Roadmap to Recovery

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:

• State of California Resilience Roadmap
• Los Angeles County Roadmap to Recovery
• The number and rate of COVID-19 cases both on campus and in the community
• The community health care system

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.

Contact tracing, support for quarantine and isolation, and testing will be available. Please see the COVID-19 Containment, Response, and Control Plan for more information.

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.

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?

1. Notify your health care provider,
2. Notify your manager,
3. 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:

1. Operations Plan
2. Department Specific Safety Plan templates

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?

1. Managers must authorize the employee to come onto campus and notify Campus Police 48 hours in advance,
2. Employees must complete the online Daily COVID-19 Symptom Checklist,
3. Employees must call campus police when they arrive and depart from campus,
4. Employees must wear a facial covering, and follow all COVID-19 safety guidelines while on campus.

1. Complete required new COVID safety training.
2. Complete Department Specific Safety Plan and submit through Adobe Sign.
3. Complete OPS Plan in the COVID-19 Operations Plan Guide and submit through Adobe Sign.
4. Work with EOT Leads to finalize safety plans.

Resources for Daily Safety Management

1. Obtain PPE obtained through Adobe Sign.
2. Sanitizer caddies will be provided in each department: If the caddies are not available contact M&O
3. 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.
4. Campus Daily Safety Checklist: This is a safety checklist used to monitor the safety in your area.
   

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,

1. HR homepage – click on Daily Symptoms Checklist, or
2. 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.

Information regarding face coverings, including how to make them, is provided by the Centers for Disease Control and Prevention (CDC).

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.

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.
• Faculty must email COVID19HR@smc.edu, their department chair, and Jason Beardsley, Interim Dean of Academic Affairs (Beardsley_Jason@smc.edu).
• Managers must email COVID19HR@smc.edu and their supervisor.

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.

1. 1. 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,
   2. 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).

1. 1. Students and staff who test positive are required to obtain a doctor’s note is required prior to return to campus.
   2. Close contacts are required to get tested close to the end of the quarantine period prior to return to campus.
   3. 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.
   4. 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.

1. 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.

1. 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.
2. 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.