Return-to-Campus Process for Staff and Student Employees

This post was updated on

Please review the Limited Campus Access: Emergency Requests and Essential Status Only post for the impact that the County of Orange’s return to the purple tier has had on campus access requests.

The vast majority of university operations continue to proceed successfully by remote work, thanks to the remarkable efforts of our entire Chapman community, and in particular the IS&T team. For most of us, this work mode will continue for now. Likewise, remote teaching and learning will likely continue for a time. In order to access campus facilities, all must follow this process to obtain permission to return to campus.

IMPORTANT NOTE: Please allow 7-10 days for the approval process to be completed.

To obtain approval for accessing campus:

1. Follow your departmental process for gaining approval. The employee, graduate student, or department representative will submit the online request form requesting access. The form allows for a request for a single individual, as well as for a spreadsheet to be uploaded for requests for multiple individuals. The following information will be needed:

  • First and last name
  • Chapman ID
  • Chapman email
  • Department
  • Classification (faculty, staff, student employee)
  • Detailed reason for request to access campus
  • Date of planned visit(s)
  • Building(s) and spaces you need to enter
  • Staff and student employees: Your highest-level department head’s knowledge and endorsement

Staff and student employees: Your highest-level department lead will be automatically notified of the campus-access request. The request must be endorsed by the highest-level department lead before moving forward.

Final approval will come from:

  • Vice President and Chief Human Resources Officer Brian K. Powell for staff and student employees; or Executive Vice President of Advancement Sheryl Bourgeois;
  • Vice Provost for Academic Administration Dr. Lawrence (LB) Brown for faculty
  • Dean of Students Jerry Price

2. For the request to be approved, the following two mandatory processes must be completed by the employee or student employee in question:

  • Completion of the COVID-19 training modules. All members of the Chapman community have been provided access to the Canvas learning management system. You can access the COVID-19 Safety Training at chapman.edu. The training should appear in your Dashboard, or you can navigate to Courses > All Courses and look for COVID-19 Safety Training. If you have already completed your training, you do not have to repeat this step.
  • Completion of a COVID-19 test. The Student Health Center will accept the following tests:

3. Once the above two mandatory steps have been successfully completed, and the appropriate EVP has approved the request (with the department lead’s endorsement), the Chapman member will be notified via email. They will also be informed that they will start receiving the mandatory Daily Health Screening emails starting the first day (as indicated in their request form) of their return to campus.

For the relevant staff, a request may be simultaneously submitted at this stage for their keycard to be re-activated on their (on-site) start date, if necessary.

To maintain access to campus once formal approval has been granted, please follow the on-campus processes below:

1. Weekly completion of mandatory COVID-19 testing. To obtain and maintain access to campus, you will need to complete COVID-19 testing a weekly basis. Please view the On-Campus Testing Schedule and Locations.

2. Completion of the mandatory Daily Health Screening. Anyone planning to come to campus must complete a simple daily COVID-19 health screening on the day they come to campus, and prior to their arrival on-site. This health assessment is a short questionnaire that can be taken on a smartphone or other device. You will be prompted by email to complete the short questionnaire each day.

  • You will need to have completed a COVID-19 test within the current or previous week in order to receive the required Daily Health Screening email.
  • If you do not need to access campus for a period of time and do not complete a COVID-19 test, you will stop receiving the email notifications. In order to reactivate the Daily Health Screening email notifications and reactivate access to campus, you will need to take a COVID-19 test.

To complete the Daily Health Screening, follow these steps:

  • Look for the health screening in your Chapman email and follow the instructions. If you do not see it in your email, please check your Junk and Spam folders.
  • Do not come to campus until you receive a “CLEARED” status via email.
  • Contact your health provider if you receive a “NOT CLEARED” status, and please continue to avoid campus.
  • Once subscribed to the daily notice, you are only required to fill it out on days you are coming to campus.
  • The “CLEARED” email message from your Daily Health Screening will in effect act as your Chapman access badge, i.e., you may be required to show the message (either in email format or a printed copy of that day’s “cleared” message) by your professor, supervisor, Public Safety Officer, or as part of gaining access to certain service areas.

3. Staff Care Kit: Prior to your first day on campus, visit the Facilities Management office at 625 West Palm to pick up a kit containing face coverings and a thermometer. Currently the offices are open from 7:00 a.m. to 4:00 p.m., Monday through Friday.

4. On-Campus Protocol: When you arrive on campus, you will need to adhere to the requirements that are covered in the training as well as outlined in the Campus Return Guidelines. Use face coverings (required at all times), maintain physical distancing, practice good hand sanitation and hygiene and do not share equipment.

5. Access to Facilities: You should have received access to the buildings indicated in your original request form.

  • If you have trouble accessing a building, please notify Public Safety and let the appropriate party (indicated below) know.
  • Please do not let others into a building; allow Public Safety to do so.
  • Requests for non-essential campus visits are strongly discouraged. If you feel you must access a classroom, retrieve supplies essential to your remote work or urgently need personal items, the steps listed above also apply.

 

Troubleshooting and Questions

  • For general questions, such as whether you should request campus access or from who you seek endorsement, please contact your supervisor and/or your department’s operations administrator.
  • For questions regarding COVID-19 testing, please contact Student Health Services.
  • For questions regarding the Daily Health Screening or campus access, please contact Craig Williams.

 

Thank you for following these protocols. Let’s stay healthy together so that we can be productive and effective through this challenging time and emerge stronger than ever.

These protocols and processes may change as needed. For updates and other university announcements related to COVID-19, please visit this site frequently.