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Coronavirus

Return to Campus Guide for Faculty & Staff

In light of the ongoing COVID-19 pandemic, Rollins is engaged in an intensive planning effort aimed at resuming on-campus activities to the greatest extent possible, as quickly as is prudent. Rollins College’s policies and protocols for responding to the COVID-19 pandemic are rooted in safety for our faculty, staff, and students. The primary goals for Rollins’ response to the COVID-19 pandemic are to protect, support and continue the institution’s vital mission.

This Return to Campus Guide is intended to provide general instructions applicable to all faculty and staff while on campus. Individual specialized units on campus, such as the Bush Science Center laboratories, the museum, Olin Library, etc., may develop and adopt additional guidelines that are unique to the safety and public health requirements necessary for their operations and facilities. We anticipate that these guidelines will evolve with the changing severity of the pandemic and our ability to respond to it. The College will also adjust its framework subject to state and local regulations and our own public health assessment.

 

All employees are expected to fully comply with the policies, protocols and guidelines outlined in this Return to Campus Guide. Non-compliance with COVID-19 campus health and safety guidelines could result in corrective and/or disciplinary action.

Symptom Monitoring Requirement

Each day, prior to arriving to campus, all employees must evaluate their health for any of the following COVID-19 symptoms:

  • Cough
  • Shortness of breath or difficulty breathing
  • Fever
  • Chills
  • Repeated shaking with chills
  • Runny nose or new sinus congestion
  • Muscle pain
  • Headache
  • Sore throat
  • Fatigue
  • New (GI) gastrointestinal symptoms
  • Loss of taste or smell

The Centers for Disease Control (CDC) offers a helpful self-assessment tool that can be used to monitor for symptoms related to Coronavirus. In addition, the College is currently evaluating applications that can be used on campus for symptom monitoring and recording and will provide further updates as more information is available.

Please take the following steps in the event you have one or more of the symptoms listed above.

  • Stay home. If symptoms develop at work, leave work immediately.
    • Notify your department chair or supervisor.
    • Contact your local health provider.
    • Continue to wear a cloth facial covering to avoid possible virus transmission to others.
  • If you think or know you have COVID-19, and are experiencing symptoms, you may not return to work on campus until you are:
    • fever free for three days; and
    • respiratory symptoms have improved (e.g., cough, shortness of breath); and
    • 10 days have passed since symptoms first appeared or you have received two negative COVID-19 test results in a row, at least 24 hours apart.
  • If you have tested positive for COVID-19 but have not experienced symptoms, you may not return to work on campus until:
    • 10 days have passed since your test or you have received two negative COVID-19 test results in a row, at least 24 hours apart.
  • Remain in contact with your department chair or supervisor and Human Resources regarding necessary steps for returning to work. Do not return to work on campus until you receive clearance to do so from Human Resources.

A list of COVID-19 testing sites can be found at floridadisaster.org/covid19/testing-sites/. Local urgent care centers such as a CentraCare and GuideWell also provide testing.

Support for Vulnerable Persons

We are aware that some members of our community face a greater risk from COVID-19 than others. According to the CDC, individuals with certain conditions may have a higher risk for COVID-19 infection. Those conditions may include the following:

  • Being an older adult (aged 65 years and older)
  • HIV
  • Asthma (moderate-to-severe)
  • Chronic lung disease
  • Diabetes
  • Serious heart conditions
  • Chronic kidney disease being treated with dialysis
  • Severe obesity
  • Being immunocompromised

*Note that these categories may change based on evolving circumstances around the virus as well as public health and regulatory guidance. Please visit the CDC website for updates.

If you are at a higher risk for COVID-19 based on the above risk factors, you should discuss any concerns you have regarding workplace safety with your supervisor. You do not need to disclose any specific medical information or medical history to your department chair or supervisor, only that you, someone you care for, or a member of your household meets the higher risk criteria defined by the CDC guidelines listed above.

If you believe you need an accommodation in order to safely perform your job responsibilities, please complete the COVID-19 Reasonable Accommodation Request Form and submit it to humanresources@rollins.edu. You may be asked to have your health care provider complete a Medical Provider Request Form. The College will consider your request for accommodation in relation to the requirements of your position and the operational needs of the College, and may also consider and implement alternative reasonable forms of accommodation that will effectively address your limitations.

Rollins will proceed through a phased resumption of on-campus activities in accordance with state and local regulations and our assessment of the readiness and safety of our community. This process will involve a phased return of employees over time in a coordinated process to ensure appropriate social distancing, availability of personal protective equipment (PPE), and any other needed measures as determined by public health experts. The timing and sequence of our resumption of on-campus activities will be based on our assessment of mission-critical operations, ability to control and manage specific work environments, and operational needs. Once approved, all decisions regarding the phased repopulation of campus will be communicated by email and other means to all faculty and staff by representatives of the College’s leadership team.

The phased return to campus will be carefully coordinated to mitigate potential risks and protect the safety of our community members. Departments should not increase on-campus activity levels beyond what is needed to support critical on-site operations without approval from their dean, vice president, or other senior leader. Once decisions to expand on-site activities in certain areas have been made and communicated to those affected, employees should follow the policies and protocols detailed in this guide for returning to campus.

The Rollins College Emergency Management Team will closely monitor the potential spread of the virus and implement procedures to mitigate the spread. If localized outbreaks emerge, tighter restrictions and reduced staffing may result. Please visit the Rollins College Emergency Management website for continuous updates.

Face Masks

While present on campus, all faculty and staff are required to wear a face mask or covering. The only exceptions are for those working alone in private office settings and those who work outdoors, independently, and who are able to maintain greater than six (6) feet of distance from others at all times (i.e., groundskeepers). Otherwise, mask wearing is required at all times, both indoors and outdoors while walking around campus.

Wearing face masks is one of the most important actions we can all take to eliminate the spread of the virus because face masks are useful in both preventing illness in healthy individuals and in preventing asymptomatic transmission. Wearing a mask is not only about self-protection; it is also about protecting others from infection. When a community wears face masks consistently, the number of COVID-19 cases is reduced. Learn more about how face masks curtail community transmission here.

Disposable face masks may only be worn for one day and then must be placed in the trash. You may also wear a cloth face mask. This will help Rollins reduce the need to purchase additional face masks, which are in short supply. Cloth face masks must only be worn for one day, and must be properly laundered before use again. We suggest having a small supply of cloth face masks, which can help reduce the need for daily laundering.

We are currently in the process of acquiring cloth face masks for each employee. Once these are available, we will distribute them to all department heads to ensure each employee on their team obtains a bag with three face masks. It is currently advised that you come to campus prepared with your own face mask. Please visit the CDC website for additional information and instructions on how to utilize face masks.

Face masks may vary (e.g., bandanas or neck gaiters are acceptable). At a minimum, cloth face masks should meet the following requirements:

  • Fit snugly but comfortably against the side of the face
  • Be secured (e.g., with ties or ear loops)
  • Cover the nose and mouth
  • Allow for breathing without restriction but should not have holes or vents
  • Be able to be laundered without damage or change to shape

We do not recommend the use of medical grade or N95 masks. Masks with relief valves should not be worn on campus as they do not protect others. Exceptions that are aligned with job duties may be made.

Use and Care of Face Masks

For details regarding cloth face masks, including how to create, wear, and care for home-made face masks, visit the CDC website.

When putting on a face mask, do the following:

  • Wash hands or use hand sanitizer prior to handling the face mask.
  • Ensure the face mask fits over the nose and under the chin.
  • Situate the face mask properly with nose wire snug against the nose (where applicable).
  • Tie straps behind the head and neck or loop around the ears.
  • Throughout the process: Avoid touching the front of the face mask. Try to avoid adjusting the face mask during the day and wash hands/use sanitizer after any adjustments.

When taking off a face mask, do the following:

  • Avoid touching eyes, nose, or mouth.
  • Loop finger into the strap and pull the strap away from the ear or untie the straps.
  • Wash hands immediately after removing.

Care, storage, and laundering of face mask:

  • Keep face mask stored in a paper bag when not in use.
  • Cloth face masks may not be used more than one day at a time and must be washed after use. Cloth face masks should be hand washed or laundered with regular soap or clothing detergent before first use and after each shift in accordance with CDC guidance.
  • Cloth face masks should be replaced immediately if soiled, damaged (e.g., ripped, punctured) or visibly contaminated.
  • Disposable face masks must not be used for more than one day and should be placed in the trash after your shift, or if they are soiled or damaged (e.g., stretched ear loops, torn or punctured material) or visibly contaminated.

Face Shields

  • Face masks protect each other better than a face shield alone.
  • When it is not possible to maintain a 6 foot physical distance, such as in a laboratory setting or Hume House or office hours (in a smaller office), a face mask plus a face shield offers more protection.
  • Under special circumstances, a face shield may be used instead of a face mask. For example, someone with an accommodation for breathing issues or language learning situations (especially for young children) or when an individual in the group is hearing impaired and needs to read lips (we are investigating the pros and cons of clear masks vs face masks in this case).

Each faculty member may request a face shield though their department chair. Accommodation forms should be completed through HR if there is a need for an accommodation (breathing, hearing impairment, etc.).

Physical Distancing

Keeping space between yourself and others is one of the best practices we have to avoid being exposed to the COVID-19 virus and to slow its spread. Since people can spread the virus before they know they are sick, it is important that they stay away from others when possible, even if they have no symptoms. Physical distancing is important for everyone—and required by the college—especially to help protect people who are at higher risk of getting sick. Everyone on campus is expected to follow physical distancing practices noted below:

  • Stay at least 6 feet (about 2 arms’ length) from other people (inside and outside).
  • Limit the size of any group gatherings as much as possible, but in no case exceed State of Florida guidelines.
  • Stay out of crowded places and avoid large gatherings to the extent possible.
  • Engage in noncontact methods of greetings that avoid handshakes.
  • Stagger breaks and mealtimes during the day to reduce population density.
  • Use designated areas and maintain at least six (6) feet of separation for meals.

Handwashing

Employees should wash their hands often with soap and water for at least 20 seconds, especially after they have been in a public place or after blowing their nose, coughing, sneezing, or touching their face. This is about the time it takes to sing “Happy Birthday” twice. To generate a handwashing poster for your favorite song, head to https://washyourlyrics.com/.

Employees should also wash their hands as they enter and leave various on-campus spaces and before eating. Employees should avoid touching their eyes, nose, and mouth, and wash their hands after touching their face. If soap and water are not readily available, employees should use hand sanitizer that contains at least 60 percent alcohol, covering all surfaces of their hands and rubbing them together until dry.

Gloves

Employees working in high-risk areas should use gloves as part of PPE (personal protective equipment), but according to the CDC, gloves are not necessary for general use and do not replace good hand hygiene. If a task or on-campus area DID NOT require gloves prior to the pandemic, gloves are not required now. If a task or on campus area (e.g., laboratory) required a specific type of gloves as PPE prior to the pandemic, those requirements remain in place. Lab gloves should not be worn in common areas. Washing hands often for a minimum of 20 seconds is considered the best practice for common everyday tasks.

Goggles/Face Shields

Employees do not need to wear goggles or face shields as part of general activity on campus. Good hand hygiene and avoiding touching your face are generally sufficient.

We are ordering face shields for individuals that feel an increased risk and their role will make it difficult to remain socially distant. The face shield is to be worn over the mask and is optional for personal protection. Face shields may also be requested by those who are unable to wear a mask for documented health reasons. Such requests will be evaluated on a case-by-case basis.

All Other Personal Protective Equipment (PPE)

All other types of PPE required for a specific task or specific on-campus area (e.g., laboratory) should not be altered or substituted due to the pandemic without consultation with Campus Safety or the PPE Taskforce (John Overberger, Scott Rayburn, and Denise Snyder). For labs, rules remain in effect to remove all PPE prior to leaving the lab.

Coughing/Sneezing Hygiene

Those in a private setting who are not wearing a face mask should remember to always cover their mouth and nose with a tissue or use the inside of their elbow when they cough or sneeze. Afterwards, individuals should immediately throw the tissue away and wash their hands with soap and water for at least 20 seconds. If soap and water are not readily available, they should clean their hands with hand sanitizer that contains at least 60 percent alcohol. If a person has been sneezing/coughing into their face mask and it becomes contaminated with mucus, they should change the face mask and launder or dispose of it.

Plexiglass

Plexiglass shields and barriers are intended for, and will only be installed in, high-traffic areas and public spaces where face mask-wearing and social distancing are not possible. Transactional areas such as Campus Safety, the circulation desk at Olin Library, points of sale in Rollins Dining facilities, the Wellness Center, and other key areas across campus that fit within this traffic pattern are priorities for plexiglass installation. We do not plan to provide or install barriers and shields in individual offices. Instead, we recommend that individuals wear a mask and maintain a safe social distance when interacting with students or other faculty/staff members. If an individual has an underlying medical condition and has concerns about their safety, they are advised to speak with their dean or department head to come up with an alternative solution.

Cleaning/Disinfection

Cleaning/disinfection is a shared responsibility among our campus community. Facilities-Housekeeping crews will clean common areas, lobbies, restrooms, classrooms, and conference rooms daily based on CDC guidance. They will also perform limited cleaning in private offices (i.e., vacuuming, dusting, and waste removal). Housekeeping will also provide additional cleaning of high touch points (stairwell and room door handles, elevator buttons, etc.) with an EPA-certified product multiple times daily.

Additionally, building occupants will be expected to clean tables, desks, or other surfaces with which they made contact and wipe down personal workspaces. Individuals must wipe down all areas with a cleaning agent before starting activity in a space, and before leaving any room in which they have been working. This includes any shared-space location or equipment (e.g., copiers, printers, computers, A/V and other electrical equipment, coffee makers, desks and tables, conference tables, light switches, doorknobs, etc.). People should avoid using others’ phones, desks, offices, or other tools and equipment, and should clean and disinfect them before and after use. Cleaning supplies will be purchased and made available for individual office and meeting spaces.

Please visit the CDC website for additional information and instructions on cleaning and disinfecting your facility.

Smoking and Vaping

Smoking and vaping are prohibited on campus and campus properties for the duration of the pandemic in order to ensure universal face coverings and avoid the known negative effects on individuals with COVID-19.

In an effort to maintain required social distancing measures and minimize the potential risk of COVID-19 spread within our community, alternate modes and schedules of work should be considered by each department head. These work modes and schedules should take into account the type and nature of work performed and the needs of those being served, with the goal of optimizing our students’ in-person learning experiences to the fullest degree possible within existing conditions.

Remote Work

Those who can continue to fulfill their administrative, programmatic, technical, and advising work responsibilities remotely in a manner consistent with their departmental and College objectives should do so in order to reduce the number of individuals on campus and the potential spread of the COVID-19 virus.

Hybrid Model (Blended Remote & On-Campus)

Where fully remote work is not possible or practical, departments may consider hybrid schedules in which employees in a department split their time between on-campus and remote work in a manner coordinated by the department head.

Alternating Days/Shifts

For those whose job responsibilities can only be performed on campus, departments should consider alternating work-days and modifying schedules where possible and practical to de-densify work spaces.

Staggered Schedules (Reporting/Departing)

The beginning and end of the workday typically bring many people together at common entry/exit points of buildings. Staggering reporting and departure times by at least 30 minutes will reduce traffic in common areas to meet social distancing requirements.

All alternate work and scheduling modes must be approved by your department head.

Entry/Exit

Departments and building coordinators should identify usable building access points and coordinate arrival and departure times of staff where necessary to reduce congestion. Where practical, some doors may be designated and marked “entrance” or “exit” only, however, building entrance and exit ways should not be blocked.

Public Transportation

Employees who use public transportation to commute to work must wear face masks while riding a bus or train and avoid touching surfaces with their hands to the maximum extent possible. Upon disembarking, individuals should wash their hands or use hand sanitizer with at least 60 percent alcohol as soon as possible and before removing their face mask.

Office Environments

Employees who work in an open environment must maintain at least six (6) feet of distance from co-workers and should wear a face mask at all times while in a shared workspace/room. If you work in an individual office, no more than one person should be in the same room unless the required 6 feet of distancing can be consistently maintained. If more than one person is in a room, face masks should be worn at all times. A face mask is not required if you are working alone in a confined office space (does not include partitioned work areas in a large open environment). Face masks should be worn by any employees in a reception/receiving area. Face masks should be used when inside any Rollins facility where others are present, including walking in narrow hallways where others travel and in break rooms, restrooms, conference rooms, and other meeting locations.

All department heads should evaluate their office environments to determine whether they can be rearranged in ways that might improve social distancing, whether signage and barriers would be beneficial in controlling access/movement through a workspace or clarifying expectations of employees and customers, and appropriate locations for sanitizer and other necessary PPE and supplies. Departments that require assistance in evaluating their work spaces should contact the Purchasing department.

Physical distancing signage has been developed. Posters will be distributed to departments once they return to campus (via campus mail) to post in building doorways, around office spaces, or as needed. An 8.5x11 (letter sized) PDF and customizable sign will be distributed in At A Glance and can be printed on in-office printers.

Restrooms

Maximum occupancy of restrooms should be limited based on the number of sinks to ensure appropriate social distancing. Continue to maintain social distance while in restrooms by using every other sink. Do not congregate in the restroom while waiting for a stall. After using the restroom, wash your hands for a minimum of 20 seconds to reduce the potential transmission of the virus.

Elevators

Use of elevators should be limited where possible to avoid close proximity with others in a confined space. We highly recommend use of stairs as much as possible. While using the elevator, face masks must be worn, and individuals should press elevator buttons with another object, knuckle, elbow, etc., if possible. Everyone should wash hands or use hand sanitizer with at least 60 percent alcohol upon departing the elevator. Elevators are an area designated for more frequent cleaning.

Meetings

Convening in groups increases the risk of viral transmission. Virtual meetings should be the norm at this time using the extensive range of available collaboration tools (e.g., WebEx, Microsoft Teams, telephone, etc.). In-person meetings are limited by the restrictions of local, state, and federal orders and should not exceed 50 percent of a room’s capacity, assuming individuals can still maintain 6 feet of separation for social distancing requirements. Departments should remove or rearrange chairs and tables or add visual cue marks in meeting rooms to support social distancing practices between attendees. All attendees should wear a mask or face covering while sharing space in a common room.

During time on-site, employees are encouraged to communicate with colleagues and supervisors as needed by email, instant message, telephone, or other available technology (e.g., WebEx, Microsoft Teams) rather than face-to-face.

Meals

Before and after eating, employees should wash their hands thoroughly to reduce the potential transmission of the virus. If dining on campus, individuals should wear a face mask until they are ready to eat and then replace it afterward. Employees are encouraged to eat outside if possible. If you must eat in a break room or shared office, you should maintain 6 feet of distance between yourself and others. Individuals should not sit facing one another. Departments should remove or rearrange chairs and tables or add visual cue marks in employee break rooms to support social distancing practices between employees. Individuals should wipe all surfaces, including tables, refrigerator handles, coffee machines, etc., before and after using them in common areas. Sharing of food and utensils and self-service food and drink offerings should be avoided.

Illnesses of Employees

Supervisors should immediately notify Human Resources if an employee does not report to work or leaves work and is experiencing symptoms of COVID-19. In such cases, employees must not return to work on campus until they have been cleared by Human Resources.

Addressing Non-Compliance with Guidelines

All faculty and staff are expected to adhere to the guidelines outlined herein and are empowered to request adherence by those who are not complying. Non-compliance places our community at risk for spreading the virus which could endanger community health and result in further disruption of our educational activities. Department heads are responsible for ensuring compliance and taking corrective measures as necessary to address any issues of non-compliance.

The College recognizes that the situation with COVID-19 may be stressful for employees, especially those with family and friends who are affected. We offer support through our Employee Assistance Program (EAP) administered by Resources for Living. Various tools and resources are available, including six free counseling sessions which may be administered remotely, as well as webinars and podcasts. This benefit extends to all employees, including spouses, dependents, and household members.

For additional resources available through your ICUBA benefits, please click here.

During this public health crisis, as at any other time, Rollins is committed to maintaining an educational, working, and living environment that is caring, compassionate, inclusive, and welcoming. COVID-19 can infect and be transmitted by anyone through no fault of their own regardless of age, preexisting health conditions, family status, race or ethnicity, national origin, occupation, or other identity. The disparate treatment or stigmatization of others based on false or negative assumptions, or about COVID-19, is incompatible with our policies and community standards. If you experience or observe behavior by another community member that is incongruent with our policies and standards, please contact Human Resources.