JYY`s event instructions for autumn 2020

The Student Union of the University of Jyväskylä compiled these guidelines for organizations and partners to implement and participate in the events in autumn 2020. 

Follow the recommendations and instructions of the authorities 

These guidelines take into account the current (25 August) guidelines and recommendations of the University of Jyväskylä (JYU), the Regional State Administrative Agency (AVI), the National Institute for Health and Welfare (THL), the Central Finland Hospital District (KSSHP) and the Ministry of Education and Culture (OKM). The instructions will be updated as the situation changes. Currently authorities will issue instructions and recommendations for the implementation of the events. 

A safe working and study environment is formed by the responsible and safe activities of each of us. Take care of your safety. These guidelines and recommendations are intended to protect the health of all. Therefore, we recommend that everyone follow them. 

These guidelines have been compiled by Laura Partamies, an event producer at the University of Jyväskylä Student Union, and Niklas Pelkonen, the government’s cultural manager, who can be asked for more information. 

Current recommendations 

In accordance with the regulations of the regional government agencies, events of up to 500 people are allowed without special conditions. The government and the regional government agency recommend that they also follow the THL and OKM guidelines on physical distances and hygiene practices. 

Indoor and outdoor events for more than 500 people are allowed if the event organizers can ensure the safety of the participants by following the THL and the Ministry of Education and Culture’s guidelines on safety distances and hygiene practices. It may be appropriate for the organizer to limit participants to separate areas so that the instructions can actually be followed. 

The purpose is to ensure the safety of the participants and to prevent the spread of coronavirus infections, e.g. by the following measures: 

  • physical distance of 1-2 meters must be ensured during the event and it must be maintained throughout the event. Congestion and tight queues must not be allowed to arise at any point in the event. 
  • The organizer must instruct participants on safety intervals and good hand hygiene, and provide an opportunity to clean their hands. 
  • THL recommends the use of face masks if it is not possible to maintain the required safety distances 
  • Only attend events in good health. If you are symptomatic or sick, stay home. 
  • Cough and sneeze into a disposable handkerchief or sleeve 

Event organizer responsibility is to follow the guidelines of THL and OKM and to plan the event so that it follows guidelines. The organizer of a public event or general meeting is responsible for ensuring that the event is organized in a safe manner for the participants.

When organizing an event, please note that there are different obligations for private events and on-site restaurants that apply when organizing an event. Always check with the venue manager or authority for the special features of the event. 

Guidelines issued by the University of Jyväskylä on 24.8.2020 

The main task of the University of Jyväskylä is to organize teaching and ensure the health of employees and students.

New students will start their orientation period on 24 August. The start of studies is planned so that student groups and studies are organised in small groups on the campus, ensuring a safe environment to study and work for all. New students are prioritised when organising teaching on the campus. An exception to this is international master’s degree programmes, in which the orientation of new students will be implemented remotely for those students who cannot arrive in Finland at the beginning of studies because of authority regulations on the coronavirus epidemic or who are in quarantine in Jyväskylä. 

The academic year 2020–2021 will start on 31 August so that teaching is implemented as distance learning or small group teaching, considering the requirements of the studied topic and ensuring high-quality studies in an environment that is safe for all. New students’ attachment to studies and proper progress of studies require residence in the locality of studies. The teaching of new students will be organised so that their weekly schedule includes several sessions that require being present on the campus. 

Teaching for continuing students is organised as distance teaching at least for period 1. Only teaching and guidance that is pedagogically necessary is implemented as contact teaching on the campus. Units will prioritise studies implemented as contact and remote teaching so that safe distances can be kept. Teaching on the campus will be increased flexibly when the epidemic so allows. 

International master’s degree programmes prepare for distance learning for the whole autumn term, if it is not possible for the students to arrive in Finland because of coronavirus regulations stipulated by Finnish authorities. For the international master’s degree students who start their studies remotely, or in quarantine, fluent progress of studies and attachment to studies is ensured, for example, through virtual orientation and guidance. 

Intensified study guidance and counselling will be offered both on the campus and online. 

Events, work and hobbies on the campus 

1 August–25 October 2020 (period 1) no events that are external to the university community are arranged in JYU facilities. Small internal events of less than 50 people are implemented paying attention to these instructions. 

26 October–31 December 2020 (period 2) it is possible to arrange internal and external events of less than 50 people in JYU premises by following the principles of these instructions. If the epidemic situation will change, it may be necessary to change the instructions and cancel already planned events. 

JYU recommends the university community to follow principles that promote safety also in free time. For example, it is recommended to organise subject associations’ events in small groups by paying attention to safe distances. All events, in which groups of people gather so that is it not possible to maintain physical distancing, entail a risk of spreading the virus. 

Academic Sport services for the autumn will open gradually from 7 September. In early autumn, services will be arranged mainly outdoors or online. The number of participants in indoor sessions will be limited considering valid restrictions. 

The reserved sessions for students and staff will not be opened for the autumn. The matter will be reviewed again by 25 September. Gyms are available only for teaching purposes. 

The operation of hobby clubs and associations in JYU premises will be agreed case-specifically with Facility Services. 

The activities of choirs and other hobby groups are not organised during period 1. 

Communicating about safety 

  • Communicate clearly and prominently about event security and the means by which it is maintained 
  • Respond to recommendations made by authorities, even if they change during the planning or execution of an event 
  • Make your own security section on the event website 
  • Pay attention to internal communication between your team. Avoid a situation where the illness of one organizer would prevent the whole event from taking place. 
  • Please contact the authorities before the event if the need arises.  
  • Be sure to also provide instructions on how the participant should act if he or she notices coronary symptoms after the event. 

Communication and publicity 

To increase participant`s sense of security, to reduce potential risk of infection and gaining negative publicity events safety measures must be communicated well in advance. 

If an event is organized carelessly or if precautions are poorly communicated, there is a greater risk that the disease will spread in the event. 

Proliferation cannot always be prevented by the best design, so it is worth considering procedures at the design stage in a situation where potential exposures have to be communicated. 

If there are a lot of corona exposures and / or infections in the event, the media is also likely to be interested. It is a good idea to plan in advance how to act in such a situation, ie who formulates the response to the media and who is responsible for informing. Organizations can also ask JYY for help in these situations. 

Help with coping 

The uncertain corona situation is causing frustration and increasing concern. Don’t be left alone with your worries and also encourage your close actors to openly share the feelings raised by the corona. Peer support is paramount at this time. Also e.g. Nyyti ry and the school priest help. 

JYY’s recommendations for organizing events 

  • Only participate in events in good health! If you are sick or symptomatic, stay home to rest. 
  • Take care of physical distances in everyday situations as well as in events. The event organizer must ensure that safety distances are easy to maintain.  
  • Taking care of hand hygiene is extremely important. Always wash your hands with soap and water or use hand sanitazer when entering the room. 
  • Cough or sneeze to disposable handkerchief or sleeve. Also make sure that the handkerchief is thrown in the trash after use. 
  • Follow the  mask recommendation in public places where a safety distance cannot be maintained. Also make sure that the mask is disposed of correctly. 
  • If possible, gather a list of people involved in your event (name, phone number, email) to track the chains of infection. If the person in your event reports afterwards that he or she has experienced coronary symptoms, contact your health center. 
  • Consider the nature of your event, the boundary conditions, the number and location of participants, and the restrictions associated with them. Seek advice from JYY’s experts and authorities if you feel unclear. 
  • Note that, for example, staying outdoors and being drug-free will help to take care of safety gaps and other safety factors. 
  • If the conditions set by the authorities or the venue cannot be met or can only be met in part when organizing the event, it is worth considering the meaningfulness of organizing the event. JYY recommends that events and occasions where exposure to unnecessary close contacts be exposed should not be organized at all. 
  • Pay attention to others when organizing events. Also consider the event from the perspective of at-risk people and other normal accessibility issues.