Limited Campus Access for Critical Operations and Critical Administrative Activities

 
 
The guidance below is to provide greater clarity around critical operations and administrative activities within the University. They are not intended to provide guidance for instructional activities and access or research-related activities and access. 
 
There are similar procedures established for instructional and research-related access.    
 
The  University  has modified its operations to comply with executive orders  from Governor Brown both specific to higher education operations the state-wide order to “stay home, save lives.”  Included in those orders are the directive that employees are to  stay home, working remotely to the extent possible, and to limit on-campus operations to critical functions, including those related to general administration. 
 
We have established a process through which access is approved and documented by each vice president’s office  in order to ensure that (1) specific spaces accessed will receive appropriate cleaning;  (2) UOPD is  aware of spaces in use  to ensure appropriate security;  and   (3) the university is  appropriately  limiting on-campus operations and supporting the expectation that its community members stay home.  
 
For every classified employee, OA, and student employee who will access a specific space to perform tasks associated with a critical administrative activity listed below, the  employee or  their  supervisor  must  submit  their plans here:

Employees submitting should consult their supervisor for approval before using the form. The requester will be asked to provide the following information:

  • Vice  presidential area or school/college, and department /unit 
  • Name  and email  of employee accessing a campus space  
  • Building and room to be accessed  
  • Date(s) of access, start and end times of access, as well as recurrence if applicable  
  • Type of activity (from list above) and brief description of activities to be performed while on campus 
  • Supervisor name and verification of approval
  • Submitter (supervisor) name and email  
Each vice  president  or their designee will then document their approval or disapproval of the access request. The requester will receive an email. If approved, the employee and supervisor must ensure they are meeting campus-wide expectations for  limiting the number of employees on campus,  social distancing,  work space  modifications, etc.    
  

CRITICAL ADMINISTRATIVE ACTIVITIES 

We are aware of a limited  number of necessary administrative activities that require campus access in order to be  accomplished:   
  • Paper-reliant  processes that  cannot be altered by developing alternate options for  documentation and  transmission of data.  See  paper handling  guidance  below.   
  • Processes that require face-to-face interaction  that cannot, legally,  be replaced by video interaction.  Procedures must be modified to allow for increased cleaning and handwashing between interactions, in addition to physical distancing, etc.   
  • Processes that require an ink or “wet” signature where alternatives such as  scanned signatures, email approvals, or electronic options (e.g., Adobe Sign, DocuSign) are not legally viable.  These should be very minimal.  Departments may consult the Office of General Counsel for advice  and Information Services for technical support.  
  • Opening and distribution of mail.  See  paper handling  guidance below.  Also note that  guidance on redirecting packages can be found  online.  
  • Retrieval of materials, documents or files (electronic or paper) that enables the employee to perform work off site.   
While we will continue to assess additional limitations as we move forward, please note that the following are not sufficient to warrant a change in the requirement to work from home:   
  • Household distractions;   
  • In-person supervision of employees on campus to perform a critical administrative activity (see above list; this is different from critical operations listed below);
  • The need to  access a department procurement card (P-Card)—units  should  consult PCS for support/alternatives; and 
  • Limitations to internet access that are  related to a home/location where the connectivity is poor or unreliable when activities to be performed  are not considered critical at this time. Visit the IS website for information about hotspots that can be accessed at no cost from home.  

CRITICAL OPERATIONS 

We have  explicitly identified a number of critical  operations that must continue to be performed on campus. These include the following:   
  • IT and other technical services associated with onsite support of campus IT infrastructure and remote learning.   
  • Student housing and related dining services.   
  • Student health, mental health and testing services,  and corresponding support.   
  • Building systems, power plant, and utilities, as well as ongoing maintenance/repair and deferred maintenance in university facilities, including grounds.  
  • Custodial services, with a focus on common areas and spaces accessed during this period, and deep cleaning  activities.  
  • Emergency response, such as police, fire marshal, and environment health and safety.   
  • Central campus mail receiving and delivery.
  • Construction.
  • Direct supervision of the above listed operations.
  The requirement for employees who perform these critical operations to document their facility access through the Smartsheet form is at the related vice president’s discretion. Please consult your vice president’s Chief of Staff.  
 
Paper Handling Guidelines
  • To the extent possible,  consider task-swapping so that all paper-handling tasks are conducted by a single  individual. This individual can be assigned to open, scan and then email documents to colleagues or save documents to a file-share. This approach may also minimize the overall number of individuals accessing the  workspace.  
  • Reasonable protective measures for mail-handlers are expected to be gloves and good hand/face hygiene (i.e., washing hands frequently, not touching one’s face).   
  • UO Environmental Health and Safety (EH&S)  can provide an evaluation for any department wishing to obtain specific guidance on this. Please contact Steve Stuckmeyer or Adam Jones to initiate.   

Sources, per UO Environmental Health & Safety (EH&S) on March 27, 2020: The  CDC, the  World Health Organization, and the US Surgeon General have indicated that there is currently no evidence that COVID-19 is being spread through the mail in part because mail has “been moved, traveled, and been exposed to different conditions and temperature.”  According to our EH&S team, there is also at least one research study that indicates the virus may live as long as  24-hours on cardboard surfaces.