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COVID Response Guidelines

Resume Face to Face Operations

As of May 12, 2020

The overall strategy for physical return to the workplace will be gradual and driven by our business needs. At all times the strategy will be focused on minimizing risk while simultaneously optimizing our performance and the services we provide to our institutions. With this in mind, physical interaction will be minimized and the safety of the physical environment will be maximized.

General Requirements for All Locations

Our HR policy requires that the emergency response guidelines established by Risk Management be followed. This allows for the guidelines to mature as new information and new mandates are defined.

Telecommuting will be maximized in all areas where it has proven to be effective. This not only enhances the safety of our faculty, staff, students and visitors, it also frees up space to allow for effective social distancing in areas where physical presence is determined to be needed or more effective.

All locations are expected to follow the Risk Management Guidelines:

  • Social Distancing CRG-1
  • Use of PPE (Including Facial Masks) CRG-2
  • Building Cleaning Protocols CRG-3
    • Deep Cleaning
    • Routine Cleaning for Sanitization
    • Response Cleaning
  • Self-Assessment, Reporting, Testing and Tracing CRG-4
  • Travel CRG-5
Specific Requirements

Not all facilities have the same work unit exposure and each will require a specific plan to meet the specific needs.

Sample Plan

We are utilizing 1901 Main Street as our test case for refining our return practices within system occupied facilities. This facility has remained partially occupied as essential construction projects have been ongoing. The current occupants are security, custodial and essential system employees who are necessary to oversee the ongoing construction work. While there is no intent to bring anyone back to the facility who has been successfully telecommuting, the building will soon experience additional activity as construction for the Montessori school picks up and the Law School Library is considered for re-opening to prepare for the Bar Exams. The goal is to have the facility ready for this increased activity and to simulate a full return in the near future.
The following is representative of the specific tasks that will be completed:

  • Space analysis performed and redistribution of personal space to ensure adequate social distancing.
  • Establishment of traffic flow plans and installation of associated signage.
    • One way corridors flow where possible
    • Maximum elevator capacity established
  • Completion of Deep cleaning of spaces to be occupied
  • Implementation of routine cleaning of all frequently touched surfaces
  • Establishment of an isolation space
  • Establishment of a monitoring program for PPE
  • Consideration for Establishment of a single entrance point and potential incorporation of temperature checks
  • Establishment of response plan should there be a presumptive positive
  • Training of all employees and School of Law occupants on their responsibilities

Social Distancing

As of May 12, 2020

The intent of this guideline is to outline the framework for minimum required social distancing on our campus properties and within our campus facilities in response to the emergency event associated with the COVID-19 pandemic. This guideline is intended to be consistent with the Center for Disease Control (CDC), as well as federal, state, and local authorities and does not supersede any established regulatory requirements regarding personal protective equipment in the workplace for regular daily work.

Specific Requirements:

  1. Maintain a minimum physical separation between all individuals of six feet (@ two meters) wherever possible.
  2. Conduct meetings virtually whenever possible. If meeting virtually is not possible, then meeting settings should accommodate distance between participants.
  3. Limit gatherings to no more than 10 people wherever possible and accommodate distance between participants. Classrooms and group spaces excluded where adequate social distancing space (see CRG-1) can be maintained.
  4. Avoid settings that encourage the congregation of people. Use signage and/or floor markings to establish proper social distancing for where there is a potential to form lines or gather groups of people such as food facilities, retail stores, and other similar areas. Where applicable, consider altering furniture arrangements and implementing administrative controls to allow for the required social distancing.
  5. Where possible arrange workspaces to provide the minimum physical separation between individuals. If this is not possible, then consider alternating in-office work schedules or locations or installing physical separators.
  6. Adjust classroom seating and capacities to ensure the minimum physical separation is accommodated.
  7. Consider establishing one-way traffic flow patterns that allow for proper spacing between individuals in areas with narrow corridors or walkways.
  8. Identify spaces or locations on site to isolate individuals who display symptoms of COVID-19. Take into consideration the distance from healthy individuals, essential services required for the isolation space, sanitation, ventilation, and any additional protective measures that may be needed.
References:

CDC Guidance: Social Distancing
CDC Guidance: Businesses and Employers
CDC Guidance: Institutions of Higher Education
Texas Minimum Recommended Health Protocols

Personal Protective Equipment (PPE)

As of May 12, 2020

The intent of this guideline is to outline the framework for minimum required personal protection equipment required on our campus properties and within our campus facilities in response to the emergency event associated with the COVID-19 pandemic.  This guideline is intended to be consistent with the Center for Disease Control (CDC), as well as federal, state, and local authorities and does not supersede any established regulatory requirements regarding personal protective equipment in the workplace for regular daily work.

Specific Requirements:

  1. Face Coverings:
    • In general, a cloth or disposable face covering shall be worn whenever in the presence of other individuals (ex. they can be removed when in a single occupancy office with no visitors).
    • In certain situations where the use of a face covering conflicts with the required functions (I.e., vocal performances) maintain the absolute minimum social distancing requirement as defined in CRG-1 
    • A face covering should:
      • Fit snugly, but comfortably against the front of the face, covering the nose and mouth.
      • Be secured with ties or ear loops
      • Allow for breathing without restriction
    • Cloth face coverings should be routinely washed depending on the frequency of use.  A washing machine should suffice in properly washing a face covering.
    • When removing any type of face covering, individuals should not touch their eyes, nose, and mouth and wash hands immediately after removing.
    • Wearing a face covering is not a substitute for appropriate social distancing.
  2. Gloves:
    • Wear disposable gloves when cleaning and disinfecting surfaces. Gloves should be discarded after each cleaning.
    • Properly remove gloves and wash hands prior to donning gloves and after gloves are removed.
    • As of May 18, 2020, disposable gloves will be required in gyms.
  3. Other Forms of Protective Equipment:
    • Specific additional PPE may be required based on specific work unit exposure. Please contact your campus health and safety team for job specific risk exposures.
References:

CDC Guidance: Face Coverings
CDC Guidance: Businesses and Employers
CDC Guidance: Institutions of Higher Education
Texas Minimum Recommended Health Protocols

Minimum Guidelines for Cleaning and Sanitation

As of May 12, 2020

The intent of this guideline is to outline the framework for minimum required cleaning and sanitation of facilities in response to the emergency event associated with the COVID-19 pandemic. This guideline is intended to be consistent with the Center for Disease Control (CDC), as well as federal, state, and local authorities and does not supersede any established regulatory requirements regarding personal protective equipment in the workplace for regular daily work.

Specific Requirements:

  1. Prior to re-occupancy all facilities will undergo a deep cleaning process
  2. Upon occupancy in addition to the routine cleaning, all high touch surfaces within occupied areas will be regularly disinfected. These include:;
    • Classrooms (tables, chairs, door handles)
    • Common Spaces
    • Conference rooms
    • Restrooms fixtures
    • Door handles
    • Elevator controls
    • Etc.
  3. As occupancy increases, the level of routine cleaning activities performed in classrooms, common areas, and restrooms will increase accordingly and as a minimum will include:
    • Cleaning of floor surfaces (both carpet and had surface).
    • Cleaning and disinfecting restroom floors, walls, stalls, and fixtures.
    • Cleaning and disinfecting lobby or common space tables, chairs, floors, doors, and drinking fountains.
    • Cleaning glass entrance ways and glass store fronts.
    • Cleaning and disinfecting/sanitizing all high touch surfaces such as counter tops and door handles.
  4. In the event there is a presumptive or confirmed positive COVID-19 case within a facility, the custodial staff will follow the CDC and Risk Management recommendations, will use the appropriate protective equipment and will thoroughly disinfect the potentially contaminated space prior to the space being re-occupied.
    • Minimum personal protective equipment to be used during this work will include:
      • Gloves
      • Mask
      • Gowns or disposable suits
    • b. When disinfecting a potentially contaminated space, manufacturer’s guidelines for disinfectant usage will be followed including:
      • Product mix requirements
      • Dwell time of the product on surfaces prior to wipe down
  5. Elevated levels of cleaning may be required for special use areas (i.e., clinical space, food service, etc.) and will be determined and implemented on a case by case basis.
References:

CDC Guidance: Cleaning and Disinfecting your Facility
CDC Guidance: Businesses and Employers
CDC Guidance: Institutions of Higher Education
Texas Minimum Recommended Health Protocols

Self-Assessment, Reporting, Testing and Tracing

As of May 12, 2020

The intent of this guideline is to outline the Self-Assessment, Reporting, Testing and Tracing requirements during the emergency event associated with the COVID-19 pandemic. This guideline is intended to be consistent with the Center for Disease Control (CDC), as well as federal, state, and local authorities and does not supersede any governing regulatory requirements.

Specific Requirements:

  1. All faculty, staff and students are required to perform a self-assessment before coming on-site for the following potential COVID-19 symptoms:
    • Fever above 100.3
    • Persistent Cough
    • Shortness of Breath
    • Muscle Aches or Chills
    • Sore Throat
    • Diarrhea or Vomiting
    • Loss of Taste or Smell
  2. Faculty and Staff who have a potential COVID-19 symptom, should:
    • Contact their primary health care provider for preliminary screening and a determination of whether a referral to a testing site is required.
    • Notify their supervisor
    • Not come to work until they provide a documented medical clearance to their supervisor and H.R.
  3. Resident Hall Students who have any symptoms associated with a potential COVID-19 infection, should:
    • Notify the campus clinic
    • Contact their primary health care provider for preliminary screening and referral to a testing site
    • Follow further instructions from their residence hall coordinator concerning isolation
  4. Non-Resident Hall Students who have any symptoms associated with a potential COVID-19 infection should:
    • Notify the campus clinic
    • Contact their primary health care provider for preliminary screening and referral to a testing site
    • Not return to campus until cleared by a physician
  5. All Tracing will be done under the direction and guidance of the local department of health
References:

CDC Guidance: Symptoms of Coronavirus
CDC Guidance: Businesses and Employers
CDC Guidance: Institutions of Higher Education
Texas Minimum Recommended Health Protocols

Travel Guidelines

Revised May 20, 2020

The intent of this guideline document is to outline the framework for international and domestic work-related and personal travel in response to the emergency event associated with the COVID-19 pandemic. This guideline is intended to be consistent with the Center for Disease Control (CDC), as well as federal, state, and local authorities and does not supersede any governing regulatory requirements.

Specific Requirements:

  1. Until further notice, no university-sponsored or work-related international or domestic travel will be allowed. Any trips previously scheduled should be canceled or postponed. The restrictions apply to:
    • Faculty
    • Staff
    • Students
  2. Regardless of source of funding, all travel is prohibited for any professional or educational purposes, including but not limited to:
    • Conferences
    • Meetings
    • Academic lectures
    • Clinical commitments
    • Internships
    • Research collaborations
  3. Any exceptions to these travel restrictions must be submitted for review and approval. The approval process will be determined by the President/Chancellor for each institution.
  4. Personal travel – international or domestic – to areas of active community COVID-19 transmission is strongly discouraged.
    • Your decision to travel to these areas for personal reasons may affect your ability to return to campus and to your regular professional or educational activities.
    • Upon your return, any personal travel outside Texas must be reported in accordance with your institutional protocols prior to returning to campus.
    • You are not permitted to come to campus for any reason until authorized in accordance with your institutional protocols if you have traveled to a CDC Level 2 or 3 country.
    • Travel to a country with ongoing widespread or community-level transmission (CDC Levels 2 and 3) of COVID-19 will require self-isolation and self-monitoring for symptoms for 14 days without returning to campus.
    • Travel from specific states or regions identified as part of the governor’s executive orders as being subject to self-quarantine, will require self-isolation and self-monitoring for symptoms for 14 days prior to returning to campus.
    • Individuals who are unable to return to the United States or who are required to self-isolate following personal travel will be required to use available, applicable leave accruals or leave without pay pursuant to UNT System and institutional policies unless they are approved to work remotely.
References:

CDC Guidance: Businesses and Employers
CDC Guidance: Institutions of Higher Education
State of Texas Executive Order GA-18