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Administrative and Office Preparedness Plan

Updated November 10, 2020

Facilities and Services will provide guidance, suggestions and the implementation of measures to prepare administrative and office spaces for faculty, staff and students. This guidance takes into account a department’s ability to conduct their business combined with the health and safety of SDSU employees and visitors. This guidance is based on CDC guidelines, S.D. Department of Health guidelines and SDSU JacksRBack Task Force input. 

  1. GENERAL ITEMS
    1. Acrylic shields/sneeze guards to be installed at front desk settings to provide a barrier between staff and visitors.
    2. Furniture arrangements will be reviewed and modified to create a physical distance of at last 6 feet between individuals.
    3. Entry and exit points will be modified and controlled where possible to minimize and/or eliminate pedestrian cross traffic. This includes a combination of hardware modifications and signage. All academic buildings will have card access on at least one main entry door by Aug. 1, 2020.
    4. Signage will be implemented at main building circulation corridors to create a looped traffic pattern where possible and limited pedestrian conflict where not possible.
    5. Offices that require queuing of visitors will be set up to create a 6-foot minimum distance between waiting visitors.
    6. Signs will be posted on elevators suggesting use of stairs when possible and limiting occupancy on elevator cars to maintain a minimum 6-foot physical distance between passengers. This will suggest an occupancy of only one individual on many elevators across campus given the size of the car.
    7. Hand sanitizer, disinfectant spray and quarter-fold towels will be distributed to departments in limited quantities. All containers shall be saved for reuse. These items can be refilled by request by contacting Facilities and Services Customer Service.
    8. Classrooms that are too small for instructional use could be considered as offices, study areas, private meeting spaces or additional small occupancy conference rooms. Requests to do so shall be approved by Facilities and Services and Academic Affairs.
    9. Work with Information Technology to obtain technology services, support and equipment necessary for any continued remote operations or on-site work.
    10. Work with Human Resources for support for supervisors, employees and units with personnel questions, assistance with requests for continued remote work, leave and other employment-related special situations.
    11. Classroom and class-lab preparations are coordinated through Academic Affairs. For information related to these spaces, contact your college dean and/or department head.
    12. Information on research space operations, logistics and guidelines can be obtained through the Division of Research and Economic Development.
    13. Work with other functional designated departments, such as Finance and Administration, Athletics, Student Affairs and other areas and review their planning guidance documents to assist in the parameters applicable to employment planning.

Facilities and Services Guidelines for Office Practices published on JacksRBack webpage:

  1. PRIVATE OFFICES
    1. Have no more than one visitor chair. If meeting with multiple people, restrict number to as few as possible, with all visitors being from same family unit.
    2. Create an office policy requiring meetings of three or more to be in small occupancy conference rooms, suggesting use of face coverings.
    3. Individuals are required to follow the current university and SDBOR face covering protocols;
    4. Ensure that visitor chair is at least 6 feet from office chair. (If this is not possible, eliminate use of visitor chairs).
    5. Arrange office furnishings so individual at a desk is at least 6 feet from the entry to the office.
    6.  If you need to have a private face-to-face meeting, use a conference room or disinfect the door handle after closing the door.
    7. Consider removing occasional tables, coat racks and items that may have a shared use.
    8. Consider increasing the circulation of outdoor air as much as possible by opening windows and when weather allows. Do not open windows if doing so poses a safety or health risk for occupants.
  2. OPEN OFFICES
    1. Same as private offices.
    2. Reposition furnishings so people are separated by a minimum of 6 feet or a physical barrier (i.e. office partition). If no physical barrier is present, abandon cubicles or schedule office use so social distancing protocols can be maintained.
    3. Individuals are required to follow the current university and SDBOR face covering protocols.
    4. Regularly disinfect computer keyboards, light switches or shared equipment.
  3. LARGE OFFICES WITH MEETING TABLES (e.g. department chair offices)
    1. Ideally, use same practices as for private offices.
    2. Individuals are required to follow the current university and SDBOR face covering protocols.
    3. Disinfect door handle periodically after private meetings.
  4. BREAK ROOMS/KITCHENETTES/TRAINING ROOMS
    1. Discontinue common use of break room appliances (refrigerators, stoves, microwaves, etc.). Remove ice trays, commonly shared condiments (salad dressings, ketchup, mustard, etc.).
    2. Remove or discontinue use of shared kitchen utensils, plastic silverware, coffee makers, plastic cups, etc.
    3. If shared coffee maker continues to be used, encourage disinfecting of handles, containers, etc., after each use.
    4. Require each person to disinfect the handles and/or controls of any appliance after each use.
    5. Alter any seating in break rooms to separate seats by a minimum of 6 feet and also to keep seats away from common pathways.
    6. Create queuing circles around appliances that remain in use to encourage social distancing.
    7. Stagger break times and lunch times to allow people to still use break rooms.
  5. WORK ROOM/COPIER ROOM
    1. Create queuing circles, lines or markers (e.g. strategically positioned waste containers) around copiers, scanners, shredders, mail centers and frequently used and shared office equipment. It is quite probable that queuing lines may essentially restrict occupancy of copier room to one person at a time.
    2. Consider in-staff mail delivery or scanned and electronically delivered mail in lieu of staff coming to common mail center.
    3. Frequently disinfect operating controls of commonly used equipment.
  6. CONFERENCE ROOM
    1. Enforce limits on the number of people who can gather in the room.
    2. Rearrange furniture, remove chairs or rope off chair use to encourage social distancing and discourage use of space by too many people.
  7. OFFICE SUITE
    1. If more than one entry is available, encourage a dedicated traffic path and have one entry point and one exit point for use by all staff and visitors.
  8. RECEPTION AREAS
    1. Provide sneeze guard at reception desks to separate employees from the customers in the waiting area. More than one sneeze guard may be required, depending on the number of required stations.
    2. If the reception desk has more than one station, put barrier between people or reassign second person to unused space.
    3. Rearrange furniture or remove chairs to encourage social distancing and discourage use of space by too many people.
    4. Create queuing lines in front of reception desk.
    5. Disinfect any horizontal surfaces or writing surfaces periodically.
    6. Individuals are required to follow the current university and SDBOR face covering protocols.
    7. Maintain visitor log (for tracing efforts).
    8. No congregating in waiting rooms.
    9. At service counters, where possible, establish entry and exit pathways to discourage intersecting traffic.