For employees that are returning to on-ground, in-person work, three things are key:
training, education, and safety controls.
This is a living document; the college regards health and safety as the highest principles
and will adopt an evidence-based risk management approach to guide decisions. Santa
Monica College is putting safety first. SMC employees and students will return to
their work areas and classrooms in a multi-phased approach.
These five phases were developed based on the current guidance of the Centers for
Disease Control and Prevention (CDC), the California Department of Public Health,
Cal/OSHA (The Division of Occupational Safety and Health), Cal OES (Office of Emergency
Services), and the Los Angeles County Department of Public Health, among others.
As we learn more, institutional plans and guidance will be updated. This article was last revised on 8/14/20.
The purpose of this information is to provide broad institutional and operational-level guidance. We hope to empower
our employees on the campus to build department-specific plans that will enable the
safe return of their departments and areas. We also want to ensure the safety of students
when they return to campus by looking at the efficient use of college facilities,
as well as how to best protect academic programs, services, extra-curricular activities,
and intercollegiate athletics. The success of the college’s efforts to safely reopen is the responsibility of all
college personnel. It also relies on the commitment of each employee to exercise mindfulness
and personal responsibility, as well as their willingness to comply with the guidance and directives contained
in this document.
Our plan for the return of employees to campus is carefully designed in alignment with the core principles that have guided our decisions throughout the COVID-19 crisis:
To ensure the health, safety and wellbeing of faculty, staff, and students in the
campus community
To mitigate the risk of resurgence and spread of COVID-19 at SMC
To maintain academic excellence
To continue to implement equitable practices and access to higher education
To sustain college operations and prepare the institution for the return of students
Additionally, our plan is mindful of the need to protect vulnerable and high-risk
individuals on campus including:
Those with underlying health conditions such as heart disease, asthma, and diabetes
Those who are immunocompromised
Those who are 65 years of age or older
Those who have routine contact with any vulnerable or high-risk individual such as
individuals with underlying health conditions, individuals who are over the age of
65 living in their home, or individuals who are caring for someone outside their household
in these categories
Through this plan, the college seeks to:
Provide the greatest degree of contact-tracing capability
Maximize our capability to contain any incidents of COVID-19
Enable our ability to review and enhance our health-care related processes, procedures,
and responses
Enhance our capability to care for our faculty, staff, and students while also protecting
our community
COVID-19 has had a devastating impact on numerous communities. Communities that have
been most impacted include low-income, individuals with disabilities, and people of
color (primarily Black and Latinx communities).
As the District begins to implement the phased recovery plan, there are various pressures
that will be considered for supporting faculty, staff and students in both the online
environment as well as safely returning to on-ground activities. Webinar: Seven Equity-Minded Practices for Online Student Services. Presenters: Dr.
Frank Harris III and Dr. Luke Wood- April 9, 2020
Pressures Facing Employees:
Access to technology
The need to be more engaged
The intensity of transitioning to online services (need to be trained and master the
technology in a matter of days)
Lack of information on barriers students are facing
Legal, compliance and policy requirements
“Zoom Fatigue” (includes ergonomic challenges)
Balancing the conflicting demands of home and work
Pressures Facing Students:
Digital access
Inadequate access to technology, including computers and Wi-Fi
Lacking the “technology aptitude” that is necessary to fully leverage the virtual
learning space.
Basic needs insecurity
Loss of basic needs resources that were being provided by the campus
Loss of income from campus employment
Access to campus resources, staff, and information
Excessive communication without clarity
Knowing who to reach out to for needed support
Access to campus resources that are harder to move online
Balancing conflicting demands of home and school
Caring for parents, children, and other dependents
Limited space in home to study and concentrate
Feelings of isolation and loss of community
Digital burn-out (zoom fatigue)
The five phases of our return-to-campus plan are described below.
At each stage of the plan, the college will be guided by the following conditions:
Employee screenings will be in place with the capability to screen for active disease
daily (this includes temperature checks, as well as screening for cough, shortness
of breath, loss of smell and taste, sore throat, runny nose, and nausea). The Employee Symptoms Checklist is provided in this document appendices.
Environmental controls will be in place including as-needed personal protection equipment
(PPE), and cleaning services. We will be following the LA County Department of Public
Health Guidelines for Reopening.
The goal is to protect the health and safety of the SMC community. Employees must
be provided clear guidelines with frequent reminders that if they have symptoms of
COVID-19 or other illness, they are to stay home, contact their supervisor, and seek
medical attention as appropriate. Further, an appropriate respiratory (face-coverings)
and hand-hygiene program must be implemented and maintained with appropriate signage,
supplies, and support systems. The SMC COVID-19 Employee Guidelines document covers this further.
The following phased approach is based on conditions, considerations for movement,
and safety measures.
The consideration for movement establishes a threshold of activities to assist the
Emergency Operations Team in the transition from one phase to the next. The considerations
will be used to guide the reopening or reduction of on-ground activities.
5 Phases of Recovery
Safer at home orders are in place, schools and non-essential businesses are closed.
Campus and building access are restricted.
Telework is the preferred choice for as many employees as possible in accordance with
state/local mandates.
Instruction is remote and in-person academic programs are cancelled except for essential
programs for first responders, and services to assist student basic needs (example:
food pop up pantry, outdoor WiFi access)
During Phase 1, only employees deemed essential to support college facilities and
campus activities should be scheduled to return to work on campus. These are people
who support the health and safety of the workplace, and include Maintenance and Operations,
Police, Cashier’s Office, Bookstore, Health Center, etc. Only instructional classes
that support first responders may resume on-ground (i.e., Nursing and Respiratory
Care). The college will use Phase 1 to test the institution’s ability to exercise
protocols and procedures, care for our workers and students, and protect our community.
Departments/programs will use Phase 1 to assess, plan and adjust as necessary.
Returning to normal functions is not the focus of Phase 1. Employees should return
in a limited capacity only as necessary to perform the duties of their jobs.
Essential employees who are at high-risk for COVID-19 should contact Human Resources
for further guidance. Employees who can effectively work from home and whose physical
presence is not required to support the return of students and college functions should
continue working from home. Adjusting work schedules, limiting the number of people
in the workplace, alternating workdays for employees, adjusting start and end times
for employees, and adjusting entry and exit points in the workplace should all be
considered and will help ensure flexibility and physical distancing. If childcare
availability is limited and/or K-12 schools are closed, departments are encouraged
to work with faculty and staff to contact HR for further guidance.
Protocols and practices for health monitoring, COVID-19 prevention strategies, and
physical distancing, training and signage should be in place.
Offices, workspaces, and/or classrooms will be adjusted to meet the six feet physical
distancing requirement if possible. Face coverings must be worn in areas where six
feet distancing cannot be achieved; employees in an open shared work environment must
wear face coverings at all times. (Exceptions include cubicles with a physical barrier.)
Additional measures should be taken to prevent COVID-19 transmission, including but
not limited to:
Daily self-check health screening of employees
Restricting or prohibiting non-essential visitors
Utilizing video or phone conferencing instead of face-to-face meetings
Workplace modifications
reducing the number of workstations or staggering schedules
placing Plexiglas or other non-porous barriers in places such as check-in stations,
customer service greeting areas, etc.
reducing the number of chairs in waiting areas and break/lounge areas
reassessing flow patterns throughout the building to allow for reduced contact and
discourage congregation
increasing ventilation air exchanges, if feasible
Employing signage to encourage physical distancing, hand washing, and face coverings
Providing hand sanitizer and face coverings
Working with Maintenance and Operations staff to ensure appropriate cleaning and sanitizing
of the workplace, office, classroom, etc.
Prohibiting nonessential college-related travel
If vehicle travel is necessary, limit the number of occupants in the vehicle to one
whenever possible (This includes college carts)
All departments, programs or activities returning to on-ground operations, should
complete the following documents and review the plans with the Emergency Operations
Team leads.
Telework is the preferred choice for as many employees as possible in accordance with
state/local mandates.
Instruction is remote and in-person academic programs and services are restricted.
Considerations for movement into Phase 2- based on LA County level data
Safer at home orders are in place, schools and non-essential businesses are closed
Ability for SMC to support physical distancing and protect those for risk of COVID-19
Ability to contact trace and support the exposed
Sufficient levels of testing capacity
Trends in reduced numbers of positive cases
Trends in reduced hospitalizations
Trends in reduced numbers of deaths
During Phase 2, departments/programs will bring not more than an additional 30% of
their workforce back to campus for the purpose of increasing operational capacity
and support activities at the college. Although a complete/full return to normal college
operations is not anticipated during Phase 2, departments/programs should enhance
preparations for the return of students. All guidelines and requirements established
for Phase 1 above continue to apply and must be implemented by departments/programs.
Campus and building access are limited use.
Telework is the preferred choice for high risk employees who have an agreed upon medical
accommodation in accordance with Human Resources.
Some academic programs, services and activities are offered on-ground. (Based on EOT
approval)
Considerations for movement into Phase 3
LA County Roadmap to Recovery is in Stage 3 and allowing colleges and universities
to reopen.
Ability for SMC to support physical distancing and protect those for risk of COVID-19
Ability to contact trace and support the exposed
Sufficient levels of testing capacity
Trends in reduced numbers of positive cases
Trends in reduced hospitalizations
Trends in reduced numbers of deaths
The County is open to “Higher-Risk” businesses and institutions
Institutions are open and many protective measures are still actively in place. The
underlying threat of outbreak remains, but prevalence of the virus is lower and testing
and contact tracing capacities are robust enough to allow some policies to be relaxed.
During Phase 3, the remaining workforce (excluding employees who have been authorized
or directed to continue to work from home) will be returned to campus to conduct final
preparations for the return of our students. All guidelines and requirements established
for Phase 1 and 2 above continue to apply and must be implemented by departments/programs.
Campus and building access are modified
Telework is the preferred choice for high risk employees who have an agreed upon medical
accommodation in accordance with Human Resources.
Most academic programs, services and activities are offered on-ground. (Based on EOT
approval)
Considerations for movement into Phase 4
LA County Roadmap to Recovery is in Stage 4 and allowing colleges and universities
to reopen additional operations.
More students can return to on-ground
Ability for SMC to support physical distancing and protect those for risk of COVID-19
Ability to contact trace and support the exposed
Sufficient levels of testing capacity
Trends in reduced numbers of positive cases
Trends in reduced hospitalizations
Trends in reduced numbers of deaths
The County is open to “Highest-Risk” businesses and institutions
Once vaccines and/or highly effective treatments are identified, and there is low
circulation of the coronavirus, prevention practices can be gradually lifted.
Phase 4 will introduce the return of partial face-to-face instruction, services, and
activities with appropriate and ongoing mitigation strategies to reduce the spread
of COVID-19, including the use of hybrid activities. All guidelines and requirements
established in Phase 1 continue to apply and must continue to be implemented by departments/units.
The college will closely supervise all aspects of college operations to ensure the
maximum participation of employees and students in socially responsible behavior.
This includes the use of personal protective equipment, as well as compliance with
measures consistent with local, state and federal guidelines. As always, our commitment
is to the highest level of excellence in education
Considerations for movement into Phase 5
LA County Roadmap to Recovery is in Stage 5 and allowing colleges and universities
to fully open with no restrictions.
Vaccines and treatment readily available, LA County Department of Public Health Roadmap
to Recovery Normal Operations. Example: Full classroom integration
1. Where can I find the daily employee symptom checklist?
Complete the symptom checklist here. Additionally, all district employees were emailed a PDF copy of the checklist so
they can print the form and complete it prior to campus arrival. Look for the form
in an email from Sherri Lee Lewis.
2. If I'm are experiencing any COVID-19 symptoms on the Daily Symptom Checklist, what
should I do?
Notify your health care provider,
Notify your manager,
Call or email the COVID-19 HR Response Team at 310-434-4415 or COVID19HR@smc.edu.
3. If I have symptoms, test positive or am presumed positive with COVID-19, what happens
when I call HR?
When you contact Human Resources (HR) at COVID19HR@smc.edu or 310-434-4415, they will administer a COVID-19 questionnaire. The results will
be sent to Student Health Services and a nurse will contact you with isolation, testing
and care information. Campus visitors (eg: contractors, vendors) should contact Student
Health Services directly at Healthcenter@smc.edu or 310-434-4262. The Student Health staff will begin on-campus contact tracing.
4. When must I wear a face covering?
Cloth face coverings must be worn at all times while on campus and when in contact
or likely to come into contact with others. This includes walking to-and-from the
parking lot/structures to the work area. Cloth face covering are not necessary when
the you are alone in a private office/walled cubicle. You should wash your face covering
daily and carry at least two face coverings to ensure a replacement.
5. Due to a medical condition, I'm unable to wear a face covering. What should I do?
Anyone unable to wear a face covering should contact HR before reporting for on-campus
work.
6. What are some workplace modifications that managers and employees should make in
their work areas?
Reduce the number of workstations, remove shared tools, stagger schedules, request
plexiglass barriers, reduce the number of chairs in the waiting/break areas, reassess
flow patterns, remove communal food opportunities (eg: coffee makers) and increase
ventilation.
7. As a manager, I’m overwhelmed with this information. What should I do first?
Start by completing the two COVID-19 online trainings. Search your email for "Keenan
SafeColleges Online Training." The two trainings will take about 80 minutes to complete.
Next read the Road to Recovery Plan and complete:
Submit both plans to Chief Adams and Daniel Phillips for final approval. If you have
questions, please contact Daniel Phillips at phillips_daniel@smc.edu.
8. Where can managers find links to forms such as the Workplace Policies and Practices
to Protect Employees Checklist?
The forms are located in the appendices of SMC COVID-19 Roadmap to Recovery Plan.
9. How will managers obtain name badges for employees who are permitted to come to
work?
One reusable badge will be provided for each employee and must be worn while on campus.
Distribution instructions are pending.
10. How will managers obtain PPE (Protective Personal Equipment) for their staffs?
The process is being finalized, but PPE requests will be made from the SMC website.
Daniel Phillips will review each request. Once approved the request will be forwarded
to Receiving. Receiving will process requests and deliver PPE two days per week. Please
order at least one week in advance.
11. How will managers obtain hand sanitizer for their staffs?
The process for ordering hand sanitizer is being finalized. Managers will complete
an order form and hand sanitizer will be processed by Maintenance and Operations (M&O).
12. What is the procedure for work-at-home staff members who need to come to campus
for one day?
Managers must authorize the employee to come onto campus and notify Campus Police
48 hours in advance,
Employees must call campus police when they arrive and depart from campus,
Employees must wear a facial covering, and follow all COVID-19 safety guidelines while
on campus.
Employee Guidelines for Recovery
This document provides guidelines to facilitate the safe return of employees to workspaces.
This plan sets out procedures, protocols, and guidelines to promote the health and
safety of the campus community.
These measures rely on guidance from local and national health authorities, including
the Los Angeles County Public Health Department, the Centers for Disease Control and
Prevention (CDC), and other agencies such as the Occupational Safety and Health Administration
(OSHA) and the U.S. Equal Employment Opportunity Commission (EEOC). This plan has
been approved by the College’s Emergency Operations Team (EOT).
All employees are required to follow these guidelines.
Sanitizer caddies will be provided in each department: If the caddies are not available
contact M&O
Campus Support & Response Form: If you have questions, observations, or concerns, this form can be used to ask questions
and get answers to the information you are looking for.
The EOT and responsible administrators must approve any physical relocation of employees’
workspaces; moving of furniture, large office equipment, or technology resources which
require installation support from the IT Department; or significant physical adjustments
to workspaces.
The District has thoroughly cleaned and disinfected all facilities. Appropriate sanitation,
disinfection, and cleaning of District facilities will be performed routinely while
in use by any employees or students.
Basic cleaning and sanitation supplies will be available in District facilities to
allow employees to regularly clean communal use equipment, keyboards, phones, faucets,
doorknobs, light switches, elevator buttons, and toilet handles before and after use.
Custodial services provide regular cleaning and disinfecting in high-traffic areas
and during high-traffic times.
All facilities, offices, studio spaces, break rooms, classrooms, lobbies, elevators,
and restrooms being utilized will be cleaned and disinfected daily following CDC guidelines.
High touch surfaces will be cleaned several times a day with disinfectant solutions.
High touch surfaces include light switches, doorknobs, handrails, elevator buttons,
faucets, dispensers, toilet handles, refrigerator handles, and microwave doors.
All instructional equipment checked out for individual use will be cleaned between
users using appropriate sanitizing protocols.
The EOT will post signs and other communications to promote good hygiene, including
frequent hand washing, and remind employees and students of expectations.
Physical distancing, face coverings and frequent handwashing are recommended by health
authorities as the most effective methods of avoiding the spread and contraction of
COVID-19. The primary objective of the procedures and guidelines for re-opening District
facilities for employees is to ensure a safe working environment where physical distancing
is an important component.
In accordance with CDC guidelines, employees are expected to stay away from District
facilities when experiencing COVID-19 symptoms, have tested positive, or have been
in close contact with someone who has symptoms or has tested positive within the past
14 days.
At Santa Monica College, physical distancing protocols will limit the number of people
at a District facility at any given time. Most courses, instructional support, and
student services will be delivered online. Where appropriate, employees may continue
to work from home.
All work occurring at District facilities must provide at least six-foot physical
distancing whenever possible when people are occupying the same space.
EXPECTATIONS FOR PHYSICAL DISTANCING AT ALL DISTRICT LOCATIONS
Six-foot (about 2 arms’ length) distancing whenever possible within employee workspaces,
lobbies, and other common areas.
Groups of any size are discouraged.
Telework (i.e., working remotely, off campus) is used when appropriate.
Alternating and staggered work shifts are used to reduce the number of employees in
offices and common areas
Face coverings (and/or PPE as appropriate) are mandatory when a 6-foot distance cannot
be maintained between employees and others.
Employees working in cubicles or shared offices are mindful of wearing face coverings
when others are present or when they leave their office/cubicle area.
Audio and/or video conferencing tools for meetings are used where appropriate to limit
face-to-face interaction, even when on campus.
Apart from law enforcement personnel, employees should not ride in the same cart or
vehicle. For law enforcement, if two or more employees share a vehicle, each must
wear a face covering.
NEW FOOT TRAFFIC FLOWS
Where possible, buildings will have designated entrance-only and exit-only doorways.
Stairwells will be designated for up- and down-only traffic in buildings with multiple
stairwells (except for evacuation during emergencies).
Maximum capacity for elevators will be posted.
Use of spacing markers and circulation-flow markers on floors in high-traffic and
common use areas.
Other physical distancing measures include the following:
Revised occupancy limits for buildings, meeting rooms, and other common use areas.
No shared food and beverages in meetings and public spaces.
The District recommends that all employees practice social distancing while not at
work by limiting close contact with others outside your household in indoor and outdoor
spaces. Since people can spread the virus before they know they are sick, it is important
to stay away from others when possible, even if you—or they—have no symptoms. Social
distancing is especially important for people who are at higher risk for severe illness
from COVID-19.
In accordance with CDC guidelines, employees are directed to stay away from District
facilities when experiencing COVID-19 symptoms, if they have tested positive for COVID-19,
or if they have been in close contact with someone who has COVID-19 symptoms or has
tested positive within the past 14 days.
All employees must complete the COVID-19 Daily Employee Self Checklist if scheduled to work on campus or at any of the satellite sites. The checklist is
available online and in paper form. The online survey can be accessed on,
HR homepage – click on Daily Symptoms Checklist, or
go to SMC COVID-19 Self Checklist. If the employee answers “yes” to any of the questions asked, they will receive notification
that they shall not work and to follow the 3 steps listed on the survey. The 3 steps
include sending an email to COVID-19HR@smc.edu. If the employee answers “no” to all questions asked, they will receive notification
that they are permitted to come to work. Employees working on campus will also be
required to wear a name badge that is visible at all times.
All employees coming on campus must attest, via the Self Checklist survey prior to
coming to work, that they:
Do not have a temperature greater than 100.3 degrees.
Are not currently experiencing symptoms associated with COVID-19 as defined by CDC,
including fever, coughing, shortness of breath, chills, muscle pain, sore throat,
or loss of taste or smell.
Have not come into close contact (six feet or less for an extended period of time)
with a person experiencing COVID-19 symptoms or who has tested positive within the
past 14 days.
Have not traveled to a country or region on the CDC’s Level 3 Travel Health Notice
within the past 14 days.
Have self-screened for COVID-19 symptoms before coming to a District facility.
Upon arrival to work, if an employee has not completed the COVID-19 daily self-checklist,
they will be required to complete the checklist survey online, or submit the completed
checklist (paper) form prior to entering their work-station.
The District is not implementing mandatory temperature checks at all facilities. However,
temperature checks may be administered as a condition of entering certain campus facilities
with the approval of the Vice President for Human Resources only in circumstances
in which there is close physical contact (e.g., health office, fingerprinting). Such
temperature checks shall be conducted by a thermal scanner.
RETURN TO CAMPUS FOR SICK INDIVIDUALS
Following a positive COVID-19 test, employees must submit written documentation from
a licensed physician authorizing a return to work.
VULNERABLE EMPLOYEES
Vulnerable employees (those above age 65, those who are pregnant, and those with chronic
health conditions) are assigned work that can be done from home whenever possible,
and should discuss any concerns with their healthcare provider or occupational health
services to make appropriate decisions on returning to the workplace.
Face coverings are a best practice to reduce the transmission of the virus. The CDC
advises everyone to wear a cloth face covering over their nose and mouth whenever
in public spaces. All District employees are required to wear a face covering while
at District facilities as follows:
Employees must wear a face covering in hallways, public spaces, elevators, and common
areas.
Face coverings are required outdoors if safe social distancing and gathering practices
are not possible.
In other circumstances where six (6) feet of physical distance between individuals
cannot be maintained.
Face coverings are not required in individual offices or cubicles with high barriers
that are not shared with other people; face coverings in shared offices are required
if social distancing of 6 feet is not possible.
The District will provide 2 reusable cloth face coverings to all employees working
on ground. Employees should carry at least two face coverings with them daily to ensure
that they have a replacement if one becomes wet or dirty while they are on campus.
Employees may use a homemade or purchased cloth or disposable face covering. A multi-ply
tightly woven cotton cloth or multi-ply disposable face covering is recommended. The face covering must not have an unfiltered exhalation valve.
Employees unable to wear a face covering due to a medical condition must contact Human
Resources.
Employees must report the following to Human Resources:
A positive COVID-19 test
When they are experiencing COVID-19 related symptoms
When they have come in close contact with someone who is experiencing COVID-19 symptoms
or has tested positive within the last 14 days. The CDC defines “close contact” as
an individual who has had close contact (< 6 feet) for a prolonged period of time with someone who tested positive or has
symptoms.
To ensure employees have access to the same basic information, mandatory trainings
(approximately 60 minutes) regarding COVID-19 will be offered to employees as they
return to work on ground. The trainings will cover the following content:
A general overview of COVID-19 including infection prevention and control measures
(hand hygiene, respiratory etiquette, physical distancing, cleaning and disinfection),
signs and symptoms, testing, transmission, and credible resources.
Campus-specific policies and practices regarding infection prevention and control,
campus health and safety resources, use of PPE including masks/face coverings, and
actions if sick.
Any other training opportunities or events that the District deems appropriate to
foster a safe working environment.
Supervisors are required to ensure that this plan is followed to protect the health
of their employees and to reduce the spread of COVID-19.
They should take the following actions:
Monitor staff’s adherence to this plan.
Ensure that employees have attended the COVID-19 Safety Trainings.
Conduct meetings electronically, even when working on campus. If meetings cannot be
conducted virtually, keep participation to fewer than 10 participants and enforce
appropriate physical distancing and wearing of face coverings.
Consider staggered, rotating schedules and lunch break/ breaks.
Allow those who can work effectively from home to be the last to return and/or delay
their return to the campus.
Avoid assigning tasks that require face-to-face work with others when possible.
Encourage single occupancy in work rooms if possible.
Regularly monitor placement of signage and replace signage that appears to be missing.
Refer employees with health and leave concerns to Human Resources.
These procedures and guidelines may be revised as appropriate in response to government
mandates, public health agency guidelines, local conditions, and new information on
safe operational procedures.
This protocol document has been developed without the benefit of forthcoming CDPH
guidance specific to Institutes of Higher Education. Once CDPH guidance is available,
this document may need to be changed to ensure consistency between state and county.
The daily employee check list is a questionnaire that all employees working on-ground
must complete before returning to work. The checklist has also been modified for an
online version that is submitted directly to the area manager.
All SMC Employees and Students must complete the checklist before coming on campus.
An Operations Plan will need to be conducted for all departments, programs, and activities
that are returning to on-ground. This is coupled with the Department Specific Safety
plan.
Must be completed by all areas operating on-ground activities.
The Assignment List(s) (ICS 204) Area VP, Department Heads and supervisors of incident
assignments. Once the Managers and General Staff agree to the assignments, the assignment
information is given to the Emergency Operations Team Leads.
Must be completed by all areas operating on-ground activities
The Safety Plan template ensures that safety precautions are implemented for on-ground
departments, programs, and activities. It is coupled with the Operations Plan.
Must be completed by all areas operating on-ground activities
COVID-19 Containment, Response and Control Plan
This plan describes the college’s comprehensive approach to preventing and containing
the spread of COVID-19 on campus.
COVID-19 Containment, Response and Control Plan
This plan describes the college’s comprehensive approach to preventing and containing
the spread of COVID-19 on campus.
Employees are required to notify the district when they have a known exposure to COVID-19,
tested positive for COVID-19, or are presumed to have COVID-19 (are symptomatic).
Classified employees must email COVID19HR@smc.edu and their supervisors.
Designated COVID-19 Compliance Officers have been assigned who are responsible for
establishing and enforcing all COVID-19 safety protocols, ensuring that staff and
students receive education about COVID-19 and serve as a liaison to Los Angeles County
Department of Public Health (DPH) in the event of an outbreak on campus. Dr. Susan
Fila, Director of Health and Wellbeing, Johnnie Adams, Chief of Police, and Daniel
Phillips Safety Officer will work together as COVID-19 Compliance
Positive or presumed positive COVID-19 cases: When a student, faculty, staff, or visitor
tests positive or has symptoms consistent with COVID-19, they have been instructed
to contact either their supervisor (staff) or Student Health Services (student, visitors).
Student Health Service (SHS) staff will work in collaboration with DPH in the event
of a confirmed positive case on campus. All presumed and positive cases will remain
confidential to the public.
Supervisors informed of a presumed or positive staff member are to contact Human Resources
(HR) immediately upon their notification by emailing COVID19HR@smc.edu or calling 310-434-4415, at which point HR alerts the Interim Associate Dean of Health
and Wellbeing or designee. The Interim Associate Dean of Health and Wellbeing will
work with SHS to administer a comprehensive questionnaire and begin the contact tracing
process, if applicable. Employees who are ill are instructed to self-isolate for the
required timeframe according to the Centers for Disease Control (CDC) and provided
educational information on COVID-19 and on what it means to self-isolate (at least 10 days plus 24 hours without the use of medicine that reduces fever) (DPH
and CDC Guidance). Employees are also encouraged to contact their primary care doctors
for further guidance about their medical care and to get tested, if they have not
previously been tested. SHS will work closely with HR throughout the process. SHS
will assess for supports that can assist while the individual is self-isolating, so
they can access food,
Students and visitors are to contact SHS immediately upon a positive test result and/or
COVID-19 symptoms onset by emailing Healthcenter@smc.edu or calling 310-434-4262. SHS will administer a comprehensive questionnaire and begin
the contact tracing process, if applicable. Students who are presumed to have COVID-19
based on having similar symptoms or positive for COVID-19 are instructed to self-isolate
for the required timeframe according to CDC Guidance. Students and visitors are also
encouraged to contact their primary care doctors for further guidance about their
medical care and to get tested, if they have not been previously tested. Students
who do not have primary care providers will be provided with a referral to obtain
a doctor. SHS will assess for supports that can assist while the individual is self-isolating,
so they can access food, In addition, students and visitors will be sent two documents:
information on COVID-19 and information on self-isolation from the DPH.
In the event of a confirmed positive case on campus: The SHS staff and COVID-19 Compliance
Officer shall request confirmation of test results. If close contacts (as defined
by the CDC) are identified on campus after contact tracing, all close contacts on
campus are to be notified in writing within 24 hours and by phone when there is an
exposure. Additionally, all close contacts are provided two documents: information
on COVID-19 and information on quarantining from the DPH. Close contacts are required to quarantine for a specified time period
according to the CDC Guidance. Departments that are impacted are also notified in
writing within 24 hours if there is a positive on-campus case. All positive cases
are kept confidential and only shared with LA County Department of Public Health and
for the purpose of contact tracing on campus (i.e. EOT leads, HR, supervisors). Confirmed
positive cases are updated on the website with “on campus” cases defined as anyone
who was on campus within 72 hours of developing symptoms. If asymptomatic, within
72 hours of testing positive. All other positive cases are defined as “off campus”.
Cases that have been on campus within 14 days must be reported to the districts workers
compensation administrator (Keenan). The COVID-19 Compliance Officer will work with
Director of Facilities to ensure proper disinfecting of the location(s).
Students and staff who test positive are required to obtain a doctor’s note is required
prior to return to campus.
Close contacts are required to get tested close to the end of the quarantine period
prior to return to campus.
For confirmed positive cases on campus, a notice will be sent to the employees in
the department, without identifying personal health information of the individual
who tested positive.
For confirmed positive cases on campus, nurses will conduct contact tracing of any
close on contacts on campus and alert those close contacts by phone, with a follow
up in writing within 24 hours.
In the event of a presumed positive case on campus: Healthcare providers are to assume
the case is positive until test results return. All guidance above is followed (section
iii). If the individual tests negative and is symptomatic, they are to continue their
self-isolation per specified CDC Guidance. This is to reduce the likelihood of a false
negative. All on campus close contacts are notified to quarantine within 24 hours
of exposure in presumed positive cases The COVID-19 Compliance Officer will work with
Director of Facilities to ensure proper disinfecting of the location(s).
In the event of an off campus exposure: Employees or students who have had a known
exposure to COVID-19 off campus are required to alert their supervisor (employees)
and SHS (students). Supervisors of employees are to contact HR, who will work in collaboration
with SHS regarding the employee’s exposure. Employees and students will be provided
guidance on quarantining, information on COVID-19 and where to get tested. Testing
should occur after the required quarantine time period according to the CDC and DPH.
Proof of a negative test is required prior to returning to campus.
In the event that an exposed individual becomes symptomatic during their quarantine,
they must follow the home isolation instructions and get tested for COVID-19. If the individual tests positive, see section iii. Upon
symptom improvement and following the isolation period, employees and students will
be required to submit a doctor’s note prior to return to campus.
Students, faculty, staff, and visitors who are presumed positive for COVID-19 by their
primary care doctor or Student Health Services, or who test positive for COVID-19,will
be interviewed by Student Health Nursing staff to determine any close contacts as
defined by CDC on campus within 72 hours prior to symptom onset. SHS will work with
HR and the relevant departments to
notify all close contacts by phone and in writing within 24 hours of a known COVID-19
exposure. Individuals will be notified to quarantine for the required timeframe according
to the CDC as well as provide information on what it means to quarantine and information
on COVID-19. Student Health Services will assess for supports that can assist while
the individual is quarantining, so they can access food, etc.
Testing of students, faculty, staff, and visitors: All individuals who have been exposed
or who are symptomatic are provided information on where to get tested, as well as
encouraged to contact their primary care provider for Testing information is available
on SMC’s website, which also links to local county free testing. Testing is also available at SMC’s
Airport Campus.
Outbreak of cases: In the event that three or more cases are identified within a 14
day period of time, Student Health Services will contact the DPH at (888) 397-3993
or (213) 240-7821 to determine next steps for notification and Student Health Services
also consults with the county on all positive cases that occur on campus as well as
complex situations.
Alternating and Staggered Work shifts: Alternating and Staggered work shifts are a temporary change in work shifts in order
to reduce the amount of contact employees have with other employees. There might be
changes in the days worked, the schedules worked, or the amount of hours per day worked.
As Needed Employees: As needed employees are employees that need to return to campus once or twice a month.
This refers to performing actions such as picking up mail, visiting their office to
pick-up supplies, etc.
Asymptomatic: Presenting no symptoms of disease. (With COVID-19, a small percentage of patients
with active infection may be completely asymptomatic.)
Center for Disease Control (CDC): As the nation's health protection agency, CDC saves lives and protects people from
health, safety, and security threats.
Close Contact: For COVID-19, a close contact is defined as any individual who was within 6 feet of
an infected person for at least 15 minutes starting from 2 days before illness onset
(or, for asymptomatic patients, 2 days priorto positive specimen collection) until the time the patient is isolated.
Contact Tracing: Contact tracing is used by health departments to prevent the spread of infectious
disease. In general, contact tracing involves identifying people who have an infectious
disease (cases) and their contacts (people who may have been exposed) and working
with them to interrupt disease transmission. For COVID-19, this includes asking cases
to isolate and contacts to quarantine at home voluntarily.
Contact tracing for COVID-19 typically involves:
Interviewing people with COVID-19 to identify everyone with whom they had close contact
during the time they may have been infectious
Notifying contacts of their potential exposure
Referring contacts for testing
Monitoring contacts for signs and symptoms of COVID-19
Connecting contacts with services they might need during the self-quarantine period
Cough Guard: A cough guard or sneeze guard is an acrylic or glass screen designed to protect food
or people from the exposure to respiratory droplets, which are dispensed when coughing,
sneezing or even talking.
COVID-19: COVID-19 is a disease caused by a new strain of coronavirus. 'CO' stands for corona,
'VI' for virus, and 'D' for disease. Formerly, this disease was referred to as '2019
novel coronavirus' or '2019-nCoV.'
Disaster Service Worker: The State of California Disaster Service Worker (DSW) Program includes all public
employees impressed into service by a person having authority to command the aid of
citizens in the execution of his or her duties during a state of war, a state of emergency,
or a local emergency.In an emergency, non-essential public employees (those that are not required for continuity
of operations) may be released from their usual duties so that they can be reassigned
to assist any agency or organization carrying out its emergency response duties.
Employees acting as DSWs will be assigned duties within their scope of training, skill,
and ability.
Essential Personnel: Essential Personnel are generally defined as the staff who are required to report
to their designated work location to ensure the operation of essential functions or
departments during COVID-19 or when the college has suspended operations. These areas
include Campus Police, Maintenance and Operations, Fiscal Services, Human Resources,
and other departments needed as deemed by the institution.
Face Covering: Cloth face coverings may help prevent people who have COVID-19 from spreading the
virus to others. Wearing a cloth face covering will help protect people around you,
including those at higher risk of severe illness from COVID-19, and workers who frequently
come into close contact with other people (e.g., in stores and restaurants). Cloth
face coverings are most likely to reduce the spread of COVID-19 when they are widely
used by people in public settings. The spread of COVID-19 can be reduced when cloth
face coverings are used along with other preventive measures, including social distancing,
frequent handwashing, and cleaning and disinfecting frequently touched surfaces.
Face Mask (N95): A protective mask covering the nose and mouth or nose and eyes. N95 is NOT necessary
in the workplace and that they should be reserved for medical and first responder
personnel who are in consistently close contact with presumed positive or positive
COVID19 victims.
Face Shield: A mask, typically made of clear plastic that protects the mucous membranes of the
eyes, nose, and mouth during patient-care procedures and activities that carry the
risk of generating splashes of blood, body fluids, excretions, or secretions.
Hand Sanitizer: Hand sanitizer, also called hand antiseptic, handrub, or hand rub, is an agent applied
to the hands for the purpose of removing common pathogens (disease-causing organisms).
Hand sanitizers typically come in foam, gel, or liquid form. Their use is recommended
when soap and water are not available for hand washing.
On-Ground Activities: Activities that physically take place on college property where face-to face interactions
may occur.
Pandemic: A pandemic is defined as “an epidemic occurring worldwide, or over a very wide area,
crossing international boundaries and usually affecting a large number of people”.
PPE: Personal protective equipment, commonly referred to as "PPE", is equipment worn to
minimize exposure to hazards that cause serious workplace injuries and illnesses.
These injuries and illnesses may result from contact with chemical, radiological,
physical, electrical, mechanical, or other workplace hazards. Personal protective
equipment may include items such as gloves, safety glasses and shoes, earplugs or
muffs, hard hats, respirators, or coveralls, vests and full body suits.
Presumed Positive: Presumed positive is either when a person is showing symptoms of a disease but has
not been tested yet, or is showing symptoms of a disease but had a negative or inconclusive
test result. People who are presumed positive should quarantine for 14 days.
Quarantine: separates and restricts the movement of people who were exposed to a contagious disease
to see if they become sick. These people may have been exposed to a disease and do
not know it, or they may have the disease but do not show symptoms.
Screening: Screening means a series of questions will be asked to determine a person's risk
for COVID-19. They include questions about symptoms, travel history in recent weeks,
and exposure to someone who has been confirmed to have COVID-19.
Self-Isolation: separates sick people with a contagious disease from people who are not sick.
Social Distancing: Social distancing is the practice of increasing the space between individuals and
decreasing the frequency of contact to reduce the risk of spreading disease (ideally
to maintain at least 6 feet between all individuals, even those who are asymptomatic).
Social distancing strategies can be applied on an individual level (e.g., avoiding
physical contact), on a group level (e.g., canceling group activities where individuals
will be in close contact), and on an operational level (e.g., rearranging chairs in
the dining hall to increase distance between them.)
Symptomatic: Having the symptoms of a disease.
Synchronous and Asynchronous: Synchronous learning is online or distance education that happens in real time, whereas
asynchronous learning occurs through online channels without real-time interaction.
Vulnerable Employees: Vulnerable employees are employees at higher risk for severe illness. This includes
older adult employees and employees with specific underlying medical conditions.
