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Know Before You Go

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Return To Campus Plan

Updated June 22, 2020

 
I. Purpose
The goal of this document is to provide a multi-phase process to return Grayson College to normal face-to-face operations on campus as soon and as safely as possible. This will be done in a phased approach based on the lifting of restrictions by the CDC, State of Texas and local governments. We anticipate beginning this process on May 18, but it may be later depending upon the local situation at the time. 
 
II. Situation:
● The College is under federal, state and local restrictions in response to the COVID-19 pandemic. These restrictions are subject to change based upon the current COVID-19 mitigation measures.
● Due to reoccurrence of the virus or the reimplementation of restrictions, the institution must be prepared to move back to a previous phase at any time, including moving back to completely online/remote operation. 
● Adequate child care may not be available due to partial restrictions still in place.
● Some employees may not be able to return to campus due to health issues (themselves or those with whom they live).
● As governmental restrictions are lifted, the Executive Leadership Team will determine whether and, at what pace, to further move the College toward normal operations. 
 
III. Assumptions:
● Restrictions will be lifted in phases, allowing the College to resume campus operations in a gradual and systemic approach.
● The College’s response will follow either the state and local schedule or a more conservative schedule. 
● All COVID-19 guidelines and restrictions, especially the CDC guidelines for social distancing and cleaning, will be followed in all phases.
● Each phase will last a minimum of 14 days to allow the COVID-19 incubation period to pass.
● The College will be closed on Fridays in June. Summer schedules (four 10-hour days) must ensure that delivery of services to students and employees are operational. Summer hours will begin the week of June 1 and end the week of June 29.
● Use of campus facilities by outside parties will be limited and will not be permitted until Phase 4 without the approval of the College President.
 
IV. Proposed timeline: If all goes as planned and no major changes occur in the spread of COVID-19, we will follow the timeline below:
● Continue in Phase 1 - Present
● Begin Phase 2 - June 1
● Begin Phase 3 - June 15
● Begin Phase 4 - August 3 
 
V. Procedures to Implement Phases 1 - 4: The College will use the following multi-phased approach to develop an array of campus services to provide flexibility to meet students’ needs on- and off-campus, as the evolving situation demands. These will be subject to federal, state and local guidelines. The College may move back and forth through these stages dependent upon the current situation at the time. The dates provided are target dates only and are subject to change.

 
Phase 1 - Current Situation 

Continue small class instruction to finish spring terms
 
Staffing:
● The College remains open but only virtually; most instruction and services will be provided online.
● All buildings remain closed to the public and accessible only to employees who need to access their offices or campus resources. All employees are encouraged to work remotely.
● Employees should wear normal work attire while on campus. 
● All non-essential employee travel is suspended until at least Phase 4 of this plan. Employees should direct questions to their executive administrator.
 
Student Support:
● Remote support is the option for services to students.   
 
Instruction:
● The College is teaching a limited number of face-to-face skills segments as required for completion. This is being done using best practices including wearing face coverings, social distancing and good hygiene practices. 
● Restaurant Six Ninety One and the Cosmetology Salon will remain closed through the summer. Should these facilities be able to open, it would be by invite-only to Grayson College employees. 
 
All employees, students and visitors will practice social distancing and wear face coverings while on campus. Employees and students should also wear face coverings while off-campus on official College business.  (These rules apply at all times except when in personal vehicles or alone in a personal office.)  
 
Currently, this includes the following: 
● Effective May 18, Employees must wear a cloth or disposable face covering while on campus and off-campus when representing the College on official business. The only exceptions are when (a) alone in a personal office or (b) in a personal vehicle. Employees will be provided one cloth face covering. Employees may bring their own cloth face covering as long at the nose and mouth are covered. Personal cloth face coverings must be approved by the immediate supervisor. Face coverings should be washed daily.  
● Employees may request a face covering through their supervisor (who will obtain those from Human Resources). 
Students and visitors must wear a cloth or disposable face covering while on campus, except when in their personal vehicles. Students and visitors will need to provide their own cloth face coverings. Students engaged in off-campus activities directed by the College will be required to face coverings except when approved by the President.    
● Anyone not wearing a cloth or disposable face covering as described above will be advised of the need to do so. Repeated refusal and/or non-compliance may result in the individual being asked to leave campus.
● A plastic face shield not replace the need for a cloth or disposable face covering but may be used in addition to.
Click here to learn more about properly wearing a face covering.
 
All employees, students and visitors will be screened upon entry as described by our COVID-19 Screening Plan.
● Students attending in-person classes are being screened by faculty at the entrance to the classroom. 
 
Other rules for operating under the Minimum Standards as described by the Texas Higher Education Coordinating Board and the Open Texas Plan.  
● All persons must familiarize themselves with the guidance for appropriate cleaning and disinfection, hand hygiene and respiratory etiquette.
● Employees will be responsible for cleaning spaces in their immediate office areas.  
● Telephones, email and Zoom meetings should be utilized whenever possible.
● When visiting another office is necessary, call ahead and wear a face covering.
● No office-to-office socializing, including potlucks, parties, etc.


Phase 2 - Limited Return to Campus
Primarily online remote services and online classes, with limited services by appointment and some hands-on small classes on-campus 
 
Staffing:
● Remote support is the preferred option for providing services to students.
● Additional staff will return to support the limited courses offered on campus. The Executive Leadership Team will determine appropriate staffing levels.
● Supervisors will need to determine on-campus/remote work schedules to cover hours of operation. In some cases, executive administrators may approve temporary remote and/or hybrid work for positions.
● Employees who are unable to work effectively from home will return to campus.
● Human Resources will be available by appointment. 
 
Student Support:
● Remote support is the preferred option for providing services to students.   
● Additional, but limited on-campus support to students is phased-in using scheduling to limit the number of people in an area at any given time. 
● Departments open by appointment include the Testing Center, Advising (Success Coaches), Financial Aid & Veteran Services, Business Office, Center for Workplace Learning, Counseling & Social Services (Emergency Aid), Student Support Services, Student Life & Housing, International Students and the South Campus.  
● The Admissions and Registrar’s Office is accepting drop-off materials through the drop-off box located at the Campus Police building. 
● The Library is available to students using curbside services for those who need materials from within the Library.
● The Math Hub and Writing Center will be available by appointment.
● The team prioritizes new students to Grayson for the summer and fall. New students should begin the admissions process by applying online.  
● The Bookstore is operating both online and on-campus.
● All other services including those provided by the Library, Math Hub, Writing Center and HelpDesk continue to be provided remotely.   
 
Instruction:
● The majority of instruction remains online except select face-to-face skills training. Faculty should prepare courses to move to an online format if necessary.
● Common areas remain closed, including study rooms.
 
All employees, students and visitors will practice social distancing, wear face coverings while on campus (except when in a personal vehicle or alone in a personal office) and will be screened upon entry as described by the COVID-19 Screening Plan. Employees and students should also wear face coverings while off-campus on official College business. 
 
Rules around face coverings and screening will be updated based on what is learned going through each phase. 


Phase 3 - Expanding Services and Return to Campus
Increased support for students and employees added on campus. Continuation of classes primarily online, with limited hands-on classes on campus. Continue to serve students online, by appointment and, in some circumstances, by walk-in (depending on the department). 
 
Staffing:
● Additional staff return to support increased delivery of services on campus.  The Executive Leadership Team will determine required staffing levels.
● Flexibility of scheduling may be important to maintain social distancing guidelines. 
● Supervisors will need to determine on-campus/remote work schedules to cover hours of operation. In some cases, executive administrators may approve temporary remote and/or hybrid work for positions.
● All departments will come back to campus and will increasingly work toward handling walk-ins, as appropriate to the department. The preference is to have appointments for on- and off-campus interaction, but will also work students when they walk-in using appropriate technology such as Who’s Next to limit the number of people waiting in the common spaces.  
 
Student Support:
● Remote support continues to be the preferred method of providing services while adding on-campus support. Appointments are encouraged.
● Additional, but limited, on campus support to students phased-in using appointments to limit the number of people in an area at any given time. 
 
Instruction:
● The majority of instruction remains online except for face-to-face skills training.  Faculty should be prepared to move courses to an online format if necessary.
 
All employees, students and visitors will wear practice social distancing, face coverings while on campus (except when in a personal vehicle or alone in their office) and will be screened upon entry as described by our Covid-19 Screening Plan. 
 
Rules around face coverings and screening will be updated based on what is learned going through each phase.  


Phase 4 - Full Return to Campus (with some flexibility)
Increased support for students and employees added on campus. Continue to offer online classes, expanding the number of on-campus classes beyond the previously limited number of hands-on courses. Serve students by walk-in, remotely or by appointment. 
 
Staffing:
● All employees will return to campus. Flexibility of scheduling may be important to maintain social distancing guidelines on a 40-hour per week work schedule.
● Services are offered primarily on campus with remote services still available.
● Potentially remove travel restrictions.  
 
Student Support:
● Face-to-face student support resumes. 
● Housing is available for students. 
● Food service resumes. 
● On campus Student Life activities resume.  
● Common areas on campus including study rooms are available.  
 
Instruction:
● Classes transition back to campus for face-to-face instruction as is practical to do so. Faculty are encouraged to consider online and hybrid formats.
● Fine arts programs resume based on social gathering guidelines. 
● Campus is open with revised operating procedures.
 
Employees and students are asked to remain flexible, as we adjust to a new way of conducting business at Grayson College. 
 
Executive Leadership will evaluate the ability to relax or remove policies requiring employees, students and visitors to be screened and to wear face coverings.   
VI. Policies and Leave Available to Employees:
 
Travel
Non-essential College-related travel is suspended through Phase 3 and will be reevaluated for implementation in Phase 4.
If booking travel of any kind, please be mindful of travel advisories provided by the CDC online. Employees should also be aware of State restrictions on travel from outside of Texas. Those who travel to Level 2 areas as identified by the CDC should complete the COVID-19 Exposure Form in advance of travel. 
When planning recreational travel that could potentially lead to a required quarantine (based on CDC reporting linked above), employees should notify Human Resources and their supervisor of the planned location. Grayson College has an obligation to protect the health and safety of employees and students. Mandatory self-quarantines due to travel will not be eligible for paid sick time. However, if a quarantine is mandated by a doctor or other approved health entity, other leaves and sick time may apply. Contact Human Resources for further guidance.  
 
Emergency Leave
 
The Grayson College developed Emergency Paid Administrative Leave (EPAL) is extended through May 31. 
 
Employees who are unable to report to campus or work remotely (as requested) may be eligible for a paid or unpaid federal leave program, including Emergency Paid Sick Leave (EPSL), a new program that will remain in effect until December 31, 2020.  An important distinction for Grayson College employees, the law requires ⅔ pay for those who qualify; however, the college is choosing to pay qualifiers of this leave at full rate.  
 
Employees may qualify for the new leave program and others may also qualify for other existing federal leave programs to include full and partial day leave as well as intermittent leave. It's complicated, as some of the laws are intersecting and can be taken concurrently. Contact Human Resources to discuss available options.
 
Future of Remote Work 
 
Supervisors need to determine on-campus/remote work schedules to cover hours of operation unless those positions were approved for remote work prior to COVID-19. In some cases, executive administrators may approve temporary remote and/or hybrid work for positions based upon the needs of the College. 
 
Using the lessons learned during the COVID-19 remote work period, the College may explore more comprehensive remote work policies and conduct an evaluation of the organization’s readiness for remote work. 
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