Phased Plan Toward FHSU Employee Return and University Reopening Spring 2021 – Guide for Employees

INTRODUCTION

For Spring 2021, the University will continue to operate within Phase Three of its Reopening Plan, which began on Aug. 1 and continued through the fall semester.  This means that the University will continue to require the fundamental health and safety practices from the fall. While the other plans, policies and protocols outlined in this document largely mirror those outlined in the Phase Three Plan distributed for fall, some changes were made to clarify policies and reflect the latest conditions and practices. As always, these plans, policies and protocols related to COVID-19 are supplemental to other University policies and procedures and remain subject to change based on the latest conditions and guidance.

GUIDING PRINCIPLES

• Prioritize the health and safety of faculty, staff, students
• Protect the mission of FHSU
• Maintain critical operations and fiscal footing
• Be mindful of good governance principles
• Remain nimble and true to FHSU’s innovative culture
• Comply with any Kansas Board of Regents directives

PUBLIC HEALTH CONSIDERATIONS

• Align with federal, state and local guidance
• Comply with state and local requirements
• Consult best practices among peers and experts (internal and external)

FUNDAMENTAL HEALTH AND SAFETY REQUIREMENTS

While particular planning and operational details may vary for different areas of the University, the following basic health and safety measures have become fundamental to managing the spread of infection and remain broadly required of all students, employees, and visitors on University property, until further notice. Additional information concerning these measures, as they relate to employees specifically, is included in other sections below.

• Face Coverings - Use face coverings in all common areas in buildings, including classrooms and meeting rooms, as well as in other situations where 6 feet social distancing cannot be maintained.
• Social Distancing - Practice 6 feet social distancing and utilize remote meeting technology whenever possible.
• Staying Home - Conduct daily personal health screenings. If you cannot pass these screenings, are exhibiting COVID-19 symptoms, or are otherwise not feeling well, you need to stay home and should report any illness to your health care provider. If you believe you have been exposed or have been identified by health professionals as part of a contact investigation, follow directions from such health professionals and self-quarantine for 14 days, or until you are released by the health professionals involved.
• Cleaning and Disinfecting - Keep the areas in which you personally work, learn, or study on campus sanitized. Contact central purchasing if you need supplies.
• Practicing Personal Hygiene - Wash your hands often and use hand sanitizer when washing isn’t practical. Avoid touching your face, eyes, or nose, and use good respiratory etiquette like covering your mouth with your elbow when you cough or sneeze.

REMOTE WORK

Departments are expected to maintain a sufficient level of on-campus and on-site employee presence to support on-campus and in-person operations, but otherwise remote work will remain an option. Decisions concerning remote versus on campus or onsite work will continue to be made by supervisors after sharing plans and consulting with the appropriate vice president. Opportunities for staggered scheduling and remote options should continue to be explored, but supervisors are expected to continuously evaluate their operational areas to ensure that a sufficient level of on-campus and on-site employees are present to support in-person operations.

PERSONAL WORKPLACE EXPECTATIONS

Employees are expected to practice personal responsibility and comply with the protocols and guidelines set forth herein, as well as those included in the “ Toolkit for Returning to the Workplace ” provided by Human Resources.

Employee health and safety protocols continue.

• Pre-arrival health assessment – Employees are to perform a self-evaluation, utilizing the Personal Wellness Check form provided on the COVID-19 resources page, and follow the guidelines set forth therein. Employees who are not feeling well must stay home and should call their health care provider for medical advice, including advice on testing and related matters. Employees are responsible for complying with advice and instructions from medical and public health officials. HaysMed has a hotline to call with COVID-19 questions (1-913-588-1600).
• Use of Face Coverings in the Workspace  and Across the University
• General Rule: When present on University property, all employees, students, and visitors must wear face coverings over their mouths and noses when in common areas of a building (including hallways, elevators, public spaces, classrooms, conference rooms, and other common areas), and when within six (6) feet of another individual anywhere on University property. If you are alone in your office or personal workspace and are able to socially distance, or if you are outside and can socially distance, you may remove your face covering.
• Exceptions: Students in their residence hall rooms and individuals while participating in activities in which a face covering cannot be worn or would prohibit respiratory function (like eating, drinking, or playing sports). Additionally, employees and students with a recognized disability that prevents them from wearing a face covering can contact the Human Resources office (if an employee) or Student Accessibility Services (if a student) to discuss possible accommodations and the appropriate documentation process.
• Basic Ground Rules: We ask that employees, students, and visitors provide their own face coverings, but the University will have a supply available to provide to those that do not have one. Individual supervisors and faculty members should offer University provided face coverings to those who do not have one and make an initial effort to educate and hold employees and students accountable within their respective areas.
• Enforcement and Additional Guidance: Complaints concerning violations of this policy by faculty, staff, or visitors should be reported to Human Resources, and complaints concerning violations of this policy by students should be reported to Student Affairs. Individuals may utilize the  Coronavirus (COVID-19) Concern Reporting form  for this purpose. Additional guidance and best practices information concerning face coverings are available on the  Centers for Disease Control and Prevention (CDC) website.
• Group sizes and social distancing – Supervisors and employees are responsible for monitoring and adhering to any group size limitations imposed by state or local authorities. Employees will continue to avoid gatherings or face-to-face meetings and discussions in favor of telemeetings and teleconferences. Employees are responsible for maintaining social distancing (i.e., 6 feet) whenever possible. Supervisors should continue to ensure that office spaces remain reconfigured to enable employees to remain at least 6 feet apart whenever possible.
• Personal responsibility and hygiene – Employees are expected to know and comply with public health guidelines and directives. This includes, but is not limited to, the various guidelines for individuals set forth in the  Governor’s reopening plan.  If symptomatic or otherwise not feeling well, or if the employee has been in close contact with someone who is sick, the employee should stay home, except to get medical care, and avoid high-risk individuals. Additional examples of common public health guidance include the following:
• Wash hands frequently with soap and water, and sanitizer if soap is not available.
• Avoid touching your eyes, nose, and mouth.
• Distance yourself from others.
• Use cloth masks or face coverings.
• Avoid mass gatherings in accordance with state or local guidance or restrictions.
• Cover coughs and sneezes into an elbow or tissue. Throw away used tissue and immediately wash your hands.
• Be cautious about common touchpoints (use elbow, etc.) and clean and disinfect frequently touched surfaces at least daily, including phones, keyboards, doorknobs, handles and light switches.

While the University has hand sanitizer and cleaning and disinfection supplies generally available to departments and throughout University facilities, employees are encouraged to bring daily personal supplies of such items (e.g., a small bottle of hand sanitizer, disinfecting wipes) with them to work.  

Guidance for employees seeking accommodations.

Employees with underlying health conditions – such as asthma, hypertension, diabetes, chronic lung disease, or weakened immunity – that may put them at higher risk if exposed to the virus can work directly with Human Resources on any accommodation requests. For further information and advice concerning potential high-risk factors, including age and underlying medical conditions, employees can refer to the  CDC website  and should consult with their medical providers. Accommodation requests are determined on an individualized basis. HR will use the same process for COVID-19 as it uses for other ADA accommodation requests. Details and forms are available through HR, including its  Guidance for High-Risk Populations . Forms should be completed as soon as possible so the University can ensure employee work is covered appropriately. Per federal guidelines, employees requesting accommodations should be prepared to provide documentation from their medical provider when they apply. HR will work with the employees who are not eligible for an accommodation to determine what options may be available to meet specific needs.

PHYSICAL WORKSPACE AND FACILITIES

Enhanced cleaning/sanitizing protocols and ventilation in offices and workspaces-Employees will continue to be responsible for disinfecting their own workspace throughout the day, and supplies will be provided for this purpose. Supervisors are responsible for ensuring that adequate supplies are in place in the work areas. Custodial staff will thoroughly clean and disinfect common touchpoints and other common areas during their normal assigned schedule and will thoroughly disinfect offices and restrooms, including in any specialized instances where directed by the University due to infection control concerns. The option of increasing outside air ventilation will be based on recommendations of CDC.

Signage and reconfigurations in offices and workspaces-Supervisors, directors and department heads remain responsible for evaluating their physical workspace and workplace environment to implement the measures that prioritize the health and safety of faculty, staff, students, and visitors, including reconfiguring spaces for social distancing requirements, utilizing physical barriers and/or sneeze guards if appropriate, confirming that appropriate signage is installed (in coordination with building supervisors), and ensuring that adequate amounts of hand sanitizer, extra face coverings, and any other necessary PPE is in place. Such measures should continue to be included in the planning and consultation between supervisors and the appropriate vice presidents and are always subject to further vetting by CIPG or designees. Requests for equipment, supplies and workspace redesign should be routed through the appropriate channels within each division. 

Building access restrictions-Most University buildings will continue to be open for public access, albeit with limited public entryways to control traffic flow, and subject to any building closure decisions made by the University due to health and safety conditions. Again, supervisors are responsible for ensuring that appropriate signage, office configurations, and supplies are in place for areas that are open to the public.

EMPLOYEE TRAVEL

For the time being, requests for University-sponsored travel will continue to be assessed on a case-by-case and mission critical (or “essential travel”) basis, with advance approval by vice presidents required. While a gradual increase in approved travel is anticipated, any proposed University travel to areas identified as high risk by CDC or the Kansas Department of Health and Environment (KDHE) will be subject to a higher level of scrutiny. For any approved travel, cancellation policies must be considered and generally used when booking travel requiring hotel or air travel. Employees shall continue to follow CDC, KDHE, and any local health department travel/quarantine guidelines and mandates, including in their personal travel. Employees are responsible for checking the latest guidelines and mandates issued by KDHE posted on the  KDHE website , and should understand the risks and be ready to take appropriate leave in the event they engage in personal travel to high-risk areas.

UNIVERSITY EVENTS/ACTIVITIES

Departments, organizations/committees/groups, and individuals responsible for planning or assisting in the planning of University-sponsored or hosted events on University property or off site need to continue to ensure that the fundamental health and safety requirements set forth herein, as well as any state or local requirements concerning mass gatherings or other public health measures, are incorporated into their event planning and implementation processes. While a gradual increase in approved on-campus events is anticipated, all events remain subject to prior approval by vice presidents and any additional University-required health and safety guidelines applicable to the event. Event hosts and sponsors may continue to utilize the    Operational Area Reopening template  (for department-level event planning) and the  Event Planning Guide   (for university-level event planning) for purposes of submitting plans to vice presidents for approval.

Requests from third parties to utilize University facilities for events or activities shall be directed to the appropriate facility manager, who can coordinate with others at the University and the third parties involved concerning space availability, University health and safety guidelines, and any other relevant policies or procedures relating to the event or activity. The Event Planning Guide and approval process referenced above should generally be utilized for these types of events and activities as well.

Planning associated with “large” events like those associated with FHSU Athletics and Spring Commencement will continue to be guided by local conditions and, in the case of Athletics, in particular, guidance or restrictions provided by the MIAA conference or NCAA.

ACADEMIC AFFAIRS PLANS AT A GLANCE

The Fall 2020 Academic Affairs reopening plan is accessible here. The Spring 2021 Academic Affairs plan is found below. This plan features several components designed to promote a safe, flexible, and effective educational experience at FHSU. Major components are summarized below.

Spring Course Schedule and Delivery

Total On-Campus (TOC) Courses – Notated with TOC

• Designed for courses that must be entirely on-campus to be completed.
• Courses should be scheduled in a classroom/lab space for the duration of the course.
• Students will attend these classes on campus.
• Given the small number of fall TOC courses, these could be scheduled in an 8- or 16-week format and would most likely be allowed to continue with on-campus instruction throughout the scheduled course time.  However, any course delivered as a TOC may have to be paused or delayed at a given point of the semester, given the public-health situation. 
• Students will pay on-campus tuition for these courses.

Hybrid Courses (HC) – Notated with HC

• Course times and days should be scheduled for the entire semester in a classroom.
• The primary focus of these hybrid courses is flexibility.
• Meant to expand the boundaries of the classroom, hybrids should contain a  >blend of online and face-to-face components.  HLC requirements indicate that at least 25 percent of a hybrid course should be delivered through face-to-face instruction.  It is expected that all students will have the opportunity to participate in face-to-face instruction.  An online component is also critical in a hybrid course.   
• Due to classroom space constraints, some students in a hybrid course might be in the physical classroom space while others may be connecting to the class remotely through technology. Each hybrid course will be uniquely designed by each academic department with the HLC guidance in mind.  The hybrid design and attendance expectations for a specific course should be available to students prior to the start of the semester (through a course syllabus or contact in the department office). Instructors are encouraged to think about what they are willing and able to accommodate regarding attendance expectations.  The course should still be designed in such a way that fully online instruction is possible at any given time of the semester should the public-health situation necessitate a shift at the University.

• Students will pay on-campus tuition for these courses.

Total Online (TOL) Courses – Notated with TOL

• Designed for courses that have traditionally been scheduled as on-campus courses but will be offered completely online. Courses do not meet face-to-face on campus.
• Course times and days (no classroom) for TOL courses should be scheduled as faculty will hold synchronous class meetings periodically at the designated class time/day throughout the semester.  That time should fit within our standard schedule for class times. The requirement of a synchronous component differentiates the course from an FHSU Online course.
• Scheduled class times during the semester do not have to equal 45 contact hours.  Only schedule the day(s) of the week and time that you plan to meet synchronously with students.  (e.g., If you plan to meet on Tuesdays at 9 a.m., schedule the course for Tuesday from 9-10:15 a.m.) 
• Students will pay on-campus tuition for these courses.

Virtual courses (signified by a V and listed as Online) will be delivered online with no modification.  Students will pay online/virtual tuition for these courses, which are generally offered asynchronously.

Students were informed of course notations and schedules available when pre-enrollment began in October and were asked to contact their academic department or academic advisor with questions about the Spring schedule.

Classroom Health and Safety Protocols

These protocols continue from Fall 2020 and align with the fundamental health and safety requirements set forth above. These apply to all classrooms, labs, or studios on the FHSU campus or other University facilities.

1. Classroom Physical Distancing and Other Practices –

• Only students and instructors of any particular class are allowed in the classroom space dedicated to that course section.
• Classroom seating should be set and maintained for social distancing. Classroom diagrams to assist with this are available upon request. 
• Avoid having students face one another.
• Breaks should be planned to ensure the maintenance of social distancing (i.e., staggered break times, small groups, hand washing after station work).
• Assigned seats are recommended to assure proper social distancing when a class does meet face-to-face.
• Cleaning of desks, tables, chairs, and doors should be completed after class meetings on a regular schedule. Students and faculty may be asked to clean their areas of use utilizing University provided supplies. Individual faculty are responsible for coordinating with custodial staff to confirm the cleaning protocol after class meetings. Classrooms and other learning spaces will be thoroughly cleaned each evening during the week.  
• Frequent surface and facility cleaning in all common areas and meeting spaces throughout buildings should occur through coordination with custodial staff.
• Utilize University signage to assist with general health and safety protocols, as well as any special reminders relating to hallways, elevators, and stairwells.
• Use the dedicated entry and exit designated for each classroom and building.
• Avoid contact with high-touch surfaces (e.g., keep doors open to allow movement without touching knobs when possible and when it does not impact fire and other safety zoning).
• Restrict as much as possible, limit, if necessary, the sharing of materials such as papers, pens, equipment, etc. Have enough supplies to minimize the sharing of high-touch materials to the extent possible (art supplies, math manipulatives, science equipment, etc.), or limit the use of supplies and equipment to one group of students at a time and clean and disinfect these items between uses.
• Avoid sharing electronic devices, books, games, and other learning aids. Students might need their own bin of materials that they use for learning — and these materials will need to be cleaned regularly.
• Establish and maintain a static seating chart to support contact-tracing efforts; should they be needed.
• Faculty, staff, and students are encouraged to bring their own water to minimize the use and touching of water fountains.

2. Gathering, Personnel Workflow, and Movement Practices 
    

• Cohorts should be small and consistent. They should not be changed during class or from class meeting to class meeting to reduce the amount of contact between people.  Seating, lab stations, lockers, breaks, or other rotational activities should be by cohort. 

3. Use of Face Coverings

• The University’s face covering policy, set forth above, will apply in classrooms and across the University. Faculty and students should plan to have a face covering with them at all times.

Any additional information regarding safety protocols in specific courses on campus should be made available to students on the first day of their classes.

The China Program

Decisions regarding the Spring 2021 semester will be communicated to faculty teaching in China, in addition to FHSU administrators and partners.

Faculty and Staff Support

Three initiatives are identified as priorities for faculty and staff support: 1) Care teams for faculty and staff deployed in Fall 2020; 2) Regularly update and provide additional staff technology training and University processes, and 3) Utilizing University mentors to assist with faculty in teaching transitions. 

Public/Constituent-Facing Services and Facilities

Each public/constituent facing service at FHSU has unique space, staffing, and other factors that limit the ability to have a one-size-fits-all plan.  These plans are available for each space. 

For additional information regarding the Academic Affairs plans for Spring 2021, please visit the Spring 2021 Academic Planning FAQ's available on our COVID-19 Response website.

RESIDENTIAL LIFE PLANS AT A GLANCE

The  Spring 2021 Residential Life Plan  closely follows the  Fall 2020 Residential Life Plan , maintaining the focus on enhancing student success and mitigating the potential spread of COVID-19 while still providing FHSU students who choose to reside on campus with an engaging on-campus living experience. Major components are summarized below.

On-Campus Housing

• Students will still have the choice to live with their selected roommates/suitemates whenever possible.
• Residents will occupy Stadium Place and Wooster apartments as normal with minimal adjustments.
• Occupancy numbers in McMindes Hall will be reduced.
• Assignments may be adjusted to other floors or buildings to reduce the number of students using community restrooms.
• Furniture in double occupancy rooms was arranged before move-in for the fall semester, placing the beds approximately 6 feet apart.
• Move-in dates and processes will be modified to reduce the number of people gathered in our buildings at the same time.

Students who have submitted housing contracts will continue to be housed under the latest plan and were previously notified of assignment confirmations or any potential changes to their housing assignments.

Residential Life Health and Safety Protocols

Students will continue to receive updates about terms, policies, and behavior expectations related to COVID-19.  Students will also be provided with a Spring 2021 – Guide for Students that includes the fundamental health and safety requirements set forth herein and mirrors many of the policies and other information provided in this Spring 2021 – Guide for Employees.

Dining

Any new details regarding modifications to dining operations will be sent to students. In order to accommodate social distancing requirements, there will continue to be a decrease in available seating in the McMindes Café, the picnic area added outside of the McMindes Café will remain, and a takeout option will continue.

Contingency Planning 

This plan continues to focus on providing a positive on-campus experience while adhering to local, state, and federal health protocols. Contingency plans remain in place in the event circumstances require the University to introduce additional health and safety measures. We will continue to monitor and respond to new guidelines and recommendations from appropriate authorities.

• Similar to the Spring 2020 Semester, if move-outs are required by the University, prorated refunds will be provided to students.
• Housing will continue to be available for any students whose circumstances require them to remain on campus. 
• We have reserved spaces for quarantine or isolation needs.

For additional information regarding the Residential Life plans for Spring 2021, please visit the  Spring 2021 Residential Life Planning FAQ’s  available on our COVID-19 Response website.

PLANS FOR TESTING, TRACING AND ISOLATING

Regardless of the various mitigation measures that are being implemented, we know that cases of COVID-19 on campus are likely to continue to occur. How everyone responds to such occurrences is important. To that end, the following general protocols and plans – which are subject to change based on the latest conditions and guidance from our local, state, or federal health partners – should be kept in mind.

Current Plan for Testing

The Student Health Center will be ready to test patients this spring who present with symptoms of COVID-19 or have been identified as a close contact through contact tracing.

Anyone who is symptomatic or does not feel well should stay home and stay away from others except to get medical care, calling their medical provider in advance.  You may call your personal health care provider or contact the Student Health Center during normal office hours at (785) 628-4293 to discuss your symptoms with a nurse and get recommendations. You may also call the HaysMed COVID Hotline at (913) 588-1600 seven days a week between the hours of 8 a.m. and 4:30 p.m.  

When a test is performed because you are symptomatic, you will be required to isolate until the results are final. If you are asked to isolate or quarantine, refer to instructions provided by health officials and guidance provided by KDHE and CDC regarding isolation and quarantine (see below).  Students, faculty, and staff may also contact their primary care provider or the Ellis County Health Department (ECHD) to access an alternative testing location or related information.

During the academic year, testing of asymptomatic individuals for COVID-19 may be required to identify outbreaks and inform control measures (e.g., a residence hall floor or building), or otherwise occur as part of the University’s general surveillance testing plan administered by the Student Health Center.

Individuals who test positive should follow the advice of their medical providers, instructions from ECHD or other local health officials, and additional guidance from the  CDC .  Individuals are encouraged to contact their supervisors to report their anticipated absence from work and Human Resources for information concerning leave and benefits.

Current Plan for Reporting and Contact Tracing

Positive test results from any laboratory are reported to KDHE, which then informs the local health departments. In Ellis County, the ECHD is responsible for contacting those who have had  close contact  with an infected individual and will generally instruct these individuals to quarantine in accordance with CDC and KDHE guidance. Close contact is defined by ECHD as spending 10 minutes within 6 feet of the infected individual in the two days prior to symptom onset. If you have not been contacted by ECHD or the Student Health Center in a support role for ECHD, you were not identified as a close contact.

The University intends to continue reporting data compiled by the Student Health Center regarding symptomatic and surveillance testing that it performs, and appropriate University officials may make other general announcements or notifications concerning cases or outbreaks identified within the campus community. The University, through the Student Health Center, may also assist ECHD with contact tracing efforts if appropriate to do so. However, personal health information will be protected and remain confidential as required by law.

The FHSU Student Health Center will continue to serve as the main point of contact for purposes of responding to specific COVID-19 case concerns or reports. The University will continue to work with state and local partners concerning information sharing as well.

Current Plan for Isolation and Quarantine

Isolation refers to separating people who are ill from people who are healthy. Quarantine, on the other hand, is the term used when a well person is separated and restricted from others because of an exposure to a contagious disease. Both practices are used to stop or limit the spread of disease. Generally, individuals must isolate or be quarantined for a minimum of 10 days when they test positive for or are exposed to the coronavirus causing COVID-19. The  KDHE   and CDC provide more detailed information on how to properly  isolate or  quarantine.

The local guidelines for quarantine – not isolation – have changed since the start of the fall semester. If you are in Ellis County and have been identified as a close contact to a positive case, and remain asymptomatic, your quarantine will last 10 days from the date of contact according to updated CDC guidelines adopted by the Ellis County Health Department on 12/07/2020. 

• Your quarantine period may end after 7 days if you have no symptoms and test negative at least 5 days after the close contact exposure. Students may contact the Student Health Center to request a test kit during a quarantine. 
• If you choose not to test then you must complete the full 10 day quarantine period.
• If you develop COVID-like symptoms during quarantine, you should test and follow instructions provided by your healthcare provider.   
• In all cases, public health guidelines recommend individuals monitor themselves for COVID-like symptoms for a full 14 days after a close contact even if released from a quarantine after seven or ten days.    

Refer to CDC, KDHE, and ECHD for additional information and guidance regarding recent changes to CDC guidelines and options for quarantine.

Individuals instructed to isolate or quarantine by public health officials should follow the instructions given to them by such officials, as well as the general guidance provided by the CDC. Because most employees reside off campus, employees who are subject to isolation or quarantine should expect to isolate or quarantine in their personal residences and be monitored by county health officials. Similarly, students residing off campus that are asked to isolate or quarantine should expect to be provided information to complete their isolation or quarantine at their personal residence and be monitored by county health personnel. Students residing in campus housing may return to their permanent residence to isolate or quarantine. Such students may also be isolated or quarantined in living spaces so designated by the University. The spaces may be on campus or in local leased spaces, depending upon availability. Students isolating or quarantining in spaces designated by the University will be monitored by Student Health personnel.

For additional information regarding testing, tracing, and isolation/quarantine plans, and other information concerning employees, please visit the General Health and Safety FAQ's and the Employee FAQ's available on our COVID-19 Response website.