Planning Groups
Planning focused on a phased approach following federal, state, and Board of Governors’ guidance for reopening. After receiving input from more than 20 sub-committees from across campus, we identified six areas of focus and established the WVSU COVID-19 Response Team workgroups. Each workgroup was led by a Response Team member and additional subgroups under each focus area were created to target and address specific areas or challenges. Planning included representation from leadership, faculty, and staff where applicable. Each team provided updates at the WVSU COVID-19 Response Team meetings where complex challenges were discussed. The information contained within this plan was developed from the topics that were assigned to each group.
Health and Well-Being Measures
In order to focus on the health and well-being of our faculty, staff, students, vendors, volunteers, and visitors across all planning, health measures were developed based on the Center for Disease Control and Prevention (CDC) and Occupational Safety and Health Administration (OSHA) guidance.
All campus locations have undergone a COVID-19 Risk Assessment performed by the Offices of Safety Compliance and Public Safety. The recommendations from those assessments constitute a risk control plan for each area. Each unit will follow the recommended mitigations from the unit’s control plans.
The following health measures are required of all members of the University community including visitors:
- Plan - WVSU will implement appropriate policies, following state, federal, and local guidelines, as well as those of the CDC and the World Health Organization, and those which are informed by industry best practices, to ensure a safe reopening of the Institute campus and all University properties. To this end, WVSU will do the following:
- Sanitize and prepare all buildings for reopening and increase the frequency of such cleanings to meet established protocols;
- Enforce social distancing protocols of six-feet spacing where possible;
- Require face coverings for all who enter campus properties;
- Install Plexiglass shields at all appropriate administrative offices and teaching spaces;
- Control access points of entrance and exit of all buildings for the purpose of screening those who enter;
- Perform temperature checks at each building;
- Develop signage in order to control flow of traffic in hallways and stairwells;
- Develop a central dispensary for personal protective equipment (PPE) and provide the same to all campus users, giving special consideration for those who deal with the public and those in at-risk populations;
- Increase the frequency and availability of hand sanitizer, disinfectant wipes, and other cleaning products;
- Reduce touch points to the maximum extent possible; and
- Create an open line of communication for all students, employees, and the general public through the Office of the Provost and Vice President for Academic Affairs.
- Close the campus to unrestricted foot traffic.Visitors will be expected to sign in at the WVSU Visitors’ Center to allow for a log of campus visitations.
- Screening - Screen employees reporting to work daily and all those who enter the building for COVID-19 symptoms with temperature checks and the following questions:
- Have you been in close contact with a confirmed case of COVID-19?
- Are you experiencing a cough, shortness of breath, or sore throat?
- Have you had a fever in the last 48 hours?
- Have you had new loss of taste or smell?
- Have you had vomiting or diarrhea in the last 24 hours?
- Sick Employees - Any employee or visitor who exhibit COVID-19 symptoms (i.e., answers yes to any of the screening questions or who is running a fever above 100.4 degrees) will be asked to leave the premises immediately and seek medical care and/or COVID-19 testing, per CDC guidelines. Confidentiality of any and all health information will be maintained through the protocols of the Office of Human Resources.
- Training - It will be the policy of WVSU to expect increased frequency of handwashing and the use of hand sanitizers with at least 60% alcohol. Such expectations are outlined in the Code of Expectations that will be made available to all students and employees of the University.
- Cleaning - WVSU will implement workplace cleaning and disinfection practices, according to CDC guidelines, with regular sanitization of common surfaces. Staffing and supplies available will be increased in order to enable enhanced sanitization and cleaning measures in accordance with appropriate CDC guidelines.
- Hygiene - In addition to wash facilities in public restrooms, WVSU will provide individual hand sanitizer bottles to all students, faculty, and staff.
- PPE - WVSU will provide cloth face masks to all students, faculty, and staff at the beginning of the fall 2020 semester and encourage wearing of the same through the Code of Expectations. Accommodations will be given to students and employees with disabilities for whom the wearing of masks would create breathing difficulties.
- Tracing - WVSU will develop and implement policies and procedures for employee contact tracing for individuals with a positive COVID-19 test and inform the local health department of such positive test and tracing. WVSU will work with the Kanawha County Health Department who will conduct contact tracing procedures.
- Telework - WVSU will continue to enhance its technology to provide additional resources and opportunities for students, faculty, and staff to work remotely when necessary.
- WVSU will continuously monitor its technology needs to meet the demand created by the fluid nature of COVID-19 information and protocols;
- WVSU will convert as much of its instructional space as possible to virtual learning space, with appropriate technology therein;
- WVSU will make appropriate accommodations for members of the campus community who are within vulnerable populations;
- Touch Points - Contact with doorknobs, switches, buttons, and any point of sale equipment will be limited to the maximum extent possible and frequently cleaned and sanitized. The entrance/exit doors will be sanitized routinely
- Travel – Until further notice, all out-of-state and non-essential travel is cancelled;
- Visitors - To the greatest extent possible, visitors and the general public will be encouraged to make appointments. Visitation by individuals for reasons other than to conduct business should be limited. Visitors will be directed to check in the visitor’s center (the University’s designated entry point) where they will be screened prior to entry. Appropriate PPE, including face coverings, will be required.
- Traffic - WVSU will install physical barriers and/or visual cues and signs to ensure that students, faculty, staff, and visitors maintain appropriate social distancing.
- Cooperation - WVSU is currently working with federal, state, and local entities, and the officials of the same, to plan and implement safety measures and will continue to do so throughout the pandemic period.
- Signage - WVSU will post extensive signage on health policies that are contained within the guidelines of federal, state, and local health boards.
- Phased Staffing - WVSU will phase in a return of staff over time in a coordinated process to ensure appropriate social distancing, availability of PPE and testing capabilities for COVID-19.
We will assess expanded staffing based on mission-critical operations, ability to control and manage specific work environments, and necessity to access on-site resources. These decisions, once approved, will be communicated through respective Deans, Vice Presidents, or the Associate Provost.
The need to reduce the number of people on campus (density) to meet social distancing
requirements will continue for some time. Support units that can continue to work remotely effectively will likely continue to do so until restrictions are eased for larger gatherings.
Expanded staffing will be tightly controlled and coordinated to mitigate potential risks and ensure the safety of faculty and staff as well as the communities we serve. No unit or department should increase staffing levels beyond current needs to support critical on-site operations without approval from the respective Dean, Vice President, or Associate Provost. Once decisions to expand on-site staffing in certain areas have been made, staff should follow the policies and protocols detailed in this guide for returning to work on campus.
- Staffing Options - Once staff members have been instructed to return to work on-site, departments should consider several options to maintain required social distancing measures and reduce population density within buildings and work spaces.
- Remote Work: Those who can work remotely to fulfill some or all of their work responsibilities may continue to do so to reduce the number of individuals on campus and the potential spread of the COVID-19 virus. These arrangements, which should be approved by the immediate supervisor, can be done on a full or partial day/week schedule as appropriate.
- Alternating Days: In order to limit the number of individuals and interactions among those on campus, departments should schedule partial staffing on alternating days. Such schedules will help enable social distancing, especially in areas with large common workspaces.
- Staggered 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.
- WVSU will ensure staff are up to date on training;
- Through the offices of the Vice Presidents, WVSU will adapt flexible return policies and practices for staff to work remotely that include staff with underlying conditions; employees 60+, and employees with day care issues.
The overriding goal is to provide a safe environment for the return of students, faculty, and staff. The aim is to strike a balance between the pressing needs of the University and being flexible based on the needs of the employees. Contingent on the readiness of the campus, the first phase of employees returning would be July 6, 2020 (50%) with a goal of having 100% return by August 3, 2020. This also depends on the individual needs of a particular office and required duties.
Student Services and Common Spaces
- Plan - Our approach for the fall is dependent on the progression of COVID-19 in Institute, WV, and we will continue to follow guidance from city, county, state, and federal officials. Our primary focus is on the safety of the campus community and the academic success of our students, and we hope to provide a robust experience for our students while prioritizing their health and safety. Like most universities across the country, we intend to have as traditional an experience as we can for our students. The following expectations are made to provide broad guidelines that can be shaped to accommodate the needs of the six units presented in this section.
- Guidelines - A clear set of guidelines and evidence-based protocols for the health and safety of the University community will be established with a clear path for implementation and compliance.
- Flexibility - A flexible framework will be created that helps assure excellence in our delivery of student services and preventive measures to ensure the safety of common spaces.
- Modified Delivery - A modified delivery of student services will help assure a healthy and safe learning environment for students.
- Occupancy will be limited to a maximum of 10 customers at a time in adherence to CDC social distancing guidelines;
- Patrons will be provided with masks and gloves upon entry to comply with CDC guidelines. Hand sanitizer will be placed in multiple locations throughout the store;
- Signage for one-way entry and exit access will be shown to help guide patrons. Social distancing six-feet markers will be displayed on the floor throughout the store and at the check-out line;
- Plexiglass and sneeze guard barriers will be installed at the check-out line in adherence to CDC social distancing guidelines;
- Bookstore staff will frequently clean “high-touch areas” and clean the check-out counter after each patron; and
- All bookstore staff will be required to wear masks and gloves to comply with CDC guidelines.
- Dining Hall and Retail Dining Spaces
- Refer to Thompson Hospitality reopening plan for the delivery of dining services;
- Goldston Dining Hall will initially open for students, faculty, and staff and will serve to-go-meals from a limited menu offering;
- Patron pick-up for to-go-meals will be limited to a maximum of 20-30 to comply with CDC social distancing guidelines;
- Signage for one-way entry and exit access will be shown to help guide patrons. Social distancing six-feet markers will be displayed on the floor at the check-out line;
- Plexiglass and sneeze guard barriers will be installed at the check-out line in adherence to CDC social distancing guidelines;
- Thompson Hospitality staff will frequently clean “high-touch areas” at check-out counter after each patron;
- All Thompson Hospitality staff will be required to wear masks and gloves to comply with company and CDC guidelines; and
- Catered-event meals will be pre-made and served boxed-style from a limited selection menu.
- Refer to FamilyCare Health Center re-opening plan to deliver healthcare services to students, staff, faculty, and the general public.
Reopening Date
- The reopening date is still to be determined and will be no later than the first week of August. FamilyCare Health Center will continue to monitor developments in treatments and vaccines for COVID-19 closely, securing adequate supplies when appropriate therapeutics become available.
Scheduling
- FamilyCare Health Center staff will strongly recommend all patients schedule appointments and discourage walk-in services in adherence to CDC social distancing guidelines; and
- FamilyCare Health Center will recommend students, staff, and faculty arrive before their appointment time for prescreening, and wait to be called for service at the designated location to limit maximum number of patients allowed in the waiting room.
Screening
- COVID-19 screening will occur while scheduling an appointment;
- All students and patients will be screened for COVID-19 along with having their temperature taken upon entry to the facility; and
- Once initial screening is complete, patients will be given a pager to wait in their vehicle or on-campus residence location for an open and clean exam room as our waiting rooms are now closed. Exceptions will occur for those students staying on campus. They may be asked to return to their dorm, and we will text them when a room is available.
Safety
- All students/patients will be required to wear a mask while in the health center. If they do not have one, one will be provided;
- FamilyCare Health Center staff and patients receiving healthcare services will be required to wear masks and gloves to comply with company and CDC guidelines;
- All students/patients will be asked to enter through the basement door, when possible, to reduce potential exposure in other areas of the university; and
- Community patients will wait in their car until they are notified to enter the building for their appointment.
Services
- All normal services will be provided, in addition to testing for COVID-19. FamilyCare and WVSU will develop a clear protocol for reporting of positive COVID-19 cases, exposure risks, and management of positive COVID-19 cases to ensure quick response and the ability to prevent an outbreak on campus. Patients who report symptoms of COVID-19 will be seen by FamilyCare staff in their vehicle.
Visitor restrictions
- Patients ONLY will be allowed in our health care center unless a caregiver is required.
Social Distancing
- Signage for facility entry and exit access will be shown to help guide patrons. Social distancing six-feet markers will be displayed on the floor in adherence to CDC social distancing guidelines.
Cleaning
- We will continue to follow strict cleaning and disinfecting guidelines for safety. All exam rooms will be cleaned between patients.
Risks
- We ask that you please keep in mind that while your visit to our office is just like visiting any place in the community, there is a greater risk that you may be exposed to COVID-19.FamilyCare Health Center is taking every measure to reduce the risk while you are in the facility.
- Library staff will follow all state and University public health guidelines including social distancing, wearing masks, frequent handwashing, sanitizing and disinfecting of workspaces and machinery, and self-monitoring for symptoms;
- Since disinfectant products should not be used on library collections, we will use a 36-hour quarantine period to mitigate the spread of the COVID-19 virus on book and collection surfaces. The 36-hour quarantine is based on scientific research on how long the coronavirus survives on different surface materials;
- A supply of one-time-use masks will be made available and convenient to acquire at the Circulation Desk for people who do not have a required mask and wish to use the library;
- Application equipment and disinfectant will be available for the regular wiping down of desks, computers, books, equipment, and lent items that are either handled or used by the public daily;
- Plexiglass barriers will be erected for staff who are required to interact with library patrons and the general public physically at the Circulation Desk, Reference Desk, Archives Department, and the Office of the Director;
- Directional signage will be displayed for the management of efficient and effective pedestrian traffic in the library;
- Signage and other promotional materials to inform the public about the importance of wearing masks in the library and social distancing in the library will be displayed; and
- Specific signage for social distancing protocols in all public areas of the library including restrooms will be displayed.
- Housing and Residence Life will be modified to comply with CDC and ADA guidelines;
- Dawson Hall resident rooms will convert to single occupancy living to adhere to social distancing guidelines;
- Keith Hall suite-style living will convert to double occupancy to adhere to social distancing
guidelines;
- Residence hall common areas will be modified to account for social distancing guidelines. Residential students will be required to wear masks in common areas and on elevators. Masks, gloves, and hand sanitizers will be dispensed to all residents;
- Visitation for non-residents will be suspended to ensure the health and well-being of all residents;
- CDC educational materials about infection control, social distancing, hand washing, covering coughs/sneezes with elbows, and other recommended strategies will be distributed to the student residents at check-in during Welcome Week;
- Residential and commuter students will be strongly encouraged to use a smart phone app to check and monitor temperature. Students without smart phones will be encouraged to utilize kiosks;
- Isolation of residential students who may exhibit symptoms or become ill with COVID-19 will be relocated from the residence hall to a specified quarantine area. Service animals will accompany residential students to the specified quarantine location in adherence to ADA guidelines. Residential students with Emotional Support animals will be required and responsible for securing external lodging for their pet;
- ABM, our custodial partner, will extend trash removal from twice to three times a week in the residence hall rooms and perform cleanings more frequently of “high-touch areas”; and
- The Communications and Marketing Department will work with the Director of Housing and Residence Life to create a video for prospective students to experience a virtual tour of rooms.
- Student Life and Engagement staff will follow all state and University public health guidelines including social distancing, wearing masks, frequent handwashing, sanitizing and disinfecting of workspaces and machinery, and self-monitoring for symptoms;
- Plexiglass and sneeze guard barriers will be installed in adherence to CDC social distancing guidelines;
- Signage for one-way entry and exit access into the Wilson University Union will be displayed to help guide patrons. Social distancing six-feet markers will be displayed on the floor;
- Signage for entry and exit access into the Fitness Center and Game Room will be displayed to help guide patrons. Social distancing six-feet markers will be displayed on the floor in these areas. Occupancy will be limited to a maximum six patrons at a time to comply with CDC social distancing guidelines;
- The Facilities Management Department will install automatic open and close sliding doors in “high-touch areas” in the Union as a prevention measure to minimize spread of germs, viruses, and bacteria;
- The Facilities Management Department will research options to secure a contractor of administer UV Lighting disinfection services in “high-touch-areas”; and
- The Facilities Management Department will determine specific designated smoking areas to comply with CDC social distancing guidelines.
As we work toward returning to campus safely in the fall, we are innovating every part of the WVSU student experience to provide students the best and safest possible configuration of residential, commuter on-campus and high-quality remote learning. We encourage students to persist with their long-term goals during this unprecedented time. In support of that ideal, we will continue to produce opportunities for students that create experiences that enhance student learning and personal growth. We are facilitating a virtual new student orientation program for newly admitted students and encouraging returning students to re-engage. There will be necessary changes in how our spaces are configured and classes are delivered as well as in the many campus activities that make WVSU so enriching. We will be resilient and adapt to this new reality as we foster a sense of community and belonging for all.
Procedures in the Event of a Positive Case on Campus*
- If a positive case of COVID-19 is identified on our campus:
- WVSU will work with the Kanawha County Health Department to determine testing procedures;
- Contact tracing will be led by the Kanawha County Health Department and WVSU Office of Safety and Compliance to notify those who have been in contact with a positive case;
- If a positive case is identified in a residence hall, the student will be quarantined in a designated on-campus location. The University will have meals delivered to the room;
- For students living in apartments, the option for quarantining on campus will be provided as rooms are available; and
- Student Life staff will be in daily contact with the affected students to check on health status and provide any academic support.
*A Detailed plan is available in the document “WVSU Influenza and Public Health Emergencies: Annex 2: Shelter in Place, Isolation, and Quarantine