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What to do in advance of an event on campus. (i.e. qualifying exam, candidacy exam, proposal defense and/or thesis/dissertation final defense.


You are encourage to schedule these meeting virtually whenever possible, but we understand that there may be reasons to meet on campus.

Steps to Complete in Advance

  1. All students, faculty, and staff must complete the required COVID-19 (EHS 222) training.
  2. Secure space(s) so that no more than one person is in 200 square feet of another person at any given time.
  3. Plan and prepare written safety procedures for the spaces that you secure, including how you will clean and disinfect areas. The meeting space should be cleaned thoroughly before and after hosting the exam/meeting.
  4. Identify a point-of-contact in the days leading up to, and the day of the event. This person should verify that all parties have completed EHS 222 and be available to troubleshoot any issues or assist students/faculty if they should not come to campus.
  5. Plan and prepare in advance an online contingency plan (e.g., using Zoom, ProctorHub) for students who are unable to return to campus. All participants should agree to the contingency plans in advance.
  6. If your event is open to the public (e.g., a final thesis/dissertation defense), plan an online option that will allow visitors to attend remotely rather than on campus.
  7. Distribute your plan (including safety procedures, point-of-contact information, and contingency plans) to all faculty, staff, students, and visitors who will attend the meeting.

On the Day of the In-Person Event

  1. All faculty, staff, and students should use the COVID Self-Checker (accessible through the UCF Mobile app) prior to coming to campus. If any individual is told not to attend campus by the app, they should contact the point-of-contact to discuss alternatives.
  2. Masks must be worn in all inside common spaces.
  3. All attendees must practice social distancing.
  4. Disinfecting wipes should be made available for use throughout the day. To limit exposure, participants should not share materials (e.g., chair; computer; handouts) during their visit to campus.