Ohio University

Inter-University Council (ICU) of Ohio - Reopening Matrix

Updated June 2, 2020

The Inter-University Council convened a work group that included representation from each of the public university campuses to develop guiding principles and considerations for universities as they develop plans. Those principles and considerations are detailed below.

Phasing

Guiding Principles

Campus repopulation should occur in phases; only those actually required should return initially.  Phasing should be focused on health safety, meeting guidelines for gatherings, and other requirements.

Optional Practices to Consider

  1. Stratify phasing by need, risk, and social/structural impediment.
  2. Sequence phasing by immediate actions, early return, main return, later return, lessons learned.

Environmental Controls

Guiding Principles

Campuses will comply with CDC and state guidelines to the maximum extent possible. 

Optional Practices to Consider

  1. Provide spray or wipes so that students, faculty and staff can wipe down their own work spaces.
  2. Supervisors are provided checklists and should do initial and regular checks of their areas to ensure compliance.
  3. Each unit will have a point of contact work with facilities for supplies, guidance.
  4. Job hazard assessments are done for any new workspace configurations.
  5. Gathering areas are reconfigured to preserve physical distancing.
  6. Provide solutions to maintain physical distancing while moving about campus inside and outside buildings.
  7. Group meetings should continue remotely if possible;  If not, meetings should be done in a way that preserves physical distancing.

Supporting Policies and Procedures

Guiding Principles

Follow CDC and state guidelines.

Optional Practices to Consider

  1. Employees and students do a daily health assessment and stay home if symptomatic.
  2. Dedicated HR team to assess special accommodation requests.
  3. Consider offering tutorials in personal protection, environmental controls.

Residence Halls

Guiding Principles

Follow CDC and state guidelines for congregant/high density housing.

Optional Practices to Consider

  1. Develop a plan for quarantine space/areas in the event they are needed for quarantine.
  2. Identify the optimal number of students per room to reduce density or group exposed students in the same room. Reconfigure lounges and congregating areas.
  3. Consider staggered move-in schedule to minimize gathering sizes.
  4. Provide solutions to maintain physical distancing while moving about campus inside and outside buildings.

Instructional Delivery

Guiding Principles

Academic course scheduling alternatives should be explored to protect health, minimize on-campus presence, preserve physical distancing, other guidelines.

Optional Practices to Consider

  1. Use of staggered and sprint courses could be explored.
  2. Prioritize scheduling of face-to-face classes that cannot occur remotely.
  3. Implement a model that includes remote options to (a) facilitate a transition to remote delivery in case of an outbreak and (b) accommodates vulnerable students and faculty.

Classrooms

Guiding Principles

Physical distancing should be preserved; instructors should be provided facial PPE that does not interfere with instruction, especially for hearing impaired students; Work stations should be wiped down after each class.

Optional Practices to Consider

  1. If masks are an impediment to content delivery, clear facial shields could be used in those classes with hearing impaired students.
  2. Consider using barrier if face shields not available for classes with hearing impaired students.
  3. Increase HVAC air flow.
  4. Use non-traditional areas (gyms, etc.) for classes if needed to preserve physical distancing.
  5. Procedures for egress, entry are developed, along with staggered class times to minimize crowds during egress and entry.
  6. Allow sufficient time between classes to allow safe egress, entry and cleaning.
  7. Consider assigned seating to assist with contact evaluation with any positive cases.

Dining Facilities

Guiding Principles

State guidelines will be followed; dining facilities that are open to feed students must preserve physical distancing; no buffets; use disposable utensils where possible; increase surface cleaning frequency.

Optional Practices to Consider

  1. Provide take-out meals instead of dining room services.

Retail Operations

Guiding Principles

Must comply with state guidelines.

Optional Practices to Consider

  1. Consider no-cash payment and minimize touch for transactions.
  2. Consider delivery and pick up services if feasible.

Research Labs

Guiding Principles

Should open in a phased manner; prioritization is done to guide sequencing of return; physical distancing must be preserved; frequent hand washing must be enforced; increased surface cleaning frequency.

Optional Practices to Consider

  1. Consider limiting number of assistants in labs to preserve physical distancing and minimize risk.
  2. Consider training program for researchers on physical distancing, environment controls and risk mitigation, before they return to campus.
  3. Consider procedures to log in/out to assist with contact tracing.
  4. For shared equipment/space, consider policies to preserve physical distancing.
  5. Limiting the number of assistants is not an option to physical distancing without the occupants in full protection gear.

Administrative Offices

Guiding Principles

Follow ODH guidance for offices. Should remain remote if possible;  if not, compliance with state guidelines occurs.  A policy is developed on face coverings and PPE provision for both staff and students.

Optional Practices to Consider

  1. A policy is developed to address non-compliance with face coverings and PPE requirements.
  2. Consider barriers in offices where physical distancing is challenging.
  3. Stagger hours of operation for offices to decrease on campus presence.
  4. Supervisors complete a workplace safety assessment.
  5. Consider indicator to signify a space is clean.
  6. Explore long-term remote work opportunities.

Student Activities

Guiding Principles

Physical distancing should be preserved and respected where possible.

Optional Practices to Consider

  1. When possible, conduct activities remotely.
  2. Events have a physical distancing plan.

University Events

Guiding Principles

Physical distancing should be preserved and respected where possible.

Optional Practices to Consider

  1. When possible, conduct activities remotely. 
  2. Events have a physical distancing plan.

Athletics

Guiding Principles

Follow NCAA guidance and state guidelines for opening; if open, physical distancing should be observed; sprays and wipes should be provided and every piece of equipment cleaned before and after use.

Optional Practices to Consider

  1. Staggered return of athletes and scheduling of practices to preserve physical distancing where possible.
  2. Encourage activities to be done outside, preserving physical distancing where possible.
  3. Consider a dedicated group to examine athletics-related issues as part of the larger effort.
  4. Reconfigure locker rooms to preserve physical distancing where possible.
  5. A risk analysis for athletic travel should be completed before trips.
  6. Policy and procedures orientation/training for team personnel: hygiene, physical distancing, laundry, sanitizing equipment.

Campus Visitors

Guiding Principles

Campus tours can resume; physical distancing should be enforced, along with masks for tour guides; visitors to residence halls should be curtailed.

Optional Practices to Consider

  1. Provide virtual tours to limit number of guests on campus.
  2. Review policy for residence hall visitors.
  3. State guidelines are followed and policies developed for maintenance, vendors, and other visitors/support.
  4. Consider having visitors complete a 
    pre-visit health assessment. Vendors should complete a self-assessment.    
  5. Ensure out-of-state visitors comply with state and federal quarantine requirements.

Testing

Guiding Principles

If feasible, testing should be available; rapid testing is preferred for both antibody and antigen; but testing unavailability is not an absolute factor to preclude campus repopulation; PPE, environmental controls, and education, if done appropriately, can support campus repopulation.

Contact Tracing

Guiding Principles

Given the close nature of a campus environment, rapid contact tracing capability is necessary for known positive cases. Institutions should partner with local/county public health officials on how best to do rapid contact tracing to protect the campus community.

Optional Practices to Consider

  1. If students are used, University of Toledo has training modules that they will look to share.
  2. Consider credit-bearing courses that will prepare students to be volunteer contact tracers if needed.

Mental Health

Guiding Principles

Given the documented increased utilization of mental health services nationwide (particularly for college students) pre-COVID and currently, campuses should be prepared to respond to the demand for services.

Optional Practices to Consider

  1. Advertising the mental health services available (on and off campus) to students, faculty, and staff.
  2. Campuses should consider monitoring mental health demand (appointment availability, wait times) and adjust resources to meet demand.
  3. Tele-mental health options should be explored or expanded.

Study Abroad/International Travel

Guiding Principles

Institutions should follow U.S. Department of State and CDC guidelines.

Optional Practices to Consider

  1. Consider pre-travel health counseling before travel if programs resume.
  2. Consider pre-travel risk assessment for all travel.
  3. Consider implications/options if traveler needs to quarantine outside of the U.S.

Travel

Guiding Principles

Institutions should follow U.S. Department of State and CDC guidelines.

Optional Practices to Consider

  1. Consider pre-travel health counseling before travel.
  2. Consider pre-travel risk assessment for all travel.
  3. Use U.S. Department of State guidelines to inform travel return decisions.

Enforcement

Guiding Principles

Some method of enforcement will be important for a safe campus.

Optional Practices to Consider

  1. Consider utilizing social contracts for personal protection and behavior.
  2. Consider partnerships with local communities for enforcement consistency.
  3. Assess utility of student code of conduct to assist with enforcement.
  4. Consequences should be imposed for non-compliance.

Issues Requiring Relief

Guiding Principles

Issues for which we will need policy relief.

Optional Practices to Consider

  1. Quarantining, especially for out-of-state students, will be a logistic challenge.
  2. Liability protection.
  3. Quarantine requirements may impact study-abroad programs.

 

Appendix - Links to state and federal orders/guidelines

as of May 19, 2020

State of Ohio

Federal

IUC Campus Reopen Protocol Working Group Members

  • University of Akron - Joe Urgo, Interim Exec VP & Provost
  • Bowling Green State University - Sue Houston, VP Partnerships, Chief of Staff
  • Central State University - Charles Shahid, Chief of Staff
  • University of Cincinnati - Bob Ambach, Sr VP for Admin & Finance
  • Cleveland State University (lead) - Forrest Faison, Sr. VP Reseach & Innovation; Chief Healthcare Strategy Ofcr
  • Kent State University - Manfred Van Dulmen, Professor of Psychology, Assoc Provost
  • Miami University - Steve Large, AVP Health & Wellness, Student Affairs
  • Northeast Ohio Medical University - Joe Zarconi, Professor & Chair, Internal Medicine
  • Ohio State University - Gail Marsh, SVP & Chief Strategy Ofcr; lead for OSU transition team
  • Ohio University - Jason Pina, VP Student Affairs
  • Shawnee State University - Becky Thiel, Provost
  • University of Toledo - Amy Thompson, Vice Provost, Faculty Affairs; Professor, School of Population Hlth
  • Wright State University - Marjorie Markopoulos    Director, Environ Health & Safety
  • Youngstown State University - Julie Gentile, Director, Environ & Occup Health & Safety
  • Inter-University Council of Ohio - Bruce Johnson, President and CEO
  • Inter-University Council of Ohio - Cindy McQuade, VP Operations