Important COVID-19 Information for Student Organizations

updated April 16, 2020

Dean Battaglino will be hosting virtual office hours every Friday from 1pm – 3pm via Zoom.  Please “stop by” by clicking this link if you have any questions, concerns, or just want to chat.  Dean Battaglino will also be live streaming some questions and answers on his facebook feed, @deanjohnbattaglino so be sure to follow his page as well.

FAQs

For events and travel that were scheduled to take place between March 16, 2020 until May 18, 2020

Do Student Organizations need to contact BU Internal Service Providers about cancellations?

No, the Student Activities Office will send a list of all cancelled events to BU Service Providers on behalf of Student Organizations from the affected programs.

What if a Student Organization already has a fully executed contract (signed by both the vendor and Boston University) with a vendor, performer or speaker?

The Student Activities Office will work with Boston University Sourcing and Procurement Office to cancel contracted services and engagements.

What happens to pending purchase requests in the Engage system?

  • Any pending purchase requests that are connected to an event during the suspension period will be denied.  It is then the responsibility of the student organization to contact the vendor or external service provider to communicate the event cancellation.
  • Any pending general business purchase requests will be remain pending for the time being as we assess how to move forward.
  • Any reimbursement purchase requests for general business items and past events will be processed as normal.  Reimbursements for events that were to take place during the suspension period will be denied and the student who made the purchase should attempt to receive a refund through the vendor.  If the vendor refuses to offer a refund please contact the Student Activities Office.

What happens to approved purchase requests in the Engage system?

The Student Activities Office will contact any vendor that has been paid or is in the process of being paid for products and services connected to an event during the suspension period.  We will cancel the order if possible and do the best we can to request a refund when applicable.

What happens if a vendor or external service provider refuses to offer a refund for cancelled orders?

In the event that a vendor refuses to refund orders the Student Activities Office will work on a case by case basis with Student Organizations to assist in recovering funds.

How do I let my attendees know about the cancellation?

The Student Activities Office will cancel all eventbrite pages for events during the suspension period.  We will also email all attendees explaining the cancelation and processing full refunds for all tickets purchased.  If a student organization collected event RSVPS outside of eventbrite it is the Student Organization’s responsibility to inform attendees of the cancelation.

Can Student Organizations re-schedule events for a date after May 18, 2020?

Since the University plans to resume normal operation in Fall 2020 re-scheduling events will be taken under consideration for then.

Please check back regularly as this page will be updated as the information provided is subject to change.  In the mean time if you have any specific questions or need further information please contact the Student Activities Office (617) 353-3635 or sao@bu.edu