See UD's plans for teaching, learning and research this fall with measures to promote safety and lessen the risk of COVID-19 spread. See UD case dashboard here.

Skip to main content

Health and Safety Guidelines for Faculty and Staff

Introduction

The University of Dayton plans a return to teaching, research and experiential learning on campus this fall with measures in place to promote safety and lessen the risk of COVID-19 spread. More than 100 faculty and staff, as well as students, have been and continue to be involved with outside experts, including public health officials and a panel of local physicians and health professionals, in developing policies and protocols for fall. Their work follows the University's guiding principles for making decisions to address COVID-19. 

All safety measures — designed to protect human health while allowing the University to continue its mission as a Catholic and Marianist research institution — align with the mandates and recommendations from the Centers for Disease Control and Prevention, the Ohio Department of Health, Public Health Dayton Montgomery County, and other federal, state and local agencies. The UD Path Forward Task Force also continues to monitor any shifts in the national or local health landscape that might necessitate further adaptation. It remains, however, impossible to guarantee a COVID-19-free environment.

The University is taking recommended steps to mitigate the risk of spread to the extent possible, and the degree of success will depend on a mutual commitment from all those in the UD community. Our Catholic, Marianist mission and identity calls us to exercise our commitment to community now more than ever. 

The University has developed the following Return to Campus plan, as an Environmental Health and Safety policy, in response to the COVID-19 pandemic. All faculty, staff, students and visitors are expected to comply with the policies, procedures and guidelines in this document. 

The process to plan for fall involves not only the UD Path Forward Task Force and its working groups, but included a period of consultation and feedback with hundreds more faculty and staff through forms and three town hall sessions, as well as more than 1,650 students through surveys. 

This document is not complete and you will see that some sections are under development at this time. The working groups are continuing to develop our plans and we will let you know when important additional information is available. 

We are asking everyone in the campus community to do their part — to take care of themselves and also help take care of others by following the protocols in this document and setting a good example.

Keeping space between you and others, wearing a face covering and washing your hands frequently are the best tools to avoid being exposed to this virus and spreading it to others.

Because of the nature of the coronavirus, anyone working, living or participating in activities on campus must understand that they are assuming the risk of potential community spread.

Section 1: Health and safety

Much is still being learned about COVID-19. Accordingly, any part of this document is subject to change as new information comes to light and updated guidance is received. Check go.udayton.edu/pathforward on a regular basis or whenever notified of the availability of new University guidance.

There is currently no vaccine to prevent coronavirus disease 2019 (COVID-19). The best way to prevent illness is to avoid being exposed to the virus. The virus is thought to spread mainly from person-to-person, which includes: 

  • Between people who are in close contact with one another (within about 6 feet).
  • Through respiratory droplets produced when an infected person talks, exhales, coughs or sneezes. These droplets can land in the mouths or noses of people who are nearby or possibly be inhaled into the lungs.
  • The virus that causes COVID-19 has been found to circulate in most U.S. communities, sometimes without symptoms, putting everyone at ongoing risk. 

Daily symptom self-assessment  

All faculty and staff reporting to campus for work and all students living on or coming to campus must perform a daily self-assessment of symptoms and take their temperature. Refer to the CDC for the most current COVID-19 symptoms.  

Symptoms may include:

  • Cough.
  • Shortness of breath or difficulty breathing.
  • Fever (100.4°F or higher).
  • Chills.
  • Muscle pain.
  • Sore throat.
  • New loss of taste or smell.
  • Nausea, vomiting or diarrhea.

Information for faculty and staff on what to do if you have COVID-19 symptoms is available in the Human Resources section.

Physical distancing  

Physical distancing, also called "social distancing," means keeping space between you and others. As there is no medication recommended to treat COVID-19, no cure is available and a vaccine may be 12-18 months away, physical distancing is the single most effective method of protecting yourself and ensuring you do not spread the virus to others.  

Physical distancing is the foundation of the University's approach to creating a campus environment that is as safe as possible. Distancing can be achieved by both spatial (separating people in space) as well as temporal (separating people in time) methods. 

Distancing will be accomplished with reduced occupancies in rooms, spaces and areas on campus. Physical distancing in shared spaces — classrooms, laboratories, open offices, lounge areas, etc. — can be especially challenging and requires cooperation on everyone's part.  

Building evacuation during a fire alarm or other emergency situation may make it difficult to maintain physical distancing while evacuating. Evacuation will require everyone's cooperation to maintain 6 feet physical distance.  

The goal is for everyone to maintain at least 6 feet (about two arms' length) of physical separation at all times, including through these measures:  

  • Respect posted occupancy limits for rooms, offices, common spaces, elevators and other areas.
  • Stay out of crowded places and avoid large groups.
  • Abide by established rules for foot traffic on campus and within buildings, such as designated entrances and exits of buildings, and designated up and down stairways. Directional floor decals and signs will be in place to direct foot traffic in congested areas.
  • Maintain 6 feet distance from others when using restrooms.
  • No more than one person may enter an elevator at a time, so please use the stairs whenever possible. 
  • Faculty and staff are encouraged to take food back to their office areas or eat outside, if possible. Individuals eating together should not sit facing one another. 

In workspaces

  • Departments should assess open work environments and meeting rooms to institute measures to physically separate and increase distance between employees, other co-workers and constituents. This should include at least one workspace or appropriate partition between co-workers in office spaces. You may coordinate with David Schmidt in Facilities Management for design assistance (dschmidt1@udayton.edu or 937-229-3739).
  • In small offices, no more than one person should be in the same room unless the required 6 feet of distancing can be consistently maintained.
  • Departments should allow for flexible work schedules, and staggered breaks and lunch times, so employees can work in the same spaces and use the same equipment while occupying the space at different times.
  • Departments can coordinate with Environmental Health and Safety to place floor decals for visual cues to indicate to others where they should stand to maintain 6 feet physical distance.  
  • For checkout counters and other point-of-sale workspaces where 6 feet of distance is difficult to achieve, departments should coordinate with Environmental Health and Safety to place partitions or floor markers.
  • Departments should rearrange chairs and tables or add visual cue marks in employee break rooms to support physical distancing practices between employees.  

In laboratories, studios and workshops

  • Specific criteria are required for faculty and staff working in research laboratories, studios and workshops. See Guide for Teaching Laboratories, Studios and Workshops under COVID-19, available from Environmental Health and Safety.
  • All principal investigators (PI) and managers are responsible for developing specific written plans for their laboratory, studio or workshop and submitting their plans to their division or department. Field studies and work that requires off-site collaboration and activities that include close or direct contact with others or with human subjects require additional procedures. All plans must be available for review.  

Gatherings and events, including meetings

The Path Forward Gatherings & Events Working Group is developing guidelines for gatherings and events, including meetings, in University-owned or controlled space, following physical distancing and other protocols established by the Protective Measures Working Group. All in-person events will need to be evaluated for feasibility and whether the same objectives can be achieved through a virtual gathering. Given the spacing requirement of six feet between individuals, and the state’s definition of mass gatherings, space allocation will need to be carefully considered. Recognizing the need for some in-person experiences as essential to our educational mission and to the student campus experience, there will be a need to prioritize space for students while encouraging faculty and staff to continue the practice of virtual meetings whenever possible.

Assumptions: Gatherings and events, including meetings 

  • Physical distancing requirements will be in place until 2021 and possibly beyond, limiting the number of people in a given space.
  • Public Health guidelines need to be followed related to spacing of people, wearing face coverings, cleaning surfaces between events, etc. for all gatherings. This will decrease the density of groups and the maximum allowable size of all campus gatherings and events, including meetings.
  • In-person gatherings with an audience of students and/or potential students will be prioritized in campus spaces.
  • If you are serving food at your gathering, event or meeting, follow these food safety guidelines.
  • Many, if not all, requests for space in fall 2020 will need to be canceled or amended, given the requirements for physical distancing and the need to prioritize space for the highest priority purposes that cannot be achieved by virtual means.
  • Maximum size of gatherings will be based on public health guidelines and space occupancy limits determined by physical distancing principles. Inside spaces (meeting rooms, etc.) will have a capacity approximately 30 percent of normal capacity based upon recommendations from Public Health - Dayton and Montgomery County.
  • Outside spaces (Central Mall, Humanities Plaza, etc.) also will have limits based on current public health guidelines and physical distancing principles.
  • The Division of Athletics will announce its plan about gatherings and events, including the use of UD Arena, at a later date. Those plans will follow public health guidelines as well as guidelines established by the NCAA and the respective teams' conferences.
  • Plans for classroom space will differ; please consult guidelines from the Path Forward Academics Working Group when they are available.
  • This guidance is for University gatherings and events only and does not apply to or sanction impromptu informal social gatherings, including those in University-owned residences, which also must adhere to local and state limitations on the size of gatherings plus public health guidelines on face coverings and physical distancing. Visit the state of Ohio's COVID-19 website for current public health orders governing physical distancing, face coverings and attendance.

Recommendations: Gatherings & events, including meetings

  1. University leadership will instruct all units to examine fall plans to determine which gatherings and events, including meetings, produce a benefit that justifies an in-person delivery, which should be virtual, and which should be suspended for fall semester.
  2. An in-person campus space request process should be implemented, utilizing the 1850 software platform. The tool in 1850 will include information about viable and engaging alternatives to gathering in-person. This flowchart will help with your analysis.
    1. To request space for an in-person gathering or event, all recognized student organizations will need approval from the Center for Student Involvement. This will include a risk-benefit analysis related to an in-person vs. virtual gathering. 
    2. To request space for an in-person gathering or event, including a meeting, all faculty and staff will need approval from their department/program/center to submit a request. This will include a risk-benefit analysis related to an in-person vs. virtual gathering.
  3. Academic classrooms and auditoriums will be made available for campus meetings and events when not being utilized for classes. Some spaces typically not used as classrooms may be designated as such.
  4. An ad hoc group will be charged by UD leadership to review and make priority decisions regarding requests for space for in-person gatherings. Special consideration should be given to gatherings that include first-year students.
  5. An ad hoc group will be created that includes those who manage campus spaces in order to coordinate the needs of approved space requests.
  6. Any groups using campus space for a gathering may need to take attendance in case contact tracing is needed (recommendations to be finalized by Public Health - Dayton and Montgomery County).

Questions: Gatherings & events, including meetings

Can I still schedule a meeting room for my meeting or program?

Maybe. Space will be limited in the fall, and the spaces we use will accommodate fewer people because of the six-foot physical distancing that will be required. Further, public health guidelines may change applicable limitations. The campus will be asked to consider other ways of achieving programming outcomes rather than booking a room as though it were “business as usual.” When we consider the priorities on campus, we have to think about how students will need to be involved and engaged outside of the classroom. Some of that can be online, but we’ll need to be creative about providing some in-person experiences that continue to follow the guidelines established by Public Health - Dayton and Montgomery County.

Do all scheduled events, including meetings, need approval?

All scheduled gatherings and events, including meetings, should be approved by department/program/center leadership, keeping in mind the need to evaluate the necessity of in-person gatherings. All student organizations must use the 1850 platform to schedule/get approval for all events. Faculty/staff should review the list of spaces on campus that require the use of the 1850 scheduling/approval platform and plan accordingly to acquire necessary approval and to secure space reservations.

If we cannot host large gatherings, what are students going to be doing outside of the classroom?

Great question. Faculty, staff, and students have been actively thinking about this and planning for the fall. We recognize students come to UD for a holistic experience that involves gathering together and learning from each other. Some of this can be done online, but we will also develop ways for students to gather, have fun, meet other students, and engage in campus opportunities (six feet apart, of course).  

Do I need to cancel my event I already scheduled?

The University may cancel events in spaces not able to safely physically distance participants. However, alternative arrangements may be made to safely accommodate your event, depending on available space. If you reserved space for a gathering, event or meeting this fall, review the new capacities based on physical distancing, and think about remote or virtual alternatives. If you would like to cancel the reservation, contact the appropriate office. If you determine an in-person gathering is crucial, get approval from your department/program/center and complete the required form in 1850 (1850.udayton.edu) starting Aug. 1. 

Is there a priority list for who gets to schedule rooms?

An ad-hoc group will be charged by UD leadership to review and make priority decisions regarding requests for space for in-person gatherings. Special consideration should be given to gatherings that include first-year students. Decisions will be made based on the ability to safely physically distance in the room and the need to provide an in-person experience that cannot be effectively provided in another way.

Why can’t I plan a gathering for the size of a wedding reception, which is 300 people ? 

Wedding receptions and a few other types of gatherings have been given exemptions under the State of Ohio‘s orders restricting mass gatherings. UD will use the principle of physical distance as the priority for determining maximum sizes of gathered groups. The maximum group size will be determined by the capacity of the space with physical distancing and public health guidelines in place at the time. 

Feedback from Town Hall: Gatherings & events, including meetings

How was the plan revised based on feedback from Town Halls:

  • Factored in the effect of decisions on events and gatherings on first-year students.
  • Recognition that some departmental meetings are confidential and may require space for an in-person gathering.

Feedback given that was not incorporated into the plan, and why:

  • Challenges/obstacles/things yet to be decided:
  • Are all currently scheduled events for fall 2020 canceled?
    • Departments that schedule space will be reviewing scheduled events and contacting departments and student organizations as needed.
  • Will UD rent vacant office space downtown (recommend that, if rented, space be on the Flyer Ride route), recognizing that this would likely be in response to a specific need?
    • This is a broader question for the University to consider, if needed.
  • Will UD rent tents for additional outdoor gathering space?
    • Tents continue to be discussed as a possible alternative to indoor spaces or to provide a larger space for approved gatherings.

Face coverings   

In accordance with the Ohio Department of Health Responsible RestartOhio initiative, the University requires all community members, including faculty, staff, students, retained contractors and visitors, to wear face coverings or nonmedical masks while on campus to slow the spread of the virus and help people who may have the virus, and do not know it, from transmitting it to others. At a minimum, face coverings should cover an individual’s nose, mouth and chin. In the workplace, face coverings should be worn at all times, including:

  • If more than one person is in a room.
  • By any person in a reception/receiving area. 
  • When walking in narrow hallways where others travel and in break rooms, conference rooms and other meeting locations. 

Exceptions to this requirement include:

  • When an individual is working alone in an enclosed workspace (e.g., office or room).
  • Some individuals may not be required to wear face coverings, such as for health or safety reasons, or may be permitted to use clear facial shields. Additional guidance will be forthcoming on these exceptions.   
  • If an individual is dining in a common space on campus, the face covering should be worn until the individual is ready to eat and then replaced afterward.
  • Medical masks should only be worn by those serving in health care roles or otherwise approved by Environmental Health and Safety as incurring task-specific hazards. 
  • Face coverings will only be required in outdoor spaces when individuals are in close proximity to others and unable to physically distance. 

Hand hygiene 

Having clean hands is an effective way to help prevent the spread of COVID-19. Wash your hands often with soap and water for at least 20 seconds, especially after being in a public place; blowing your nose, coughing or sneezing; using the restroom; contact with animals and pets; and before eating or preparing food.

Avoid touching commonly used surfaces, such as elevator buttons, whenever possible. Use a pen or stylus. Avoid touching your eyes, nose and mouth with unwashed hands.

If soap and water are not readily available and hands are not visibly dirty, an alcohol-based hand sanitizer that contains at least 60% alcohol can be used. 

  • Hand-sanitizer stations at major building entrances and high-traffic areas will be maintained. 
  • All University-provided hand sanitizer will be formulated to be effective against COVID-19. 

For most employees, latex or nitrile gloves for general use are not needed if their hands are washed frequently and properly. However, employees who perform tasks that involve frequent contact with high-touch areas, such as janitorial staff, public safety officers, mail carriers and health care workers, or who work in high-risk areas, should wear gloves as part of their routine personal protective equipment. Contact Environmental Health and Safety if you consider yourself in a high-risk area.   

Respiratory etiquette 

  • If you do not have your face covering on — even in a private setting — always cover your mouth and nose with a tissue when you cough or sneeze or use the inside of your elbow and throw used tissues in the trash.
  • Immediately wash your hands with soap and water for at least 20 seconds. If soap and water are not readily available, clean your hands with a hand sanitizer that contains at least 60% alcohol.

Signage and markings

  • COVID-19-specific signage and markings will be added to each building. 
  • These serve to inform and remind community members and visitors alike of required measures to help prevent spread of the novel coronavirus, which is transmitted through community spread. 
  • Compliance with posted signs and notices is required.
  • Signage and floor decals will also indicate rules and directions for foot traffic.

Section 2: Cleaning and disinfecting 

There will be a shared responsibility for cleaning and disinfecting shared areas on campus. 

  • Every member of the community has a shared responsibility for sanitation in their own work or living area; shared space on campus (such as classrooms, labs, studios, gathering spaces, etc.); and when using other shared resources and commonly touched items.
  • Community members should clean as they enter and before using shared spaces. You are only required to clean areas you will come in contact with (e.g., a podium, chairs, tables and other surfaces you will touch).
  • Disinfecting wipes (or disinfecting spray and paper towels) will be provided in these areas so occupants can do their part to prevent surface transmission of pathogens.
  • To reduce the spread of pathogens, every effort should be made to reduce the number of commonly touched surfaces and materials. 
  • The University's janitorial contractor, Alpha & Omega (A&O), is performing enhanced daily cleaning measures in communal areas throughout campus buildings.
  • This includes restrooms, hallways, stairways, lobbies, lounges, break rooms, kitchens and classrooms — based on CDC guidelines and Environmental Health and Safety (EHS) protocols, which will be forthcoming. 
  • A&O is using hospital-grade disinfectants effective for COVID-19 to sanitize all commonly touched areas on a daily basis, including door knobs, handrails, elevator and other buttons, light switches, faucets, and shared public items such as drinking fountains and vending machines. 

Specific plans are required for spaces and activities such as health centers, athletic spaces, recreational spaces, training rooms, libraries, dining halls and child care centers. 

  • These spaces have developed site-specific plans for cleaning, disinfecting and sanitizing based on all federal and state guidelines and recommendations. 
  • Cleaning and disinfecting plans for these locations are available upon request.

Disinfecting in the event of positive COVID-19 case

The University has developed specific procedures for cleaning and disinfecting a facility if it becomes known that any user (faculty, staff, student or visitor) has tested positive for COVID-19. Affected areas (offices, cubicles, work stations, etc.) should be closed off to occupancy, and outside windows should be opened to increase ventilation, if possible. Entire building operations do not necessarily need to cease as long as the affected areas can be identified and isolated. Affected areas should be isolated for 24 hours or as long as possible if 24 hours is not feasible. After 24 hours, all surfaces and touch points should be cleaned and disinfected. Once the area has been disinfected, it can be safely reopened for general use. Affected areas that have been isolated for more than seven days do not require additional cleaning and disinfection.

Section 3: Human resources

COVID-19 testing

The University's plan and protocols for testing, including who will be required to be tested, is under development. Faculty and staff will receive detailed information about UD's testing requirements and protocols at a later date.

What if employees start exhibiting symptoms while on campus?

If a faculty or staff member begins exhibiting symptoms while they are on campus, they should leave campus immediately and consult their primary care provider. 

UD employees may obtain a COVID-19 test at​ the Premier Health testing site located across from Miami Valley Hospital at onMain,1229 S. Main St.​; enter through ​​the former fairgrounds main entrance. The site is open 10 a.m. to 5 p.m. Monday through Friday​. ​A health care provider's order and health insurance card​ are required. To obtain a test order, ​employees with UD health care can consult LiveHealth Online

Employees with symptoms can be tested at the Intermed after-hours clinic​ only​ from 5-9 p.m. Monday through Friday and 9 a.m.-1 p.m. Saturday and Sunday. They must bring their insurance card. The InterMed Building is located at 1520 S. Main St., at the corner of Caldwell and South Main ​streets. 

Faculty and staff should report COVID-19-related health conditions at the COVID-19 Health Reporting webpage. Use the forms to self-disclose positive COVID-19 test results, report a close contact exposure to UD if they have been contacted by public health officials, or provide a "final day" symptoms update on the last day of quarantine/isolation. 

For employees who are required to quarantine, the amount of time needed to cover the quarantine period will be added to their accrued paid sick leave balance to preserve their existing balance to be used for other incidents of illness. Contact Beth Schwartz at bschwartz1@udayton.edu if you have questions about how quarantine may affect sick leave. 

Contact tracing

In general, contact tracing involves identifying people who have an infectious disease and people who they came in close contact with (contacts) and working with them to interrupt disease spread. This includes asking people with COVID-19 to isolate and asking their close contacts to quarantine voluntarily. More information is available from the CDC.

Close contact means:

  • You were within 6 feet of someone who has COVID-19 for at least 15 minutes — starting from two days before illness onset (or, for asymptomatic patients, two days prior to specimen collection) until the time the patient is isolated.
  • You provided care at home to someone who is sick with COVID-19.
  • You had direct physical contact with the person (touched, hugged, or kissed them).
  • You shared eating or drinking utensils.
  • They sneezed, coughed, or somehow got respiratory droplets on you.

More information is available from the CDC.

The University’s team of seven trained contact tracers will interview students and staff diagnosed with COVID-19 to try to identify their close contacts on campus. The contact tracing process will begin when the Student Health Center is notified of a confirmed COVID-19 case either by public health, a laboratory test ordered by the health center, or a person’s self-disclosure. After consulting with the individual who has COVID-19 to identify close contacts, the assigned contact tracer will then call those close contacts to give them details on quarantine, self-care, etc. 

For employees, the contact tracer will notify the Office of Human Resources and the University’s Office of Audit, Risk and Compliance. For students, the contact tracer will notify the Dean of Students Office and Audit, Risk and Compliance. The Dean of Students Office will notify the students’ instructors.

People identified as close contacts will be informed they were in close contact with someone who has COVID-19 and are at risk of becoming sick. For privacy reasons, the name of the person who had a positive COVID-19 test result will not be shared with the close contacts. Information gathered during the process will be treated as confidential and used for contact tracing purposes only, unless other considerations apply.

COVID-19 disclosure

Members of the UD community and others, such as contractors, should report COVID-19-related health conditions through reporting forms on the COVID-19 Health Reporting webpage. Use the appropriate form for these situations: 

  1. Self-disclose your positive COVID-19 test result (students, employees, other).
  2. Report a close contact exposure to UD if you've been contacted by Public Health (students, employees).
  3. Provide daily symptoms updates if you're a UD student in quarantine / isolation.
  4. Provide a "final day" symptoms update if you're a UD employee on your last day of quarantine / isolation.


Access the website at http://go.udayton.edu/covidhealthreporting.

Employees who are not well should not report to work 

If you have any COVID-19 symptoms, you must not report to work on campus. Notify your supervisor of your absence from work or use the established protocols within your department. It also is recommended you contact your health care provider for assessment of the symptoms. If you begin to show symptoms at work, notify your supervisor and leave work immediately. Limit contact with other individuals on campus and contact your health care provider for further guidance. 

For any faculty, staff or student recovering from COVID-19 illness, the CDC recommends isolation be maintained for at least 10 days after illness onset and at least 24 hours after recovery. Illness onset is defined as the date symptoms begin.

Self-quarantine after exposure

Anyone identified through contact tracing by the public health department for possible exposure to COVID-19 will need to self-quarantine for 14 days from the day they were most recently exposed to the virus and follow all directives provided to them from the health department and their physician.  

Employees who are required to self-isolate or self-quarantine (by public health officials or guidelines, health care providers or the University), and whose work is not suitable for telecommuting, should use paid sick leave during the period they are in isolation or quarantine. 

Remote work 

It is the official position of the University that, during the pandemic, every employee who can work effectively remotely should work remotely. By "effectively," this means the person is able to perform a significant majority of their job responsibilities without being on campus. This will help protect those employees who are considered most vulnerable, help reduce the opportunity for the virus to be brought into campus, and will appreciably reduce density and demand for campus space.  

Supervisors should work with employees to determine whether their work can be performed remotely, if they face health conditions that might make them more susceptible to COVID-19, or other conditions such as inability to wear a face covering. Supervisors should respect their privacy and requests for accommodation and keep information confidential. Consult with HR as appropriate. Check CDC guidance for what conditions may contribute to higher risk.  

Accommodations

Older staff populations who believe they are more susceptible to COVID-19 infection and people at higher risk for severe illness should consult their supervisor and Human Resources to request reasonable accommodations (with sensitive medical information only to be provided to HR). Faculty who believe their work should be performed remotely or who otherwise want to request accommodations should consult with their department chair, with sensitive medical information only to be provided to HR. Guidelines have been developed for deans and department chairs to have these conversations with faculty. 

Caregivers with immediate family members with COVID-19 

Employees who must provide care to immediate family members who are ill are urged to use the available sick or vacation time per the policy; refer to the Benefits and Leave of Absence Handbook or your union contract (bargaining-unit members) or Benefits and Leaves of Absence Handbook for Faculty for additional details. 

Employees who are required to self-isolate or self-quarantine (by public health officials or guidelines, health care providers or the University), and whose work is not suitable for telecommuting, should use paid sick leave during the period they are in isolation or quarantine. 

Caregivers for children when schools/day cares are not open or service is limited 

Employees should use up to three days of sick leave in total, or the equivalent total of hours, to care for immediate family members who are not ill but need care due to any COVID-19 related closures of schools or day care centers, or for other breakdowns in care arrangements. Employees are not permitted to bring children or elders to work with them, even if the children or elders are well. 

Fall semester holiday schedule

To discourage students from nonessential travel during the semester, students will begin classes on Monday, Aug. 24, depart campus at Thanksgiving (no later than Nov. 25), and complete the semester online without a typical fall break. Other modifications to the Academic Calendar are also designed to discourage nonessential student travel, including holding classes on Labor Day. 

To accommodate this change, Sept. 7 will also be a work day for all University employees except UDRI; the holiday will be observed on Wednesday, Nov. 25, the day before Thanksgiving. Consideration is also being given to the observation of one additional holiday to the 2020-21 holiday schedule. More information will be forthcoming about these changes. 

Key dates under the modified calendar 

  • Aug. 8-23: Phased move-in 
  • Monday, Aug. 24: Classes start
  • Monday, Sept. 7: Labor Day (working day)
  • Tuesday, Nov. 24: Last day of class before Thanksgiving break; classes move online. 
  • Wednesday, Nov. 25: Day before Thanksgiving (holiday, exchange for Labor Day)
  • Thursday, Nov. 26: Thanksgiving (holiday)
  • Friday, Nov. 27: Day after Thanksgiving (holiday)
  • Wednesday, Dec. 23: Last day of work before Christmas break  

Employee rights 

Please remember not to share any person's health information with colleagues. This is a violation of their privacy, and this information is protected by HIPAA and other laws. 

Managers and supervisors must not pressure anyone to come to work if they are ill or need to stay at home to care for ill dependents.   

Training 

Training on new expectations for working on campus under COVID-19 will be required for all faculty and staff members. More information will be provided as the training is developed. 

Stress and coping

Coping effectively with stress will make you, the people you care about, and your community stronger. Ways to cope with stress may include:

  • Take breaks from watching, reading or listening to news stories, including social media. Hearing about the pandemic repeatedly can be upsetting.
  • Take care of your body.
  • Make time to unwind. Try to do some other activities you enjoy.
  • Connect with others. Talk with people you trust about your concerns and how you are feeling.
  • Reach out to Campus Ministry or a spiritual adviser for prayer and support.
  • Use resources available to you, including the Employee Assistance Program, LifeWorks (888-267-8126), which can help with counseling (virtual sessions are available), financial resources, parenting and eldercare and coping with feelings of isolation, anxiety or worry.
  • Visit LiveHealth Online to get support from doctors, therapists and psychiatrists anytime. Using LHO, you can have a private video visit on your smartphone, tablet or computer from home. Cost is dependent on your current health care plan. Visit livehealth.com to learn more.

Campus rec 

Campus Recreation services will be shaped by guidance from the Centers for Disease Control, Ohio Department of Health, and Public Health - Dayton and Montgomery County to help minimize the potential for community spread of the coronavirus. 

  • We expect to reopen the RecPlex in phases, starting Monday, July 20, with a focus on individual exercise such as weight training, cardio equipment and lap swimming. 
  • Depending on the state of the pandemic and the extent of confirmed cases in the state, county and in the University community, as well as the guidance of public health officials, other activities may be reintroduced in the future. 
  • More information about expectations and requirements for users will be available before the facility reopens.

University vehicles

Guidance for using University vehicles is under development. 

Travel

The Path Forward Travel Working Group was charged with developing criteria to resume professional travel and student travel, both international and domestic, from a health and safety, as well as budgetary perspective. In addition, the group will work to create a system and process for approving, registering and monitoring travel. The goal is to develop a set of criteria and protocols with health and safety as a top priority, and to create a clear, easy to use and transparent system. Student, faculty and staff, individual and group travel, are all included in this plan for fall 2020.  

Assumptions

  • This plan applies to any University-funded, University-supported, University-sponsored, or professional travel. Commuting from your home out-of-state is not considered travel for the purpose of this plan.
  • Travel is defined as any trip that is by plane, or "out-of-town" and overnight. 
  • Travelers should expect to quarantine for 14 calendars upon return from travel. Reductions to the self-quarantine may be granted on a case-by-case basis based on health and safety circumstances. Local off-campus activities where physical distancing and face coverings are not possible also may be subject to these guidelines.   
  • Due to the changing landscape with COVID-19, travel in the U.S. and internationally requires a new level of review and ongoing monitoring.
  • Travel during the semester should be minimized to reduce the risk of bringing COVID-19 to campus.  
  • A centralized system for travel will assist the University in providing the best health and safety support to travelers, and improve fiscal stewardship of travel spending.
  • The University will use the Terra Dotta platform, a system it already has, as the central reporting travel system beginning in early August. More information will be forthcoming.  Options Travel will continue to serve as the University travel agency. 
  • Guidance from International SOS, U.S. Department of State, Ohio Department of Health, Centers for Disease Control and Prevention and other globally-recognized organizations helped shape this plan.
  • The definitions of essential and nonessential travel are summarized below.
  • This plan aligns with current high-risk travel guidelines. It will remain in effect until further notice and updated as appropriate. 

Travel plan 

  1. All international travel during and for the entire fall semester will be suspended as long as the U.S. Department of State has a Level 4: Do No Travel warning and/or the Centers for Disease Control and Prevention has a Warning - Level 3, Avoid Nonessential Travel. This includes individual and group travel for students, faculty and staff. 
  2. Essential international travel by individual faculty, staff or students may be permitted during the semester with an approved high-risk travel waiver application and if the traveler is able to fulfill all job/study obligations while abroad, even for an unexpectedly extended period, and while in isolation for 14 calendar days upon returning to the United States. Reductions to the self-quarantine may be granted on a case-by-case basis based on health and safety circumstances.
  3. International travel for the entire semester (e.g., study abroad, co-op, sabbaticals in another location) may, in limited cases, be permitted with an approved high-risk travel waiver application. Travelers must not come to campus at any point during the semester. 
  4. Essential domestic travel is permitted during the semester if travelers are able to work/study remotely for 14 calendar days, if necessary, without contact with other UD employees/students, after returning from the travel and before returning to work/study on campus. Reductions to the self-quarantine may be granted on a case-by-case basis based on health and safety circumstances. 
  5. All non-essential domestic travel during the fall semester will be suspended as long as the Ohio Department of Health recommends colleges and universities limit travel to reduce the risk of spread on campus. Under limited circumstances, high-risk travel waivers may be considered.  
  6. Domestic travel for the entire semester (e.g., education away, co-op, sabbaticals in another location) is permitted and travelers should not intend to come to campus at any point during the semester.
  7. Travelers must be able to comply with all guidelines and restrictions of the location (e.g., quarantine upon arrival).
  8. All returning travelers will be expected to work/study remotely for 14 calendar days, without contact with other UD employees or students, before returning to campus. Reductions to the self-quarantine may be granted on a case-by-case basis based on health and safety circumstances.
  9. All travel must be pre-approved through a new centralized process before any travel reservations can be made. All travel must be pre-approved through a new centralized process before any travel reservations can be made. The UD integrated travel system for university travel, individual or group, can be found here. All travel should be approved in the system prior to making travel plans. Since travel is limited to essential only due to Covid 19 and budget restrictions, travelers are encouraged to contact travel@udayton.edu with any questions. When normal travel resumes, trainings and additional information for campus will be made available. UDRI staff who are traveling should continue to work directly with UDRI travel coordinator.
  10. Conditions will continue to be monitored and modifications made, as appropriate.
  11. All faculty, staff, and students are encouraged to refrain from non-essential personal travel (See definition above). If faculty or staff have plans for personal travel, they are encouraged to discuss plans with their supervisor and may be asked to work remotely for 14 calendar days upon return. Reductions to the self-quarantine may be granted on a case-by-case basis based on health and safety circumstances. The CDC offers the following helpful advice:

            Please consult these resources as you consider your personal decisions. If you have concerns about personal activities that may put others on campus at risk, please discuss these with your supervisor or contact Human Resources at hr@udayton.edu. Students and parents with questions can email pathforward@udayton.edu.

  12. All travelers should follow the on-campus guidelines for face coverings and physical distancing while traveling. 
  13. The high-risk travel waiver process will be updated to reflect concerns due to COVID-19. The revised waiver request will be available in the coming week. 
  14. Update the University Policy on Travel and Entertainment to include the use of Terra Dotta as the central reporting system and a statement on the status of travel as impacted by COVID 19.

Summary chart

Type

Time Frame

Domestic

International

Essential

During semester

Permitted (4)

Suspended; could be considered with approved high-risk travel waiver (1, 2)

Entire semester

Permitted (6)

Suspended; could be considered with approved high-risk travel waiver (1, 3)

Non-Essential

During semester

Suspended; could be considered with approved high-risk travel waiver (very limited) (5)

Suspended (1) 

Entire semester

Permitted (6)

Suspended; could be considered with approved high-risk travel waiver (1, 3)

Numbers reference the plan point above that includes additional details

In all cases where travel is approved during the semester, the traveler must comply with the plan regarding completing work/study remotely before they can return to campus. Reductions to the self-quarantine may be granted on a case-by-case basis based on health and safety circumstances. 

When travel is permitted with a high-risk travel waiver, it is from a health and safety lens. Budgetary approval must also be sought and granted from the Unit.  

Essential vs. nonessential travel

As travel resumes, consideration of whether it is essential or nonessential will be part of the process for health/safety, risk and/or financial reasons. Below is an overview of descriptions of essential versus non-essential travel for faculty, staff and students.

Essential

Non-Essential

Considerations

Faculty

  • Preserve the safety or integrity of a research subject, or results of research activity and cannot be postponed
  • Required to further mission critical teaching and research
  • Travel to attend professional or educational conferences
  • Travel to conduct research that can be postponed
  • Travel to activities that can be conducted virtually
  • Presentations at a conference essential for T&P
  • Certifications required for their role and it is the only option
  • Financial implications for the institution
  • Reputation implications for the institution
  • Contractual obligations
  • Scope and scale, number of participants

Staff

  • Mission critical, time sensitive and cannot be postponed
  • When not traveling will cause harm to the operations or the fiscal status of the university.
  • Professional development
  • Attending a conference, presenting at a conference
  • Travel to activities that can be conducted virtually
  • Certifications required for their role and it is the only option
  • Contractual obligations
  • Financial implications for the institution
  • Reputation implications for the institution
  • Recruitment for essential roles that can not be done virtually 
  • Scope and scale, number of participants

Graduate student

  • Travel that is necessary to meet a graduation requirement, and cannot be postponed or achieved through other means
  • Professional development
  • Attending a conference, presenting at a conference
  • Travel to activities that can be conducted virtually
  • Timing within program
  • Impact on overall academic experience
  • Scope and scale, number of participants

Undergraduate

  • Very exceptional cases (high-risk travel waiver required)
  • Travel for academic credit that is necessary to meet a graduation requirement, cannot be postponed or achieved through an alternative assignment
  • All other educational travel
  • All Student Org Travel
  • Timing within program
  • Impact on overall academic experience 
  • Contractual obligations (e.g. Athletics)
  • Scope and scale, number of participants

Visitors and guests

While the University prides itself on being a place of hospitality, our guidelines seek to limit access, especially inside campus buildings, to only “essential visitors," those individuals directly engaged in fulfilling or sustaining UD's education and research activities. The guidelines apply to guest speakers, alumni, guest researchers, contractors or other visitors to campus who may be invited by academic or administrative individuals or units as well as individual students or student groups. These guidelines also apply to informal visits or those for strictly social purposes. Exceptions for guests and visitors on University property can be found in the "Certain facility exceptions" section. Find all visitor and guest guidelines here.

Resources

UD Environmental Health and Safety: auditriskcompliance@udayton.edu 

Human Resources: hr@udayton.edu  

Centers for Disease Control - COVID-19 

Ohio Department of Health - COVID-19 

Section 4: Checklists

The following checklists should be reviewed by employees and managers before returning to work on campus. 

Return to campus checklist for employees 

Prior to work 

  • Review Return to Campus-Faculty and Staff document and complete training.
  • Perform daily self-check for symptoms prior to coming to campus.
  • If you are unable to wear a face covering, contact your health care provider for documentation so that you may obtain a waiver from wearing a face covering (as an accommodation). 

While at work 

  • Be mindful of COVID-19 symptoms. If you begin to show symptoms while you are on campus, notify your supervisor and leave work immediately.
  • Avoid close contact and maintain 6 feet physical distance from others. 
  • Use face coverings in shared indoor spaces and outdoors when physical distancing cannot be maintained. 
  • Wash hands often with soap and water for at least 20 seconds, or use hand sanitizer with at least 60% alcohol content if soap and water are not available. Practice good cough and sneezing etiquette and cleanliness and sanitation.
  • Observe guidance and signage in office environments, restrooms, elevators, break rooms and other shared spaces.
  • Respect the privacy of others who may have underlying health conditions or may need to isolate or quarantine.
  • Avoid unnecessary in-person meetings. Continue to use telephones or collaboration tools like Zoom to maintain physical distancing. Keep records of attendance of all participants who attend meetings in person. 
  • Assess your workspace and request assistance from Environmental Health and Safety if 6 feet physical distancing is not possible. Email: auditriskcompliance@udayton.edu 
  • Clean and disinfect meeting spaces, classrooms, offices and common areas prior to use. Wipe high-touch areas before leaving these spaces to help protect the next users. 
  • Pick up available COVID-19 protective equipment and supplies. Watch for more information about personal protective equipment (PPE) and cleaning supplies in July. 

Return to work checklist for managers 

  • Follow and practice all required items on the Return to Campus Checklist for Employees.
  • Determine which employees can work effectively remotely or must work remotely.
  • Department chairs, consult with your department’s faculty regarding preferences of in-person or remote instruction, attempting to achieve a balance that ensures the appropriate amount of in-person instruction for students. Follow the guidance provided by your dean or vice president, and consult with HR if medical reasons surface.
  • Assess your employees' workspaces and request appropriate protection and devices to help enforce 6 feet physical distance. If physical distancing cannot be achieved, then request the workstation or work area to be evaluated by Environmental Health and Safety by emailing auditriskcompliance@udayton.edu.
  • Have hand sanitizer and disposable disinfectant wipes for commonly touched surfaces (copiers, printers, workstations) available where needed. Monitor and ensure employees clean and disinfect meeting rooms, classrooms, office, and common areas prior to use. Ensure high-touch areas are wiped down before you begin using spaces.
  • Communicate to employees the expectations of returning to campus including timeline, training, daily self-screening, face covering, returning UD equipment, etc. Make sure employees have reviewed the Return to Campus document and completed training. 
  • Assess common areas to determine traffic flow and bottlenecks and the possible need for floor decals to mark physical distancing or indicate flow of foot traffic. Consult with Environmental Health and Safety for assistance and supplies. Post signage indicating preferred traffic flow.  
  • Assess the workspace to determine if adequate space exists for employees to maintain physical distancing while working and arriving and departing. If not, or if potential bottlenecks exist, determine if schedules and arrival and/or departure times can be staggered, or if alternate work-on-campus/work-remotely schedules can be established.
  • Monitor meetings to discourage unnecessary in-person meetings. Keep a record of any participants who attend meetings in person in case contact tracking becomes necessary.  
  • Check signage posted by EHS in office and building spaces advising of the risk of community spread and practices to follow (physical distancing, symptom monitoring, good hygiene, face coverings, etc.). Ensure that signage is visible throughout the workspace.    
  • Respect the privacy of others and encourage other employees to respect the privacy of those who may have underlying health conditions or who may need to isolate or quarantine.
  • Consult UD's COVID-19 Health Resources webpage for guidance about employees with symptoms who have tested positive or who have an absence related to COVID-19. As a supervisor, if you become aware of an employee who tests positive for COVID-19, you need to report it to the Health Center. If an employee begins to experience COVID-19 symptoms while at work, the employee must leave work immediately, limit contact with others, and contact their health care provider. 
  • Discourage employees from sharing desks or equipment. If they do, encourage them to wipe down surfaces between uses. Encourage employees to maintain their workspaces in a clean and orderly condition.  
  • If food or drink is provided to employees, provide it in individually packaged meals, with individually packaged utensils, and as single-serving drinks. 
  • For questions regarding the use of leave related to COVID-19, refer to the Human Resources section of the Return to Campus-Faculty and Staff, or consult with HR. 
CONTACT

Office of the President

St. Mary's Hall
300 College Park
Dayton, Ohio 45469 - 1624
937-229-4122