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FACE-TO-FACE MEETINGS AND OFFICE STRUCTURE

Student-Facing Office Considerations

In an effort to offer a robust and meaningful residential experience for our students, student-facing offices should remain open to deliver support and resources to our students.  All guidelines offered in this document are suggestions and must be viewed in the context of a particular unit in consultation with local supervision.   Utilizing the below checklist, and in consultation with appropriate reporting structures, consider processes that allow for both safety protocols and the need to support our students.

OFFICES REMAIN OPEN TO SERVE STUDENTS

  • Provide residential students with access to open offices, understanding that those offices are likely to operate differently compared to past fall semesters
  • Design and implement a hybrid approach to delivering student-facing services when possible and adhere to the Protect Purdue guidelines; no single formula or rule exists for determining the balance of face-to-face and online activities
  • Consider strategies such as limited walk-in times, managed appointments, rotations of on-campus staff, etc.; operate in a manner that serves students in the residential and the fully online options
  • Communicate clearly to students any special rules or changes in operations in student-friendly and positive language
  • Protect the most vulnerable from severe illness from COVID-19
  • Avoid being entirely remote. Individual staff within an office may range from fully remote to fully on-site but offices should be open to serve students

MODE OF DELIVERY CONSIDERATIONS

  • Match appropriate modality of service delivery (phone, web-based, in person, etc.) with meeting type/purpose and student needs
  • Ensure office space meets social distancing guidelines for in-person meetings
  • When social distancing space challenges exist, consider alternative locations (outside, conference room, lobby, etc.) while also safeguarding privacy

PHYSICAL SPACE CONSIDERATIONS

  • Consider conducting an audit of the office space with REM –(radiological and environmental management) or asking for input from the building deputy
  • Redesign and reconfigure office spaces where workers can keep six feet apart/ social distance
  • Install physical barriers such as Plexiglas or other barriers at front desk reception areas
  • Remove/reimagine furniture to increase adherence of physical distancing
  • If appropriate and weather permitting, meet outside for better ventilation and distancing
  • Post directional signs and ensure traffic flow is safe and distanced
  • Create a one-way flow of traffic to minimize transmission, i.e. create clockwise walkway paths
  • Post on floors 6ft markers to help guide social distancing
  • Consider a capacity number for the lobby and waiting area

FUNCTIONAL CONSIDERATIONS

  • Implement a staggered approach to staffing to ensure de-densification
  • Utilize video conferencing when appropriate and limit nonessential visitors
  • Limit desk- or table-sharing
  • Implement protocols for shared space related to cleaning and transition of space
  • Limit sharing of pens, keyboards, handling of student IDs, kiosks usage, etc.; wipe down after use
  • Incorporate touchless technologies throughout: document sharing, water cooler, telephones, and avoid sharing pens, books, devices, etc.
  • Replace handshake greetings with new norms
  • Encourage staff to bring food to the office or have lunch delivered in prepackaged containers to eliminate trips outside the campus
  • Support coping and resilience with both staff and students

SAFETY PROTOCOL CONSIDERATIONS

  • Fully implement the Protect Purdue Pledge: Wear face coverings, stay home if ill, etc.
  • Enhance Cleaning protocols: in addition to custodial responsibilities, focus on high-traffic/high touch spaces, common areas, kitchenettes, copy machines, coffee pots, water coolers, door handles, etc.
  • Make hand sanitizer available
  • Maintain safe and clean work stations
  • Stay informed of the Protect Purdue Plan and remain flexible to change as adjustments will likely be made as learning continues and additional information is obtained

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