Info and FAQ for Students, Staff and Faculty Regarding the Return to Campus Starting March 29, 2021
Welcome Back to the Chapman University campus! Based on guidelines of the State of California and County of Orange, Chapman University is welcoming back to campus approved individuals. Protocol will change based on successful transition through the four (4) risk tiers of the State.
Please view important information on Processes for Returning to Campus.
If you have not been on campus since closure in March 2020, you will find many changes to the campus environment, all intended to help create a safe and healthy environment for all members of the Chapman University community. Faculty, staff, and students must be authorized to be on campus and in compliance with the requirements for Canvas-hosted COVID-19 Safety Training, Weekly COVID-19 testing, and completion of the Daily (Qualtrics) Health Survey.
Please be prepared to provide confirmation of the results of your response to the daily Qualtrics survey, i.e., CLEAR COVID-19 Daily Health Screen for Day, Month Date. Public Safety will be conducting daily random checks throughout the campus and at key locations. Once you submit the daily survey, the CLEAR status will be sent to your email, and you can easily present that via your mobile device.
In the required Canvas training on COVID-19 Safety, essential health and safety protocol was presented. A key element of the training was a description of the many safety measures taken by the University, in consultation with Chapman University EH&S and outside consultants in Occupational Health & Safety.
Please be prepared as follows:
- Chapman University has a mandatory parking permit policy, implemented to meet the requirements of the City of Orange. This policy is designed to promote on-campus parking to lessen the impact of street parking on the residents of Orange living in close proximity to the university. All university constituents – students, administrators, faculty, and staff – are required to have a parking permit and park in university owned or operated parking areas. There is no cost for a parking permit, but everyone must register their vehicle(s) using the Parking Registration System form.
- Signage has been posted along the perimeter of most campus locations advising of the status of the campus with respect to visitors. The signage also advises of University policy regarding the use of face coverings which is applicable to all persons.
- All individuals should follow established signage and protocol for entering and exiting the building(s), using designated entry and exit points. This will require re-learning new paths of travel from what you may have previously followed.
- You will see new directional signage, i.e., traffic patterns, inside most locations. Signage has also been installed to help assure proper (6’) social/physical distancing. Please carefully follow all signage.
- Occupancy limits inside the rooms of most buildings have been adjusted under COVID-19 conditions. Generally, under the Red Tier the limit is 25% of the posted fire code limit, and under the Orange Tier the limit is 50%. This includes research labs, computer labs, and various studio/workshop occupancies. Classroom occupancy levels are available on the Campus classroom link for Red and Orange tier. Compliance with these newly designated limits is essential to health and safety.
- Areas outside of classrooms, such as office suites and conference rooms have been set up with social distancing rules. Plexiglas barriers, existing partitions, and furniture removal should provide the appropriate levels of protection as required.
- In some locations, furniture has been covered, cordoned off, or removed for safety reasons. Please do not take any actions to revert to the prior setup. As conditions change, Facilities Management will make appropriate adjustments.
- Staff will return to originally assigned carrels and offices. Staff working in an open-office environment must wear face coverings and avoid casual meetings in the hallways and spaces surrounding their workspaces. Some locations, such as the Rinker Campus, have deployed specific requirements, which include double masking.
- Meetings should continue online or, if in person, in a conference room that can accommodate everyone, with physical distancing.
- Conference room use should be scheduled in advance, at 25% capacity, with attendees 6 feet apart and everyone wearing appropriate face coverings. Upon the transition to the Orange Tier, those limits may be increased to 50% capacity. Please disinfect spaces pre and post meetings. Consult with IS&T before using any wet product on electronic equipment.
- Occupancy limits for indoor activities that require increased physical exertion and frequent movement, such as exercise classes and performing arts (e.g., dance, studio/stage), should be set based on an allowance of 100 sq. ft. per person in the floor space available. Face covering should be used as appropriate to the level of activity.
- Elevator use should be reserved for individuals with medical conditions and for the movement of materials. If using an elevator, avoid touching surfaces, and if you do touch surfaces, please carefully clean/disinfect your hands. There will be hand sanitizer stations outside each elevator stop.
- When the sharing of items or workspaces cannot be avoided, clean and disinfect the item or area using EPA-approved and University supplied disinfectants after each use. Such items may include microwaves, coffee machines, refrigerators, printers/copiers, computers, office supplies and hand tools, among others.
- Individuals may eat on campus without face coverings either in their private enclosed office or using outdoor spaces with physical distancing. The University has installed tents in various locations on campus that can be used for this purpose.
- Break rooms can reopen with only 2 people per time in the rooms, assuming that the rooms can accommodate more than one person with distancing. Users must properly disinfect refrigerators, microwaves, coffee pots, and any other equipment that they used.
- Staff lounges will reopen at 25% capacity and with only one person per table, couch, or other existing seating arrangement.
- Bathrooms are open for your use but will require special attention to help maintain distancing. You should be fully masked when entering a bathroom and take time to assess your ability to use the facility while properly distanced. While some bathrooms can accommodate multiple persons at a time, others may only accommodate one person at a time, so please understand that you may enter, but must leave if the room is already at capacity.
- Some locations such as fitness centers will remain closed or will be open under significant limitations.
- Fitness center users must disinfect any surfaces that they touched and clean their hands using standard COVID-19 procedures.
- For specific questions on Occupational Health & Safety, contact EHS@Chapman.edu. For specific questions on furniture, supplies, and equipment needs, contact Facilities Management at email@example.com
How will COVID testing work for those who aren’t currently getting the daily COVID screening email?
Everyone who will start accessing campus during the week of March 29 should first make sure they have completed the COVID training, since they will need completion of the training and a COVID test to qualified to get the daily COVID screening survey emails. We suggest that faculty, staff, and students who plan to come to campus the morning of March 29, come to campus during the week of March 22 to get their COVID test, since that will allow them to start getting the daily screening emails and allows them to get their 2 and subsequent COVID tests any time during the week. This will help reduce the demand for COVID testing on the morning of March 29. Everyone else can come in for their first COVID test before accessing any building on campus, other than the COVID testing site behind the Chapman Health Clinic. Due to possible high demand for testing, and the need to wait for results of the testing, it is recommended that you arrive at the testing center at least 1 hour before you need to enter a building on campus. It isn’t necessary to wait at the Health Clinic for your results, since the Health Clinic staff will call you within 20 minutes if your test is positive.
How will testing work for those who are currently getting the daily COVID screening email?
Those who are currently getting the daily COVID screening email will need to make sure to get their COVID test during the week of March 22, so that they will continue to get the daily screening on March 29. These individuals can get their week of March 29 COVID test, any time during that week, and are allowed to enter campus facilities even before they get tested that week, as long as they continue to complete the daily COVID screening email and received their “Cleared for Campus” email.
What should people do to make sure they are cleared to be on campus before accessing any classroom or building on campus?
People should be getting tested >30 minutes before they need to be on campus so that they can be notified of a positive test result before accessing the classroom or any building on campus.
What happens if after 20 minutes I don’t get a call from the Health Clinic saying that I am positive, so I go into a classroom or building then get a call saying I tested positive.
If for some reason someone receives their positive COVID test phone call while they are in a classroom or building, please do the following; if a faculty member gets notified that they are positive while they are in the class, then they would need to cancel the class and immediately follow the directions from the Health Clinic staff person who called them. If a student gets notified during class that they tested positive, they should immediately follow the directions from the Health Clinic staff person who called them. If a faculty, staff or student has entered a building, are in their office, or elsewhere on campus, they would need to immediate follow the directions from the Health Clinic staff person.
Do I need to have my key card programmed so that I can access buildings and classrooms on campus?
All buildings with classrooms, as well as most others, will be open for access on their normal operating schedule of 7am to 10pm at Orange (Rinker Health Science campus is Monday thru Friday 7am to 6pm), so faculty and students should have access. For immediate access issues, please contact Public Safety at (714) 997-6763. For ongoing access requests or changes in access, please contact the IS&T Service Desk, firstname.lastname@example.org. To have your card re-programmed, visit one of these locations:
- Public Safety
- Leatherby Libraries
- Human Resources
How to know students are or have been tested / vaccinated? Can we ask the students these questions and do they provide proof or is it an honor system? Can we obtain a list of students who are tested and or vaccinated?
- Faculty can ask students to show their “Cleared for campus” email, and can ask any student who doesn’t have one to complete the survey at that time, if the student received the daily screening survey email. If the student does not have the daily screening email, they should be asked to leave and report to the Health Clinic to get tested. Other options are: Faculty could require students to email them a copy of their daily clear message before class; this way no one need to be asked/provide in person in front of others. Or faculty could use Canvas to collect this information, by creating an assignment for class days where the student can upload an image of their “Cleared for Campus” email. This would allow faculty to know the students who are cleared, before class time, and will prevent a student from showing up without having the clear because the expectation is they have to provide it. Also, using the self-service website www.chapman.edu/amiclear will allow people to log in with their Chapman credentials (user name and password) to see if they are cleared to be on campus. If a person received their daily COVID screening email, but didn’t respond to it, the site will allow them to answer the daily screening questions and give them a “Cleared for campus” screen that they can use to document their cleared status that day.
At the beginning of the COVID crisis I remember Chapman saying they were going to have temperature checking stations set up in all the buildings. Is that still going to occur?
- Temperature checking will not be required. Students and faculty all received a thermometer so that they can check their temperature before completing the daily screening survey each day they will be coming to campus. However, Public Safety will be doing daily random checks of people on campus to check that they have their “Cleared for Campus” email.
What is going to be done to make sure people on campus are cleared to be on campus?
- Public safety will be conducting daily random checks throughout campus and at different buildings during the day, and asking people to show their “Cleared to be on campus” email. If there is any question as to whether the person is cleared to be on campus, Public Safety will have the ability to check a master database to see if they are cleared to be on campus, and if they are not, what steps the person needs to complete to become cleared. People who are not cleared to be on campus will be asked to leave campus.
Are cleaning supplies, in particular, hand sanitizer, available and where are they kept? Is there a service available through Aramark that after each class, will their team come in and wipe down all the surfaces/door handles/restrooms, etc., used during the class and if so, how are they notified to do so? Does the department submit a Work Order? Or, is the cleaning/wipe down the responsibility of the class/teacher to do so?
- There will be ample supplies of hand sanitizer and disinfectant wipes available in all classrooms. Aramark will ensure the room is cleaned before use each day, and there may be additional cleanings by Aramark during the day, but the expectation is that each faculty and student will wipe down their area at the beginning of class. Because of the challenges of knowing what pieces of equipment are touched, where they are touched, or if any damage can be caused by cleaning, faculty will be responsible for wiping down any equipment that is used during the class.
Is there a minimum number of students we must have returning to hold “in person” classes? For example, after polling, if only 5 or fewer students wish to be in person, is that enough for the teacher to decide the class will continue remotely or must a teacher come to campus to cater for those 5 or less, students? Who decides that, the teacher or university?
- Faculty who do not have accommodations are required to teach from the classroom, regardless of the number of students who are attending in person, even if that number is 0 and all students are viewing the lecture remotely.
Can classes be conducted out on the campus grounds/lawns and if so, is there a maximum cap of students?
- Yes, they can be, and the max would be 49 students since the max in person is 50 for classes. Although, I would think given the 6 ft distancing required, faculty would want to limit the number to no more than 20 students so that all students can remain socially distant and still hear the faculty member. Also, there may be some challenges in having students who aren’t on campus be able to view the lecture remotely.
What does it mean if I am not getting the daily COVID screening email?
- Faculty, staff and students who did not complete their testing the prior week will no longer receive the daily screening survey email. This means they will not be able to take the survey or get the “Cleared for campus” email, until they get tested. They also may need to complete the faculty, staff, or student online COVID training, if they have not already done so.
Do I still need to get tested each week and complete the daily COVID screening email if I have received the COVID vaccine?
- Faculty, staff and students who have been vaccinated are still required to complete weekly COVID testing, to be able to get the daily screening survey email and be cleared to be on campus.
What happens if I test positive for COVID?
- Faculty, staff and students who test positive for COVID will be notified by a health clinic staff person, and given directions on what to do next. Also, those who test positive for COVID will not receive the Daily Screening survey email until they have completed the tested positive isolation protocol and have been cleared by the Chapman Health Clinic.
What should I do if I forgot to complete the daily COVID screening survey before coming to campus?
- You can search your email for the daily screening email and click on the link to go to the survey so you can complete it and get an email back that says you are cleared for campus, or you can use the new self-service website www.chapman.edu/amiclear since the site will allow you to answer the daily screening questions and give you a “Cleared for campus” screen that you can use to document your cleared status that day.
What is the difference between hybrid and HyFlex?
- Basically, Hybrid classes have been around at Chapman for quite a while, and just means that a class has a combination of in person class sessions and online class sessions, where all the students in the class will be in person or online at the same time. Hyflex is also a combination of in person and online, but some of the students are in person and the rest of the students are participating in the class remotely. Hyflex was created as a means to allow classes to take place in person while adhering to the reduced classroom capacities due to State COVID guidelines. Let’s say there is a class of 40 students, in a room that has a max capacity of 40. During the COVID Orange level, classroom capacities are reduced to 50% max capacity, capacity based on 6ft distancing, or 49 students, whichever is less. You can see the classroom capacities by going to www.chapman.edu/classrooms . So while we are in the Orange level, this means 20 of the students in the class are allowed to be in the classroom, at the same time, and the other 20 will need to view the lecture synchronously via Zoom (that’s what all the webcam technology is for), or the faculty member may allow the students to view the recorded lecture asynchronously, or the faculty may have some other process for the students who weren’t allowed to be in person for that class session. Theoretically, if the class meets twice a week, 20 students would be assigned to attend in person one day, and the other 20 assigned to attend in person the other day. Basically, there should be some type of rotation of students so that all students will have the opportunity to attend in person. Of course, right now we are in the Red level, so only 10 students could attend in person at the same time, so each group of students would rotate through 4 class sessions; which in the case of the twice a week class, that means each student would be able to attend in person once every two weeks. I say theoretically because that is the base case assumption. However, we know that right now there are a lot of students who have not moved back to the area, and thus can’t attend in person, and there are students who may live in the area but prefer not to attend in person. The professor would divide those students who say they want to attend in person to the different groups. If in this case, only 20 students said they wanted to attend in person, then each student would be able to attend in person once a week. If we get to the Orange level, before the end of the semester, then all 20 students would be able to attend in person.
- One last thing, please remember that all faculty, students, and staff are required to complete the daily screening survey before coming to campus, so there should not be anyone coming to campus who has any of the COVID symptoms.