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Wintrode Student Success Center Reopening Plan

JacksRBack Wintrode Student Success Center Reopening Plan

In accordance with South Dakota State University guidelines for safe operation in a pandemic environment as informed by the U.S. Centers for Disease Control and Prevention (CDC) and South Dakota Department of Health (SD-DOH), the Wintrode Student Success Center at South Dakota State University has created the following reopening plan. This plan will be adjusted to meet evolving situations and is grounded in the SDSU Guiding Principles for Return to Campus and SDSU COVID-19 Protocols.

Services: The Wintrode Center staff will offer all regular services as indicated below.

Service

Provider

Process/Format

Academic Advising

Academic Advisors

Distance advising appointments.

Primary format: Zoom video meetings

Alternate formats: Phone and email*

Classroom Presentations and Activities

Any Staff Members

Staff members will determine, in partnership with instructors, whether these presentations will be in-person or through Zoom. Factors may include class size, alternating attendance days and advisor comfort level.

Wintrode Center tours and scavenger hunts will be conducted virtually this fall. Students can view a video about Wintrode Center services or access the Virtual Front Desk to get the information they need for these assignments.

Courses

ACS 111, 140, 280, 282 and 482 Instructors

  • A hybrid instructional approach will be implemented in ACS course sections where enrollments exceed classroom social distancing caps to allow for staggered, in-person attendance.
  • A face-to-face instructional approach will be implemented in ACS course sections where classroom social distancing caps exceed enrollment.

Drop-in Meetings

Academic Advisors

Student Success Advisers

Other Staff with Drop-in Availabilities

Drop-in visits will be managed through the Wintrode Center Virtual Front Desk. Students who drop-in to the physical space will be served based on student needs (most drop-ins served virtually, with exceptions that follow guidelines below). If face-to-face drop-ins become too frequent, all students will be served virtually.

Early Alert: Required in specified courses, but encouraged in all undergraduate courses

Early Alert Coordinator

Outreach Specialists

Faculty will provide performance notifications through ConnectState. Outreach specialists will contact students who receive performance notifications to offer support.

Primary format: Varied outreach through phone, email and Zoom video meetings.*

Jump into State

Summer Bridge Coordinator

Students will participate in virtual engagement activities and appointments with Jump into State staff.

Primary format: Zoom video meetings

Alternate formats: Phone and email*

Peer Educator Training Meetings

Tutoring/TRIO Director

Peer Mentor Coordinator

  • Staff will share program policies (social distancing, etc.) with peer educators prior to any face-to-face training sessions. SI Leader training will be held face-to-face, with a Zoom option for those who are not comfortable attending face-to-face. New Tutor Orientation and Tutor and SI Leader Team Meetings will be held via Zoom.
  • Peer Mentor Orientation and mid-term and final evaluation meetings will be conducted through Zoom.
  • If any peer educators are, or have frequent interactions with someone who is, immunocompromised, they can attend training fully online for the duration of the fall semester. Peer educators will be asked their preference prior to the start of the fall semester.

Peer Mentoring

Peer Mentors

Primary format: Zoom video meetings

Alternate formats: Phone and email

Student Success Advising

Student Success Advisors and Peer Mentors

Students who request assistance with success planning and developing learning strategies can meet with a Student Success Advisor or Peer Mentor. This option will be heavily promoted to students in courses with adjusted course delivery formats.

Primary format: Zoom video meetings

Alternate formats: Phone and email*

Student Success Workshops

Any Staff Members

Provided through Zoom video meetings.

Student Support Services

 

Primary format for advising: Zoom video meetings*

Tutoring and peer mentoring appointments: Zoom video meetings

Students will have the option to use an individual study space to navigate their Zoom tutoring session, if needed.

SSS Programming and Socials: TBD

Supplemental Instruction

SI Leaders

Provided through Zoom video meetings. SI leaders will be given the option to either use their personal space and equipment to lead sessions or use Wintrode 118 in the evenings, which would provide full access to classroom technology. Students would not attend sessions in Wintrode.

Wintrode Tutoring

Tutors

Provided through Zoom video meetings, with Zoom Office Hours for Study Stop. Tutors will be given the option to either use their personal space and equipment to lead sessions or use Wintrode 111 or 120 during the day and evenings, which would provide access to Wintrode iPads. Students would not attend sessions in Wintrode.

Upward Bound

 

Programming and student outreach will be provided virtually.

* Limited face-to-face meetings will be provided upon request at the staff member’s discretion, with social distancing guidelines enforced. If individual offices don’t allow for adequate distance between meeting participants, face-to-face appointments held in Wintrode could be scheduled in Wintrode 115 or 120 (scheduled through the first floor front desk) or 118 (scheduled through the Registrar’s Office or Information Exchange). Face-to-face appointments held in the TRIO office will be held in the tutoring room in Larson Commons.

All staff members will follow the current South Dakota State University and SDBOR face covering protocols. Sneeze guards will be provided in Wintrode 115 and 120 to allow an additional protective barrier between service providers and guests.

Reasons to grant a face-to-face meeting may include:

  • Lack of access to video features;
  • Poor internet and/or phone connection;
  • Lack of privacy for sensitive conversations;
  • Need for enhanced communication (students with disabilities, international students, etc.); or
  • Students in crisis.

Face-to-face service will only be granted as one-on-one meetings. Group meetings and student guests will be accommodated through distance delivery.

Prior to participating in face-to-face meetings, students will receive a confirmation email reminding them about Wintrode Center Guidelines for Guests. A sample message is provided below.

Dear <student>,

I look forward to seeing you tomorrow. When you enter the Wintrode Center, please remember that all Wintrode Center guests must:

  • Wash their hands and/or use hand sanitizer upon entering the building.
  • Bring their own supplies/materials (laptop or mobile device, writing utensil, paper, etc.).
  • Follow the current University and SDBOR face covering protocols.
  • Follow directional signs/arrows.
  • Maintain 6’ of distance from other parties (service providers and other visitors).
  • Touch surfaces as little as possible.

If you have been sick with COVID-19 symptoms, tested positive for COVID-19 or have potentially been exposed to someone with COVID-19 either through community-related exposure or international travel, you should follow Centers for Disease Control and Prevention guidance to self-isolate or stay home.

See you soon!

<staff name>

Facility Plans and Logistics: All Wintrode Center staff members will work on-site during the fall semester, with periodic opportunities to work from home, as needed.

Action

Responsible Party

Office traffic

  • The front door will be our only entrance.
  • The north door will be the only exit for staff members with offices in the west hallway and for students who attend appointments with those staff members.
  • The south doors will be our only exits for staff and guests who work in or visit any part of the building other than the west hallway.
  • The stairway by the conference room will serve as the entrance to the second floor, and the back door/stairway will serve as the exit.
  • Lunches and breaks taken on-site should be taken in private workspaces as much as possible. If an alternate space is needed, lunches and breaks should be scheduled in advance in Wintrode 115.
  • Pair trips in and out of your office or building with other tasks or errands to limit the number of trips and points of contact.
  • Doors to common areas will be propped during the day to avoid multiple users touching door handles.

Cleaning

  • Staff members will sanitize common areas after use.
  • When sharing an office with another staff member, be sure to sanitize office surfaces (door handles, desks, computer equipment, etc.) when you arrive and when you leave.
  • Program assistants and work-study employees will sanitize common areas after use by guests, door handles to common areas at the start and end of each day and common areas/shared tables and counter tops at the start and end of each day. They also will regularly disinfect high-touch surfaces, including handles on doors and cupboards, light switches, etc. (Linda and work-study employees – first floor, Traci – second floor).
  • Work-study employees will sanitize restroom door and faucet handles every two hours and at the end of the day.
  • Staff members who clean common/public areas in the Wintrode Center are encouraged to use gloves when cleaning and to dispose of those gloves immediately after cleaning.
  • Individual workspaces should be sanitized at the start and end of each work day and after guest visits.
  • Shared keypads and equipment (copies, printers, phones, microwave, etc.) should be sanitized by the user following each use.
  • SSS/UB director will sanitize Larson Commons 104.
  • Limit touching surfaces. Use paper towels or other barriers to open doors, turn on faucets, etc., whenever possible.

Signage

  • Use UMC template to create posters with various guidelines for staff and guests.
    • Guest expectations on exterior doors and throughout building.
    • Symptoms throughout building.
    • Social distancing throughout building.
    • Hand-washing/hygiene in restrooms.
    • Signage on chairs and furniture.
  • Work with facilities and services to provide directional signage on floors, walls and doors.
  • Larson Commons 104 – guidelines for staff and guests throughout office space, social distancing indicators in entryway and tutoring room, directional signage.

Symptoms/protecting others

  • Prior to arrival for work each day, self-screen by taking your temperature and/or using symptom monitoring guidelines.
  • If you are feeling even slight symptoms or have a pending COVID-19 test, use sick leave or work from home.
  • If you become ill during on-site work, notify your supervisor, leave the site immediately and seek medical care, as needed.
  • Follow directives for self-monitoring and self-quarantine when there is reasonable belief you’ve been exposed to COVID-19 or are infected.
  • Follow SDState protocols for reporting presumptive/positive COVID-19 tests.
  • Show care and respect for your colleagues by making responsible decisions not only at work, but also in your out-of-work activities. The Risks and Benefits document provided by the South Dakota Department of Health identifies which activities are low risk and which are high risk, as well as actions you can take to protect yourself when participating in activities.

Face coverings

  • Protective barriers will be used at the front desks on the first and second floors, and with individual meetings held in Wintrode 115 and 120.
  • Staff and guests are required to follow the current South Dakota State University and SDBOR face covering protocols.

Meetings

  • Conduct meetings with colleagues, including staff meetings, through Zoom or other distance means. In Wintrode, individuals without a private office space can reserve Wintrode 115 or 120(scheduled through the first floor front desk) or 118 (scheduled through the Registrar’s Office or Information Exchange) to ensure private space for meeting participation.
  • ASRP may hold team meetings in Wintrode 201, with adherence to face covering protocols and with social distancing guidelines enforced. Staff will have the option to Zoom into those meetings, with graduate assistants scheduling Wintrode 115 for privacy during meetings, if desired.
  • Stay within your workspace as much as possible. Impromptu conversations with colleagues in the Wintrode Center should be conducted through Zoom video meetings, Zoom chat feature or by phone.

Maintaining office traffic logs

  • The Wintrode Center director will submit work plans to the Office of Academic Affairs identifying which staff members are working in the office vs. which are working remote, per HR approval and institutional policy.
  • The Tutoring/TRIO Programs director will maintain a schedule of which tutors and SI leaders are using Wintrode Center space to deliver services.
  • In-person student meetings will be logged through ConnectState, using the Individual meeting type.

Social distancing

  • Staff must maintain 6 feet of distance between the staff member and colleagues or guests.
  • Some chairs and other furniture will be removed, marked with signage or roped off to ensure social distancing.

Shared office supplies, equipment, and student information/handouts

  • All supplies that were available to multiple staff and the public will be removed from front desk areas and individual offices.
  • Staff members who use the refrigerator, microwave and coffee pot must sanitize handles/key pads after each use.
  • Handouts will no longer be available in common areas or on staff desks. Students will request handouts from the front desk or another staff member.
  • Only one staff member may be in the copy room at any given time. Please request the front desk staff retrieve your mail, printed materials, copies or office supplies. If you must go into the copy room, limit trips to once per day, when possible. (Get mail and supplies in one trip; print to your office printer, etc.)

Guest Plans: Guidelines for guests who enter the Wintrode Center will be posted throughout the center and should be shared with guests prior to conducting face-to-face meetings.

  • Drop-in visits will be managed through the Wintrode Center Virtual Front Desk rather than in person.
  • Avoid entering the Wintrode Center if you are showing symptoms, are not feeling well, should be self-quarantining according to CDC recommendations or have been in close contact with someone who may have COVID-19.
  • Wash your hands and/or use hand sanitizer upon entering the Wintrode Center.
  • Bring your own supplies/materials (laptop or mobile device, writing utensil, paper, etc.).
  • Follow the current South Dakota State University and SDBOR face covering protocols.
  • Follow directional signs/arrows.
  • Maintain 6 feet distance from other parties (service providers and other visitors).
  • Touch surfaces as little as possible.
  • Pause at thresholds, passageways and stairwells to check and wait for other parties passing through to allow for 6 feet of social distancing.
  • Face-to-face service provision will only be granted as one-on-one meetings. Group meetings and student guests will only be accommodated through distance delivery.

Special Considerations and Evolving Situations

  • This plan follows protocols indicated for COVID-19 Orange Status. If SDSU’s COVID-19 status changes, Wintrode Center protocols will adjust according to COVID-19 Status Protocols.
  • Employees with unique circumstances should work with their supervisor to identify alternate plans. These plans may be made in consultation with the SDSU Human Resources office.
  • The Wintrode Center Leadership Team will meet regularly to ensure immediate responses to any changes in COVID-19 status or related guidelines.