A Student Life Working Group, led by leadership in UWG’s Student Affairs and Enrollment Management division, reviewed UWG’s current student life operations in its fully online environment and examined issues, needs, and concerns related to UWG students returning to campus for the Fall 2020 term. Based on this review and feedback from identified units, UWG will execute the following plans to support student life when students return to campus for the Fall 2020 term.

Residence Life

Resident Communication

UWG recognizes that communicating with its residential community is essential for the wellbeing and safety of all its residents. Changes in information related to COVID-19 will be sent to all members of the student community to include links for the COVID-19 institutional website. Additional information, general updates, and changes to current practices will be sent as needed via SchoolCast, LiveSafe, and Wolf Connect platforms.

Housing and Residence Life (HRL) will work with University Communications and Marketing (UCM) to design written materials that outline best practices for moving into residence hall spaces and for continued daily health and safety cleaning/disinfecting. Written information will be emailed to all residential students via the SchoolCast system. Staggered move-in times will be assigned to all residents to provide proper distancing during the move-in process. HRL and Facilities will determine best practices for shared move-in equipment along with proper disinfecting of these items.

Prior to move-in, UWG will communicate with residential students that all students who live in a shared room or suite in a UWG residence hall will be viewed as living in a “shared residence” similar to a family’s shared residence, in that social distancing practices are not expected within the room or suite. The communication will indicate that it is the responsibility of the residential students to adhere to appropriate behaviors related to the prevention of COVID-19, including the cleaning of their room or suite. Individual students will be reminded of the best practices in prevention and that they must take responsibility for their own actions.

HRL will inform students through multiple formats including verbal, social media, email, signage, and website updates about the following information:

  • Expectations for cleaning within each residence room or suite: Students are responsible for the cleaning and disinfecting of their individual student rooms, to include in-room/suite bathrooms. Cleaning supplies for these locations will be supplied by the student, and it will be recommended they follow CDC guidelines for appropriate cleaning products. Students will be briefed on the proper bagging of all trash including PPE. Bagged trash from all residence hall rooms and suites will be taken to outside dumpsters by students as is current practice. Proper bagging and disposal of all trash in community areas, community bathrooms, hall offices, and lobbies will be done by Custodial Services.
  • Expectations for public areas of residence halls: all public areas of the residence halls – including but not limited to common kitchens, lounges, TV rooms, lobbies, front desk areas, stairwells, elevators, community bathrooms, and entrance foyers – will be cleaned seven days per week by Custodial Services.
  • Expectations for social distancing, hygiene, and everyday preventive actions: Information regarding social distancing, hygiene and everyday preventive actions required for students’ health and wellness will be available to all students via social media, campus email, and building signage. Documents regarding these practices will follow guidelines from governing and guiding agencies.

Common/Shared Spaces

To support safe common space environments, common area spaces within residence halls will be redesigned. Furniture will be arranged to permit proper distancing, and excessive furniture will be removed and stored. Signage will be placed in each community space to inform all about proper distancing and disinfecting practices.

Stairwells and elevators will be cleaned or disinfected following guidelines from governing and guiding agencies. HRL will coordinate with UWG Custodial Services to initiate the best practice for proper cleaning of these areas. HRL events and activities will be reviewed and either canceled, held in a hybrid online/in-person model, or held in accordance with guidelines from governing and guiding agencies.

COVID-19 supplies (e.g., soap, alcohol-based hand sanitizers that contain at least 60 percent alcohol, tissues, trash baskets, etc.) for common areas within residence halls will be coordinated through Custodial Services. Additionally, the cleaning and disinfecting of common areas will be carried out by Custodial Services and HRL employees based on a predetermined schedule outlined in the UWG’s Return to Work Plan.

Shared spaces such as kitchens and laundry rooms will be open for student use.

  • Kitchens: Shared utensils, plates, glasses, etc. are not available in common kitchen areas. Students are responsible for these items for personal use. Signage will be placed in these areas to explain proper cleaning and disinfecting of items. Students are expected to store kitchen items in individual rooms, not in community kitchens.
  • Shared laundry rooms: HRL will develop a registration system for students to schedule use of the facility that will provide for social distancing. Appropriate signage and proper disinfectants will be available for students to wipe down before and after use. Community laundry rooms will be cleaned and sanitized daily or more often by Custodial Services. Dedicated laundry rooms (e.g., houses in the Village) will be cleaned and sanitized by residents.
  • Community Baths: Only one residence facility has community baths.

Community bathrooms will be cleaned and sanitized daily or more often by trained Custodial Services staff. All other resident baths are housed within the student room or suite. Students with in-room baths will be provided instruction on best practices for cleaning and disinfecting this space.

  • Lobby area guest restrooms: These restrooms will be converted to “staff only” restrooms to provide hand washing and sanitary facilities close to the check-in desks.
  • Sick individuals: UWG is identifying residence locations where an appropriate quarantine can take place for students. This location will be determined once occupancy numbers are calculated.
  • Meal delivery: Symptomatic or sick individuals will need to have meal delivery to remain in their room and isolated from others. DineWest will have a daily delivery/pick-up option for students who are members of the high-risk population.

Residence Hall Move-In

UWG recognizes that the move-in process for students represents a significant challenge associated with social distancing guidelines. To offset this issue, UWG’s general move-in plan will expand to several days. Students will be assigned a move-in time to provide appropriate distancing at all times. Students will be permitted to have one individual with them for move-in support and assistance.

Stairwells will be designated to provide for single direction flow of traffic. Elevators will be monitored and used only for moving heavy equipment or for individuals with mobility/medical concerns that would not allow them to use stairs.

HRL, Facilities, and Auxiliary Services recommend the university hire a moving company who will be on campus to unload vehicles and move items into halls, placing boxes outside the door of the student’s room. The moving company will be responsible for ensuring their employees have been medically screened and the company will provide its employees with all necessary PPE. The moving company will also provide their own outdoor restroom facilities, which will include running water for proper sanitation. In the past, UWG has used community volunteers to assist students with move-in days. Using a moving company eliminates the need for community volunteers and thereby decreases the chance of infection spread given the parameters outlined above.

Residence Hall Plans

Best Practices in Prevention and Acknowledgement form and distribution:

HRL is working directly with UCM to create a Best Practices in Prevention and Acknowledgement form that shares guidelines from governing and guiding agencies for all constituent groups living in community spaces (residence halls and fraternity and sorority houses). This document will be sent to every residence hall student via our SchoolCast email. The SchoolCast platform allows staff to see which students have opened the document. Printed copies of this information will be put into every individual student room and posted in community spaces throughout the residence halls. We will continue to evaluate other methods of communication of this information to students.

High-Risk Population Accommodations

Students who may be in a high-risk population will identify themselves to Accessibility Services to receive housing and dining accommodations. Students who would not typically be included in the high-risk population, but because of COVID-19 are at higher risk, may be eligible to receive temporary accommodations.

Visitation Policies

Outside of opening days when students are officially moving into the residence halls, guests are not permitted to enter or visit inside the residence halls. Visitors or guests are defined as any individual who is not a current University of West Georgia student and anyone who does not live in a University Residence Hall.

This includes parents and family members as well as commuter students. During assigned opening day time slots, students will be asked to have only one guest accompany them to assist with move-in. Time slots are for a two-hour period, and guests will be expected to vacate the halls after that timeframe has expired.

Common Area Cleaning Supplies

HRL will work in conjunction with Custodial Services to provide wipes, bottled disinfectant sprays, and disposable towels for wiping down all areas in common spaces. This cleaning will be done in addition to daily custodial sanitation for each area. Pending availability, sufficient back-up supplies will be on hand to refill common areas as necessary. It is recommended that a basket be hung on every floor outside of elevators as well as on the inside of the elevator to wipe down keypads. Proper disposal receptacles will need to be placed in all common spaces where cleaning supplies are located.

Community and Guest Bathrooms

Nearly all residence halls have bathrooms located within the student room or suite. We will follow guidelines from governing and guiding agencies as to whether buildings with community baths should be operational during this time. Community bathrooms are located only in one residence hall, Bowdon Hall. HRL will work with Custodial Services to maintain proper daily cleaning/disinfecting of these spaces. Thorough disinfection will need to be completed seven days a week while following guidelines from governing and guiding agencies. These locations will require bottled disinfectant sprays and toweling to allow for wiping of all surfaces by students before and after every use.

Cleaning of bathrooms located in individual student rooms or suites will be the responsibility of the students living in that room or suite. Students will be responsible for the purchase of cleaning supplies for use within their room or suite to include kitchens, bathrooms, and bedrooms.

Public/Guest bathrooms in each residence hall will be converted to “staff only” and will not be open for general public or resident use.

Staff Required to Enter a Student Room

Facilities personnel are currently going through all residence hall rooms to provide the necessary services and cleaning before fall 2020 opening. After this is completed, HRL staff will go through rooms and place items in rooms such as signage and do a final check to ensure they are ready for occupancy. Standard policies and practices will remain in effect prior to student move in. After Fall 2020 students move in, staff should have appropriate PPE (mask and gloves as necessary) before entering a student room. Room entrance should be for emergency purposes or health and safety inspections, and to address technology issues that may impede students’ ability to access coursework via the internet. HRL will review plans for room entrance with Risk Management and put specific safeguards into place. Facilities will follow room entrance practices determined by leadership in their area.

 

Scenario #2 – Start Fully Online 

  • All plans associated with Scenario 1 apply for this scenario assuming that residence hall students remain housed on campus.

  • Should a move-out plan need to be instituted, HRL will follow the successful process that was implemented in the Spring of 2020.

  • Guidelines for individuals who are required to remain on campus will continue to be vetted with CARE team support. In addition, consolidation plans to reduce the number of open buildings will follow the same process as Spring 2020. If necessary, HRL will have more than one open location. These locations will be in the halls that have in-room baths and kitchens.

Scenario #3 – Transition to Fully Online 

  • All plans associated with Scenario 1 apply for this scenario assuming that residence hall students remain housed on campus.

  • Should a move-out plan need to be instituted, HRL will follow the successful process that was implemented in the Spring of 2020.

  • Guidelines for individuals who are required to remain on campus will continue to be vetted with CARE team support. In addition, consolidation plans to reduce the number of open buildings will follow the same process as Spring 2020. If necessary, HRL will have more than one open location. These locations will be in the halls that have in-room baths and kitchens.


Dining Services

East Commons (EC): Cafeteria-style; students and staff typical guests; occupancy 320

EC seating with social distancing: 10 people per 300 square feet. The total number of patrons in East Commons to maintain social distancing is 150 (roughly 4950 square feet); this is roughly 47 percent of normal capacity. With capacity limits, it will be likely that a “to-go” option will be necessary to meet service demands at EC.

Z-6: Cafeteria-style; students and staff typical guests; occupancy 550

Z-6 seating with social distancing (10 people per 300 square feet) the total number of patrons in Z6 to maintain social distancing is as follows:

  1. Main dining room and behind the brick wall 370 (11,700 square feet)
  2. Hubbard dining room 40 (1,498 square feet)
  3. University Club Room (UCR) room 50 (1,628 square feet)
  4. Lower Level of Z-6 is also available for seating for up to an additional 200 patrons (seating only). This is roughly 80 percent of normal capacity (counting the UCR, which is not typically open for regular dining).

Wolves Den: Food court style; students and staff typical guests; occupancy 250

Wolves Den seating with social distancing: Side rooms can be used for seating (total occupancy is 50 in each of the rooms). Main seating area will be arranged to queue customers to pick up food items.

Market Fresh: Food court style; students and staff typical guests; occupancy 100

Retail Food Service Facilities

Market Fresh: Seating with social distancing will be reduced by 60 percent to allow for proper queueing of patrons

Starbucks: Guest pickup with sit down or “to-go” options, students and staff are typical guests, occupancy 75. All Starbucks seating would be removed to provide for proper distancing of queue.

Lobos: “to-go” option only, line service only with no seating. It is unlikely that Lobos would be able to open, as the current location is so small it would be difficult to identify appropriate waiting areas in a queue and it would not allow more than two guests at a time to enter the facility.

Campus Convenience Stores (C-Store): The university is evaluating our ability to have convenience stores operational with current social distancing guidelines.

Evaluation considerations include: if stores can be opened with appropriate measures to provide aisle directions, proper ability to wait in a queue for checkout, and ability to provide social distance between customers.

  • Process for all patrons entering a dining facility
  • Patrons enter and receive their meal in a disposable container. The patron may choose to dine in, if space is available, or may exit the facility to dine in their room or other locations. If seating is full, customers must exit the facility with their meals.
  • The entire facility may need to transition to a “to-go” option setup if it is not able to accommodate expected social distancing guidelines.
  • No self-service stations will be in operation; all food will be served to the customer by a DineWest employee.
  • DineWest is evaluating options for disposable forks, knives, and spoons along with the best options for disposable food containers.

Payment Changes

Current payment options are credit/debit, cash, and university plan cards. These will remain the same in all open locations. Current practice has been for the cashier to take the card from the guest, slide, and return to the guest. It may be necessary to provide access for guests to slide their own card. Cash would still have to be handled by the employee. Cash management processes will be developed based on Workplace and Health Safety Mitigation Strategies developed by UWG.

Meal Plan Changes

There does not appear to be a need to change meal plan options. If the university is not able to open C-Store operations, meal plans may need to be modified to include dining dollars.

Requirements for Employees

DineWest will follow guidelines from governing and guiding agencies for PPE, health screening of employees, social distancing, enhanced focus on hand- washing, increased frequency of sanitizing entrance doors, handles and public restrooms.

The Director of Campus Dining and individual unit managers will be responsible for necessary dining services training of all DineWest employees (including student employees). Each employee will have a predefined screening process in accordance with guidelines from governing and guiding agencies. If any employee has a fever, cough, or other sign of illness, they will not be allowed to work.

Workstation shields will be purchased and placed between customer and employees at all ordering stations and payment stations. Self-service areas will be removed to allow for directional movement and serving station queues.

Appropriate PPE will be required for all employees based on job duties. All food preparation areas, serving, and dining areas will be cleaned and disinfected with frequency using procedures set out in guidelines from governing and guiding agencies.

Student meal delivery for those at high-risk or in the isolation or quarantine protocol:

If a student is isolated or quarantined, DineWest will activate meal deliveries in coordination with HRL. DineWest will prepare meals for students and deliver them to specific residence halls. DineWest will use the same or similar plan that is executed each time there is a weather interruption to normal operations. We will coordinate with Accessibility Services to identify the students who qualify for meal delivery and coordinate with HRL and the Residence Life Coordinator for each facility. HRL personnel would deliver meals to the individual residence rooms.

 

Scenario #2 – Start Fully Online 

  • If the campus must move to fully online classes, DineWest will gather information to determine how many students plan to remain on campus. Adjustments will be made to determine the best use of services, ensuring that there is not a severe negative impact on students. Some dining locations may close, some may have reduced hours, take out dining options may be increased. DineWest will scale the operation to meet the demand for on campus living and learning environments.

Scenario #3 – Transition to Fully Online

  • If the campus must move to online classes at midterm, dining plans will be reviewed to determine how many students plan to remain on campus. Adjustments will be made to determine the best use of services so that there is not a severe negative impact on students. Some dining locations may close, some may have reduced hours. DineWest will scale the food service operations to meet the demand on campus utilizing the steps noted in the previous two scenarios. We will maintain social distancing guidelines, adjust hours of operations as necessary to remain solvent. In addition, we will consider the “to-go” options mentioned previously.

 

Health Services

The UWG Student Health Center has maintained on-campus operations since the initial campus closure and is prepared to operate at full capacity for the fall semester. Hours of operation will be Monday through Friday, 8 a.m. until 5 p.m. The Student Health Center will continue to offer both in-person and telemedicine visits for appropriate conditions and will continue to adhere to the guidelines from governing and guiding agencies in an effort to keep our students, faculty, and staff safe.

Face-to-Face Health Center Visits

The following practices will be implemented/continued for face-to-face Health Center visits:

Employees:

  1. Employees will enter the Health Center via a designated entrance and review a symptoms questionnaire. They will then take and record their temperature. Findings within a specified range must be reported to their supervisor and the medical director.
  2. Employees will wear cloth or disposable masks and practice social distancing to the extent possible while rendering care and conducting day-to-day operations inside the Health Center.
  3. Employees will wear full PPE (N95 masks, face shields, goggles, gowns, gloves, etc.) when treating patients identified as at risk and don PPE according to a defined protocol.
  4. Employees will clean patient care areas and exam rooms based on defined cleaning and sanitization protocols for general patients and at- risk patients. Biohazard will be discarded based on the guidelines provided by our contracted vendor.

Students:

  1. On-campus appointments will be scheduled Monday through Friday from 9 a.m. until 12 p.m. and from 1-4 p.m. An hour is reserved at the beginning and ending of the day and during the lunch period to allow for additional cleaning and sanitization. If it is determined this is not needed, appointments will be scheduled during the reserved times.
  2. Students must call the Health Center to schedule an appointment. Walk- in/work-in visits are discontinued at this time. Appointments will be scheduled by type and spaced to support social distancing whenever possible. With 17 exam rooms, patients can be spaced in a manner to support social distancing and areas of the building can be designated for defined visit types.
  3. Students requesting an appointment will be triaged by a member of our nursing staff and will complete a COVID-19 screening at the time of their appointment request. The information gathered during the screening process will be used to determine how to best serve the student (e.g., in- person visit, telemedicine visit, other)
  4. Visitors and patients are currently required to call Health Services prior to building entry. Signs displaying the number are posted at the front entrance. Health Services personnel currently complete a COVID-19 questionnaire with each party prior to building entry. Patients identified as at-risk are instructed to enter the building through a designated entrance. It is unknown whether it will be necessary to continue this practice during fall semester. We will reevaluate and adjust based on the manner in which students return to campus, the volume of patients presenting at the health center, and guidelines from governing and guiding agencies. We are prepared to divide the health center into designated COVID-19 and non-COVID-19 space, utilize designated entrances and exits, and adjust the schedule template to meet the needs of the students with block scheduling based on visit types.
  5. Waiting room seating will be limited/configured to support social distancing when use of the waiting room resumes.
  6. Hand sanitizer and facial covering stations will be placed at entrances and exits for student use as indicated.
  7. Physical and digital signage will be updated to communicate COVID- specific information and recommended guidelines.
  8. Posters outlining appropriate hand washing techniques will be placed in all restrooms.
  9. Follow-up appointments will be scheduled as indicated by the visit provider and review of the COVID screening will occur to ensure there have not been changes in the patient’s condition.
  10. Uploading charges to the student account will be encouraged to minimize exposure during the checkout process.

Telemedicine Visits

The following practices will be implemented/continued for telemedicine when needed or appropriate. Telemedicine visits are currently available to students and will continue to be offered during fall semester.

  1. Telemedicine appointments will be scheduled Monday through Friday from 9 a.m. until 12 p.m. and from 1-4 p.m.
  2. Students must call the Health Center to schedule a telemedicine appointment. Students requesting an appointment will be triaged by a member of our nursing staff. The information gathered during the screening process will be used to determine whether the patient’s complaint is appropriate for a telemedicine evaluation.
  3. The Zoom platform is currently being used for telemedicine visits. All providers have established accounts and connectivity to support telemedicine visits.
  4. A telemedicine consent form is submitted to the patient for signature prior to the scheduling of the visit.
  5. Upon completion of the consent form, the patient is sent a link containing the appointment date and time. The provider is also notified of the scheduled appointment.
  6. Follow-up appointments will be scheduled as indicated by the visit provider.

Student Isolation/Quarantine Strategies

In conjunction with guidelines from governing and guiding agencies, UWG is developing a comprehensive plan to accommodate students who cannot return home and who require isolation or quarantine, which will address housing, food, medical and mental health care concerns. Additional information related to dining services for students in isolation or quarantine is found in the Dining Services section earlier in this document.

For students who enter the isolation or quarantine protocol, they must meet the following minimum requirements before returning to campus:

  1. No fever for at least 72 hours (three full days of no fever without the use of medicine that reduces fevers) AND
  2. Improved symptoms AND
  3. At least ten days since symptoms first appeared

 

Scenario #2 – Start Fully Online 

  • No changes to our primary plan.

Scenario #3 – Transition to Fully Online 

  • No changes to our primary plan.

 

Counseling Services

The UWG Counseling Center and Accessibility Services is prepared to offer services in person and online. We have created a very strong online presence with students. We can continue to serve these students with individual and group counseling and psychiatric services effectively virtually and in person.

The table below provides insight into UWG’s ability to provide services for the Fall 2020 term.

Counseling Services
ItemResponse
Full-time counselors16 full-time staff (11 counselors) and 2 psychiatrists
Part-time counselorsIf the budget allows, UWG has 5 part- time counselors. We will also have 3 interns. We have 1 graduate assistant and 2 student workers who are able to work virtually.
Current ratio of counselor FTE to Spring 2020 student FTE1 counselor to 956 students
Number of counselors able to continue to serve students in current physical spaceWe have planned that all 11 counselors will be able to continue to serve students in their physical space with an alternating schedule.
Number of counselors who either need different physical space or will need to engage in alternate arrangementsWe will have 4 staff who will need either different physical space or will need to engage in alternate arrangements (tele- counseling).
Needs for alternate physical spacesWill be evaluated should on-campus counseling be required, at a larger volume than the center can safely serve.
Current number of counselors approved to deliver tele-counselingWe have 11 counselors and 2 psychiatrists certified by the state to deliver tele-counseling or telehealth.


Face-to-Face Counseling Visits

For face-to-face visits, employees will follow social distancing and PPE requirements per guidelines from governing and guiding agencies.

  1. Students will be sent a reminder for their appointment. If needed, a link to the online psychological assessment (CCAPS) will be sent. This can be filled out from home.
  2. If a student has an appointment, they will call the front office to let them know that they have arrived.
  3. The front office will let them know which office is their “waiting room.”
  4. The front office will fill out their attendance sticker (for our record- keeping). We will utilize the three offices on the first floor as separate waiting areas.
  5. Client appointments will be staggered top of the hour, 15 minutes after, and 30 minutes after. The counselor would then meet the student and follow the directional signs to navigate through the building.
  6. After all of the students have moved to their appointment locations, all three “waiting rooms” will be sanitized.
  7. When the session is over (if on the first floor) they would exit out the stairwell back door. If on the second floor, they would exit via the stairwell and leave through the main lobby.
  8. The student would need to call and set up their next appointment (unless scheduled for standing or bi-weekly).
  9. Counselors will work a staggered schedule.

Tele-Mental Health Visits

All Counseling and Accessibility Services staff have received additional training and are licensed by the state of Georgia to provide tele-mental health counseling.

  1. Students are sent an email with step-by-step instructions to complete for online counseling.
  2. After appropriate online forms are completed, the front office reaches out to each student to schedule them an appointment.
  3. A secure Zoom link is sent to each individual student or to each group member (for group counseling).
  4. Students are then scheduled for future sessions with their counselor.
  5. For emergencies and crisis concerns, students can call the Counseling Center number 678-839-6428 and press option 2 to be connected to our On-Call Counselor. This is available to students 24/7 in all operational scenarios.

 

Scenario #2 – Start Fully Online

  • Individual and group counseling will begin virtually. Students contact counseling via phone or email to begin counseling services.
  • 24/7 emergency services are available on the phone. Online resources and local counselors may be accessed via the Counseling Center page.
    Social media content will support program goals and services.
  • Accessibility Services: continue to serve our students with accommodations and captioning services as well as students utilizing our Anchor Program in the online environment.

Scenario #3 – Transition to Fully Online

  • No changes to the Counseling Center scenario 2 plan, with the exception of pausing service for one week to transition services to fully online.

Student Organizations

UWG’s Center for Student Involvement (CSI) is responsible for oversight and coordination of student organizations at UWG. The CSI will work with student organizations to ensure that each organization has appropriate information regarding social distancing and that planned activities meet appropriate social distancing guidelines.

Programming and Events

The bulk of programs and events directly orchestrated through the Center for Student Involvement are hosted in the Campus Center. Spacing guidelines will be utilized and properly maintained within the spaces used for these events.

There are two areas of programming that will need additional support and direction. Specifically, these areas are annual large-scale events and Fraternity and Sorority Life events. CSI will work with the coordinators of these events to ensure that current social distancing and hygiene requirements are implemented for the events.

Weekly Programming

Weekly programs and events will be arranged to accommodate group size or attendance will be limited to allow appropriate seating to distance individuals.

Auxiliary Services has communicated that they will have openings to access space in the Townsend Center for the Performing Arts and the Coliseum for programs and events. All events will be coordinated through staff in these locations.

Annual Large-Scale Events

There are four traditional events hosted by CSI: Welcome Back Blast, Homecoming, The Big Event, and Spring Fling. Each of these events will be reviewed and updated as necessary to ensure current social distancing requirements are implemented for the events. CSI staff and the dean of students (DOS) are providing support for groups to host annual activities and events, while meeting required guidelines for health and wellness. This will include but not be limited to using large outdoor venues and spaces to adequately spread out groups and vendors, providing directional layouts to keep traffic appropriately spaced and to prevent large groups gathering in one spot, or chalk lining outdoor space to provide proper distancing.

Fraternity and Sorority Life Events

Fraternity and Sorority Life organizations will be expected to follow all guidelines from governing and guiding agencies. Events will not be permitted inside the individual housing units within the Village because of organizations’ sizes exceeding space in the chapter rooms. Organizations will be expected to work through UWG’s ReserveWest event management system to reserve space that is an appropriate size to meet the required distancing expectation.

Fraternity and Sorority Life Chapter Recruitment

There are three options currently being investigated for Fall 2020 College Panhellenic Council (CPC) recruitment. This is a large-scale fall event (1,100- 1,400 students), and delay of recruitment could negatively affect these organizations. UWG staff is working with CPC chapters and advisors to create a format for the Fall 2020 recruitment cycle in conjunction with National Panhellenic guidance and abiding by guidelines from governing and guiding agencies.

The Interfraternity Council (IFC) chapters do not recruit through a formal process. Communication will be sent to all chapters and campus advisors asking for information related to the chapters’ thoughts and plans for Fall 2020 recruitment. For events occurring during Fall 2020 IFC recruitment, UWG is

providing chapter presidents, recruitment officers, and advisors guidelines from governing and guiding agencies in addition to IFC rules, which they must follow in order to participate in recruitment activities.

The National Pan-Hellenic Council (NPHC) and Multicultural Greek Council (MGH) organizations hold recruitment in the spring semester, and therefore the discussion and decisions about their recruitment plans and processes will begin in the fall for preparations for spring events.

Student Organization Meetings and Events

Student organizations vary in size and meeting practices. All organizations and advisors will be provided with the guidelines from governing and guiding agencies and must follow these guidelines to hold events. Organizations will be expected to reserve space through UWG’s ReserveWest event registration platform to assure that the size of the group in a specific space will meet the guidelines in place at the time of the event.

Changes in Student Handbook

Guidance from governing and guiding agencies regarding COVID-19 will be provided in an online format to the USG student community. The Student Code of Conduct provides a section that refers students to campus policies not specifically (e.g., ITS policies, parking policies) outlined in the code. This will allow OCS to address violations for health and wellness of individuals who do not comply with COVID-19 practices.

 

Scenario #2 – Start Fully Online

  • Organizational leadership and advisors will be encouraged to continue to engage students in an online format.
  • Programs and events that can be transferred to an online format will be pursued.
  • Events that can be held with on campus students with required social distance guidance will be coordinated.
  • Student organizations who are in the midst of student recruitment will be encouraged to develop online methods to complete the student recruitment process.

Scenario #3 – Transition to Fully Online

  • Organizational leadership and advisors will be encouraged to continue to engage students in an online format.
  • Programs and events that can be transferred to an online format will be pursued.
  • Events that can be held with on campus students with required social distance guidance will be coordinated.
  • Student organizations who are in the midst of student recruitment will be encouraged to develop online methods to complete the student recruitment process.

 

Career Services

UWG Career Services is prepared to offer services in person and online when students’ return to campus. UWG Career Services has created a very strong online presence with students and alumni and will be able to continue to serve students, alumni, and employers effectively virtually and in person.

UWG Career Services will continue to offer its services in person on weekdays. Employees in the high-risk population, including student assistants, will be able to work remotely. All other employees will rotate working on campus. Visitors (students, alumni, employers, and others) will be expected to follow current social distancing guidelines.

Appropriate environmental controls will be implemented throughout the Career Services areas per guidelines from governing and guiding agencies. In-office appointments will be staggered to support social distancing. Additionally, chairs for waiting visitors and in staff offices will be placed at least six feet apart to allow for social distancing. When feasible and when space allows for proper social distancing, in-person information sessions, workshops, and industry panels will be held in person.

 

Scenario #2 – Start Fully Online

  • Career Services has virtual services in place to accommodate beginning the semester fully online.

Scenario #3 – Transition to Fully Online

  • Career Services has virtual services in place to accommodate beginning the semester fully online.

 

Bursar

The Bursar Office is prepared to offer services in person and online when students return to campus. The office will continue to offer its services in person Monday through Friday from 8 a.m. until 5 p.m. Employees in the high-risk population will be able to work remotely. All other employees will rotate working on campus. Visitors (students, employers, others) will be expected to follow current social distancing guidelines.

Appropriate environmental controls will be implemented throughout the Bursar Office areas per guidelines from governing and guiding agencies. In-office appointments will be staggered to support social distancing. Additionally, chairs for waiting visitors and in staff offices will be placed at least six feet apart when possible to allow for social distancing. Where the prescribed six feet apart is not possible, all involved parties will wear face coverings.

Any students who do not wish to come to campus in person will be accommodated virtually or via phone.

 

Scenario #2 – Start Fully Online

  • Career Services has virtual services in place to accommodate beginning the semester fully online.

Scenario #3 – Transition to Fully Online

  • Career Services has virtual services in place to accommodate beginning the semester fully online.

 

Community Gathering Locations

UWG’s primary indoor community gathering space is located at the Campus Center. Activities and gatherings will be limited based on current guidelines from governing and guiding agencies. Building occupancy would be limited, and entry into the facility would be restricted to two main locations for guests and a separate location for employees. This will allow for general screening of guests by employees. Open seating/lounging areas would be rearranged to limit gathering of groups. Some seating areas would be completely removed or restricted. Signage will be displayed throughout the building reminding guests of symptoms, proper hygiene, and social distancing. Additionally, wipe stations and disinfectant stations will be placed in gathering locations. Event spaces would have restricted setups to permit for social distancing. Where permitted under life safety code, doors will be placed in the open position to aid in touchless entry and air circulation.

 

Scenario #2 – Start Fully Online

  • The Campus Center will be closed to all students, faculty, and staff with the exception of those working in the Student Affairs and Enrollment Management (SAEM) VP’s office. Special events and meetings may be hosted in the ballroom if the event organizer has VP approval. In those events, students and or staff would be needed for the event. Outdoor seating would be removed to discourage gathering other than those that can be easily sanitized.

Scenario #3 – Transition to Fully Online

  • The Campus Center will be closed to all students, faculty, and staff with the exception of those working in the Student Affairs and Enrollment Management (SAEM) VP’s office. Special events and meetings may be hosted in the ballroom if the event organizer has VP approval. In those events, students and or staff would be needed for the event. Outdoor seating would be removed to discourage gathering other than those that can be easily sanitized.

 

Student Conduct

The Office of Community Standards (OCS) will continue working with students to address conduct issues. Academic dishonesty cases will be conducted in a timely manner.

Conduct Hearings Face-to-Face Meetings

  1. OCS staff will follow guidelines from governing and guiding agencies when interacting with students.
  2. Student appointments will be scheduled to accommodate the necessary social distancing.
  3. Students will be asked to text/call before entering the building for their scheduled meetings. Students will have to confirm they are in compliance with health and safety guidelines from governing and guiding agencies before being permitted to enter a meeting space.
  4. Students will follow designated traffic flow when entering and exiting the OCS area. A directional flow map will be posted throughout the building and provided to students via email when their appointment is scheduled.
  5. One conference room is available for use to conduct face-to-face meetings that allows for appropriate social distancing.

Virtual Meetings

  1. Students will have the option to complete their individual conduct hearings virtually using phone or video conferencing.
  2. Students may elect to have their conduct case resolved through a live hearing with the Student Conduct Board. In this case, individual conduct board members will be trained on video conferencing software to conduct said hearings.
  3. One conference room is available to host virtual meetings.
  4. OCS Staff members are trained to conduct hearings virtually.

Programming and Outreach

OCS traditionally offers specific training and educational programming to students, faculty, and staff. These programming opportunities would now be transitioned to an online format.

Shared Space

OCS shares the following space with the ESC Call Center and University Ombuds: hallways, kitchenette, and two single stall restrooms. This brings significant traffic to these areas. All individuals would need to follow established traffic flow patterns for social distancing purposes.

Staffing

OCS has three full-time staff members, three graduate assistants, and one practicum student. Staff will be asked to have a flex and staggered work schedule to maintain a healthy and safe work environment. This includes remote work when possible for staff who share office space.

 

Scenario #2 – Start Fully Online

  • Conduct all hearings and activities using a virtual format.

Scenario #3 – Transition to Fully Online

  • Conduct all hearings and activities using a virtual format.

 

Communication Plan

UWG will implement the following communication plan to support Student Life’s Return to Campus for the Fall 2020 term. Greater detail about this communication plan can be seen in the supplemental Communication Plan document submitted with this plan.

Communication Plan
Content TopicAudienceTimeline
Residence Hall Move-InResidential StudentsWeeks leading up to move-in
Student Support Services Related to Health and Wellbeing – Health Services; Counseling; Health Education; URECCurrent StudentsDuring Pack Premier and first weeks of class
Welcome Back ActivitiesCurrent StudentsWeek prior to start of classes and the first week of classes
 Career Services ActivitiesFirst-Year StudentsThroughout fall semester
 Student Employment – on- campus job fair Current StudentsPack Premiere (early August)
 UREC Kick-Off Event Current StudentsTBD (usually in the first week of classes)
 Greek Recruitment (CPC, IFC, NPHC) Incoming and New StudentsTBD