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Stage 1 Restart Plan – Response to OSHE

Caldwell University Response to Feedback for Submission of Institutional Plans for Restart from the Office of the Secretary of Higher Education (OSHE).  

August 17, 2020

“Please submit a detailed restart plan for stage 1.”

Stage 1 of the Caldwell University Restart Plan

As stated in the introduction to Caldwell University’s Restart Plan, if the state reverts to Stage 1, protocols severely limiting employees coming to campus will be put in place with buildings restricted and closed.  In March, following the declared state of emergency, subsequent state lockdown, and the announcement of Executive Order 155, the University shifted to remote teaching and learning.  Since then, there has been a maximum of 30 students with extenuating circumstances were permitted to remain in residence and were consolidated to one dormitory.  These students received boxed meals from the dining hall and were unable to eat or gather indoors. A reduced custodial and security team remained on campus to serve this small population.  All summer classes were remote, and faculty and staff worked from home with the exception of a small number of people who came to campus periodically to handle operational duties such as mail pick-up and delivery.

  1. General Safeguarding

How will the Institution implement general safeguarding measures during each stage?  These safeguards include but are not limited to:

  • Cleaning and sanitization
  • Requiring face coverings
  • Maintaining adequate supplies, such as personal protective equipment and cleaning supplies
  • Requiring individuals to engage in social distancing practices at all times
  • Training students, staff, and faculty regarding COVID-19 sanitization and social distancing practices and protocols

Cleaning and sanitization:

In Stage 1, unused spaces on campus will be cleaned, sanitized, and locked. Facilities, custodial and security staffing will be reduced. Restrooms and spaces where essential employees are working such as the mailroom will be cleaned daily.  Disinfecting wipes and hand sanitizer will be available. The campus will remain poised to pivot back to Stage 2 smoothly.

Requiring face coverings:

Anyone with a need to be on campus will be required to wear a face covering indoors and anywhere outdoors where six feet of social distancing is not possible.  All faculty, staff and students will receive a washable, reusable fabric CU facemask. 

Maintaining adequate supplies such as PPE and cleaning supplies:

The University has provisioned supplies of masks, face shields, plexiglass shields and installations, wipes, antimicrobial spray, electrostatic foggers, ultraviolet wands, and hand sanitizer in quantities sufficient for a Stage 3 opening.  If the state reverts to a Stage 1, these supplies will be secured for future use.

Requiring individuals to engage in social distancing practices at all times:

Signage and floor decals are being installed as of this writing and will remain in place until the COVID-19 pandemic is over.  Employees and students have been empowered to remind  individuals who are not in compliance with what is both University policy and the policy of the state.  A University pledge and training will further reinforce awareness.  If the state reverts to Stage 1, the training and awareness campaign will continue in anticipation of a return to campus at a future date.

Training students, staff, and faculty regarding COVID-19 sanitization and social distancing practices and protocols: 

The campus is already engaged in online training provided through one of its insurance carriers, United Educators.  This training is required regardless of the stage the campus is in.  All training protocols outlined in the CU Restart Plan for Stages 2 and 3 will be in place.

  1. Screening, Testing, and Contact Tracing Protocols

Please describe the planned testing and tracing protocol for the institution including details regarding how you plan to collaborate with your state/local health department for contact tracing and notification of positive tests or viral outbreaks either on campus or among the campus community.

All protocols will remain in place as implemented in Stage 2 and described in Stage 3.

What screening measures will be in place?

The processes described in Stages 2 and 3 will be followed.

What will be the testing protocol?

Testing protocol will be the same as in Stages 2 and 3.

How will the institution house or transport exposed or ill residential students and plan for timely reporting, while maintaining confidentiality?

The protocol outlined in Stages 2 and 3 will be followed.

How will the institution log students, faculty, staff and visitors to help facilitate contact tracing?

The electronic process currently in place will be followed regardless of which stage the state is in.

  1. Instruction

For in-person classes, how will you ensure the institution is complying with the social distancing and other general safeguarding measures for classrooms?

In Stage 1, “all in-person instruction, including labs, clinical rotations, and all other curricular activity, is prohibited.”  All classrooms will be sanitized and locked.

How will you accommodate faculty and students who are immunocompromised, or at high-risk for COVID-19, or have received a positive diagnosis of COVID-19, and are thus unable to attend classes in-person?

In Stage 1, all instruction and administrative work will be done remotely.

How will you encourage social distancing through signage and layout of the classrooms?

Classrooms are laid out and signage posted in preparation for on-campus classes. Should the state revert to Stage 1, classrooms will remain set-up in anticipation of a progression to Stage 2. 

How will you ensure high-touch areas and shared surfaces in classrooms are cleaned and sanitized after every use?

There will be no high-touch areas or shared surfaces exposed in Stage 1.

4.  On-Campus Residential Housing 

  • How will you reduce capacity in on-campus housing facilities to the extent practicable in accordance with Executive Order 155? Please list your overall occupancy rate and your reduced occupancy rate. 

There are three residence halls on campus with a combined capacity of approximately 630 residents. The number anticipated in a Stage 1 scenario for emergency housing only would be similar to the number that has been in residence since March – which ranged from 18 to 30 students.

  • What criteria will your campus use to identify students for whom residential housing is necessary for an equitable education?

Students with extenuating circumstances will apply for housing based on criteria such as housing insecurity, inability to return home, and personal hardship. 

  • How will the institution ensure infection prevention measures are followed in shared or common areas (such as residence hall kitchens, game rooms, bathrooms, etc.)? 

Common spaces such as kitchens and lounges will be closed. All protocols will be the same as in Stage 2.

  • What steps will the institution take to minimize outside visitors to residence halls? 

Outside visitors will not be permitted either as day or overnight guests.  

  • Describe routine cleaning measures to be implemented in on-campus housing, including communal bathrooms. 

In Stage 1 communal bathrooms will not be used. All emergency students that remain will be housed in a building that does not have communal bathrooms.

  • What protocols are in place for residents who need to isolate and quarantine? Please list the amount of housing (single rooms/private bathrooms) available to house these individuals. 

Protocols for quarantine and isolation are the same as in Stages 2 and 3.  

Students who need to quarantine or isolate themselves will go home to do so. In the event a student cannot go home, during Stage 1, there will be designated spaces for isolation and quarantine. Space will be ample because the dorms will be more than 90% empty.  If the University has determined a need to isolate or quarantine a student, the following will occur: 

Quarantine:

  • Students would be placed independently in a room with a private bathroom, with as much separation as possible from other residents. Isolation rooms can be used as quarantine rooms if fully unoccupied and necessary. Students will have food delivered through established protocols and must self-monitor for the 14-day period. 

Isolation:

  • Students will be placed independently in a room with a private bathroom, with as much separation as possible from other residents. Rooms identified for Fall 2020 can hold up to two individuals. Food will be delivered through established protocols and students must self-monitor for the 14-day period.

Process for Determination and Assignment

  • The Graduate Resident Director (GRD) on call will receive a call from the front desk and will be provided with a student’s name and cell phone number.
  • The GRD will then call to make sure the student is in his/her room.
  • In the event that the student cannot travel home and isolation or quarantine is needed, the GRD will then assign the student to an available space by providing the student with a room number, combination for lock box, self-monitoring instructions and isolation/quarantine checklist via email.
  • The student will have 20 minutes to gather personal items and then will walk directly to the space provided. The student must wear a face mask and cannot stop or talk to anyone in the process.
  • The GRD will call the student’s roommate to ask him/her to remain away from the room for an hour. The roommate will then be asked to quarantine in that room and contact tracing will commence. 
  • The student will then proceed to the assigned space and will remain there and monitor and report symptoms until cleared to return to  normal activities by Health Services (for the 14-day period and self-monitor as per instructions by Health Services).

Self Monitoring Instructions: 

  • Self monitoring will include keeping track of all symptoms and seeking emergency medical attention (911) if serious symptoms such as difficulty breathing, persistent pain or pressure in the chest, new confusion, inability to wake or stay awake, bluish color of the lips or face should be present.  
  • Temperature should be monitored with a thermometer and recorded twice a day along with any other symptoms that are noticed.   

Cleaning Protocol

  • The custodial team will wait 24 hours after a student has left a space before  entering the room.
  • The space will be cleaned with an electrostatic fogger first to disinfect.
  • All surfaces will be cleaned including the kitchenette, room keys and table outside the bedroom. 
  • All trash will be immediately disposed of outside the buildings.
  • Keys will be returned to the lock box outside the room.
  • New shower curtains will be placed in the room and cleaning supplies will be replenished.
  1. Libraries and Computer Labs (other facilities as needed)

What is your plan for operation of computer labs and libraries? 

Computer labs and the library will be closed.

  • How will the institution implement social distancing measures and cleaning protocols in these facilities? 

The facilities will be closed.

  • How will the institution follow state occupancy restrictions in these facilities and reduce occupancy?

The facilities will be closed.

  • How will the institution clean and disinfect high-touch areas in these facilities, such as computer terminals? 

The computer labs and library will be sanitized and locked.

  • Will the institution utilize curbside pickup for libraries? If so, how will the plan for curbside pickup be implemented?

Curbside pick-up is not permitted in Stage 1.  If that should change, protocols in place to facilitate curb-side pick-up in Stages 2 and 3 will be used.

6.  Research 

  • What is the institution’s plan for the operation of research and research labs?

All research involving human subjects will be halted. All other research activity will be done remotely in Stage 1.

  • How will researchers be informed about the plan(s) to conduct research?

During all stages,the information will be disseminated university-wide through

  • Email communication to the Department Chairs and Associate Deans from the office of Academic Affairs and the IRB;
  • Updates on the Academic Affairs, IRB, and Graduate Studies portal pages;
  • Updates during Curriculum Committee and Academic Leadership monthly meetings.

In turn, Department Chairs and Associate Deans will disseminate the information via emails to all constituents in their appropriate units. Faculty will also be informed at the Departmental/School meetings. Associate Deans and Department Chairs will remain in close contact with the research teams and will communicate all pertinent information. 

  • How will researchers be encouraged to reduce personal contact and engage in social distancing?

In Stage 1, all research involving human participants will be halted; there will be no personal contact.

  • What will be the cleaning protocol for research labs and research materials?

Labs and materials will not be in use in Stage 1.

7.  Student Services 

  • What is the institution’s plan for student services?

In stage 1, Caldwell University will continue to ensure that all essential services will be available to students remotely. 

  • How will student service departments reduce in-person interactions and implement safeguarding measures, particularly in waiting areas? 

In Stage 1, there will be no in-person interactions.

  • How will students, staff and faculty who are immunocompromised, or otherwise in an at risk category, or those with a positive diagnosis, be able to access student services remotely?

Remote services will be available to all students at all times allowing faculty and staff to deliver assistance virtually from off campus.    

8.  Transportation (if applicable)

  • What is the institution’s plan for transportation on campus?

Caldwell University does not have a campus transportation system.  

  • What is the protocol for transporting sick students who may reside on campus to essential appointments? 

Caldwell University does not have a campus transportation system. Students who require transportation off campus may use a car service option if they do not have their own transportation. Residence Life and Health Services staff will assist students as needed.  If the need is urgent, 911 will be called. 

  • What additional mitigation strategies will the institution take for shared transportation?

Shared transportation such as security vehicles and golf carts will be sanitized between use. 

9. On-Campus Dining

  • What is your plan for food service and dining operations, including compliance with health and safety standards, as well as applicable Executive Orders? 

In Stage 1, only grab and go meals will be provided to a small number of resident students.

  • If you have on-campus student housing, how will those in isolation/quarantine access dining services? 

Students who are in isolation or quarantine spaces will order their food and it will be delivered at designated times of the day to a table directly outside the bedroom of the student for a true contactless delivery. 

  • How will dining employees be trained on appropriate sanitization and social distancing practices and protocols? 

Training will be given to all staff through our contracted vendor, Gourmet Dining Services (Compass brand).  

  • How will institutions limit the number of individuals in a single facility, both indoors and outdoors, in accordance with the state occupancy guidelines?

In Stage 1, there will be no indoor or designated outdoor dining. 

10.  Study Abroad and International Travel (if applicable)  

  • What is the institution’s plan for study abroad programs, domestic and international travel? 

Study abroad programs have been suspended for the 2020 – 2021 academic year regardless of what stage of the restart plan we are in.

Students and employees will not be travelling to campus from states with travel restrictions.

  • How will the institution communicate with students and employees regarding changing travel restrictions?

 The University will continue to use the electronic travel form in the event an employee is expected to come to campus for critical duties in Stage 1.  

11.  Athletics 

Regardless of whether the state moves to Stage 3 or remains in Stage 2, the decision to suspend intercollegiate sports competition for the fall semester has already been made by the CACC.  In Stage 1 all sports competition will be suspended

  • What is the institution’s plan for resumption of athletic programs on campus? 

There will be no in-person athletic activity in Stage 1.

  • What is the institution’s protocol for mandating frequent screening and testing for coaching staff and student-athletes? 

Screening and testing will not be needed in Stage 1.

  • What are the written protocols for student-athlete and staff orientation/trainings regarding the transmission of COVID-19 and the handling of high-touch items? 

All Stage 2 and 3  training protocols will continue in Stage 1 in preparation for resumption of sports activities.

  • How will the institution limit equipment-sharing? 

There will be no use of equipment.

  • How will the institution ensure team meetings are socially distanced with general safeguarding protocols?

Team meetings will only be held virtually..

  • What is the institution’s quarantine/isolation protocol for student-athletes who have tested positive for COVID-19, come into contact with those who have tested positive, or who have developed symptoms?

Athletes who may be in the residence hall during Stage 1 due to extenuating circumstances, will follow all policies set forth in the On-Campus Residential Housing section of Caldwell’s Restart Plan for Stages 2 and 3.

  • How will the institution limit nonessential visitors, staff, volunteers, vendors, and media?

There will be no sports activities on campus in Stage 1.

  • How will student-athletes and athletic staff be educated on policies and protocols prior to arrival on campus?

Student-athletes and staff will receive a copy of the COVID-19 Athletics Plan For Return prior to arrival on campus. Student-Athletes will be required to review and sign the “Caldwell University Athletics Assumption of Risk and Pledge Form.”  Athletic Department Personnel will review and sign the “Caldwell University Athletics Professional Responsibility Statement.” Teams will be scheduled for virtual meetings to review the powerpoint of COVID-19 educational information for athletes(transmission, use high touch Items, protocols for screening) and CU Athletics COVID-19 policy revisions and procedures.  An assessment will be required to be completed prior to clearance for athletics activities. This is the same process outlined in Stages 2 and 3 to be done in anticipation of a return to campus and athletic activity.

  • What are the institution’s protocols for traveling for games or hosting teams in competition?

There will be no intercollegiate competition held in Stage 1.  

  • How will the institution work with local, state, and conference partners to ensure the safety of student-athletes, employees, and other athletic stakeholders? If you submitted a plan to your conference, please share as an attachment. 

There will be no athletic activity in Stage 1.