COVID-Safe Student-Led Activities

How to organise a COVID-Safe Agora stall or student-led activity on campus

To ensure the University can comply with its Victorian Department of Health and Human Services (DHHS) requirements, all student stalls  are required to complete the safety risk assessment (SRA) and have it approved by the University. You will also need to submit a COVID-Safe Event Plan. The LTSA collect details for the SRA using the form on their Clubs and Societies webpage.

This ensures the organiser is aware of their obligations to provide hand sanitiser, maintain social distancing, and meet other COVID-Safe protocols. Some larger events will also need to be submitted to the Victorian Government for their records; if this is the case, the University will advise at the time of the event submission.

All student-led activities must be submitted to LTSA for referral to the University.  To do this, prior to hosting a stall or event, please submit a ‘COVIDSafe Event Application’, which you can access under ‘Student Led Events’ on the LTSA Club Resources page. This will be reviewed and approved by the University (if it meets the requirements).  LTSA will work with each Club & Society to develop a SRA, book your space and lodge all COVIDSafe compliance documents. No on-campus student-led activities, including stalls in the Agora (except successfully booked stalls on Club Market Day), can occur without this approval from the university. The University is responsible for approving activities.

To host a stall or event on campus, it is important to understand the below:

  1. Spaces can only be booked with a valid approved safety risk assessment (SRA). You will also need to submit a COVID-Safe Event Plan. If the University does not have both approved documents on file, Security or other staff may request a copy, which must be provided. If one cannot be provided, or was not approved by the University, the stall or activity must cease immediately and be removed. Security or other staff may also request a student to produce their Student ID, or other form of photo identification, as outlined under clause 10(c) of the Student Behaviour Policy.
  2. We ask that proposed events are shared with LTSA at least two weeks in advance of the event to ensure the University has time to approve the activity and for a space to be booked. Please note this includes the submission of the SRA at least two weeks before the proposed event date. The University is keen to promote student engagement on campus and will work as fast as it can to approve activities with the correct documentation.
  3. Noting LTSU’s distinct identity, there is a separate process whereby LTSU submit proposed events to the Deputy Vice-Chancellor (Students) on the 15th of the proceeding month. This also applies to the MASO and ISA.
  4. All student-led activities are required to follow these processes, regardless of who they decide to affiliate to. Additional support is available through the LTSA should a club or society choose to affiliate with them; this support is funded through the Student Services and Amenities Fee.
  5. Student-led sporting activities continue to be managed by La Trobe Sport. Social activities linked to sporting groups fall under this process.
  6. Students who fail to comply with these measures will be referred for investigation under the University’s General Misconduct Statute, and other relevant policies and procedures. Breaches by student organisations will be managed by the Deputy Vice-Chancellor (Students).

Frequently Asked Questions

How do I host an activity?

Submit a COVIDSafe Event Application here, with the completed COVIDSafe Event Plan available here.

What documents do I need to submit?

The University requires a completed Safety Risk Assessment (SRA) and COVIDSafe Event Plan. The SRA has to be approved before the activity can go ahead. The SRA is completed by filling in the event request form on the LTSA website.

Why do I have to complete a Safety Risk Assessment and COVIDSafe Event Plan?

These documents enable the activity organiser to put in place appropriate measures to mitigate against the risk of COVID transmission. It also supports the University in meeting our DHHS requirements as the activity risk owner.

When do I have to submit documents?

Required documents (a completed Safety Risk Assessment (SRA) and COVIDSafe Event Plan) must be submitted at least two weeks in advance of the proposed event date. The SRA has to be approved before the activity can go ahead. The SRA is completed by filling in the event request form on the LTSA website.

I run a Club or Society that isn’t affiliated with La Trobe Student Association (LTSA). What do I do?

LTSA receives funding from the University to support Clubs and Societies. It is a requirement that student-led activities be submitted to LTSA for referral to the University.

Does the LTSA approve events?

No, the University has to review all event requests.

How do I keep students safe who participate in my club’s activities?

The Safety Risk Assessment (SRA) is an important tool for guiding activity organisers in keeping attendees safe. The SRA will require the organiser to outline how risk mitigations such as social distancing, personal protective equipment (masks, gloves) and QR codes can be useful in meeting these obligations. Please read and complete the SRA located on LTSA’s website carefully. The LTSA Clubs Engagement Officer based at Bundoora is available to support you with your SRA events/activities lodgements and venue bookings.  Sai Raj Bolla may be contacted via email at Clubs Metro - or call into LTSA offices.