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Health Practice Recommendations and Requirements Fall/Spring 2020-21

DePauw On-Campus Health Practice Recommendations and Requirements

 

 

With the wellbeing of the entire DePauw community as its highest priority, and in line with DePauw University’s core and relational values, the DePauw COVID-19 Health and Safety Pod has developed campus health and safety recommendations and requirements in response to the COVID-19 Pandemic that students, faculty, and staff are expected to follow.

These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. The University continually monitors news and other information regarding the virus that causes COVID-19, and based upon the latest health data and directives from local, state and national health organizations, DePauw may add or reduce health and safety measures at any time and adapt them to our campus environment, which is unique in how we all learn, live and work together. 

DePauw cannot guarantee these safety measures will prevent COVID-19 from occurring on our campus; however, given our current understanding of transmission of the virus, adherence to these practices can decrease the likelihood of occurrence and enable us to keep the University open throughout the fall term. 

Questions about the health practice recommendations and requirements contained herein can be directed to the COVID-19 Operations Task Force at covid19@depauw.edu.

GOALS:  

  1. Support the University’s commitment to providing a safe education and work environment keeping issues of equity and inclusion in mind.  

  2. Minimize the transmission of the virus to students, employees, and guests, especially those who are most at-risk. 

  3. Mitigate the potential for a surge of cases.

  4. Provide access to necessary health care and wellness support and resources (physical and mental) for our campus community.

  5. Provide health and safety standards of behavior for students, employees, and guests.

  6. Identify and provide educational information and supplies for students, staff, faculty and guests. 

Table of Contents

  1. Events and Gatherings

    Starting August 2021, limitations on indoor and outdoor event sizes and locations will be removed, and we will resume with the regular event policies in place prior to the pandemic, including the hosting of non-university events and removal of COVID safety plan requirements and attendance tracking. 


    The Event and Gathering guidelines promote inclusion knowing that health, safety and the student experience for all students have been prioritized. For the purpose of these guidelines, an event or gathering includes any activity that invites people together, with the exception of academic classes, closed review sessions hosted by faculty, gatherings to study, closed employee meetings and athletics practices and competition. The event sponsor is the person responsible for organizing the event and ensuring adherence of the following guidelines. For details about meetings, see the section on Office Expectations.

    All policies are subject to change based on the nature of the pandemic, state or local guidelines, or cases on campus.

    Informal Indoor gatherings

    Indoor informal gatherings, whether involving students or employees, are required to maintain a limit of 10 people or fewer, and may not exceed the stated room limits.

    Informal Outdoor gatherings: effective April 16

    Outdoor informal gatherings, whether involving students or employees, are required to maintain a limit of 50 people or fewer. DePauw’s masking and social distancing requirements are still applicable.

    University-Sponsored and Student Organization Sponsored Events

    All University-sponsored and student-organization sponsored indoor and outdoor events have a limit of 10 people, unless noted below. Current state and federal guidelines will continue to be followed and may supersede the following.  

    • INDOOR EVENTS: In-person indoor events are permissible in designated areas of non-residential buildings and must follow the specific Spring 2021 capacity, room and seating configurations. Guests are not permitted at indoor University events without prior approval via the COVID-19 Task Force Events Pod. The event sponsor for any in-person event must submit a Safety Plan via Campus Labs. Per the Community Masking Policy, masks are required at all indoor events.
    • OUTDOOR EVENTS: An event sponsor must register their event through Campus Labs, submitting a Safety Plan, if an event is sponsored by a student organization OR more than 50 people will be in attendance OR the event requires the reservation of a University space.
      Greek organizations register events through Campus Labs and will be reviewed for COVID-19 safety protocols by Fraternity and Sorority Life. Student organizations register events through Campus Labs and safety plans will be reviewed for COVID-19 safety protocols by Campus Activities. Any student organization or Greek organization needing to reserve a space will work with Angie Battin at abattin@depauw.edu on space reservation and setup through e-services. Event sponsors should account for 36 sq. ft. per person at an outdoor event.  Off-Campus Guests are only permitted at outdoor events, managed by a University employee, after receiving approval from the COVID-19 Task Force Events Pod. Masks are required at all outdoor events unless specific alternate precautions are included in the Safety Plan and those precautions are approved via the COVID-19 Task Force Events Pod.
    • ALL EVENTS: Events sponsored and monitored by University staff may be given approval for different activities than events and programs sponsored by student groups.
      • All food and drink provided at events must be pre-packaged and single serve only OR may be provided with an attendant-served buffet (no self-serve buffet or shared items eg. pizza). Please note that mask usage may prohibit the inclusion of food and drink at an event.
      • Food truck events with “grab and go” meals do not need to be submitted as an event on e-Services, but do require submission of a Safety Plan on Campus Labs and should follow all Health and Safety guidelines. Sponsors should work with Angie Battin at abattin@depauw.edu to reserve road space for the food truck.
      • If feasible, event sponsors should find ways to offer these events virtually, in addition to in-person, for those who want to attend remotely. There is no limit on remote attendees.
      • Gathering sizes will be adjusted if our evaluation of COVID-19 on campus indicates that this will be a reasonable choice.
      • All other University policies must be upheld in the execution of the event.

    OFF-CAMPUS UNIVERSITY-SPONSORED EVENTS

    (Updated 4.16.2021)

    At this time, off-campus university-sponsored events are permitted only with approval of the Health and Event Pods, and with university faculty/staff supervision at the event at a ratio of 1 employee for every 25 students.

    NON-UNIVERSITY SPONSORED EVENTS

    DePauw may host events operated by an external organization on a limited basis, only with express permission of the President’s Office, the Office of Admission or Development and Alumni Engagement.

    VIRTUAL EVENTS

    Virtual events may be planned without submitting a Safety Plan, however a virtual event space must be booked through e-Services. Virtual events should be shared via Campus Labs to help with marketing, RSVPs, and attendance tracking.

    ATHLETICS

    For intercollegiate athletics practices and competition, the NCAA has developed Core Principles of Resocialization of Collegiate Sport to be used as a foundation for more specific guidance from the NCAC. The NCAC has established a Health and Safety Subcommittee which will define what is recommended and required, from a health and safety perspective, for athletics to occur within the guidelines set by campus, local, state and federal medical and public health authorities. Given the fluid nature of the pandemic, the NCAA has stated that each campus should consider its athletics planning in relation to the spectrum of academic and campus programming, to allow for flexibility in the event that a return to more restrictive measures is required. At DePauw, the Health and Safety Pod of the COVID-19 task force provides specific guidance to the full COVID-19 task force which in turn makes recommendations for review by President White.

    Beginning February 26, a limited number of DePauw students will be allowed at indoor home athletics contests.  Students will be required to secure a ticket prior to the event, and maintain DePauw's masking and distancing standards throughout the event.  There will be no concessions or outside food or drink allowed; in addition, no tailgating is allowed.

    Beginning March 5, a limited number of DePauw students, DePauw employees and family members of DePauw student-athletes who are competing will be allowed at outdoor home athletics contests.  Students, employees and family members will be required to secure a ticket prior to the event, and maintain DePauw's masking and distancing standards throughout the event.  There will be no concessions and no tailgating allowed.   

    More specific information on DePauw’s plan for intercollegiate athletics can be found at https://www.depauw.edu/coronavirus/fall2020health/athleticsparticipation/.

    More specific information on DePauw’s spectator policy can be found at www.depauwtigers.com.

    Informal Activities with University Employees 

    Informal activities with university employees, such as a trip to Marvin’s with students, do not need to be entered as an event and do not require submission of a Safety Plan. However, employees should limit these informal activities to a total of 10 people or fewer. All Health and Safety guidelines must be followed, and employees should keep attendance at these informal activities for the purposes of contact tracing should the need arise.

    Safety Plan Submissions for In-Person Events 

    Safety Plans are required to be submitted via Campus Labs for approval at least two weeks prior to an event, and prior to any publicity for the event. Safety Plans will be reviewed by members from Facilities Management, the COVID-19 Events Pod, DePauw Police, and Information Services.

    For planning purposes, please consider the following questions for the Safety Plan:

    • Event Date/Time
    • Event Location
    • Name of Person Responsible for Event
    • Event details, including whether attendees will remain seated throughout, what activities will take place, and any other important information that pertains to the safety of attendees.
    • Anticipated Attendance (Please note that indoor events are limited by the space selected. Attendance at outdoor events may need to be modified based on activities and the number of employees monitoring the event.)
    • Plans for ensuring the safety of attendees, including social distancing and removal of any shared items such as microphones
    • Plans for sharing the event virtually in addition to in-person
    • Catering plans, including contact information for the catering service
    • Plans for registering attendees and tracking actual attendance
    • List of employees who will be working at the event (Please include these employees in any attendance count.)

    Attendance Tracking 

    Attendance for events should be managed through Campus Labs.

    Attendance Tracking for Students, Faculty and Staff: 

    • Option A (preferred): Event attendees can either provide their student/faculty/staff ID number or their name to the event sponsor. During event check-in, the event sponsor can either type attendee names into the search bar on the "Look Up" tab of the Campus Labs Check in App or they can type in ID card numbers into the white bar while using the swipe URL page on the Campus Labs site. 
    • Option B: Event attendees can self-report while at the event. Take the first few minutes of the vent to show attendees how to self check-in using the self-reporting attendance process

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 4.16.21)

  2. Off-Campus Guests on Campus

     

    PER COMMUNICATION ON JUNE 23, 2021, THIS POLICY WILL BE RESCINDED AS OF AUGUST 4, 2021

    For the purposes of this policy, the term ‘guest’ refers to any non-DePauw community member who is present on University premises or at a University-sponsored activity. This includes, but is not limited to: family members of DePauw students and employees, prospective students and their families, alumni, academic guests, contractors, visiting athletics teams and staff, athletics officials, and vendors conducting business with the University, including making deliveries to the University. Employee family members are restricted from entering all University-owned buildings. 

    Remote students are restricted from all campus property due to not having participated in the COVID-19 student testing policy. 

    Guests are required to wear a mask at all times and maintain 6 feet of physical distance from DePauw employees and students. Guests should follow up-to-date DePauw health and safety guidelines, including requirements for mask usage. Guests should review their own symptoms immediately prior to arriving on campus for an in-person meeting. Guests who do not feel well or exhibit any COVID-19 symptoms should reschedule their meeting and must not come to campus.

    NON-RESIDENTIAL BUILDINGS

    At this time, guests inside University-owned non-residential buildings are restricted to those conducting approved on-campus business. All guests to offices are required to have an appointment with a DePauw employee who is authorized to be on-campus. Guests will not be permitted in buildings outside of their appointment unless accompanied by their employee host. Students’ family members may be allowed to enter University-approved on-campus non-residential buildings on designated and approved dates, but are otherwise restricted. 

    Individual supervisors are required to develop and communicate department-specific guidelines in their return-to-work plan for their area, consistent with these requirements and recommendations. 

    RESIDENTIAL BUILDINGS

    For the health and safety of our students, guests and employees are restricted from entering any residential buildings. Exceptions may be made for business purposes, including contractors and guests approved through Facilities Management, Admission and Housing and Residence Life. Students’ family members may be allowed to enter University-approved on-campus residences on designated and approved dates such as move-in and move-out; otherwise, students’ family members and friends are restricted from entering University residence halls, living units, or Greek houses

    OUTDOOR SPACES

    Guests are permitted in outdoor spaces on campus, however, guests are only permitted at outdoor events managed by a University employee after receiving approval from the COVID-19 Task Force Events Pod. Guests in outdoor spaces on the University campus may be asked to leave campus if exhibiting behaviors not in line with University policies. 

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 3.5.21)

  3. Meal Service

     

    All food service venues on campus, including within University approved housing units, are required to include enhanced cleaning, physical distancing practices for staff and diners, and no buffet style or shared food service.

    Microwaves and refrigerators in residence units may be shared however these should be considered “frequently touched” items and routinely cleaned before and after use. Common items, often condiments, should not be shared and whenever possible, an individual’s food within refrigerators should be clearly distanced from other individual’s food. Ovens and stove-tops should not be used in residence halls though students residing in Rector Village (RV) and University Owned Apartments and Houses (UOAH) may utilize available appliances with proper disinfection and cleaning before and after use. 

    The Health and Safety Pod will work directly with Bon Appetit and Fraternity and Sorority House Corporations regarding additional details and guidance as appropriate.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.13.21)

  4. Residence Sleeping Arrangements

     

    For residence hall accommodations, DePauw is relying on the up-to date best practices and guidance from the CDC. University-owned housing will all be single occupancy rooms except where requested by the student(s) or in UOAH, in which residents live as a family unit. 

    Privately owned Fraternity and Sorority residences will each determine student room assignments within their facilities. House Corporations will make additional adaptations in consultation with their national organizations, insurance providers, CDC guidance, and DePauw Health and Safety Recommendations and Requirements. Per Residential Standards in the Student Handbook, Fraternities and Sororities will be required to submit their room designation plans to Student Academic Life. Fraternities and Sororities will have the opportunity to consult with Student Academic Life and the Health and Safety Pod in order to address facility specific adaptations and needs.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.12.21)

  5. Quarantine Directives

     

    On December 4, the CDC updated its guidance for quarantine to include two options beyond the current 14 day quarantine.  DePauw’s greatest concern in making a change to the quarantine time frame is the potential for spread in a congregate living environment which is why, in consultation with the Putnam County Health Department, DePauw is taking a hybrid approach of testing and waiting until the completion of day 10 for release from quarantine.

    DePauw’s updated quarantine guidance took effect 1/1/2021 and through the early part of the term will be piloted and monitored for impact on our campus community. If there is a point at which the approach outlined below is not protecting our campus from the spread of COVID-19, we will revert to applying a full 14-day quarantine to all close contacts of confirmed cases. 

    Students and employees who have been in close contact with a person identified as a lab-confirmed or clinically-diagnosed COVID-19 Case will be required to quarantine themselves from others as directed by University officials, DePauw Health or local and state health officials. 

    The following protocols will be implemented for any close contact of an individual with a confirmed case of COVID-19 in order to utilize a 10-day quarantine:

    • An individual must be asymptomatic for the entire 10 day period; the individual is expected to record their symptoms daily.

    • An individual must continue to mask and physically distance from others, and monitor their symptoms until day 14.  

    • On days 11-14 individuals may attend classes or work as long as masking and physical distancing can be maintained at all times, and may not attend other activities that will not allow them to maintain masking and physical distancing from others (i.e. most athletics participation, some work environments).

    Employees who are close contacts of a confirmed positive COVID-19 case will have a choice whether or not to test.

    • Recommended: Employees will be directed to make an appointment with PCH as soon as they are placed into quarantine if they choose to utilize the 10-day quarantine option. The test must be completed between days 5 and 8 of the quarantine.

      • Required: Employees who opt to not test will be required to complete the full 14 day quarantine before returning to on campus work

    Students will be required to test as close contacts of a confirmed positive COVID-19 case with a PCR test between days 5 and 8.  

    • Students may opt to complete a full 14 day quarantine however they will still be required to test as a close contact of a confirmed positive COVID-19 case.

    To remain in University housing, students in quarantine must follow all directives of the health authorities.  

    Students in quarantine may leave their living unit to pick up food (grab and go only) at a location to be determined, and to exercise outside, while wearing a mask and physically distanced from others.  

    Students placed in quarantine housing will be asked to meet certain health requirements before returning to their regular living unit, and attending classes and other campus activities.

    The experience of quarantine may be challenging both psychologically and emotionally.  Students in a state of quarantine may experience a range of thoughts, emotions, and reactions. Students will have access to wifi in quarantine housing and are encouraged to stay connected to friends and family throughout this time with the use of technology.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.8.21)

  6. Intercollegiate Athletics Participation

     

    Intercollegiate athletics will follow the guidelines of the NCAA, NCAC, and DePauw athletics. At present, the NCAA has developedCore Principles of Resocialization of College Sport to be used as a foundation for more specific guidance from the NCAC. 

    The NCAC has established a Health and Safety Subcommittee which will define what is recommended and required, from a health and safety perspective, for athletics to occur within the guidelines from campus, local, state and federal medical and public health authorities. Given the fluid nature of the pandemic, each campus will consider its planning across the spectrum of academic and campus programming to allow for flexibility in the event the situation requires a return to more restrictive measures.

    Sports are classified as following for their risk of viral transmission. Those in bold are offered at DePauw University.

    • Low transmission risk: bowling, diving, equestrian, fencing, golf, rifle, skiing, swimming, tennis, track and field.

    • Medium transmission risk: acrobatics and tumbling, baseball, beach volleyball, cross country*, field hockey, gymnastics, lacrosse, soccer, softball, triathlon*.

    • High transmission risk: basketball, football, ice hockey, rowing, rugby, squash, volleyball%, water polo, wrestling.

    * The level of risk in cross country, track and field and triathlon are dependent upon the student-athlete’s proximity to other unmasked individuals. For example, the start or finish of a race may involve a group of athletes who are breathing heavily in a group space with a breakdown in physical distancing.

    % Volleyball can be considered medium transmission risk if masks are worn at all times.

    Prior to the start of practice, all student-athletes and athletics staff will affirm:

    • No high-risk exposure to COVID-19 for at least two weeks before returning to campus.

    • Absence of typical COVID-19 symptoms including, among others, respiratory issues, gastrointestinal problems, fever, headache, fatigue and muscle pain, for at least two weeks before returning to campus.1

    Combined with testing, DePauw will ensure that contact tracing can occur quickly and require students to affirm their current, local address and telephone number.

    Special consideration will be given to student-athletes and staff who are at higher risk of developing severe cases of COVID-19, including an individualized plan of safely returning to campus.”(1)

    All athletics participation is voluntary and includes several key concepts:

    Should a student-athlete test or screen positive, they will isolate/quarantine per campus policy. Once cleared to rejoin their team, they will follow return-to-participation protocols under the care of the team physician and athletic trainers. This process is similar to general return-to-participation protocols for any injury or illness. 

    If a student-athlete or coach tests positive, all in-person team activities will be cancelled for at least one day, until the positive case is interviewed and close contacts contacted. Once the team physician has reviewed the case interview, they will make a recommendation for either continuing or discontinuing team activities.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.12.21)

  7. Student Compliance

     

    The recommendations and requirements compiled by DePauw University are the result of months of continuous deliberation and expert consultation. They represent significant efforts to minimize the spread of the virus that causes COVID-19 on our campus, and maximize the University’s ability to stay open throughout the semester. 

    Students who do not abide by University Health Practice Recommendations and Requirements may not be allowed to attend in-person classes, may not be eligible for university quarantine spaces, and may not be allowed to practice with their athletics teams, or may be required to leave campus. The Student Handbook and Community Standards Process will be utilized to provide procedural rights and fair process for students who do not follow DePauw’s health requirements.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.12.21)

  8. Employee Compliance

     

    The recommendations and requirements compiled by DePauw University are the result of months of continuous deliberation and expert consultation. They represent significant efforts to minimize the spread of the virus that causes COVID-19 on our campus, and maximize the University’s ability to stay open throughout the semester. 

    Employees that do not follow University Health Practice Recommendations and Requirements will be addressed through existing procedures in the Academic Handbook for faculty and the Employee Guide for staff.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.12.21)

  9. Residential Standards

     

    Greek living units and University-owned housing shall comply with the Standards for Living Units, as detailed in the Student Handbook, and these Health Practice Recommendations and Requirements, as conditions of each unit being an approved living unit for DePauw students. Student Academic Life shall be responsible for determining if a living unit is in compliance with these standards. Failure to comply with the standards may result in penalties as set forth in the Student Handbook.

    The Standards for Living Units include that each living unit must supply documentation (contract or maintenance plan) that the kitchens, restrooms and public areas of the unit will be maintained in a clean and orderly fashion. It is expected that each living unit provides a cleaning plan that follows CDC guidance and meets their insurance company standards related to COVID-19.

    These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 1.12.21)