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Athletics Department: Office Protocols

Athletics Department: Office Protocols during COVID-19

The Department of Athletics will adhere to the Centers for Disease Control and Prevention and South Dakota Department of Health Guidelines as adopted by the SDBOR and SDSU and changes thereto. If new rules are adopted and implemented, athletics will adjust accordingly. Employees of SDSU athletics are expected to comply with the policies, protocols and guidelines in this document and failure to do so may result in corrective action.

https://www.sdstate.edu/jacksrback

Employees:

Athletics-supervised offices do not require screening for return to work. Prior to arrival to on-site work locations each day, employees self-screen for illness in accordance with the CDC and SD-DOH guidelines for COVID-19 as recommended (COVID-19 guidelines).

Employees should stay home when sick, follow designated reporting protocols and seek medical care when appropriate.

Employees who become ill during work time on-site should leave the site immediately, notify their supervisor and seek medical care as needed.

Employee leave will be handled in conformity with applicable policies and procedures.

Employees will follow all guidelines from the CDC and South Dakota State University pertaining to good hygiene (maintain 6 feet of distance, wash hands, sanitize hands, wear face coverings, cover mouth and nose when coughing or sneezing, don’t touch your face, etc.)

https://www.cdc.gov/coronavirus/2019-ncov/index.html

A schedule identifying times/days for permitted on-campus employees will be distributed.

Anyone who will be working on campus will be required to acknowledge they have read the athletic department protocols, guidelines and procedures for a safe return to campus.

Employee Remote Work:

Department employees may be designated for remote or on-site work in conformity with COVID-19 guidelines. Employees working remotely must adhere to the remote work policies and procedures in addition to all other SDSU and SDBOR policies, laws and regulations. Employees impacted by COVID-19 may still work or use leave in accordance with controlling policies and procedures.

Employee On-Site Work Spaces:

Employees assigned to athletic offices must maintain their on-site work spaces in a manner that facilitates cleaning and disinfection.

  • Employees are responsible for removing objects from common areas that are shared and cannot be routinely disinfected, such as but not limited to: candy dishes, magazines, newspapers and other shared common area items such as pens, staplers and other shared office supplies. Employees should use their own designated supplies, unless otherwise common supplies are designated and can be disinfected.
  • Employees are responsible for following proper physical distancing and hygiene practices. Employees should also limit their exposure to other offices or individuals and observe the protocols in place for all facilities and programs.
  • It is recommended that prior to entry to common on-site office spaces, employees wash their hands or use a hand sanitizer station. Employees should use paper towels or other barriers to open or close doors.
  • Individuals are required to follow the current SDSU and SDBOR face covering protocols.
  • Arrangements should always be made to limit face-to-face interaction as much as possible. Meetings should be scheduled electronically and methods of delivery should be arranged to avoid physical interaction. Trips in and out of the offices should be limited to that of essential tasks/functions and paired with other tasks to limit the number of touches with other individuals and facilities. Visits to other offices must be preapproved with the other office’s decision maker.

Employee Off-Campus Travel:

Employees will not be authorized to travel off campus until further notice, unless specifically authorized by your supervisor for an essential business purpose.

Office Operations:

Department operations will look much different than they did prior to the COVID-19 pandemic.

  • Most face-to-face meetings will now be handled remotely by electronic method or by phone. If exceptional circumstances require a physical in-person meeting, the meeting will be:
    • By appointment only;
    • Staggered to facilitate physical distancing and limit waiting room gatherings of individuals;
    • Held in an athletics conference room or an empty classroom;
    • Limited in necessary duration; and
    • Limited in number of participating individuals as set forth by facilities COVID-19 guidelines.
      • Additionally, pre- and post-meeting cleaning will be arranged and provided. Individuals are required to follow the current SDSU and SDBOR face covering protocols.
  • Offices will be limited to one person per space. Shared office spaces will have maximum of one person in the office at a time. If more than one person is necessary within one office space, limit the exchange to a short amount of time.
  • Common gathering areas within athletics facilities are limited to the number of people in which proper distance can be maintained.
  • If more than two people are necessary for an in-person meeting, conference rooms should be used and proper distance should be maintained in accordance to CDC guidelines.
  • Office visits to athletics offices will be managed in a by-appointment-only manner to facilitate physical distancing, waiting area management and cleaning.
  • During Phase 1, athletics will continue with the same mail pickup plan that is already in place for COVID-19.
  • Daily cleaning tasks will be performed in the offices and shared spaces in accordance with COVID-19 guidelines. Please see Cleaning Guidelines below.
  • Lobby and office chairs may be reduced to ensure physical distancing.
  • Refrain from using water fountains except for those with touchless bottle-filling capabilities.
  • Follow access (entry and exit) plans for each athletic facility. (See Appendix 1 for Phase 1 plans)

Cleaning Guidelines:

Office:

Employees are responsible for cleaning and disinfecting frequently touched surfaces within their office daily or more frequently if the employee believes it is necessary. This includes doorknobs, light switches, desk areas and computer-related or other equipment.

Employees should follow manufacturer’s instruction for cleaning and disinfecting electronics. If there is no manufacturer guidance available, use alcohol-based wipes or sprays containing at least 70% alcohol and dry surface thoroughly.

Shared spaces:

Designated employees for the athletic department are responsible for ensuring that custodial services are arranged or that a designated and trained employee performs routine communal space cleaning. The following cleaning and sanitization procedures will be performed daily or additionally as noted:

  • Counter surfaces where shared items might be placed will be sanitized as needed. Cleaning product and training will be provided;
  • Shared keypads (e.g. copiers, printers, phones) will be sanitized following each use. Cleaning product and training will be provided; and
  • The common areas and conference rooms will be sanitized daily or following each use to include door handles, key pads, faucets and countertops.

Department employees are asked to remain vigilant in their hygiene and cleaning practices to ensure the health and safety of everyone in the office. Protocols will be adjusted as needed.

Note – Staff will not have access to workout spaces, weight rooms or sports medicine spaces during Phase 1.

See Appendix 1 for access and parking information


Appendix 1

Employee access to facilities for return to work

Phase 1 – limited employees

  • Parking – Transportation Services will start enforcing parking on campus June 1.

If you have a permit for the summer, you can park in the appropriate spaces.

If you don’t have a permit for the summer, you can park in the free parking options for the summer (West stadium, West DSAC/SJAC, east of Frost across the street in lots 158 and 159).

*Do not park in the lot immediately south of the practice gyms (unless you have the proper permit).

*Do not park in the east loop of Frost.

*Note: From any lot, you will need to follow access guidelines (east door of Frost or west door of DSAC).

Frost

  • Enter east doors (ADA door on north). Do not use the north back door.
  • Don’t touch doors. Use something other than your bare hands to push ADA buttons.
  • Check-in with person to ensure you are on the list and have self-assessed.
  • Go upstairs (without handrails if possible) or use elevator, if needed (don’t use bare hand to push button in elevator).
  • Double doors to athletic office area will be propped.
  • The only door handle you should need to touch would be your own office door.
  • Exit the office area through the same double doors on the second level, take the furthest south section of the stairs down (without using handrail if possible) or the elevator (don’t touch buttons with bare hands).
  • Exit the building through the east side using the doors furthest south. Don’t touch doors with bare hands.
  • Make sure you have read and understand the policies regarding best practices.

DSAC

  • Enter through west doors using ADA buttons. Use something other than your bare hands to push buttons.
  • Go down the hallway to east stairs for access to upstairs (without using handrails, if possible).
  • Exit through west doors. Use something other than your bare hands to exit through doors.
  • For those that went upstairs, exit through the west stairwell and out the west doors.