stillman college covid-19 return to business operations ... · return to business operations plan...

COVID-19 Return to Business Operations Plan Stillman College

JUNE 11, 2020 STILLMAN COLLEGE

3601 Stillman Boulevard, Tuscaloosa, Alabama. 35401

Return to Business Operations Plan

The S&llman College COVID-19 Return to Business Opera&ons Plan establishes the necessary policies, prac&ces, and condi&ons to meet the Centers for Disease Control and Preven&on (CDC), the Alabama Department of Public Health guidelines for COVID-19, and the federal Occupa&onal Safety and Health Administra&on (OSHA) standards related to worker exposure to COVID-19.

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Table of Contents

MESSAGE FROM OUR PRESIDENT ................................................................................................................................. 3

COMMUNICATION AND INFORMATION ....................................................................................................................... 4

TRAINING/SAFETY SUPPORT ........................................................................................................................................ 5

TRAINING ....................................................................................................................................................................... 5 SAFETY ........................................................................................................................................................................... 6 FACILITIES ................................................................................................................................................................................. 6 EMPLOYEE COVID-19 TESTING AND TEMPERATURE CHECKS ............................................................................................................. 7 SOCIAL DISTANCING ................................................................................................................................................................... 8 EMPLOYEE PERSONAL PROTECTIVE EQUIPMENT (PPE) ..................................................................................................................... 8

IMPORTANT DATES ...................................................................................................................................................... 9

STATE OF ALABAMA .......................................................................................................................................................... 9 STILLMAN COLLEGE-2021 ACADEMIC CALENDAR .................................................................................................................... 9

THE DIVISION OF ACADEMIC AFFAIRS .......................................................................................................................... 11

MODELS OF ACADEMIC INSTRUCTION .................................................................................................................................. 11 STUDENTS AND CANVAS ................................................................................................................................................... 12 CONVOCATION/CHAPEL PROGRAMS .................................................................................................................................... 12

DIVISION OF INSTITUTIONAL EFFECTIVENESS .............................................................................................................. 13

OFFICE OF THE REGISTRAR ................................................................................................................................................. 13

DIVISION OF STUDENT AFFAIRS ................................................................................................................................... 13

STUDENT ORIENTATION .................................................................................................................................................... 13 STUDENT HOUSING AND RESIDENCE HALLS ........................................................................................................................... 14 FOOD SERVICES/MEAL SERVICE PLANS ................................................................................................................................ 14 CAMPUS VISITATION ........................................................................................................................................................ 14 STUDENT ORGANIZATIONS ................................................................................................................................................ 15



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ATHLETICS ..................................................................................................................................................................... 15

DIVISION OF INSTITUTIONAL ADVANCEMENT ............................................................................................................. 16

OFFICE OF ALUMNI AFFAIRS .............................................................................................................................................. 16 DEVELOPMENT OFFICE ..................................................................................................................................................... 16 SCHOLARSHIP OFFICE ....................................................................................................................................................... 17 CALL CENTER .................................................................................................................................................................. 17 LECTURE HALL ................................................................................................................................................................ 17 CONFERENCE ROOM ........................................................................................................................................................ 17



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Message from our President

Stillman Family,

Let me begin with a heartfelt note of gratitude and appreciation for your enthusiasm and spirit as we endure the ramifications of the COVID-19 pandemic and its impact on our families, friends, and communities throughout this country. For those in the Stillman family who have suffered the untimely loss of a loved one, please know the "Tiger Nation" is here to support you.

The Stillman Collee administration has investigated the best approaches to ensure the safety of our students, faculty, and staff as we navigate waters yet charted during these trying times. As we prepare for the start of the 2020-2021 academic year, the institution has reviewed and adopted guidelines set forth by the U.S. Centers for Disease Control and Prevention (CDC), the federal Occupational Safety and Health Administration (OSHA), and the Alabama Department of Public Health to ensure the safe return of our students, faculty, staff, to the greater Tuscaloosa community.

To ensure an orderly transition as we return to campus, the following “Return to Business Operations Plan” is designed to mitigate the risks associated with the spread of COVID-19. Be mindful that updates and modifications to this plan may be warranted. Communications regarding updates will be disseminated via the institutional website, direct emails from the Stillman College Bulletin, and sanctioned social media platforms; please stay connected!

The “Return to Business Operations Plan” covers three main areas that we want to ensure you access for guidance and resources that support our priorities, safety, and academic experience! The operations plan covers general health and safety precautions, guidance on academic calendars and course delivery modalities, and recommendations for creating a safe environment in student housing and other campus services that involve social and academic interactions.

Remember; social distancing, personal hygiene, and knowing the symptoms of COVID-19 is key to the health and safety of us all. As Socrates stated: "The secret of change is not fighting the old but building the new." As we adapt to new challenges and discover new opportunities, know that we all will travel this path together. Go Tigers!

Cynthia Warrick 7th President of Stillman College



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Communication and Information

The institution is committed to providing a safe and healthy environment for students, faculty, and staff. To

ensure that, we have developed the following Return to Operations Plan in accordance with the Centers for

Disease Control (CDC), Interim Guidance for US Institutions of Higher Education for responding to the COVID-

19 CDC Guidance found here.

The purpose of this guidance is to ensure that all Stillman College students, faculty, and staff are informed of

the institution’s efforts to prevent the spread of the COVID-19 virus among the campus community, document

the personal responsibilities for hygiene and social distancing that all constituencies should exhibit, and should

an incident occur where an individual in the campus community is exposed, the efforts that will be undertaken

by the institution to minimize the associated risks. Please visit the Stillman College Corona Response page for

regular updates found at Stillman College COVID-19 Updates. Authorized and approved sources of

information related to Stillman College and our return to business operations can be found at:

Website: www.stillman.edu

Social Media:

@stillmancollege @sc.admissions @officialStillmanCollege

@stillmanstudentlife @officialstillman @StillmanCollegeAdmissions

@StillmanCollege @Stillman1876

@gostillman



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Stillman College will utilize the decision tree provided by the CDC as a means of mitigating risks and

determining the actions of the institution upon the untimely notification of a confirmed COVID-19 case in our

immediate and/or extended

environment.

Training/Safety Support

As we prepare for the 2020-2021

academic year at Stillman, the

institution has established required

training and recommended

guidance for students, faculty, and

staff. The priority is to ensure that all stakeholders are provided the latest guidance established by the CDC.

Thusly the institution supports and recommends adherence to the CDC guidance on staying home when sick

(click here) and avoiding the spread of germs at work (click here).

Training

The institution utilizes the Vector Solutions, SafeColleges Compliance, and Safety Solutions platform to provide

training for faculty and staff on COVID-19 prevention About SafeColleges. The required training for all faculty

and staff, which are CDC approved and sanctioned, include Coronavirus Awareness, Coronavirus: CDC

Guidelines for Making & Using Cloth Face Coverings, and Coronavirus: Managing Stress and Anxiety. All of the

Stillman housekeeping staff are required to complete the Cleaning and Disinfecting the Workplace training

offered through the SafeColleges training portal.



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To access the required training, you will receive an email from the Stillman Colleges SafeColleges

administrator [email protected]. It will come from an "@safecolleges.com" domain or your institution's

domain. We suggest performing a universal search for "SafeColleges" in your inbox. Use this information to try

logging back into your campus-specific training system. These may be additional training requirements for

you and your department, please contact your immediate supervisor and/or the Office of Human Resources

to ensure that you have completed the required training.

Safety

Facilities

In preparation for the reopening of the campus, the Stillman Department of Facilities and Housekeeping

adheres to the CDC guidelines for cleaning, disinfecting, and sanitizing all buildings and facilities utilized by

students, faculty, and staff CDC Cleaning and Disinfecting Guidelines.

Cleaning will be conducted daily for highly occupied spaces, such as classrooms and the cafeteria. This will

include wiping stair rails, door frames, doorknobs, and light switches. All housekeeping staff will wear

appropriate PPE. This may include facemasks and gloves.

All surfaces and areas such as tables, desks, non-upholstered furniture, equipment, and athletic equipment

will be cleaned on a daily basis. Occupants of classroom should wipe clean commonly used surfaces before

and after each use with EPA approved products. Sanitizing stations will be setup in community spaces and

classrooms. The CDC has provided a recommended or approved list of cleaning products for Coronavirus and

other diseases, EPA Approved List of Disinfectants.



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Employee COVID-19 Testing and Temperature checks

Policy Statement: Stillman College is committed to providing a safe and healthy environment for students, faculty, and staff. To

ensure the safety of all Stillman constituencies, all employees and students will be required to complete a

COVID-19 test upon the return to campus or to present certified results of a negative test within the preceding

fourteen (14) days. Stillman will require all employees and students to have a negative test and be symptom

free before they have full access to campus buildings.

Procedures for Implementation: The staff of Maude Whatley Health Center will perform testing on the Stillman College campus at the

Birthright/Batchelor parking lot, where testing can be performed either by drive up or walk up. All individuals

must provide their Social Security number and insurance information. For those individuals with insurance,

Maude Whatley will bill the insurance provider. Testing will be free for anyone without insurance. All individuals

will be required to sign release forms allowing Stillman to receive the results of the test. The test results will

report only whether the individual is positive or negative for the SARS-CoV-2, the virus that causes COVID-19.

The results will be confidential and will be used only to authorize access to campus buildings.

Testing will be performed using the following schedule:

• Stillman Employees – August 4 - 5, 2020 from 9:00 a.m. until 4:00 p.m.

• Freshman Students – August 10 - 11, 2020 from 9:00 a.m. until 4:00 p.m.

• Returning Students – August 12 – 14, 2020 from 9:00 a.m. until 4:00 p.m.

Employees who test positive for COVID-19 may make use of Stillman’s Telecommuting Policy on a case-by-case

basis with approval of the supervisor. Faculty who need to limit exposure due to medical conditions or due to



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other documented reasons may be approved to move their classes to online delivery with the support of their

Department Chair, Dean, and the Vice President for Academic Affairs.

Temperature checks will be facilitated by the Stillman College Police Department. The officers at both entry

points to campus will use a touch-less thermometer to assess whether the employee is exhibiting signs of

fever, which could be an indicator of being positive for COVID-19. Throughout the academic year students,

faculty, and staff will have access to periodic COVID-19 testing. Locations and times of testing will be

promoted through established institutional communication portals.

Any employee who holds a temperature above 100.4 degrees Fahrenheit will not be allowed access to campus

and will be required to provide a negative COVID-19 test before re-entry is permitted.

Social Distancing

Social distancing will be enforced to reduce the transmission of the COVID virus on campus. Students, as well

as faculty and staff are required to not gather in groups of 10 or more. Close contact is defined as being within

six feet of someone for a period of 15 minutes or longer. Practices social distancing will support a safe working

and learning environment for people who are at high risks of contracting the virus.

Employee Personal Protective Equipment (PPE)

Stillman College will provide Personal Protective Equipment (PPE) to all students, faculty, and staff. To

promote a safe environment, PPE or face covering will be required to be utilized in classrooms, office spaces,

the cafeteria, the gymnasium, and other spaces that people congregate.



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The distribution of PPE will be held at both campus entries (updates forthcoming). Students, faculty, and staff

will be required to attest that they have completed the institution's sanctioned training from About

SafeColleges.

Important Dates

State of Alabama The State of Alabama is currently under a “Safer at Home” order issued by Governor Kay Ivey in the Statewide

COVID-19 Health Order For Alabama, which denotes an expiration date of July 3rd at 5 p.m., and allows

educational institutions to open June 1st (subject to the prescribed social-distancing and sanitation rules and

guidelines). Stillman College will adhere to and recognize the “safer at home” order and not return to normal

business operations until August 1th. More information about resources and the provisions of the “safer at

home” order can be found at altogetheralabama.

Stillman College-2021 Academic Calendar

As we welcome students and faculty to campus for face-to-face instruction and activities, the Division of

Academic Affairs and the Division of Institutional Effectiveness have revised the institutional academic

calendar for fall term with face to face classes being held August 19 to November 20. Classes will then move

to online for the final week of instruction and the final exams period. When students leave for Thanksgiving

Break, they will not be required to return to campus. Updates will be forthcoming if changes are anticipated

for the 2021 Spring semester.



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Fall Semester of 2020 Online Orientation for New Students Begins ....................................................................................................................... June 1 Online Orientation for New Students Ends .......................................................................................................................... July 30 Opening Institute ................................................................................................................................................................. August 10-11 Registration for all Students ................................................................................................................................................ August 17-18 Classes Begin ....................................................................................................................................................................... August 19 Last Day for Add/Drop ......................................................................................................................................................... August 26 Commencement ................................................................................................................................................................... September 5 Labor Day Holiday ................................................................................................................................................................ September 7 New Student Confirmation and Sophomore Rite of Passage .............................................................................................. September 17 Town Hall Meeting .............................................................................................................................................................. September 21 Application for Degree due in Registrar’s Office (Spring 2021 Candidates) ........................................................................ September 25 Sophomore Proficiency Examination .................................................................................................................................. October 3 Mid-Semester Examinations Week ..................................................................................................................................... October 5-9 Last Day to Change Grades from Spring/Summer 2020 ....................................................................................................... October 7 Fall Convocation ................................................................................................................................................................... October 8 Mid-Semester Grade Rosters Due by Noon ......................................................................................................................... October 13 Senior Departmental Examination ...................................................................................................................................... October 17 Student Evaluation of Instruction ........................................................................................................................................ October 21-23 Last Day to Withdraw from a Course .................................................................................................................................. November 3 Founder’s Day Convocation ................................................................................................................................................. November 5 Senior Departmental Examinations ..................................................................................................................................... November 7 Registration for Spring 2021 ................................................................................................................................................ November 1-20 Senior Thesis Oral Presentations ......................................................................................................................................... November 16-20 Senior Thesis Due ................................................................................................................................................................ November 20 Thanksgiving Holidays Begin for Students at 5:00 p.m. ....................................................................................................... November 20 Classes Resume at 8:00 a.m. .............................................................................................................................................. November 30 Last Day for all Tests, Quizzes, etc. ...................................................................................................................................... November 30 Last Day of Classes ............................................................................................................................................................... December 4 Semester Examinations ....................................................................................................................................................... December 5-10 Semester Ends: Christmas Holidays Begin for Students at 5:00 p.m. ................................................................................. December 10 All Faculty Grade Rosters Due by Noon ................................................................................................................................ December 14

Spring Semester 2021

Opening Institute ................................................................................................................................................................. January 4 Orientation for New Students .............................................................................................................................................. January 5 New Students Register ........................................................................................................................................................ January 5 Returning Students Register ................................................................................................................................................ January 5-6 Classes Begin ....................................................................................................................................................................... January 7 Last Day for Add/Drop ......................................................................................................................................................... January 14 Holiday, Martin Luther King, Jr. ........................................................................................................................................... January 18 Spring Convocation & Alabama Female Firsts Celebration ................................................................................................. January 21 Application for Degree Due in Registrar's Office (Summer & Fall 2021 Candidates) .......................................................... January 22 Sophomore Proficiency Examination .................................................................................................................................. February 20 Senior Departmental Examination ...................................................................................................................................... February 27 Mid-Semester Examination Week ....................................................................................................................................... March 1 - 5 Town Hall Meeting .............................................................................................................................................................. March 8 Mid-Semester Grade Rosters Due by Noon ......................................................................................................................... March 8 Last Day to Change Grades from Fall 2020 ........................................................................................................................... March 10 Spring Holiday Begins for Students at 5:00 p.m. ................................................................................................................ March 12 Spring Holidays .................................................................................................................................................................... March 12 - 21



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Spring Semester 2021 continued Classes Resume at 8:00 a.m. .............................................................................................................................................. March 22 Last Day to Withdraw from a Course .................................................................................................................................. March 25 Student Evaluation of Instruction ........................................................................................................................................ March 24 - 26 Registration for Summer and Fall 2021 ............................................................................................................................... March 29 – Apr. 23 Senior Departmental Examination ...................................................................................................................................... March 27 Good Friday Holiday ............................................................................................................................................................ April 2 Senior Thesis Oral Presentations ......................................................................................................................................... April 5 - 9 Honors and Awards Convocation ........................................................................................................................................ April 8 Senior Thesis Due ................................................................................................................................................................ April 15 Last Day of Classes for Candidates for Graduation .............................................................................................................. April 16 Last Day for all Tests, Quizzes, etc. ...................................................................................................................................... April 19 Semester Examinations for Candidates for Graduation ...................................................................................................... April 19 – 21 Candidates for Graduation Grades Due by Noon ................................................................................................................. April 22 Last Day of Classes ............................................................................................................................................................... April 23 Semester Examinations ....................................................................................................................................................... April 24 - 29 End of Year Town Hall Meeting ........................................................................................................................................... April 26 Semester Ends ..................................................................................................................................................................... April 30 Commencement .................................................................................................................................................................. May 1 All Faculty Grade Rosters Due by Noon ................................................................................................................................ May 3

The Division of Academic Affairs

The Division of Academic Affairs is prepared to provide an engaging academic experience for our students

using face-to-face, hybrid, or fully online instructional methods. Out of concern for the safety of all

constituents, the academic leadership presents the following guidelines for the fall and spring semesters.

Models of Academic Instruction

All classes for fall 2020 will begin on August 19, 2020, following the current academic calendar. Face to face

instruction will continue through Friday, November 20, 2020, when the campus breaks for Thanksgiving Holiday.

Students will not be required to return to campus after Thanksgiving Holiday and all instruction for the week of

November 30 through December 4, will be provided online or through distance tools such as Google Meet or

Zoom. All final exams will be given during their scheduled times online.

Faculty will plan their courses for fall 2020 following the standard modes of instructional delivery already in use

at the College. Stillman College provides instruction in face to face, hybrid, and fully online instructional modes.



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Hybrid instruction is a combination of face to face and distance delivery modes in which faculty use the LMS

(Canvas) to deliver instruction asynchronously or use Google Meet or Zoom to provide synchronous

learning experiences to students. Face to face class meetings will be reduced in number in order to maintain

social distancing guidelines provided by the CDC and the ADPH. In some instances, this will be achieved simply

through the smaller enrollment in specific sections. In larger enrollment courses, such as the freshman General

Education courses, we will use staggered attendance and hybrid instructional delivery in order to

maintain safety for all campus constituencies. In all instances in which social distancing is not feasible or

achievable, masks will be required on campus. The College will institute a cleaning protocol to ensure the safety

of campus constituencies to the best of our ability.

Students and Canvas

Stillman College has an orientation to Canvas and online learning that has been incorporated into the online

Orientation experience that is being developed by Student Affairs. This will provide all students with access to

training for navigating Canvas for their online learning. Education Support Services will develop best practices

for success in online learning and we will incorporate this unit into the STI 111 course for first year students and

make other information available to students who may be new to online learning.

Convocation/Chapel Programs

Given the current guidelines in the State of Alabama and the conversations among Chaplains at private liberal

arts colleges, the Dean of Chapel is currently planning for face to face chapel. This planning is guided by the

practices within the Presbytery of Sheppards and Lapsley and will be adjusted in accordance with the guidelines

at the time of the fall term. If the College returns to chapel and the Religious Emphasis Series in the sanctuary



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of Brown Memorial Presbyterian Church, we will include the sanctuary in our disinfection and cleaning plans

after each use. RES is still in the planning stages and we will follow the broader guidance of the College

Leadership for how we plan in line with the convocation planning.

Division of Institutional Effectiveness

Registration for both fall and spring semesters will be conducted entirely online with all required personnel

working from their individual offices. No central location for registration will be required. All student requests

can be handled through email and Self Service.

Office of the Registrar

The Office of the Registrar will be open from 8:00 a.m. until 3:00 p.m. daily. After 3:00 p.m. the office will be

closed for processing. Only one student will be allowed within the office at a time to ensure proper social

distancing. The adjacent hallway will be marked with proper spacing to allow for students awaiting service

within the office.

Division of Student Affairs

The Division of Student Affairs is tasked with promoting the academic, social, and emotional well-being of our

students. To that end, the Office of Student Life provides the following guidelines to ensure the safety of the

Stillman student body as they traverse the campus and off-sight managed spaces.

Student Orientation

All student orientations will be held online. During the online orientations’ students will be provided COVID-

19 prevention and awareness training, as well as, information on social distancing guidelines.



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The institution has partnered with TeleDOC to provide additional medical services to Stillman College

students. TeleDoc is free to students and provides 24/7 access to doctors by phone, video, or app. Once the

TeleDoc app is downloaded, students can access doctors, therapists, and specialists that can assist with the

flu, infections, anxiety, stress, skin conditions, and provide advice on serious medical conditions. Download

the app at TeleDoc.

Student Housing and Residence Halls

All student housing in the on-campus residence halls and off-campus apartments will be single occupancy.

Students will be required to complete online training modules as a part of their orientation to validate their

understanding of the CDC guidelines for social distancing, cleaning and disinfecting living spaces in residence

halls, and the proper use of PPE.

Food Services/Meal Service Plans

A seating zoning system will be utilized in the Hay Center Cafeteria to promote social distancing and reduce

the risks of COVID-19 transmissions. Separate entry and exits points will be utilized and capacity limits (50

students during a prescribed schedule) will be enforced as an additional safety precaution. An alphabetized

system that will be used to determine the scheduling for breakfast, lunch, and dinner meal services. Carry-out

options will also be available.

Campus Visitation

Campus visitation for non-Stillman students will not be permitted until at least August 28th. After which, the

policy will be reviewed and directives will be provided for the remainder of the semester.



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Student Organizations

Student Government Association (SGA), Greek letter organizations, and other student sanctioned

organizations will be limited in the duration of meeting to one-hour and restricted to spaces where adequate

social distancing can occur. Students must seek the approval from the Office of Student Life before the event

to ensure the adequate cleaning and disinfecting.

Athletics

The National Association of Intercollegiate Athletics (NAIA) has issued guidelines for the return of fall sports.

Based on input from NAIA presidents, AD’s, commissioners, athletics trainers and health care professionals, the

COP Executive Committee approved the recommendation of practice and competition start dates for each sport.

The practice start date for all sports, will be Saturday, August 15. Any activities through August 14th deemed

practice by the NAIA are strictly prohibited. (Click here for NAIA definition of practice).

Conditioning activities, as long as they are not “practices”, are not restricted and can take place at any time, in

keeping with any institutional guidelines. Beginning on August 15, student-athletes may practice consistent with

any health and safety protocols specified by the Stillman College Athletic Director. While practices can begin

August 15, only individuals identified with Stillman College can participate in these practices. No scrimmages,

exhibitions, or competitions of any kind that involve individuals not identified with Stillman may take place prior

to the competition start date listed below.

Competition for all sports, except football starts September 5th, while providing three weeks of practice prior to

competition.



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Division of Institutional Advancement

Office of Alumni Affairs

The Office of Alumni Affairs, the National Alumni Association of Stillman College (NAASC), Tuscaloosa Alumni

Chapter, Pre-Alumni Council (PAC), and Campus Queens’ & Kings’ Association (CQKA) will avoid in-person

events that include more than 10 persons:

§ Alumni Meetings § Historic Stillman House Events § Golden Reunion (Pending) § On Campus/Off Campus Events § PAC Meetings/Activities § CQKA Meetings/Activities

All visitors, including alumni and students must take the following steps before entering the office:

§ Schedule ahead by phone, text, and or email § Knock on the office door before entering § Wear a mask § Sanitize Hands § Practice Social Distancing

All meetings will be handled virtually until further notice, including the election of Miss Stillman 2020-2021

(similar to the election of the SGA cabinet this past Spring).

Development Office

Social distancing will be enforced with no more than two to three (2-3) persons to occupy the

office at one time. All visitors, including donors/friends of the College/Community Partners, faculty, and staff

must take the safety precautions referenced above for entry into Snedecor Hall.



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Scholarship Office Sessions were held virtually while working from home and we will continue to meet virtually, via Google

Hangout, adding writing tips, personal statements, and types of scholarship essays.

Scholarship updates will continue to be posted via student email, via Google Hangout. A FAQ sheet will be

added to Virtual Orientation Power Point Presentation and the Institutional Advancement website.

Call Center The call center is used to facilitate campaigns for alumni, donors, and friends of the College. Traditionally, the

call center can accommodate up to 10-12 telephone stations. Due to social distancing measures the center will

be limited to a maximum of 4-5 individuals. The Institutional Advancement again ask that all persons who

utilize the call center, adhere to the cleaning and disinfecting guidelines set forth by the CDC and affirmed by

the institution.

Lecture Hall Normal seating capacity: Approximately 70

Social Distancing capacity: Max. 12 persons (not including one presenter/instructor)

Theater seating requirements: One (1) person to be seated in every fifth (5th) seat maintaining at least four (4)

seats between the next person.

Conference Room Normal seating capacity: Approximately 8

Social Distancing capacity: Max. 3 persons

Conference table seating requirements: Persons to be distanced by at least six (6) feet maintaining three (3)

seats (if possible) between the next person.

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