Updates for Registered Student Organizations
Events
All student organization in-person events, to include meetings, tabling, fundraisers, etc., will now either be cancelled, reformatted to a virtual format, or postponed until further notice.
What to do if you are seeking to cancel/postpone an event:
There is a two-step process in making any changes to events.
- Cancel an event/edit details via MineTracker
- To do so you must:
- Login to MineTracker and go to your organizations page
- Go to the left three lined tab and click events
- Once there, click on the event you are seeking to change
- Click on the blue “CHANGE DETAILS” button, here you will be able to make any updates to your event in regards to date, time, location, description, etc.
- Contact the individual(s)involved with your location reservation.
- Two popular campus contacts where most student organizations reserve locations are:
- Union Services Team (Union Bldg. East, Union Bldg. West & El Paso Natural Gas Conference Center)
o Email: unionscheduling@utep.edu
o 915-747-5711
- Scheduling Team (Majority of classrooms around campus)
o Email: scheduling@utep.edu
o 915-747-5544
Questions from student leaders
Will we still be allowed to host events during the semester, if we practice social distancing?
No, all in-person events on campus will not be allowed to take place. They must be shifted to a virtual format or postponed to a later date in the fall semester.
Are we allowed to host off-campus events?
Off-campus events will not be approved on MineTracker and we highly discourage them. Due to the updated CDC guidelines and University precautions, all events/gatherings over 10 people should either be cancelled, reformatted to a virtual format, or postponed.
For when should we be postponing our in-person events?
Guidelines are constantly changing as policies are being implemented by the CDC and the University, which doesn’t allow for an exact timeframe. For now, we ask student organizations who are aiming to postpone their events, to aim for the fall semester.
Is there going to be a centralized location for current guidelines and information?
Information pertaining to student organizations and SELC events can be found at: https://www.utep.edu/student-affairs/selc/.
o Additionally, we be sharing all new updates via e-mail to RSO Presidents, Vice Presidents, Advisors, and Primary Contacts currently listed in MineTracker.
Information regarding Official University updates can be found here: https://www.utep.edu/ehs/COVID-19/
o Please stay up to date on all campus announcements via your e-mail and the University’s website:
For organizations who heavily rely on service hours and events as a requirement for members, what do you all recommend for RSO completing service hours? Should we be expecting to shut down organizations due to the lack of service hours and student involvement?
We all need to be flexible due to the circumstances. It may be difficult, but it is up to the leadership of each organization to make adjustments and accommodations to the current requirements for members. We highly encourage everyone to get creative.
This is not a time to just shut down, but rather unite and discover ways to remain engaged with other students through virtual formats. Now, more than ever it is important for us to find ways to connect and humanize the new virtual/online collegiate experience we are all going through.
We are asking everyone to really consider their role as a student leader and how we can all be creating some sense of community and positivity for our organizations members. We have a responsibility to our student body to remain engaged and connected as a campus community.
Is there an option to modify our events on MineTracker to virtual? Or should we describe it in the description box only?
“Virtual,” has now been added on MineTracker as an event category. If your student organization is seeking to either submit a new event or switch from in-person to virtual, we have now added an event category to label your event as “virtual” for others to view. If you are seeking to switch a current event, you will have to change the details for your event. The steps to do so go as follows:
- Login to MineTracker and go to your organizations page
- Go to the left three lined tab and click events
- Once there, click on the event you are seeking to change
- Click on the blue “CHANGE DETAILS” button, here you will be able to make any updates to your event in regards to date, time, location, description, etc. You will also see at the bottom section “Event Details,” the option to update your “Event Categories.” Here you will select, “VIRTUAL Event”
If you are having a virtual event, please update the Event Categories and state it in your description box. We highly recommend that you continue to submit event requests on MineTracker if you will be hosting them virtually. These types of requests will still be approved and MineTracker is a great tool to keep us all connected!
As we continue monitoring the situation, rest assured that we will continue to keep you all updated as well. Our team is committed to the success and health of all our students on campus. Please know that details and guidelines are changing by the day and sometimes by the hour. Please stay up to date on all campus announcements via your e-mail and the University’s website: https://www.utep.edu/ehs/COVID-19/.