REOPENING TASK FORCE REPORT - flagler.edu€¦ · 6 Reopening Task Force Report: version ul 020 These plans were developed with the information available at the time. As with any

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Reopening Task Force Report: version 1 - July 2020

REOPENINGTASK FORCEREPORT

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Table of Contents

Section 1:Health Safety

Operations

Academic Continuity

Student Support

Residence life

Dining Services

Meetings, Events, Travel, and Visitors

Technology

Communication

Legal Implications

Mask Cloth Policy

Employee Positive COVID-19 Case Protocol

Return to work

Minimum technology requirements

Important dates

COVID FAQ

Reopening Task force members

Section 3:

Section 4:

Section 5:

Section 6:

Section 7:

Section 8:

Section 9:

Section 10:

APPENDIX A:

APPENDIX B:

APPENDIX C:

APPENDIX D:

APPENDIX E:

APPENDIX F:

APPENDIX G:

Section 2:

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Introduction and Executive Summary:

The Fall is of course going to look a lot different for all of us. But

we’re committed to ensuring that the Flagler experience includes

everything that makes a Flagler education special: a personalized,

transformative education; an engaging and inclusive campus with

a vibrant student life; and a welcome into the Flagler campus and

the beautiful city of St Augustine.

Flagler’s size and close-knit campus community allows us to

manage this crisis more flexibly and carefully than some other

institutions. We’ll be guided throughout by the values that define

us. One of those Core Values is stewardship, which means an

abiding and active care for each other — the health and well-

being of everyone will be our top priority.

The purpose of this report is to provide a framework for Flagler

College’s safe opening in the fall 2020 semester amidst the

COVID-19 pandemic. This report is a dynamic document,

meaning it will constantly evolve as new information becomes

available. It is incumbent upon everyone to stay current on the

latest guidelines and recommendations put forth by the College.

It is imperative that everyone on campus do their part to keep

the Flagler community healthy. The recommendations in this

report, as well as future recommendations, are based on state and

federal regulations, as well as the Centers for Disease Control and

Prevention (CDC) and Flagler’s health partners’ guidelines and

advice.

Continued to next page

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This report focuses on ten areas and includes recommendations

that can be applied across campus and programs, thereby

creating a framework for a healthy Flagler community.

Health and Safety

Operations

Academic Continuity

Student Support

Residence Life

Dining ServicesMeetings, Events, Travel and Visitors

Technology

Communications

Legal Implications

President Joyner created a reopening task force, divided into

two parts – operations and fall contingency. These two groups

worked together to develop recommendations and policies that

would enable Flagler College to resume face-to-face classes in

the fall. The core of their work focused on mitigation efforts such

as cleaning, distancing, and face masks as well as reviewing the

academic calendar and course schedules. Throughout the process,

the task force has referred to CDC and Health Department

guidance, consulted with health partners at Flagler Health+, and

similar private and public colleges and university working groups.

Overview


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The plans set forth in this report focus on individual

responsibility regarding hygiene and protective practices, and

the responsibility of the College to provide safe conditions for

students and employees. Everyone on campus is expected to

monitor their health and stay home if they exhibit symptoms.

The College will provide a health screening tool to assist in these

efforts. COVID-19 can only be contained if individuals behave

responsibly and demonstrate care for their community.

As new information becomes available, plans will be revised and

noted below. This document and its future editions will be found

on www.flagler.edu/coronavirus.

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These plans were developed with the information available at the

time. As with any plan, it will evolve as the situation changes, and

new information is available. The safety and well-being of the

College community are at the forefront of all decision making,

as are the College’s Core Values - Transformative Learning,

Respectful and Inclusive Community, Citizenship with Integrity,

Thoughtful Stewardship.

This plan was developed with the understanding the College must

do everything it can to protect the core mission and operation of

the College. A key component in safeguarding College operations

is ensuring the health and safety of the campus. To do this, the

task force attempted to identify potential risks and mitigation

factors. Therefore, some guidelines outlined in this report

may exceed government guidelines. However, the Task Force’s

recommendation is to take these measures if it can help prevent

the spread of infection and disruption to the College’s mission

and operations.

Assumptions:

Guiding Principles:

Guiding Principles and Expected Outcomes:


Expected Outcomes:The task force has identified the potential risks of resuming on-

campus operations and believes the steps outlined in this report

will provide reasonable mitigation to those risks. However, these

risks can only be mitigated if every individual in the campus

community does their part in following the recommended

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It is the expectation of the task force that individual divisions

and departments will be able to use this report to develop specific

modifications to program delivery and operations. It is believed

that Flagler College departments and divisions know their area

best and will be able to make appropriate adaptations that follow

these guidelines.

guidelines. It is the responsibility of every individual to modify

behavior and procedures in order to maintain the overall health

of the community.

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Section 1: Health Safety

Hygiene

Masks

Anyone who is on the Flagler College campus must wear a cloth

facial covering, as referenced in appendix A, unless they are in a

private space. Students are instructed to bring at least three cloth

face coverings when they return to campus in the fall. Employees

will be provided with one cloth face covering.

The health and safety of the campus community can be

maintained through preventative actions, robust education,

continuous monitoring, reliable testing and thorough contact

tracing programs. Every member of the campus community

must be diligent in their efforts and hold themselves and others

accountable to the guidelines outlined below.

Preventative Actions

Wash your hands with soap and water frequently

Do not touch your face, especially your mouth or

nose

Use hand sanitizer with a minimum of 60% alcohol

Cover your mouth and nose with an elbow or tissue when sneezing

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Physical Distancing

People are expected to stay 6’ from each other at all

times.

Signage will be placed around campus reminding

individuals to stay 6’ apart.

To encourage physical distancing, some entryways,

hallways and stairwells will be limited to one direction.

Elevator use should be limited to those with mobility

conditions. Elevator capacity should be limited to one

person per trip.

Keeping the College community healthy is dependent on

a strong education program. A communication plan for

maintaining a healthy community is being developed, as

well as policies that address accountability standards for

compliance. Community standards and accountability

will be addressed by supervisors on a regular basis.

Student programming will address these standards

throughout the school year, beginning with summer

orientation and Welcome Week.

The constant monitoring and assessment of community

health is an imperative component of stopping the

community infection. Flagler College is partnering with

Flagler Health and Healthfully to provide a health screening

app for students, staff and faculty - Flagler Health+

Anywhere. Use of this app or its web component is required.

The app is HIPPA compliant and has strict privacy controls.

Education

Monitoring

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Each morning, an individual will answer the screening

questions in the app. Based on the answers provided, an

individual will be cleared for coming to campus or will

be alerted to take further action such as a telemedicine

appointment, quarantining or testing.

Human Resources and Health Services will have access

to a client dashboard that indicates who is not cleared

to be on campus, who has not completed the screening

and if anyone is considered at risk for infection. Testing

for COVID-19 is coordinated through the app and all

positive results trigger a notification to the Health

Department, Human Resources and Health Services.

CDC, Flagler Health and the St. Johns County Health

Department recommend constant education about

good hygiene and mitigation efforts such as physical

distancing and mask wearing. At the time of this report,

universal testing was not recommended. However,

students returning to campus in the fall are instructed

to undergo daily health screenings two weeks prior to

arrival. Additionally, individuals who exhibit symptoms

will be instructed to undergo testing in addition to

quarantining.

Staff in Human Resources and Health Services

have undergone contact tracing training offered by

Johns Hopkins University. All contact tracing will be

conducted under guidance of the St. Johns County

Testing

Contact Tracing and Isolation

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Health Department. Any employee or student who has

come in contact with a known positive case must begin

quarantine and notify Human Resources (employee) or

Health Services (student).

A contact is considered someone who has come in

contact with a known positive case (2-days prior to onset

of symptoms). Contact is defined as being within 6’ for

more than 15 minutes without wearing a mask.

In the event that an employee contracts COVID-19,

Flagler College will take the appropriate steps of:

Step 1

Step 2

Step 3

Step 4

Step 5

Once a supervisor is notified that his/her employee has

tested positive for the coronavirus, then the supervisor

should send the employee home immediately (or tell the

employee to stay home). The supervisor is not to share

this information with any other employees.

Within minutes, the supervisor is to contact their

respective Divisional Leader (DL) immediately to

disclose that their employee has notified them that they

have tested positive for the coronavirus.

The DL will contact the Assistant to the President (AP)

and the Chief HR Officer (CHRO) to notify of positive

case. If the DL does not receive acknowledgement of

their outreach, attempt to contact the AP and CHRO

using alternative methods (i.e., if you called with no

answer, follow up with a text and email).

The AP will notify the President of the College (PC)

The AP and CHRO will call an urgent meeting for the

Vice President of Marketing and Communications

(VPMC), Director of Risk Management (DRM), Nurse

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Practitioner (NP), and the impacted DL to implement the

positive case protocol.

Step 6

Step 7

Step 8

Step 9

Step 10

The NP and/or HR will work with the DL and supervisor

to identify close contacts and determine who needs to be

quarantined. HR and/or NP will handle communication

to identified employees; not the supervisor.

The NP and/or HR will contact anyone who is identified

as a close contact of a positive case and notify the

employee that they should be tested and quarantine

for 14 days, no matter if they are symptomatic or

asymptomatic. The employee will be instructed to

contact their immediate supervisor to discuss the

transition of work if needed.

The DRM will ensure that the location of the employee

who tested positive is deep cleaned in accordance to

OSHA standards and communicate to appropriate

leaders once completed.

The CHRO will coordinate and communicate “return to

work” process for quarantined employees

The DL will meet with the team members of the

impacted employees to notify them that the quarantine

period has been completed and/or the employee(s) have

been cleared to work.

In the event a student contracts COVID-19, Flagler

College will take the appropriate steps of:

Step 1 Once Health Services is notified that a student has tested

positive for the coronavirus, then Health Services will

inform the student to self-isolate (either in their off-

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Step 5 The Dean of Students will contact the students on the

“close contact” list to notify them that they should begin

quarantining. The CHRO will contact the employees on

the “close contact” list to notify them that they should

begin quarantining. Monitoring of symptoms and

testing will proceed based on College guidelines and CDC

recommendations.

The Flagler College Tallahassee campus will follow a

similar process as noted above, but the Dean of FC-T

will take a lead role in ensuring the proper protocol is

followed.

Step 2

Step 3

Step 4

Health Services is to contact the Vice President of

Student Affairs and the Director of Risk Management

(DRM) to disclose that a student has tested positive for

the coronavirus.

The VPSA and DRM will notify the President of the

College (PC), the Assistant to the President (AP), the

Dean of Students, the Dean of Academic Life and the

Vice President of Marketing and Communications

(VPMC) of the positive case.

The VPSA and DRM will work with the Dean of Students

and Dean of Academic Life to identify close contacts

and determine who needs to be quarantined. The DRM

will notify the Chief Human Resource Officer if any

employees were identified.

campus residence or in an isolation room). Per HIPPA,

Health Services is not allowed to share this information

with any other employees, except as noted below.

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A campus communication will be sent upon learning

of a positive case on campus. The communication will

not reveal the identity or location of the known case to

protect the privacy of the individual as required by law.

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Section 2: Operations

The College is deeply committed to keeping the campus

community safe and healthy during this unprecedented global

pandemic. In furtherance of this goal, Flagler College has

established a new Sanitization and Disinfection Policy to mitigate

the spread of COVID-19 in the workplace. The college will use

an EPA-registered household disinfectant or a bleach or alcohol-

based solution consistent with CDC guidance.

A cleaning plan is being developed for each building. The

plan will outline the areas housekeeping will clean, the

Cleaning and Preparation of Campus:

Cleaning responsibilities

Office Responsibility

Housekeeping

Kitchen & Pantry

Bathrooms FloorsCommon Surface area

Walls & GlassEmployee Desks

frequency and how/when cleaning mitigation will occur

if a positive case came in frequent contact with a space in

the building.

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Cleaning frequency

Classroom cleaning

Organization of public spaces

Preventative installations

Sanitization and disinfection of common areas as well

as frequently touched surfaces will take place at the

following intervals:

Housekeeping staff will complete thorough cleanings at

night and routine cleanings during the day.

Occupancy for public spaces should be reconfigured to

allow for physical distancing. This can be accomplished

via signage, furniture removal or layout, and/or

cordoning off seats.

It is recommended that plexiglass shields be installed

at publicly facing workstations such as point of sale and

receptionist desks. All purchasing of such equipment

should be coordinated through the Purchasing

Department.

Students/faculty will clean individual workstations with

wipes and/or sprays before each classroom session.

The objects/surfaces in the main lobbies, hallways,

cafeteria, and bathrooms will be cleaned frequently

during the day by housekeeping staff.

Workstations (desks, chairs, keyboard, and other

commonly touched surfaces) and all floors will be

cleaned daily by individuals in that space.

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Phased Approach for Return:

Review of phases

PTO use

The return to work implementation (Appendix C Return

to Work) will happen over a period of time as the College

progresses through three different phases, each with its

own set of criteria.

It is important to note these phases may be fluid, and the

campus could re-open before a full entry into Phase 3. It

will be necessary for divisional leaders and supervisors to

work with their employees and HR to develop staggered

shifts to allow for reduced office capacity while providing

student support.

If an employee is unable to work from home and is

unable to return to work due to school/daycare closures,

the employee will be required to utilize PTO.

If an employee is 65 or over in age/has a pre-existing

medical condition and is unable to work from home

due to heightened risk, the employee will be required to

follow and apply for FMLA.

Final decisions to open offices will be made by the

President.

Phase 1: Offices open for all critical employees and

maintenance and custodial employees

Phase 2: Offices open with limited capacity

Phase 3: Offices are opened with full capacity

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Employees who have been identified as essential by

their Divisional leaders are able to volunteer to return

back to work during Phase 2. Since essential employees

are capable of working from home, then they are not

required to utilize PTO unless they are taking time off

and/or unavailable to work.

Divisional leaders will work with their employees to

determine the appropriate number of people allowed in

the office at a given time. Staggered schedules and shifts

will be considered where appropriate.

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Section 3: Academic Continuity

Education Delivery

Academic semester

Classroom capacities and layouts

Contingency plans for outbreaks

We will hold to the standard academic calendar for the

Fall in terms of instructional days. Changes are planned

to stagger move-in days/etc. and to urge students to limit

travel in accordance with health and safety guidelines.

An ad hoc committee of the Office of Academic Affairs

has been established to develop classroom capacity

plans, including a review of technology in each room.

The College anticipates that every faculty member and

student must enter the fall semester prepared for any of

the three contingencies:

Courses should be prepared for the contingency of

instruction moving online beginning Thanksgiving week

and through Finals, should it be appropriate to do so

in order to limit travel back-and-forth from campus for

health reasons.

This will not affect graduation, set for December 12th.

A relatively traditional on campus experienceSome version of a “hi-flex” (or hybrid) form of

instruction

The need to pivot at any time to entirely remote

instruction

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Faculty preparation for hi-flex delivery

Addressing faculty concerns

All Flagler College faculty during the summer of 2020

will participate in a series of workshops designed to help

them prepare for the contingencies of hi-flex or entirely

remote instruction. These workshops will be self-paced

and asynchronous.

Any member of the faculty (full-time or adjunct)

concerned about returning to campus because of the

COVID-19 pandemic must submit a request to teach

remotely for the Fall semester to the Office of Academic

Affairs no later than Tuesday, June 30th and include

any technological needs they may have.

These will be developed by the Office of Online Education

and Instructional Design in conjunction with the Center

for Teaching and Learning.

Faculty working entirely remotely for the fall will

participate in these workshops, with complementary

programs offered in the summer and fall.

Faculty requests need to be submitted no later than

Friday, July 10th. They will be notified no later than

Friday, July 17th.

Faculty teaching remotely for the semester will be

required to participate in a series of faculty development

workshops in addition to those that will be required of

all faculty this summer. The additional sessions will be

required in the summer and during the fall. There will

be a set of expectations developed by the Office of Online

Instruction to ensure the quality of online offerings and

regular oversight by college administration.

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Addressing student concerns

Students requesting to work remotely for the fall must

provide appropriate documentation.

Any international students will be accommodated who

have travel or health restrictions, which necessitate that

they participate in courses remotely.

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Section 4: Student Support

Student engagement is a critical piece to a student’s time

and success at an institution. The balance between academic

learning, social learning, and community interaction is

imperative to a student’s ability to connect with the institution,

find their place, and continue to feel confident and safe at

the College. To ensure we still provide student support and

engagement opportunity, the Division of Student Affairs will

implement the following:

Attendance will be limited to 50 attendees in one

location as per CDC guidelines

Alternate plans will be deployed for each event

depending on the guidelines and requirements at the

time of the event including:

Classroom and room capacities will determine scope of

event and implementation of program

FECFEC

Spreading out events outside to utilize the West Lawn, Palm Garden, Kenan Gazebo, etc.

Implementing virtual events when necessary in place of in-person events

Hosting the same event in multiple places (Casino Night, movie showings in multiple classrooms)

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Touchless check-in process through CampusGroups

allows any event host to coordinate attendance tracking

through a QR scan by attendees. Accomodations will

be provided to students who do not have access to a

smartphone.

Appointments can be held virtually or in-person if the

office space allows for physical distancing requirements.

Sanitizing protocols will be put into place with each office

after each appointment.

Alternate office space will need to be considered for

offices without the ability to maintain 6-feet physical

distancing recommendations.

Signage will be placed at front desk areas for student

check-ins. Sanitizing protocols will be put into place with

front desk staff after each student check-in.

Depending on CDC guidelines for physical distancing,

group advising/workshops will need to find alternate

spaces or move virtually.

Group advising sessions planned for new students during

Welcome Week will be moved to virtual delivery prior to

student arrival. CACE will communicate with students on

when and how to access their meeting and will provide

options to accommodate student schedules.

One-on-one support systems in place for students will continue as

needed. Though not an exhaustive list, this includes counseling

center appointments, academic advising, career development

meetings, and advising.

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Accommodations for at-risk students

Student Agreement/Behavior Expectations

Workshops and other informational sessions will be

recorded and later posted to share with students unable

to attend due to health risks, quarantine, and comfort

level.

All students will complete a COVID-19 training in Canvas

prior to arriving to campus.

Campus policy on wearing a mask and physical distancing:

Virtual appointments can be requested via Handshake

for Career Development and CACE with confirmation

from a staff member upon approval of appointment.

Students may request accommodations through the

Disability Resource Center or the department hosting the

event/session.

As a direct result of the current global pandemic, Flagler

College has instituted a policy that insists that all faculty,

staff, and students wear masks and remain 6’ apart in

any and all public/common spaces.

Faculty and staff reserve the right to remind and

encourage students to adhere to this policy at all times.

Faculty reserve the right to ask students to leave their

classroom if a student is not adhering to the mask and/or

social distance policy.

Faculty may also refer these students to the Dean

of Students

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Staff reserve the right to deny services to students who

do not adhere to the mask and/or social distance policy.

From a conduct perspective, this policy will be enforced

in the same manner that the no-smoking policy is

enforced – with a heavy lean towards education

rather than punitive action in the absence of a flagrant

violation.

A “flagrant” violation will be one that includes:

Staff may also refer these students to the Dean of

Students

Purposely coughing on or in the direction of

another personRefusing to wear a mask in public/common

spaces after repeated requestsStanding inside of 6’ of someone after being

asked to observe social distanceNonconsensual touching or hugging

The Dean of Students reserves the right to sanction any

student who is found to be flagrantly in violation of the

mask and/or social distance policy.

A community standard agreement is being developed

that all students and employees must pledge to uphold.

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Section 5: Residence Life

Bringing Students Back to Campus:

Housing occupancy

Move-in

In order to provide for physical distancing measures

and CDC recommendations, Residence Life has reduced

occupancy to ensure no room has more than four beds

and all beds are placed 6’ apart.

Move-in will be done over a three-day period. Students

will be assigned a date and time frame for move in. If a

student needs a different time, they will complete the

Change Request form, and Residence Life will discuss it.

There will be directional signs, and emergency stairwells

will be used to assist with directions. Volunteers can

assist in directional guidance.

Guests and students must submit to a temperature check

and health screening upon arrival.

Students will be informed that arriving before or well

after their assigned day/time could result in them being

asked to wait until it is safe for them to begin the move-

in process.

Bunking of beds is not permitted.

Students are encouraged to sleep head to foot to further

distance from one another.

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Two guests will be permitted per student to assist with

move in.

Students are not permitted to bring visitors into the

residence halls, with the exception of the two visitors

allowed on move-in day. Students may not visit other

residence halls at which they do not reside.

Students who move in on day one will be restricted to

their rooms/halls/floor during day two move-in hours or

be invited to attend an orientation event.

Students who move in on day one and/or day two will

be restricted to their rooms/halls/floor during day three

move-in hours or be invited to attend an orientation

event.

Students will be notified of the start and stop time of

restricted hours to ensure that they are not creating

unnecessary traffic or disrupting physical distancing

measures during move-in.

Each of the halls will be broken up into different sections,

based on the size of the hall.

Recommendations are based on a review of the entrance

and exit areas.

Ponce – 50 students

Cedar - 18 students

Lewis – 33 students

Abare - 36 students

FEC - 60 students

Visitors

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A health attestation and behavior modification protocol

will be developed for students returning to Flagler from

hotspot areas. This may include mandatory testing.

A contract with a local hotel for isolation rooms is being

developed.

Once a residential student is identified as being

symptomatic or COVID positive, the student will be

relocated to an isolation room at the contracted hotel.

Health Services will conduct regular check-ins on the

isolated student. Food service will be delivered to the

isolation room at regular mealtimes. Health Services will

contact Academic Affairs so arrangements may be made

for remote instruction and/or excused absences.

In the event the College must transition to online

learning after Thanksgiving, every effort will be made to

keep the residence halls and dining services available to

students.

Students from at-risk areas

Isolation Plan for Symptomatic or COVID Positive Students

Remote Learning & Housing

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Section 6: Dining Services

All employees will complete additional safety and service

training prior to resuming dining services that will cover

standards in relation to the COVID-19 pandemic. It

will follow all CDC and National Restaurant Association

guidance.

All employees will undergo a temperature check and

health screening prior to entering the facility, and they

will be required to wear a facial covering while serving

students, and in working environments where they are

unable to socially distance.

All dining facilities are being reviewed for occupancy

and physical distancing allowance. The current

recommendation will be to limit chairs to two per table

and keep all tables separate to encourage physical

distancing.

The following service model will be followed when dining

services resumes on campus.

Frequent sanitization of high touch areas during meal

periods.

Sanitation stations established in high traffic and high-

risk areas (restrooms, entrance, and food service areas).

Install signage at all facilities communicating physical

distancing best practices.

All employees required to wear a mask while working.

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Plexiglass barrier installed at cashier stand at all

locations.

No self-service using utensils, all food served by station

workers.

Flatware, condiments, cups all provided by food service

employees at stations.

Salad served premade and wrapped at salad bar.

Floor marked in 6’ intervals in queuing areas to

encourage physical distancing.

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Section 7: Meetings, Events, Travel and Visitors

Until the campus can resume operations and assess the impact

of staggered schedules and a revised classroom occupancy,

events will not be scheduled on the Flagler College campus.

Furthermore, the public is asked to connect with the campus

virtually during this time. All resources must be devoted to the

core mission of the College and its operations. An assessment

of events and public access to campus will occur on or after

September 1.

Occupancies of Flagler College facilities will be adjusted

to allow for physical distancing as well as adherence to

State of Florida guidelines.

At the time of this report, all non-essential visitors

are not permitted on campus. Essential visitors are

considered vendors or contractors whose work is

essential for the operations of the College, as well as

prospective students and their families.

At the time of this report, no gatherings are permitted

that exceed 50 people.

Actual occupancies are still being determined and will be

included in the report once confirmed.

All vendors/ visitors to campus must fill out the

COVID-19 self-certification screening form prior to

coming to campus.

Occupancy by phases

Visitors to campus by phases

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All vendors/visitors to campus are required to wear

a cloth face covering while on campus. If they do not

have a face covering, a disposable face covering will be

provided to them.

The Office of Enrollment Management has developed

a plan to allow prospective student-athletes to begin

visiting campus on June 1 and all other prospective

students on July 6. Each guest will complete a health

screening assessment prior to arrival to campus.

All athletics events are subject to the rules and

regulations of the Peach Belt Conference and the NCAA.

The Department of Athletics will be issuing a Return-

To-Play Guidelines document in mid- to late July. This

document will clearly spell out the safety precautions

which will be in place for all aspects of athletics

operations.

Avoid all non-essential business travel. Flagler College

will follow travel guidelines from the Centers for Disease

Control and Prevention.

If traveling to an area designated as high-risk, consult

with your divisional leader and the Chief Human

Resources Officer to discuss need for quarantine or

isolation procedures.

Prospective Students

Athletics competition

Travel

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Essential travel is defined as travel, which is essential to

Flagler College’s mission and operation that can only be

completed by physically being present and doesn’t create

an unacceptable health hazard. Essential travel includes

traveling to a workshop linked to ensuring accreditation,

attending a conference where you are a presenter on

behalf of Flagler College, or any other travel associated

with ensuring the successful delivery of a critical mission

area.

Any exceptions to the requirement that College travel be

deemed essential will be at the discretion of the president

and divisional leader.

All outbound international-related travel is suspended.

All new domestic travel will require pre-approval by the

president, and divisional leader before expenditures/

commitments are to be made.

Personal travel to areas with widespread or ongoing

community spread of COVID-19 should be limited. If an

employee travels to one of these locations, quarantining

for 14 days may be required before returning to work.

Individuals returning from international travel or a

cruise must self-quarantine for 14 days from the date of

return to the United States.

Employees must disclose if they have traveled

internationally or taken a cruise within the last 14 days.

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Section 8: Technology

Exact specifications of equipment requirements can

be found in appendix D; however, some programs may

require specific technology. Please check with your

professors to determine your course needs.

All faculty must have the necessary equipment to record

lectures and engage with students virtually using Canvas,

Microsoft Teams, Skype, and Zoom. Any requests for

additional technology purchases should be submitted to

Academic Affairs which will work with Purchasing and IT

to finalize purchases.

Staff who do not have appropriate equipment to

participate in virtual meetings (i.e. webcams, speakers,

microphones) should submit a request to the Purchasing

Department.

A stand-alone computer terminal for students to change

passwords will be located in the IT area to remove

students from touching IT personnel’s equipment.

IT will not handle student’s personal equipment

Virtual Meetings

Students

Faculty

Staff

IT Support

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Flagler College has purchased licensing for Microsoft

Teams, Skype for Business and Zoom to enable staff,

faculty and students to engage virtually. All efforts

should be made to utilize these existing platforms, in

addition to the Canvas Learning Management System.

Training modules are being developed by the Office

of Institutional Technology. Support resources can be

found at www.flagler.edu/coronavirus.

Classrooms

Lab and Computer Classroom Configuration

App Support

The Academic Affairs committee is evaluating if

additional technology is needed in classrooms to

accommodate hi-flex delivery.

Every other computer lab space will be blocked off and

the computer will be electronically frozen to render the

system unusable.

The Saints Heath+ app is not supported by Flagler

College. Any support requests should be submitted via

the app.

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Section 9: Communications

In order to help ensure the health and safety of the College

community and the continuation of essential services, the

Marketing and Communications Office will communicate

regularly with students, faculty, staff and other key college

constituencies through multiple channels in a consistent,

clear, timely and accurate manner within the confines of legal,

regulatory and privacy concerns.

Flagler College will continue to utilize its communication

channels to disseminate information related to its COVID

response and plans for re-opening the campus. These channels

include:

Flagler College Email

Flagler College Website

Flagler College Social Media

LiveSafe

Presidential Town Halls

Flagler e-newsletters

News releases

All College-related COVID-19 information including plans,

messages, frequently asked questions, and other material will be

housed and regularly updated at:

www.flagler.edu/coronavirus.

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The Marketing and Communications team will work with offices

across campus to develop a communication strategy for the

various constituents, paying close attention to timing of key

announcements including:

Residential Students

Faculty Development Plan

Course Schedule Adjustment

Health Screening App (Saints Health+ App)

Mid-June

End of June

Introductory announcement – End of June

Introductory announcement

Detailed Information by constituency

Notice that individual schedule changes have been made

– Mid to late July

Housing Assignments

Move-in Schedule

What to bring

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Campus signage, informational flyers, and digital platforms

(campus monitor displays) to reinforce prevention behaviors will

be developed for placement around campus.

Develop regular FAQs and Talking Points on news and other

developments for internal audiences and frontline offices.

Share plans with key partners in the community (City of St.

Augustine, Health Dept., Emergency Management, health

partners like Flagler Health and other medical entities.)

Review hurricane communications plan and sample messages

with an eye for how the pandemic may change or affect them.

Develop communications strategies designed to raise awareness

of COVID-19, steps to prevent its spread, general health, wellness

and hygiene guidelines, and College plans for ensuring the health

and safety of the entire campus.

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Section 10: Legal Implications

The College is working in accordance with CDC and state

guidelines to put together an effective reopening plan that will

mitigate the risk of transmission of COVID-19. An integral part

of the plan is that it is a community-wide effort. Everyone on

campus has a personal responsibility to adhere to the guidelines

and recommendations set forth in this plan and the attached

appendices to protect the health and safety of the Flagler College

community.

There is a risk assumed by engaging in activities outside the

home during a global pandemic. It is the responsibility of each

individual to notify their respective supervisor or appropriate

administrator if they have underlying health issues that would

require necessary and appropriate accommodations.

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Closing

The recommendations and guidelines outlined in this report

are necessary to resume classes for the fall 2020 semester.

Recognizing the situation is constantly evolving, and new

guidelines and information become available regularly, the

College must quickly adapt to new recommendations as they

become known. Furthermore, the health and safety of the

Flagler College community is the responsibility of everyone

on the campus, and compliance with the health and safety

recommendations must be universal. It is through good

stewardship and respectful citizenship that Flagler College is

able to deliver on its mission of offering an exceptional education

through a challenging, inclusive, and supportive academic

community integrated with the thriving culture and history of

this unique place, St. Augustine.

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CLOTH FACE COVERINGS POLICY

Fit:

The CDC has learned that asymptomatic and pre-symptomatic individuals can be highly contagious and spread the disease when “interacting in close proximity—for example, speaking, coughing, or sneezing—even if those people are not exhibiting symptoms.” Face coverings may capture droplets and minimize some exposures to the virus. Accordingly, the CDC “advises the use of simple cloth face coverings to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others.”

The CDC recommends wearing cloth face coverings in public settings where other social distancing measures are difficult to maintain, and especially in areas of significant community-based transmission.

In addition, numerous states and jurisdictions have ordered business to provide face coverings to employees to wear when interacting with the public

Cloth face coverings should:

Fit snugly but comfortably against the side of the face;

Be secured with ties or ear loops;

Include multiple layers of fabric;

Allow for breathing without restriction;

Be able to be laundered and machine-dried without damage or change to shape

APPENDIX A: Mask Cloth Policy

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Paper Coverings:

Employee-Provided Face Coverings:

Washing:

Flagler College Provision of Cloth Face Coverings:

Single-use paper-based face coverings may be an option, but their effectiveness varies and the CDC has not issued any specific recommendations with regard to their use. Individuals should be careful not to touch their eyes, nose, and mouth when removing a face covering and wash hands immediately after removing.

Employee-provided face coverings may be desirable where Flagler College is having difficulty sourcing face coverings. Employees who are using their own face coverings must make sure that these coverings meet the CDC’s recommendations and that they clean them correctly.

Cloth face coverings should be routinely washed depending on frequency of use.

Flagler College will be making and documenting good-faith efforts to secure face coverings as a required element of doing business.

The CDC’s website includes do-it-yourself (DIY) options for making one’s own face covering using materials such as T-shirts, bandanas, and hair ties, and numerous similar tutorials can be found online.

Storage:Face masks shall be stored in a paper bag, to wick moisture. Note that plastic bags retain moisture and create an environment to propagate infectious material.

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Fitting and maintenance:

Contraindications:

Refusal to Wear:

All employees shall be trained on proper fitting and maintenance of face masks, including replacement if they become saturated from exhalation.

Cloth face coverings should not be placed on young children under age 2, anyone who has trouble breathing, or is unconscious, incapacitated or otherwise unable to remove the mask without assistance.

Face coverings are considered protective equipment. An employee who fails to bring their face covering to work, after having been provided a face covering or providing their own, should not be permitted to work on-site until they are able to obtain a face covering.

Where an employee is unable or unwilling to wear a face covering due to a medical condition such as claustrophobia, asthma, or COPD, Flagler College will engage in the interactive process as required by the Americans with Disabilities Act (ADA) and similar state and local provisions. An employee who cannot breathe through a face covering will not be required to wear one, but may need to be temporarily removed from customer-facing responsibilities, provided with leave or accommodated in some other fashion.

Where an employee is unable or unwilling to wear a face covering due to a religious objection, the objection will be evaluated in light of all of the relevant circumstances and the College should engage in the interactive process as required by Title VII and similar state and local provisions.

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Obstruction Hazards:

Asphyxiation Hazards:

Entanglement Hazards:

Sources:

Employees must take care not to use a face mask that obstructs their vision or “steams up” their safety glasses.

Tight, homemade face masks made of impermeable materials or face masks covered with saliva or mucous may excessively limit an employee’s breathing. This can cause rebreathing of carbon dioxide or other infectious material.

Employees working near machinery that presents an entanglement hazard should consult their supervisor to ensure that the hazard of wearing a face mask does not exceed that of not wearing one.

Centers for Disease Control, Use of Cloth Face Coverings to Help Slow the Spread of COVID-19, https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/diy-cloth-face-coverings.html.

Centers for Disease Control, Recommendation Regarding the Use of Cloth Face coverings, Especially in Areas of Significant Community-Based Transmission, https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cloth-face-cover.html

https://www.littler.com/publication-press/publication/masks-and-face-coverings-what-Flagler Colleges-need-know

Employees should not use a face mask that obstructs their vision while operating vehicles or machinery.

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1 | P a g e

Last Updated: 7/6/2020 6:06 PM

Employee Positive COVID-19 Case Protocol

Employees who test positive for COVID-19 must work with their supervisor, Division Leader, Health Services and the Office of Human Resources to develop a plan that outlines the number of days to self-isolate away from campus and appropriate documentation needed to return to work. If necessary, the College will direct such employees to leave the campus immediately and not return until sufficient time and/or sufficient documentation is received by Health Services and the Office of Human Resources demonstrating that the employee may safely return to work and is not a threat to himself/herself or others.

At-risk employees considering coming to the office should consult with their supervisor prior to returning to campus. See Appendix C of the Returning to the Workplace Guide for additional information. In the event an employee contracts COVID-19, Flagler College will take the appropriate steps of:

o Step 1: Once a supervisor is notified that his/her employee has tested positive for the

coronavirus, then the supervisor should send the employee home immediately (or tell the employee to stay home). The supervisor is not to share this information with any other employees.

o Step 2: Within minutes, the supervisor is to contact their respective Divisional Leader (DL) immediately to disclose that their employee has notified them that they have tested positive for the coronavirus.

o Step 3: The DL will contact the Assistant to the President (AP) and the Chief HR Officer (CHRO) to notify of positive case. If the DL does not receive acknowledgement of their outreach, attempt to contact the AP and CHRO using alternative methods (i.e., if you called with no answer, follow up with a text and email).

o Step 4: The AP will notify the President of the College (PC)

o Step 5: The AP and CHRO will call an urgent meeting for the Vice President of Marketing and Communications (VPMC), Director of Risk Management (DRM), Nurse Practitioner (NP), and the impacted DL to implement the positive case protocol.

o Step 6: The NP and/or HR will work with the DL and supervisor to identify close

contacts and determine who needs to be quarantined. HR and/or NP will handle communication to identified employees; not the supervisor.

APPENDIX B: Employee Positive COVID-19 case protocol

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The return to work implementation will happen over a period of

time as the College progresses through three different phases, each

with its own set of criteria.

For the full return to work plan please visit

https://www.flagler.edu/returntowork

APPENDIX C: Return to work

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APPENDIX D: Minimum Technology Requirements

Minimum Computer Requirements for Flagler College Students

To support maximum flexibility in supporting your learning needs, within and outside of the classroom, Flagler requires all students to have a baseline level of computer. Depending on the major, course and related third party platforms you need to access to complete coursework, there may be additional computer requirements. More information can be found here: https://www.flagler.edu/offices/business-services/institutional-technology/students/new-student-guide/ . You may also wish to check with your instructor or advisor for details.

Minimum suggested Specifications for Computers (i.e., “Good”):

• Operating System: Windows 10 or higher or macOS 10.15 Catalina or higher • Portability: Laptop (as opposed to desktop computers) strongly recommended • Memory: 8GB RAM (16GB strongly recommended) • Processor Speed: Intel Core i5 or equivalent • Hard Drive/SSD: 256 GB (SSD highly recommended) • Wireless: 802.11 n/ac protocols and WPA2 Enterprise • Webcam/Microphone: Built-in webcams/microphones

Good Better Best Operating System Windows 10

MacOS 10.15 Catalina or higher Portability Laptop (as opposed to desktop computers) strongly recommended Memory 8 gb 16 gb 32 gb Processor Speed Intel core i5 or AMD Ryzen

5 Intel core i7 Intel core i9

Hard Drive/SSD 256 gb ssd 512 gb ssd 1 tb ssd Additional storage n/a 1 TB 2-3TB Graphics Card Built-in video card Additional

graphics memory Better graphics card

Wireless 802.11 n/ac WPA2

802.11 n/ac WPA2

802.11ax WPA2

Webcam/Microphone Built-in webcam and mic External webcam External mic

Optional/Recommended Peripherals

• Bluetooth - many external wireless devices leverage Bluetooth; this can be a useful feature • Warranty - As a computer will be necessary for your college career, carrying a warranty so that

any problems with hardware are covered is a wise investment. A limited warranty is often included; check on the availability for an extended warranty covering at least four years, and for a warranty with complete care, which will cover accidental damage as well as defects.

Things to Consider When Purchasing a New Computer

• Price range - Computer prices have dropped dramatically in the past several years, but prices still range from a few hundred to several thousand dollars, depending on the specifications

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APPENDIX E: Important dates

Important dates

Date:Name: Notes:

Early Move-in Reservations required*

Reservations required*

New Students only

No classes, College closed

August 17

August 21

August 22

July 15

August 22-30**

August 26

September 1

September 7

October 12-13

August 17Early Move-in

Regular Move-in

Regular Move-in

Roar Up virtual Orientation

Welcome Week

First Day of Class

Labor Day

Fall Break

Last Day to Add/Drop courses without a grade

New Students:

Returning Students:

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No classes, College closed

October 26-November 1

November 25-27

December 7-10

December 10

December 12

Online Registration for Spring Semester

Thanksgiving Holiday

Fall Semester Ends

*Reservations for early move-in can be made by emailing the Office of Residence Life at [email protected].

A list of orientation and welcome week events can be found by visiting- www.flagler.edu/orientation

Graduation

Finals Week

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APPENDIX F: COVID FAQ

https://www.flagler.edu/campus-community/news/coronavirus/coronavirus-faqs/

For a full list of FAQs please visit

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APPENDIX G: Reopening Task-force Members

Laura Stevenson-Dumas, (Co-Chair) Assistant to the President,

Secretary to the Board of Trustees

Larry Weeks, (Co-Chair) Director of Business Services and

Campus Planning

Lisa Barnett, Human Resource Specialist

Rachel Branch, Dean of Admissions

Stephanie Burgess, Director of Special Events

Amy Chapman, Assistant Director of Residence Life

Victor Cheney, Superintendent of Physical Plant

Holly Doucette, Nurse Practitioner

Cassie Everly, Coordinator, Career Development Center

Lisa Fiala, Director of Study Abroad and International Students

William Jackson, Director of Technology Services

Brian Nesselrode, Director of Library Services

Kathy Payne, Director of Counseling Services

Sarah Prodromou, Director of Purchasing and Business

Operations

Alicia Ramsdell, Student Life Specialist

Jen Sikes, Food Services Director, Aramark

Kincade Smith, Assistant AD/Game Operations and Facilities

Beth Sweeny, Director of Community and Government Relations

Brian Thompson, News and Information Director

Operations Task Force

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Amy Cook, Director of Online Education and Instructional Design

Dirk Hibler, Dean of Students, Student Affairs

Art Vanden Houten, Associate Professor & Dean of Academic Life

Andrea McCook, Dean of the School of Creative Arts and Letters

Allison Roberts, Dean of the School of Business, Education and

Mathematics

Melissa Southwell, Dean of the School of Humanities and Science

Tara Stevenson, Dean of Student Engagement & Career

Development

Stacey Matthews, Chief Accounting Officer & Controller

Tiffany Moore, Assistant Controller

Craig Woelfel, Assistant Professor of English & Chair of the

Faculty Senate

Sheia Pleasant-Doine, Director of Financial Aid

Mimi Roberson, Registrar

Gwen Pechan, Chief Information Officer

Brian Thompson, Director of News and Information

Matt Green, Sr. Associate Director of Athletics & Internal

Operations

Wayne Riggs, Dean-Flagler College Tallahassee

Jill Dawson, Senior Director of the Center for Advising and Core

Experience

Jessica Stowell, Assistant Dean of Institutional Research and

Effectiveness

Fall Contingency Task Force

Documents

REOPENING TASK FORCE REPORT - flagler.edu€¦ · 6 Reopening Task Force Report: version ul 020 These plans were developed with the information available at the time. As with any