where the audience is seated and stationary for the duration of the activity. Also:
  • Room layout for meetings and other events must have a minimum of 3 feet between chairs or people, and this distance limit must be observed throughout the meeting. No chairs or furniture are allowed to be moved. 
  • While in common areas, such as hallways, bathrooms, cafeterias and gymnasiums, 6 feet of physical distancing should be maintained and unnecessary contact or movement should be avoided. 
  1. Facial coverings: For indoor events, masks are required except for when individuals are eating or drinking. Event organizers must encourage all attendees to wear a face covering whenever in an indoor public space in the presence of other people not from the same household, pursuant to Executive Order 2021-212, and any renewal orders, and are subject to the limited exemptions listed in the same order. 
  2. Hand washing and sanitizing: Event organizers must provide hand sanitizer (60% alcohol content or higher) for attendees, ensure it is available near high-traffic and high-touch areas (e.g., doors or door handles) and encourage routine hand washing for attendees. Following meetings and other events, rooms must be cleaned and disinfected according to Healthy at Transy guidelines. Event organizers and attendees are responsible for using the provided wipes to wipe down door handles, chairs and tables before and after each meeting. Failure to do so will lead to the revocation of group meeting privileges.       
  3. Health checks: Attendees must complete health checks in accordance with the Healthy at Transy guidelines. A green health pass must be presented upon arrival or before the event begins and will be checked by event coordinators. Event organizers must communicate clear expectations to attendees prior to the event and discourage participants who are sick from attending.   
  4. Event coordinator notification responsibilities: Event coordinators must track attendance to ensure physical distancing is maintained and to avoid capacity concerns. A guest list with names of attendees must be submitted via this Google Form immediately following an event. This list will aid in contact tracing if a positive COVID-19 case is associated with the event. If any attendee of a function tests positive within 48 hours after an event, they are required to contact the Campus Health Clinic at 859-233-8127 to complete the contact tracing process.
  5. Food and beverages: Food and beverage use is only approved on a case-by-case basis once an event request form is completed through Ad Astra. If you are approved to serve food and beverages you must follow these guidelines: 
  • Event coordinators must require that attendees be seated and served at tables or booths. Buffet-style dining is not permitted. 
  • Those serving food and beverages must show proper hand washing techniques, and they must wear gloves and face coverings. It is recommended that these individuals be fully vaccinated. 
  • Food and beverages must be served in a disposable container with a lid. Utensils and straws must be in individually wrapped disposable packaging. Fruit (e.g., lemons), sweeteners, creamers and any condiment containers that are not in single-use, disposable packages are not permitted.
  • Except while actively eating or drinking, all participants must remain masked for the event. 

Outdoor Events 

Transylvania will continue to emphasize the scheduling of outdoor events campuswide, with appropriate physical distancing and adherence to all safety and health guidelines, as these events reduce the risks of viral transmission.

For the purposes of this guidance and to meet state public health guidelines, people are considered fully vaccinated for COVID-19 two weeks after they have received the second dose in a two-dose series (Pfizer-BioNTech or Moderna), or two weeks after they have received a single-dose vaccine (Johnson and Johnson/Janssen).

Masking will still be required for events where high-risk groups are present. 

  1. Approvals and space requests: A description of the event including activities, location and anticipated group size must be approved for outdoor events larger than 50. Promoters must email covidgroups@transy.edu to seek approval. Outdoor events with fewer than 50 attendees do not have to seek pre-approval, but they must follow the below guidelines and reserve a location through the university’s space request system
  2. Physical distancing/masking: For any outdoor event up to 1,000 people, masks are not required for those who are fully vaccinated. Physical distancing among unrelated household groups and masking for unvaccinated people are encouraged. Event organizers must ensure, to the extent practicable, that all present remain a minimum of 6 feet away from others. 
  3. Health check: Event attendees must complete health checks in accordance with the Healthy at Transy guidelines. A green health pass must be presented upon arrival or before the event begins and will be checked by event coordinators.
  4. Hand washing and sanitizing: Event organizers must make sure hand sanitizer (60% alcohol content or higher) is provided for attendees. Promoters must also encourage routine and consistent hand washing for attendees. Event organizers and attendees are responsible for using the provided wipes to wipe down any items used during the event. 
  5. Event coordinator notification responsibilities: Event coordinators must track attendance to ensure physical distancing is maintained and to avoid capacity concerns. A guest list with names of attendees must be submitted via this Google Form immediately following an event. This list will aid in contact tracing if a positive COVID-19 case is associated with the event. If any attendee of a function tests positive within 48 hours after an event, they are required to contact the Campus Health Clinic at 859-233-8127 to complete the contact tracing process.
  6. Food and beverages: Food and beverage use is only approved on a case-by-case basis once an event request form is completed through Ad Astra. If you are approved to serve food and beverages you must follow these guidelines: 
  • Event coordinators must require that attendees be seated and served at tables or booths. Buffet-style dining is not permitted. 
  • Those serving food and beverages must show proper hand washing techniques, and they must wear gloves and face coverings. It is recommended that these individuals be fully vaccinated. 
  • Food and beverages must be served in a disposable container with a lid. Utensils and straws must be in individually wrapped disposable packaging. Fruit (e.g., lemons), sweeteners, creamers and any condiment containers that are not in single-use, disposable packages are not permitted.
  • Except while actively eating or drinking, all participants must remain masked for the event. 

Off-Campus Events 

Events held off campus and hosted by Transylvania University organizations must comply with state, local and venue COVID regulations. Individuals must also follow Healthy at Transy guidelines. 

Transylvania University Athletic Events

Transylvania University Athletics has recently updated its spectator policies for home competitions. 

At outdoor competitions, spectators who are two weeks from their completed vaccination will receive a wristband that allows them to forego temperature checks and the Transy health pass and opt not to wear a mask as long as they physically distance. They must have completed the vaccination (both shots if Pfizer or Moderna or one-shot if Johnson & Johnson) and be two weeks from the last shot. They must show their vaccination card or a copy of their card upon entry. This information will not be recorded, and they will be required to show it at each competition to receive the wristband.

Athletic staff and workers, as well as student-athletes, regardless of vaccination status, will be required to wear a mask in accordance with NCAA guidelines. At this time there have been no changes from the NCAA on testing requirements or mask usage for those who have been vaccinated.

A copy of the full spectator policy is available at transysports.com.

Updated: Wednesday, May 5, 2021, 10 a.m.