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Agenda Item No.
AGENDA ITEM BRIEFING
Submitted by: John Sharp, Chancellor The Texas A&M University System
Subject: Approval of The Texas A&M University System’s COVID- 19 Response Plan for Reopening Member Campuses and Programs for 2020- 2021
Proposed Board Action:
Approve The Texas A&M University System’s (System) COVID- 19 response plan for reopening member campuses and programs for academic year 2020 - 2021.
Background Information:
On March 13, 2020, President Trump declared a National Emergency concerning the COVID- 19 pandemic. Governor Abbott declared a State Emergency on the same date. Chancellor Sharp then issued guidance for System universities and agencies regarding necessary operational changes to respond to the pandemic and seek to protect the health, safety and welfare of our students, faculty and staff.
On April 27, 2020, Governor Abbott issued three executive orders and his Report to Open Texas , providing for a phased re-opening of Texas businesses and governmental operations. On May 4, 2020, the System issued updated guidance to our members clarifying the nature of System operations during summer 2020 and providing for the return of certain employees and resumption of certain programs and operations.
In this agenda item, the System presents to the Board of Regents (Board) a plan for reopening member campuses and programs that includes the phased return to in-person instruction, work, and campus events for academic year 2020- 2021 , while imposing strict sanitation and health standards in accordance with federal and state guidelines to slow the spread of coronavirus.
The Texas Education Code provides that the Board is the top System governance authority, and the Board has ultimate responsibility for the System’s financial management and strategic and policy direction. Board approval of the System’s plan for reopening its member campuses and programs is requested because the plan has significant financial, strategic, and policy implications for the System and its member universities and agencies.
A&M System Funding or Other Financial Implications:
The Plan relies on available sources of funds for FY 2019-2020, and expenditures for FY 2020- 2021 will be proposed for subsequent Board consideration in the System’s FY 2020-2021 Budget.
Strategic Plan Imperative(s) this Item Advances:
This item advances all six strategic imperatives by enabling each member to meet applicable imperatives through reopening its facilities and programs to faculty, staff, students, and the public.
Agenda Item No.
THE TEXAS A&M UNIVERSITY SYSTEM Office of the Chancellor May 21, 2020
Members, Board of Regents The Texas A&M University System
Subject: Approval of The Texas A&M University System’s COVID- 19 Response Plan for Reopening Member Campuses and Programs for 2020- 2021
I recommend adoption of the following minute order:
“The Texas A&M University System’s COVID- 19 Response Plan for Reopening Member Campuses and Programs for 2020- 2021 , as detailed in the attached exhibit, is approved.”
Respectfully submitted,
John Sharp Chancellor
Approval Recommended: Approved for Legal Sufficiency:
Billy Hamilton Ray Bonilla Deputy Chancellor and General Counsel Chief Financial Officer
- “Quarantine ” refers to separating and restricting the movement of people, while not yet ill, who might have been or were exposed to a contagious disease to see if they become sick.
- “University community” describes the university’s students, faculty, and staff.
Preparation for August
Note: Decisions pertaining to face coverings, testing, self-quarantine and isolation should be communicated to the University community (faculty, staff, and students, including incoming new students) in advance of the return to Campus.
In preparation for the 2020-2021 academic year, universities and agencies will prepare facilities, obtain supplies and protective equipment, and develop processes and protocols for implementation of this guidance.
The Texas A&M University System Board of Regents has approved this plan which requires employees and students, prior to returning in August and again in January 2021, to self-certify that the person:
- has not been determined to be actively infected with SARS-CoV-2, the virus that causes COVID-19,
- does not have a fever, cough, or other symptoms of COVID-19 as listed on the CDC’s website,
- has not been in close contact with anyone known or suspected to have tested positive for COVID-19 in the previous 14 days, and
- has not returned from travel or traveled through an area with state or local travel restrictions that mandate quarantine upon arrival home in the previous 14 days.
If the employee or student fails to meet any of these criteria, that person will be required to notify the applicable university or agency official, should not report to Campus/workplace, should follow current CDC guidance regarding self-quarantine or self-isolation, and will only be allowed to return to Campus/workplace if cleared to return by their healthcare provider and consistent with CDC guidance.^1 This self-certification will include a continuing duty on the part of the employee or student to notify the applicable university or agency official if the answer to any of the questions over the course of time becomes “no.” Employees and students will be subject to disciplinary action for providing false information or not complying with the terms of the self-certification. The certification process should be implemented electronically for employees and students, using HR management tools for employees and university LMS, SIS or other systems determined by the university for students.
In preparing facilities:
- Each learning space/classroom must be assessed for maximum capacity and an adjusted maximum capacity must be designated for each space in accordance with the current COVID-19 physical distancing guidance from public health authorities:
(^1) For more details regarding CDC guidance relating to persons that should be placed in isolation
or quarantine, please refer to the attachment entitled “Summary of CDC Guidance as of May 21, 2020 Regarding Isolation and Quarantine Requirements”. Please note that CDC guidance may change as conditions relating to the pandemic evolve, and the System will provide timely updates of this guidance as needed.
o adjusted maximum capacity should be some number not to exceed the maximum capacity established by the Fire Marshall; adjusted capacity will be significantly lower to maintain physical distancing, and o each space must be clearly labeled indicating the adjusted maximum capacity.
- Classroom furniture should be removed or “blocked off” to limit seating to only the adjusted maximum capacity and to encourage physical distancing.
- Barriers and physical guides, such as tape on floors or sidewalks, should be added where possible to facilitate and encourage the separation of individuals, including in transportation vehicles (e.g., buses).
- Signage should be copiously placed throughout the facilities emphasizing physical distance to be maintained (e.g., 6-feet interpersonal physical separation) and maximum capacity. Samples from the CDC include: o https://www.cdc.gov/handwashing/pdf/keep-calm-wash-your-hands_11x17.pdf o https://www.cdc.gov/coronavirus/2019-ncov/downloads/stop-the-spread-of- germs.pdf
- To minimize the risk of Legionnaires’ disease and other diseases associated with water, take steps to ensure that all water systems and features (e.g., sink faucets, drinking fountains, decorative fountains) are safe to use after a prolonged facility shutdown. Drinking fountains should be cleaned and disinfected, but encourage faculty, staff and students to bring their own water to minimize use and touching of water fountains.
- The university or agency should evaluate HVAC systems to: o reduce air recirculation and increase outside air intake, where possible, o consider adding air filtration systems for enhanced air quality, and o consider other solutions to reduce likelihood of viral exposure in buildings, if feasible and determined to be efficacious.
- Existing patterns for foot traffic both inside and outside of facilities should be assessed and redirected as needed to maximize physical distancing.
- Determine residential facilities that may be used for quarantine and/or isolation.
- Consider other surveillance solutions such as monitoring wastewater effluent from key facilities as a leading indicator of viral spread.
Supplies:
- Cleaning will be enhanced and therefore SSC, housing partners, System, and universities and agencies must procure sufficient disinfectant cleaning supplies. Disinfectant wipes for students, faculty and staff use must be procured, being sensitive to expiration dates that may impact the efficacy of the supplies.
- Universities and agencies should support healthy hygiene behaviors by providing adequate supplies, including soap, hand sanitizer with at least 60% alcohol, paper towels, tissues, and no-touch/foot pedal trash cans.
- Personal protective equipment may be required or recommended. (See notation above on university/agency obligation when specifying facial covering.)
- Technology interventions that may be implemented (e.g., thermal scans, temperature measures, contact tracing apps, data management, etc.).
Processes and procedures to be developed:
- Each university and agency should designate an administrator or office to be responsible for responding to COVID-19 issues and concerns. This designation should be well- publicized so students, faculty and staff know who to contact for such issues.
Fall return to Campus is naturally and historically a phased process. Most staff are 12-month appointments and are present before faculty begin returning in significant numbers early August. By mid-August most if not all faculty are on Campus, as are most student leaders. Freshmen arrive next at “dorm move-in day” followed by upper division students arriving in the days leading up to the first day of classes at which time functionally all members of the university community are present on Campus.
Taking advantage of this natural phase-in, universities should intentionally structure the August return to Campus to assure students are only on Campus at the time when their orientation, registration, and enrollment needs require their presence to maximize physical distancing at check- in as much as is practicable. Similarly, return to Campus in January 2021 should be carefully structured to maximize physical distancing.
Students at higher risk for severe illness from COVID-19- will be advised to consider their risk before deciding whether to return to Campus. The decision will solely be that of the student, although we may advise such students to remain at their permanent residence taking courses remotely. Faculty and staff at higher risk for severe illness from COVID-19 will be guided by existing system/university/agency policies and rules.
Upon Arrival on Campus
Arrival on Campus at universities should be carefully planned for all students, faculty and staff. The time and place for arrival should be communicated sufficiently in advance. (It is assumed in this description that staff are already present. Those staff arriving on Campus in August and January should be similarly scheduled.)
Upon arriving on Campus at the designated time, students, faculty, and staff will be provided:
- a daily self-monitoring checklist to monitor for symptoms,
- instructions on actions to follow should symptoms develop,
- “COVID-19 Commitment to the University Community”, specifying behaviors expected of them as they engage safely in the university. [Note: template to be created by System; universities may adapt, as needed], and
- if not submitted before arrival, students, faculty, and staff must submit self-certification described above.
This self-certification will create a continuing duty on the part of the employee or student to notify the applicable university or agency official if the answer to any of the questions over the course of time becomes “no.”
Flu shots will be available to all students, faculty, and staff and all will be encouraged to take the flu shot. [Note: This provision is contingent on their availability at this time; if not available at check-in, flu shots will be made available as soon as possible, and vaccination will be encouraged.]
A training module for safe conduct regarding exposure to viruses will be required for all individuals on Campus (faculty and staff via Traintraq or some other standard method; students via a system as determined by the university such as the LMS). In addition to the initial training, the universities and agencies must engage in an education and public health campaign that continues throughout the semester, and longer if the public health crisis continues, inclusive of videos that demonstrate proper use of face coverings, hand washing, physical distancing, etc.
In accordance with evidence-based public health protocols for the control of infectious disease, students will be encouraged not to leave Campus, the university area, or their current residences
except for work and class activities such as clinicals and internships (e.g., do not return to permanent residences, nor travel to other communities, visit other university campuses, and avoid large gatherings) to limit exposure of friends and relatives at home and other locations, and/or reduce the likelihood of returning to the university area with virus exposure from these locations.
Faculty, staff, and students will be advised if/when they leave the university environment they should be aware of their exposure to others and voluntarily place themselves in self-quarantine upon returning to the university area if they believe they have been exposed to SARS-CoV-2 while away, as evidence-based public health protocols dictate.
All agency and university facilities will be open (e.g., libraries, recreation facilities, student centers, conference rooms, etc.) taking appropriate precautions for the activity designed to occur in that space (e.g., adjusted maximum capacity constraints, PPE—and training for proper use of PPE if required, physical distancing, enhanced cleaning protocols including training for SSC and other staff engaged in cleaning, etc.).
Special Note for Students in Clinical Programs and Operations
Special arrangements and precautions will be required for students and faculty engaged in clinical programs (e.g., nursing, allied health, athletic training, communication disorders/speech language pathology, student teaching, etc.). Arrangements and precautions are unique to the program and guided by the program’s accreditation as well as medical and public health guidance. The university should provide oversight of these arrangements.
Testing Positive for SARS-CoV-
Testing for SARS-CoV-2 will be administered strategically in connection with the “check-in” process and throughout the semester. Testing will be focused on those showing COVID- symptoms and based on testing strategies that will be implemented in accordance with public health and medical guidance. Those testing positive by real time polymerase chain reaction (rt- PCR) for SARS-CoV-2 should receive appropriate treatment and will be required to place themselves in self-isolation as dictated by evidence-based public health protocols for the control of infectious disease and consistent with CDC guidance.^2 This will be conducted in conjunction with local medical and public health professionals.
Where possible, those testing positive for SARS-CoV-2 will complete their self-isolation at their permanent residence. Where self-isolation at a student’s permanent residence is not feasible or poses risk of transmission to others, the university should coordinate with the student and local health authorities to locate an appropriate location for self-isolation. Students requiring more extensive medical care will be treated as appropriate by medical professionals.
Students who test positive by rt-PCR for SARS-CoV-2 may return to engagement in the university community if cleared to return by their healthcare provider and consistent with CDC guidance.
Faculty and staff who test positive for SARS-CoV-2 by rt-PCR will be required to work remotely or take sick or another appropriate leave in accordance with System policies and regulations. They will place themselves in self-isolation as determined by local health officials at the time of testing, returning to Campus only after cleared to return by their health care provider and consistent with CDC guidance.
(^2) See attached summary of CDC guidance regarding isolation and quarantine requirements.
Students should be encouraged to leave the building between classes when possible to avoid congregating in hallways and lobbies.
Teaching spaces must be disinfected regularly to reduce the likelihood of COVID-19 spread.
Universities should:
- consider adjusting their “passing periods” to allow for additional time to periodically clean surfaces,
- provide easily accessible disinfectant wipes for students to clean their own spaces before and after use, as they desire (e.g., similar to the model commonly used in gyms and fitness centers), and
- require SSC or other staff to clean each learning space (for example, before classes begin in the morning, at the noon hour, and again in the late afternoon between afternoon and evening classes), while also providing disinfectant wipes for students to wipe down their immediate area before each class if the student desires.
Universities may also consider additional protection for instructors, including but not limited to Plexiglas barriers and face coverings.
Residence Halls
The universities will determine appropriate safety precautions for the residence halls using evidence-based public health protocols for the control of infectious disease, considering issues such as density of the student population, restroom/shower facilities, cleaning protocols, ventilation, etc. Universities must also consider student mental health, and the health ramifications of limiting residence hall density as students not accommodated by residential living will instead be living in off-Campus housing that may observe different safety protocols than is available in the university’s residence halls. In light of the current concerns, universities should consider requirements to live on Campus, continuing those requirements or adjusting those requirements as the university determines is in the best interests of the student. University decisions regarding residence hall requirements should be communicated to students as soon as possible.
Common spaces in the residence halls such as restroom facilities, lobbies, shared kitchens, etc. will have reduced or designated furnishings to encourage physical distancing, and must be disinfected regularly (multiple times per day). Disinfectant wipes should be readily available in the residence halls for residents to wipe surfaces as desired.
Students living in the residence halls will be prohibited from day or overnight visitors in their rooms as much as is practicable. Residential living students will also be strongly discouraged from leaving the university area for the duration of the semester to limit exposure to those they visit elsewhere and limit the exposure they may bring back to the residence hall. If students do leave the residence hall and suspect they have been exposed to SARS-CoV-2, the student will be required to report this exposure to the appropriate resident advisor and may be required to place themselves in self-quarantine for a period of time in accordance with current CDC guidance.
Student Health Services
Universities’ Student Health Services (SHS) should begin preparing for students to return to Campus by conducting an inventory of their PPE, hand sanitizer, cleaning supplies, and medical supplies for screening and treatment of COVID-19; preparing their clinics for in-person visits in accordance with the current guidance from the CDC; training clinical staff on COVID-19 and
relevant clinical protocols; reconfiguring clinics to promote physical distancing; developing protocols for clinic cleaning and decontamination; and updating clinic policies and procedures to protect students and clinical staff and limit the spread of COVID-19, which may include:
- advising students to make appointments online or call before coming to the SHS for an in-person visit,
- utilizing telemedicine or telehealth visits when appropriate,
- developing an online or telephone process for student check-in,
- updating screening forms to include COVID-19 symptoms,
- posting information online and signage at clinics that provide guidance on the safety precautions in effect,
- screening all clinical staff and students for respiratory symptoms and checking temperatures before entering the clinic,
- developing protocols for managing patients with acute respiratory symptoms and transporting patients in need of a higher level of care,
- developing protocols for clinical staff who are at high-risk, exposed or ill, and
- adjusting hours of operation to include telephone triage and follow-up for students.
Food Service
Food service will resume/continue with a greater emphasis on take-away options, barriers between cashiers and customers, minimized reliance on buffets (self-service), maximized safeguards where self-service is unavoidable, and limited seating, consistent with the accepted standards in place at the time.
Co-Curricular Activities
Co-curricular activities are essential to the holistic education of the student. However, some co-curricular activities may be equally efficacious when delivered and engaged in remotely as when delivered in the f2f mode. Universities should weigh the relative risks and advantages of delivery mode in considering co-curricular activities.
Activities such as clubs, lectures, fraternities/sororities, study sessions, intramurals, etc. that occur f2f will observe the limitations on the size of gatherings established by local public health authorities, and based on university guidance and the space used. (The adjusted maximum capacity of each space will be posted at the entrance of the space, and no co-curricular activity may exceed the adjusted maximum capacity.) All f2f co-curricular activities will be expected to observe the precautions recommended by local health authorities at the time to limit the spread of, and exposure to, COVID-19 (e.g., physical distancing, face coverings).
The universities will provide f2f co-curricular activities as much as is practicable and safe. While “study abroad” and “study elsewhere” activities may not be possible this fall, such activities will resume as soon as possible. Similarly, field trips and other experiential learning activities will occur where possible. All of these activities will be expected to observe the precautions recommended by local health authorities at the time to limit the spread of, and exposure to, COVID-19 (e.g., physical distancing, face coverings).
and learn from one another. With those foundational commitments foremost in our minds, we will provide a safe and outstanding experience for our students and assure, as best as we are able, the safety of students, faculty, and staff.
Summary of CDC Guidance as of May 21, 2020 Regarding Isolation and Quarantine Requirements
- Guidance regarding Isolation. Persons who are confirmed to have COVID-19 or are showing COVID-19 symptoms should be placed in isolation and should discontinue isolation and return to campus/workplace only as follows:
a. Symptom-based strategy – Remain in isolation until the following conditions are met:
- fever free for 72 hours (without the use of fever-reducing medication),
- improvement in respiratory symptoms (e.g., cough, shortness of breath), and
- at least 10 days have passed since COVID-19 symptoms first appeared.
b. Test-based strategy – Remain in isolation until the following conditions are met:
- fever free (without the use of fever-reducing medication),
- improvement in respiratory symptoms (e.g., cough, shortness of breath), and
- two negative tests in a row, at least 24 hours apart, provided certain testing guidelines are followed (FDA Emergency Use Authorized COVID- molecular assay for detection of SARS-CoV-2 RNA from at least two consecutive respiratory specimens).
c. Time-based strategy – For asymptomatic people that have tested positive for COVID-19, isolation is required until the following conditions are met:
- at least 10 days have passed since the date of their first positive COVID- 19 diagnostic test, and
- no COVID-19 symptoms have subsequently developed. If COVID-19 symptoms develop, then the symptom-based or test-based strategy should be followed.
- Guidance regarding Quarantine.
- CDC recommends that asymptomatic persons exposed to persons known or suspected of having COVID-19 be quarantined for 14 days after their last known exposure.
- This includes people who have been in close contact with a person with COVID- 19, returning from international travel and returning from cruise ship or river voyages.
- These persons should maintain social distancing (at least 6 feet), check their temperature twice a day, watch for COVID-19 symptoms, and avoid contact with people at higher risk for severe illness.
- Other Considerations.
- The CDC has specific guidance for certain persons (e.g., healthcare personnel and immunocompromised persons).
- CDC guidance recommends that employers may choose to apply a more stringent criteria to return to work (such as a longer period of isolation after recovery) for certain persons where a higher threshold to prevent transmission is warranted.
