Testing, Illness Tracking, Quarantine & Accommodations

NEW How are faculty and staff notified if a student in their class or student worker has been placed in quarantine or isolation?

The standard protocols for notification regarding individuals in isolation (positive cases) and quarantine (exhibiting symptoms or close contact with a positive case) are below.

  • After a healthcare provider alerts the Alamance County Health Department of a positive case of COVID-19, the health department notifies the university and contacts the infected person to offer support and commence contact tracing.
  • Student Care and Outreach then sends faculty and work supervisors an “Elon Attendance Notification” and explains that a student is now in quarantine or isolation.
  • Quarantine or isolation timetables are determined by medical personnel and the Health Department based on date of exposure, etc. Quarantine and isolation for confirmed cases and close contacts can last up to 14 days or more. Students, faculty, and staff are expected to abide by the guidance and directives of the Health Department and medical personnel. Students remain in quarantine until a health professional clears them to exit.
  • Student Care and Outreach sends a follow up email to faculty and work supervisors once quarantine or isolation is completed.
  • Faculty and staff may hear directly from students about these cases, but Student Care and Outreach will provide the official notifications Due to HIPAA, Student Care and Outreach will provide minimal detail other than quarantine/isolation status. If you have any questions about the validity of a student report that they are in mandatory quarantine, please email StudentConcerns@elon.edu.

NEW Can a student come back to class before the end of their quarantine?

Faculty will receive and email indicating “Elon Attendance Notification” when we place a student into quarantine. Students remain in quarantine until they are cleared to exit by a health professional based upon guidelines established by the CDC — when the risk of exposure for others is deemed minimal. We work closely with our Student Health Services and the local health department to ensure we have accurate and complete information for each student placed into quarantine. Depending on the circumstances involved, some students are released earlier than expected based on a negative test result — again, this is case specific.

NEW How long is the quarantine for an infected student, those considered direct contacts and those in the expanded contact group? Can faculty/staff members insist students quarantine for 14 days?

Quarantine or isolation timetables are determined by medical personnel and the Health Department based on date of exposure, etc. Quarantine and isolation can last up to 14 days or more. Students, faculty and staff are expected to abide by the recommendations of the Health Department and medical personnel.

NEW Can a student who has received an ADA/CDC accommodation for remote learning come to class if they would like to do so?

Students receiving accommodations through the Office of Disability Resources may have a medical condition that places them at higher risk for infection. They can decide to participate in person, if they choose to do so. If there are any issues with physical distancing, faculty can contact the registrar’s office to explore other options for classroom assignments.

NEW Is there a recommendation for students, staff or faculty to self-isolate/quarantine after travel or exposure to group events (wedding, funeral, etc.)?

It is recommended that students, faculty and staff who travel or engage in large group events, such as weddings or funerals, self-isolate for 14 days and do not attend in-person classes or activities. Self-isolation will not be counted on R&R dashboards.

NEW How does a faculty member tell their class they aren’t feeling well/are self-isolating and need to teach online?

R&R has recommended that students, faculty, and staff who feel unwell stay home. A faculty member who needs to teach online due to temporary self-isolation should email their class and share updated pedagogical approaches, dates of online instruction, etc. Faculty members should also notify their department chair of this need. If a faculty member has been asked to quarantine by a physician or health department, they should follow the process outlined by Human Resources.

NEW What if a student comes to class with respiratory symptoms?

Student with upper respiratory symptoms may be cleared to attend class after discussion with a healthcare professional. COVID-19 is only one cause of upper respiratory symptoms – others are, for example, the common cold, and allergies. If a student, faculty or staff member has been in close contact with someone diagnosed with COVID-19, they will be quarantined based on CDC and Alamance County Health Department guidelines. All students, faculty and staff have been advised to stay home if not feeling well. Use of facial coverings and maintaining physical distancing is mandated in the classroom to prevent spread of COVID-19, as well as the flu when that season starts.

How do I find out the number of cases associated with people in the university community?

You can always check the number of cases on campus and existing protocols for contact tracing and notifications on the COVID-19 dashboard page on the Ready & Resilient site.

Should faculty or staff who are not on campus all semester (for example, faculty on sabbatical) but intend to be on campus at least occasionally take the university-provided COVID-19 test, training, and the Health Check-In event?

Yes. All employees on campus at any point in the fall need to complete the COVID-19 test, required training and the health check-in event.

What is the process to identify a “colleague on call”?

When possible, faculty should identify another instructor who can cover our courses in the event they are unable to teach. These should be coordinated at the level of departments or other curricular programs.

Should staff or faculty with approved medical accommodations that include being off-campus all fall semester attend the Schar Center Health Check-In?

Human Resources will reach out to those with approved medical accommodations on this topic.Those with approved medical accommodations to be off-campus all fall:

  • Should not attend the Schar Center Health Check-In.
  • Should complete the required R&R training modules.
  • Do not need to participate in required COVID-19 testing.

In-person Meetings, Mentoring & Advising

Do I need/can I to hold in-person office hours?

No. Office hours should be held remotely in Fall 2020.

How should I hold advising meetings in the fall?

Advising sessions should be held remotely in Fall 2020.

Should my department or committee meeting be held remotely?

Generally, all meetings that can be held remotely effectively should be held remotely. This guidance is both for health and due to space limitations unique to Fall 2020.

Should I meet in-person with research mentees?

Faculty mentors of undergraduate research should consider meeting with students virtually. There may be times that in-person meetings and training sessions are necessary. In those instances, face coverings should be worn and spaces that allow everyone to maintain appropriate physical distancing should be utilized. All necessary equipment should be properly cleaned and sanitized before and after each use.

I advise a student organization. Are student organizations operating differently this semester?

Elon fosters a vibrant social climate and promotes learning through active student organizations. As the health and safety of all community members is Elon’s top priority this fall semester, some aspects of student organization activities have been reimagined. Clear and standard practices were established for student organizations prior to the start of the academic year. Such practices carefully consider group size and activity, CDC guidelines, updated room capacities and the Governor’s orders.

In order to provide consistency to communication, student organization presidents and advisers receive email updates every Tuesday afternoon at 2 p.m. from Student Involvement staff. These updates provide information regarding student organization meetings and events, major activities (including Fall Student Leader Training and the Fall Organization Fair), policies outlined in the Registered Student Organization Handbook, and more. Additionally, student organization leaders and advisers have been trained before the fall semester regarding how to observe physical distancing guidelines, encourage face masks to be worn and hold meetings virtually when appropriate.

Attendance, Notetaking, Assignments, Tests & Grading

NEW Who has authority to approve virtual attendance?

Students may be approved for remote-only instruction through several processes. ADA/CDC accommodations would come through the Office of Disability Services. Other modifications would come through the Office of the Dean of Students (for temporary remote-only instruction due to exposure) or the Office of the Provost. Not all classes can be taught in a remote-only environment. Faculty members and deans should discuss the essential course learning goals and objectives and decide whether it is possible to meet them through remote-only instruction. If essential learning goals and objectives cannot be met with remote-only instruction, advisors and faculty will need to work with the student to find an appropriate alternative. Departments may also need to consider options such as independent study, course substitutions, etc. in order to assist students in maintaining academic progress.

I normally don’t take attendance regularly. Should I take attendance everyday this semester?

Yes. Academic Council has approved guidelines for fall attendance. Read the guidelines for fall attendance, which have included input from the Provost, Deans, Paul Miller, R&R Committee, Student Care & Outreach, and members of Health Services. The information in the document is based on several other policies, both those currently in the Faculty Handbook and those developed specifically for the fall semester by Health Services, Disabilities Resources, R&R, and Global Education Center. Questions about the policy should be directed to Academic Council.

At what duration of absences should I report a concern? Who should get this health concern?

Faculty are encouraged to report more than two absences without documentation or communication from the student via the E-Warning system.

  • E-Warning is an electronic notice set up for faculty to voluntarily report any students with excessive absences, missing quizzes, lack of class participation, and other academic focused concerns.
  • The E-Warning submission link is included to the right of students’ names on the class roster found in OnTrack. E-Warnings are sent to the student, the student’s academic advisor, and the reporting professor.

For concerns regarding student well-being (which may include academic concerns, mental health, significant academic distress, physical well-being, financial constraints, and social integration, among others), please share your concerns using the online Student Care and Outreach Referral form.

  • When shared, a staff member will consult with you on how best to reach out and support the student involved.
  • Additional information on how to support students in distress is available on the Student Care and Outreach Website.

How could I get student notetakers for my class?

If a class would benefit from regular notetaking, faculty are encouraged to ask students to serve as volunteer notetakers or to collaborate on a shared electronic document. See additional resources related to this topic.

A student said they can’t attend class for two weeks due to travel quarantine. Is this true?

Students arriving into the United States from another country may have a mandatory two-week isolation period. Depending on a student’s date of arrival, he or she could be absent in early classes. Global Education Center staff are working with international students to assist with their arrival processes.

What pass-fail policies are in place in Fall 2020?

Fall 2020 courses should utilize the standard Faculty Handbook Grading System (X27V). The special pass/fail system from the Spring 2020 grading policy does not extend to Fall 2020. The university grading policy related to pass/fail is consistent with rules outlined in the Faculty Handbook.

Should I switch to online assignments and exams?

Online assignments and exams will likely be the best option—both to reduce handling of paper, and to enable blended approaches or smoother transitions to unplanned remote instruction. Keep in mind, too, that scantron grading for exams are not being offered in the fall. TLT will continue to support the Respondus (lockdown browser) application as a Moodle companion for quizzes/exams.

Face Coverings

How do I request to wear a face shield instead of a mask?

Students or faculty who are unable to wear cloth face coverings due to a medical or behavioral condition or disability may wear an alternate face covering,* such as a shield, and maintain a minimum six-foot physical distance at all times.

*Employees can request a medical accommodation for a university-provided face shield through Human Resources. Additionally, deans may grant a waiver to allow face shields in lieu of cloth face coverings for students and faculty in a specific class if requested by the faculty member and necessary to meet the curricular requirements of the course (e.g., theatre, voice, language instruction, etc.). In those classes, a minimum six-foot physical distance must be maintained at all times. If you have specific questions about this face-covering policy, please reach out to your dean, supervisor or Human Resources.

Can students also wear face shields instead of cloth face covering?

Only students with accommodations approved by Disability Resources are allowed to wear face shields in lieu of a cloth face covering.

Do I need to wear a mask in my office?

Employees may remove face coverings when alone in their own offices or enclosed workspaces.

Sanitization, Cleaning & Health Protocols

Does my classroom have a hand sanitizing station?

Yes. All classrooms have a sanitizer station that includes hand sanitizer a bottle of disinfectant spray and a tub of disinfecting wipes.

What number do I call about cleaning supplies?

For refills of disinfecting supplies (wipes or spray), please submit a Fix-it work request or call Physical Plant at 336-278-5500.

Are classrooms and other spaces cleaned more this semester?

Yes. Physical Plant continues providing daily cleaning and disinfecting of classrooms, breakrooms, bathrooms, classrooms, buildings and all public spaces. In addition, Physical Plant is providing disinfecting wipes, or sprays for computer labs, classrooms and public spaces for individuals to clean surfaces regularly. Every classroom, dining hall, and bus is cleaned and fogged with disinfectant each night. Read more about campus cleaning on the Campus Cleaning Standards page.

Can I get disposable gloves?

General use of disposable gloves is not recommended by the CDC and will not be provided. Gloves can be as easily contaminated as hands. The CDC recommends frequent hand washing. Hand sanitizer is being distributed widely across campus as well. Faculty teaching classes that need disposable gloves for instructional reasons unrelated to COVID-19 should purchase those directly using their normal departmental acquisition process.

How are computer labs decompressed and cleaned?

Computer labs are being decompressed by disabling computers in order to support physical distancing. 25Live has information on the seating capacity of each computer lab with physical distancing in place. As with any classroom space, computer labs have a sanitation station and will be cleaned by Physical Plant staff nightly.

Can I get a door tag to indicate I’d like to limit access to my office and be responsible for cleaning inside my private office?

Yes. Door hang tags have been distributed in the Ready and Resilient Health kits. When placed on your door handle, Physical Plant staff will not enter for routine cleaning. Trash and Recycling can be emptied in nearby hallway bins.

Has my building changed to one-way traffic?

Only a few buildings with special situations, such as dining halls, have a one-way traffic pattern. Creating one-way traffic patterns in many building is not allowed per ADA, security and fire code regulations.

Is the university doing anything to improve ventilation or air filtration?

Physical Plant is increasing ventilation and filtration in every university building. Engineering staff have evaluated each building to determine increases in ventilation. To aid in the removal of airborne viral particles, staff have also shifted to the highest rated filters possible. Building-by-building ventilation and filtration adjustments have been made to increase the ventilation as much as possible. This involves shifting to the highest MERV-rate filter possible to aid in the removal of airborne viral particles while still operating the building system within its design-capacity with building humidity at a 40-60% level.

Should I open the windows?

Usually not. Opening windows negates the positive benefits of filtration and humidity control. Leaving windows open creates potentially worse humidity conditions and reduces our ability to control the environmental conditions throughout the entire building. Bottom line, if you open a window, please close it before leaving the room.

Classroom Set Up & Technology

Does my classroom have a web camera?

Yes. Web cameras have been installed in all classroom spaces. Faculty have complete control of video and audio in each space, which includes the broadcast or recording of live class sessions and the security and distribution of those videos through their WebEx, Zoom or Teams accounts.

What video conferencing technology is supported or recommended by the university?

Zoom, WebEx and Microsoft Teams are the videoconferencing technologies currently supported by the university.

Can I hold class in a tent?

Large event tents at numerous locations on campus are available through Nov. 23. Tents labeled “reservable” below are available for faculty to schedule meetings with classes. Tents are listed in the 25Live system. Faculty may reserve a particular time period for up to a two-week block, so as to make them available to as many colleagues as possible. All in-person classes are scheduled inside a building to accommodate people with disabilities. Please keep this is mind when planning to hold class in a tent. Folding tables, chairs and Wi-Fi are provided. Tents do not have connected power, air conditioning, heating or technology hardware. Tents will be open air and susceptible to sun, wind, rain and snow.

Location Tent Size Square Footage Occupancy (with 6′ Distancing) Usage
Fine Arts – Terrace 30’x70′ 2100 38 Reservable on R-25
Lakeside Patio 40’x40′ 1600 29 Dining Only
Lakeside/Koury Grass 30’x70′ 2100 38 Reserved during meal times; reservable other times
KBC Parking Lot 30’x30′ 900 16 Dining and open use
PBK Plaza 30’x70′ 2100 38 Reservable on R-25
Lindner-Amphitheatre 30’x70′ 2100 38 Reservable
McEwen (North side) 10’x70′ 700 13 Dining Only
Francis Center 40’x40′ 1600 29 Health Sciences
Sankey 30’x70′ 2100 38 Reservable on R-25
McEwen (Under Oaks) 30’x50′ 1500 27 Reserved during meal times; reservable other times

Does my classroom have a hand sanitizing station?

Yes. All classrooms have a sanitizer station that includes hand sanitizer a bottle of disinfectant spray and a tub of disinfecting wipes.

I often move furniture in my classroom for learning goals. Can I still do this?

No. Each general use classroom has been modified over the summer to create appropriate physical distancing for safety. Please do NOT move the furniture in the classrooms as they have been set to align with safety guidelines. This may require rethinking collaborative activities. Classroom furniture is checked overnight to ensure that each day is begin with it in the correct, physically distanced location and the correct furniture layout will be posted in each classroom.

How can I confirm the seating capacity and technology available in my classroom?

Check the PDCM’s Physically Distanced Floor Plans to see the new floor plan/layouts for all classrooms. Additional resources about classroom features and technology can be found on 25Live. Please be aware that the 25Live data includes multiple numbers for capacity. Refer to the Physically Distancing Default Layout capacity on 25Live, as this will match the Room Inventory PDF.

Can I get disposable gloves?

General use of disposable gloves is not recommended by the CDC and will not be provided. Gloves can be as easily contaminated as hands. The CDC recommends frequent hand washing. Hand sanitizer is being distributed widely across campus as well. Faculty teaching classes that need disposable gloves for instructional reasons unrelated to COVID-19 should purchase those directly using their normal departmental acquisition process.

How are computer labs being decompressed and cleaned?

Computer labs are being decompressed by disabling computers in order to support physical distancing. 25Live has information on the seating capacity of each computer lab with physical distancing in place. As with any classroom space, computer labs have a sanitation station and are cleaned by Physical Plant staff nightly.

Other Processes

Has COVID-19 changed IRB requirements?

Yes. All active protocols are required to submit an amendment prior to resuming human subjects research. This includes online research that does not require in-person data collection. This process takes less than 5 minutes for protocols where in-person data collection does not occur. Active protocols, that do not have an amendment posted by Aug. 1 have been suspended until the amendment is posted. See the IRB website for more information.

A visitor (e.g. family friend, prospective student, external colleague) contacted me about visiting campus. What should I tell them?

Similar to the idea of students, faculty and staff limiting their travel to and from campus, the Elon community should use discretion in bringing guests or visitors to campus this fall. In most cases, if a social or personal visit can be delayed or held virtually, that helps reduce the potential for virus spread on campus. Guests, visitors, vendors and contractors are expected to honor campus guidelines and provide their own face covering to keep the Elon community safe.