F&M PORT Town Hall for FPS

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so hi everyone we’re going to get started in just a second here give everybody 30 more seconds to sign on i know it’s probably everybody’s first meeting of the morning all right i know people are still coming in but we are recording this session so if you missed the beginning and want to go back to it you’ll be able to do that but i want to get started for those who are here on time welcome everybody to today’s webinar for our fnm employees my name is kelsey lee hepler i’m a member of the class of 2016. so some of you may remember me from my days as a student and others know me as a colleague i’m currently working in the president’s office as special assistant to the president and i’m also serving on port our pandemic operations response team which of course is why we’re all gathered here today before we begin and i introduce the rest of our port members i want to start with a few housekeeping details attendees are muted with their cameras off and as i said we are recording this session for those who cannot attend at this time we’ve invited attendees to submit questions in advance using a form sent as part of the invitation and we will be using those submitted questions for our q a period later in the webinar we’re also fortunate to have an asl interpreter with us for those who would benefit from that service thank you libby and as the invitation said the goal of this webinar is to take a moment to reflect on the successes and challenges of the fall term thus far especially now that we’ve made it to module two hooray and to discuss the college’s planning for winter break um spring 2021 move out in november and beyond so for today’s session the members of port are going to be reflecting on the successes and challenges of module one and then provide an update on some of the considerations we are thinking about as we move into module two and beyond our main panelists today are president barbara altman melanie desantis assistant vice president of human resources donna phlegm director of alumni and volunteer engagement and port chair amelia rouser associate dean of the faculty and professor of art history alan coniglia vice president for strategic initiatives and dr rich keuing chairman and senior executive consultant of keeling and associates the other members of port are also here today to help answer any questions the other members include mike wetzel associate vice president for facilities management and campus planning deb moriarty interim vice president for student affairs and pierce bowler vice president and general counsel we’re also joined by eric narberg and alex vazquez are consultants from keeling and associates now i’m pleased to ask president barbara altman to say a few words of welcome and begin our program thanks kelsea lee and hello everybody it’s great to see more than 160 people on this call that’s a sign of engagement of our whole community and i’m really thrilled to have you with us this is a great way for us to be able to answer some questions to be able to deliver a lot of information quickly in a different format beyond the emails that we’ve been sending ever more frequently so welcome and thanks for being here and first of all i’m going to echo what kelsey lee said and just say congratulations on making it through module one um somebody said it feels like a miracle i think it does feel a little miraculous but miracles are brought about by a lot of hard work by a lot of people so what we did was very conscientiously work flat out to look at every aspect of our operations and on a continuous basis and adjust as necessary so it is thanks to all the many many many people who have

been um working in inventive ways and dealing with completely new challenges that we actually got through module one in great shape and we’re launching module two today so i’m really proud of us and i will say over and over again we need to stop and celebrate the victories as well as um puzzle through the next set of challenges so way to go everyone and thank you thank you it’s been so instructive to hear all the good stories as well as uh deal with the the hard stuff so it we’ve done it now of course the this is a process where things are constantly evolving the technologies are changing the availability of of testing is always up in question the the circumstances continue to shift around us so that means that the best way for us to proceed is constantly to evaluate how things are going and how things are working and make changes as necessary the root group which worked every day all summer was the reopening operations team that was a large cross-functional team looking at what we would need to do to bring students back to campus and to deliver our academic curriculum in the fall root did tremendous work and everybody worked all summer on it we then transition to port p-o-r-t as kelsey lee just said the pandemic operations response team which is a smaller team but is again cross-functional and really those folks are on 24 7. just uh in the last three weekends for example that entire group and many of us on the senior team and our communications colleagues have been on the case all of friday night and all of saturday and much of sunday to deal with the consequences of the positive wastewater tests and figure out in each instance the best way to handle that with efficiency and to be fully responsible but without causing more commotion than necessary so that’s a little indicator of the incredible amount of work that is is going on behind the scenes to keep it all running and i’m really grateful to everyone who keeps stepping up over and over and over again right now there is no such thing as a weekend we joke about that but it’s really the case and uh very few people have taken any time off at all so we’re going to plunge into this next seven weeks and get ourselves through to the friday before thanksgiving and um i hope and i fully expect that we’ll be able to manage module two just as well as we managed module one although of course things will continue to shift and that’s not a sign that we did things wrong or that we fail to think about something it’s it’s a sign of a good assessment system when you take the results of what you’re doing and feed it into the operations and change them accordingly so as things change we change we need to in order to continue to do the best possible job i’ll have a little bit of a nice announcement at the end just um a a little a little thing that we can do to give everybody a real break once we get to the end of the year but i’ll save that for my final remarks and at the moment we’ll move on into the substantial informative part of the call thanks for being here we’re now up to 276 participants and i’m glad that we’re recording it so that others who couldn’t join us this morning can go back and listen i’ll also add my thanks to libby and to everybody else who’s on the panelists and you’ll hear from me again later i can also answer any particular questions you have thanks and here goes the next speaker good morning everyone um i want to start off by echoing what uh president altman talked about the amount of creative problem solving which is alive and well at franklin and marshall as president altman said a lot has changed since march and each week we hear what you’re saying we listen to you and we problem solve everything that comes up there’s a lot of group problem solving individual problem solving and we appreciate your patience because we really are working to maintain our safe and healthy community and with all of you in mind and speaking of that i really really want to thank our entire campus community for the really hard and dedicated work that you have been doing since march we have many employees faculty and staff who have remained on campus our dps officers ethno custodial our professional staff and faculty who have continued to physically come to campus to support our students and professional staff and faculty in the mission of the college i would also absolutely love to thank all of our employees faculty and staff who are working remotely and getting extremely creative and figuring out all of the ways to teach and work from home so i really

appreciate everything that you’re doing especially your patients again as we creatively problem solve everything from testing to the daily check-in to all of our safety protocols because we really do appreciate everything that you’re doing i do want to you know go ahead and say that i appreciate the safety protocols and creativity the mask wearing and social distancing i myself found a mask lanyard so my mask is always handy so i encourage you to find things like that i appreciate that everyone is doing the daily check-in whether it’s through your phone or through email just getting in the practice of monitoring your symptoms and paying attention to that many of you write to me with questions or write to the hr inbox and we are answering them as best as we can i really truly appreciate the the requests and the questions that come to hr please continue to ask us we are happy to provide information and resources and and get you to the place that you need to be and everyone has been really great about doing that i also just want to remind us all that even though we’re working remotely or on campus we still do have important benefits to take care of ourselves we have sick leave we have vacation leave we have coveted leave if you need it for a variety of reasons and although it might feel odd to want to take a vacation day when you’re working from home we really do encourage you to do that we all need a day sometimes or half a day just to recharge and we want you to remember that you have all of those benefits and of course a final reminder is that we do have a very strong robust employee assistance program you can find the link at the hr website but they offer a variety of services and support systems they have a lot of special programming right now for kovid so please if you have any questions about the employee assistance program um please check that out again thank you very much for all of your doing you’re an amazing group and we could not be doing what we’re doing without all of your support and energy so thank you very much good morning everyone i’m donna flum chair of the port group um as you can see from the background here i’m sitting about 60 yards away uh from testing this morning my colleague mike wenzel you can see him on the screen is managing all the process of two days of students uh testing today so a lot happening and it happens every day and every week um i want to talk to you first a little bit about the transition from route to port um and then later uh in this program i’ll talk a little bit about what port has been doing the work that they’ve been doing and the work that they are working on for spring so as barbara mentioned um we uh root was a group that was charged with reopening this college uh we determined by the um with our partners from k a the commitment from faculty and staff that we could do that root quickly moved on to planning and then port took over late in the summer and they are an implementation and mechanics group we are working on all of those pieces that continue to make it move forward with you all of our community members um what is a smaller group we work with a uh much closer with our senior staff colleagues we’ve needed to be nimble boy we have really needed to be nimble many times we’ve learned so much from you our community members um and we encourage you to continue to question to ask us to to hold us to certain standards to to keep us moving forward we continue to respond to the changes in our coveted world by you know through the cdc through state through local guidelines and we’ll continue to do that lastly before i move on to um our other colleagues and again i will touch base with you later in the program about what court is specifically working on i want to echo what i’m hearing from melanie from president altman you know as um in my work in advancement i was privileged to work with a lot of folks across this campus um and we worked on pro projects together in the work of root and import i’ve had this opportunity to really see how everyone across this campus works and the the strength and the commitment to f m and the students i’m so proud to be a part of that i i can’t tell you enough i know you’ve heard this several times this morning but it bears repeating um it’s just

it’s just phenomenal the work that i’m seeing uh done and it’s not just port it’s it’s student affairs it’s human resources it’s the faculty it’s everyone i don’t want to start naming folks because i invariably miss somebody but it has been a privilege to work with all of you keep holding us to um all of those things that keep us on the front end and keep us moving we’re doing this we’re doing it right yeah we’ve stumbled uh but we continue to to make progress and we continue to be an example for other liberal arts institutions i hope you’re proud of that lastly i want to mention custodial this is the team of workers that are on the front line every day they’re here morning they’re here night they empty our trash they clean our bathrooms they clean residence halls i hope that you will join me in personally thanking them when you see them on campus so and if you’re not just dash a note to enrique sotomayor i know he will carry that message to that team so if you’re working from home from your kitchen table if you’re working from your home office with cats dogs and kids or you’re working on campus your all your work is so important to what we do and i want to thank you and also thank my colleagues import and now i’d like to turn it over to amelia good morning everybody um yeah i want to start off also with some thank you some thank yous to my amazing colleagues staff and faculty colleagues in academic affairs for doing something that has been really really really difficult we did two very difficult things at the same time we changed the academic calendar and we change the mode of instruction and that has been a huge struggle but it’s also been successful i mean we have just successfully concluded module one so no matter what happens we have successfully taught students and awarded credits for the year and that’s that’s a huge victory um i know there are still some challenges that we’re facing in trying to figure out how to teach in person in a blended learning format one of my colleagues submitted a question in advance asking for you know sort of continued help and problem solving in the technology trying to figure out how to um you know deploy classroom technology so that we can really hear our remote students and they can see things on the board and yet we’re still talking with our in-person students another thing that we persistently heard is that our in-person students sometimes don’t come they they join remotely because they feel like it and that that can affect the atmosphere for in-person learning so that’s another thing that we’re going to start to think about how we can message to students appropriately about coming to class if it’s an in-person class and they’re in residence and they’re feeling healthy and well so we still definitely have some challenges as we launch into module two but we’ve also learned a lot we’ve learned a lot about how to manage this tech how to integrate remote students and in-person students and we’ve um we’ve really learned i think many of us how eager our students are to engage with us how welcome it is to be able to engage in the life of the mind in the um in the face of so many challenges that we’re all facing in all of our other aspects of our lives that our our learning and our being together is truly um a refuge and a place where we can go to to build up our spirits so i’m so grateful to all of you for your incredibly hard work and your dedication it’s really inspiring to to read about the success stories that some of you have shared and we’ll find ways to share those more broadly we continue to make f m a safe place to work and to learn and that’s something that we’re extremely proud of this first module and that has depended on the efforts of every one of you um so we can keep going with what we’ve been doing but we’re also planning to make some adjustments you’ll hear more details about that later in the program but the main thing i wanted to say to my academic affairs colleagues is that we want to make adjustments we’re planning to make adjustments in testing so that things are less disruptive to the academic experience we know that the quarantines the sort of even though they’re modified quarantines have been disruptive to student learning and to student life and we’re we’re determined to try to do whatever we can do to keep the campus safe while also facilitating the whole reason we’re here in the first place which is to be together and to continue learning together um so please send in your questions and we’ll hope to have time to address them later in the program thank you and good morning i’m rich keeling i’m chairman of keeling and associates and we’re your consultants on the public health and safety elements

of the coveted response here at franklin and marshall i’d say on behalf of my colleagues from k a alex vasquez eric norberg jen dixon suzanne coffey in particular that we’ve come to feel part of the f m community part of the family and are very grateful for the way that we’ve been welcomed and very grateful for the help we’ve gotten working with all of you as well my job this morning is to comment a bit on a national perspective and how franklin marshall is doing in comparison to other institutions and i’ll start with a somber note where you to track the stories in the new york times you’d find that more than 150 000 college university students in the united states have been infected with covid19 more than 150 000 one has died and even the one death frightens all of us and those numbers frighten us and it’s important to keep those in mind as the reason for the carefulness with which all of us at franklin and marshall are approaching these protocols and the work that we’re doing there’s certainly concerns here but nothing has happened in comparison to the extreme disruption which has happened on many other campuses campuses that have had to change their entire residential program in the middle of the semester sending many students home campuses that have had to return to fully remote instruction often in a chaotic environment with sudden outbreaks campuses which have had to deal with clusters and outbreaks and social gatherings that have resulted in many many new infections and declines in the willingness of faculty and others to participate in in-person work certainly there have been concerns here too but nothing of those magnitudes and the things that we’ve seen here are inconveniences more than they are tragedies it’s important to recognize that here at franklin and marshall we’ve had extraordinary cooperation from students yes there have been periods of settling in and getting started but once settling in has happened our students have become good partners they’ve become able collaborators they’ve become good ambassadors for the safety and health protocols that we’ve implemented and that along with the great caution taken by your faculty your staff your administrators has resulted in the much better experience we’ve had at franklin and marshall we did get through module one we’re changing into module two we’ll get through that too and now we begin to think about what will be different or changed for the spring semester some of those changes you’ll hear about in a couple of minutes from alan coniglia about testing and how that’s going to be different but i’ll note in that regard that we’ve tried to be very sensitive to the effects of both the good things we’ve done and also the unintended consequences of some of those good things some of the things that amelia referred to that we think will be better as we go into the next semester finally i would like to say that as we look at what’s happened in the rest of the country we have a lot to be proud of we are part of only 25 of us colleges and universities which are employing an assertive and aggressive testing program to try to keep their campus and their campus community safe we are part of only a smaller percentage than that of u.s colleges and universities that have not had to change their intended academic delivery program from the module system that we originally imagined to something different we are part of even a smaller percentage of u.s colleges and universities which have not had the kinds of unattended clustered outbreaks which have caused so much disruption so much heartbreak actually among students families and others so i congratulate all of you at franklin and marshall for the extraordinary work you’ve done it’s been a privilege to work with you and we look forward to continuing and i’ll go on now to introduce alan conniglia thank you very much rich and it really has been a pleasure to work with you and your colleagues uh over the last few months it’s been an extraordinary experience for all of them i was thinking a little bit about when we started thinking about testing which was back early in the summer and at that point we weren’t sure whether it was a good idea or not and even if it were a good idea we weren’t sure that we would be able to do it because of shortages of supplies and things like that i’m really pleased that uh by the time students were arriving we had put together a plan that involved every student getting two tests

at entry about a week apart and then with what we called surveillance testing which was testing twenty percent of the student body every two weeks and about that testing you may know that there are two kinds of tests uh that look for different things uh one of them is called an antigen test which as i understand it is searching for evidence of antibodies to uh covet 19 in the individual and then the other one is the pcr test which is often or typically done with a nasal swab although there are some ways that it can be done with saliva and that is actually looking for evidence of covid19’s genetic code in the individual being tested the pcr test is far more accurate when it comes to group testing as we have been doing and many of the things that you will have heard in the media about very easy tests or very quick turnaround tests referred to the so-called antigen test now that is likely to be changing as new products are becoming available but for now the pcr test is typically the nasal swab within a couple of days needed for lab time to get the results we were very fortunate to make an arrangement with the broad institute and cambridge innovation centers uh in in boston and cambridge um you may know that the broad institute is a joint project of mit and harvard it is a life sciences research institute uh that really was built in the aftermath of the determination of the human genome and genetic genome work genomics i guess i would say in general and um as a public service they have done a remarkable thing they they decided to enter into this space and to make available their very rich laboratory resources uh to higher education and other sectors of the nonprofit world including some secondary uh schools to promote uh the ability of uh our young people to be educated in addition they are doing this as a non-profit so they are not seeking uh to make any money of this just to uh cover their costs and that has cut our costs for testing approximately in half we have also uh been very fortunate at the dedication of the individuals in our student wellness center who have given enormous amounts of time to this project project dr meyers and her staff definitely deserve our appreciation and thanks as well as support for they are working extremely hard plus we were able to identify a local group known as cross country which is in linux that provides some of the medical staff that we need for our regular testing we found uh in the early part of the semester that there were certain times when we wanted to do more testing than we had scheduled in some cases this was because of a particular incident that we learned about more frequently it was because of another layer of testing which was waste water testing which looks for evidence of covit’s genetic code in the wastewater coming out of the dorm it to me is remarkable that we were able to set up these all of the sudden tests so quickly but they were also disruptive they typically involved asking students to quarantine it’s one thing to quarantine when you have some time to get prepared for it it’s another thing to quarantine when you don’t and so as we prepared for module 2 we have been thinking about how to lessen the amount of times that we have to do this unplanned testing and this really coincides with something that has become clearer and clearer to us as we proceed that the more testing you are able to do the more you are able to control uh the situation and to make this situation workable as opposed to impossible and that led us then to the model for student testing in the second module which would be uh essentially a modification of universal testing where every student gets tested every three weeks and we also are making more testing available at no cost to faculty and professional staff that are working

on campus so that’s where we are there will still be some unexpected testing i assume and uh i i want to thank mike wetzel who has been uh the manager of our testing process he has done extraordinary work with the logistics of everything that we do making sure that all of the supplies are in all of the right places making sure that the people doing the work are in the right places packing and shipping of biological materials is far more complicated than i ever imagined um so mike has been an invaluable asset to us and i again am impressed and appreciative and grateful for his dedication uh to the college um mike i i was wondering if you would like to talk for a couple of seconds about uh what it’s been like at the testing center you know you’re the guy on the ground that’s making it work every time we do it which seems to be two or three days a week so i’d like to give you a chance to talk about your experience with that thank you alan yeah i i apologize for the math but i’m right in the middle of testing right now so you’re gonna have to bear with me a little bit um this has been a great um adventure for lack of a better word we’ve been testing since um august 10th and as alan has said we’ve tested some days every day of the week some days three days a week some day one one or two days during the week and i’m gonna it’s it’s kind of like we started off with a situation where we weren’t quite sure what we were doing but it has evolved and it has evolved tremendously with regard to i mean i need again to thank uh dr meyers in the student wellness center i need to thank the entire team of cross country but what i really want to do is thank the the efforts of so many people on this campus that have had to bear my little note every so often you know asking for testing assistance on a daily basis a lot of times it’s very last minute people need to realize that when we do testing on this campus we do a morning session we do an afternoon session it’s usually four hours per session i need five volunteers normally to help with that session it’s a very amazing to me when i put it out to sign up genius within a matter of an hour or so those five positions are filled so i mean i am so grateful and so appreciative of all the people on campus who have given me much of their free time starting in august and i’m i’m imploring a lot of you this testing isn’t gonna end today it’s not gonna end at the end of module two i’m sure we’re gonna be testing you know through spring module three module four so you’re gonna be bear with me you’re gonna be seeing a lot of notices coming over the the next um 10 year of time but please i want you to know that i’m extremely grateful extremely thankful and as they say i i thank you for the presence of your time thank you so thanks mike and uh you know obviously the other piece of what’s going on here is we have to be responsive to technology and innovation of uh what kinds of new testing protocols might be available and there are some that are on the horizon uh rapid turnaround tests that are pcr based tests and i have some hope that we’ll be able to have them for the spring although that’s kind of out of my hands because it depends on availability and also what the science is telling us uh epidemiologists physicians uh people that work on the on genomics are very hard at work on everything virologists not just vaccine but also understanding what is happening with this virus and how to protect us and we see that in the press when we we see how recommendations have been evolving but the key is that we have done everything that we have done so far based on good science right this is an evidence-based process that we are engaged in uh and that’s hard and uh again but the team has really stuck to that principle of evidence-based approaches to this and i think that at least so far it has done as well it’s now time for me to turn uh the mic uh back to donna flum uh so donna take it away great thank you alan um so hello again um i’m sure you’re wondering uh is pork doing anything other than

testing well yes we are um and so i’m uh happy to share a little bit about that with you this morning and then talk a little bit about spring uh before turning it over to barbara altman um as alan talked about uh we have great partners with cross country an organization a company in lititz uh who helps to staff our testing facility um and in the starting this week actually they’ll be helping us to do some contact tracing when we talk about testing there is a lot of that front end work to guest get the testing done but is equally um labor intensive on the back end and that is the resulting and communicating with students and communicating with the quarantine and isolation team and doing all the contact tracing necessary for any student or faculty member or staff member who may be positive so um and actually i should say that faculty and staff are handed out handled out of hr um but that back end work our student wellness center has done a tremendous job in making that happen we realize that it’s taking a toll on them and the time that they’re able to be in the student wellness center can be responsive to students so starting this week we will have help from cross country they have taken a full contact tracing course and they’ll be able to take on some of that work providing more time for our colleagues in student wellness center to be responsive to students who are in isolation and quarantine and i mentioned quarantine in isolation there’s an entire team uh that works on moving students into schneider and that team works uh 24 7 they help students get in there met by dps colleagues they move in they check on students they help students get dining services turn turn off bobs do all of those things to get students settled comfortably within that space and then when it’s time to to leave that space help them um release them back into the student population at the appropriate time um as well as making sure that the schneider area is clean and ready for um quarantine and isolation should it need to be needed again um we’re also working on um welcoming mod 2 students so that has certainly been done by our academic departments but it’s also being done in student affairs and beyond we’re happy to say that many students are returning to campus for the first time today they’re fully being tested they will quarantine and then be integrated into the student population so that’s seamless we learned a lot in the summer time port has worked on a documented report which is really 20 plus pages under the leadership of doug adams court colleagues as well as colleagues all across the campus have created a phased and rapid closure report which we have presented to the senior staff in this report it allows us to take steps to mitigate the spread of covet across campus whether that is closing a dorm multiple dorms uh determining how food service might work um to that final rapid closure should we need it um it is a guidebook and it has taken weeks and weeks to put together but it is really um one of the things that um this group and all of our colleagues who participated acro across campus have been very proud to create and put in place and be ready to use should the need arise from that report we’re able to really think about what does a november closure mean and moving students off campus and so we know that all residence halls will close we know that there will be a staggered move out plan that will be announced in the coming weeks we know that students who live off campus may not leave campus right away but we will have a cleared campus in terms of residence halls and be able to kind of manage those students who are living off campus with an open wellness center much still to be determined but all of the logistics are falling into place and within the next few weeks by the end of october actually we’re happy to put that out and share it not only with students and parents but with our entire campus community beyond that we have started working uh on spring reopening it is not too early um and so we are a group again under the leadership of doug adams has been pulled together to talk about things like move-in entry testing what does that look like what does testing in the spring look like um housing and then conversations about

recommitting students to the pledge all of those things in concert with student advocates and and our student partners is beginning to take place and much like uh that final move out for november we are really hoping to have much of the work for spring reopening done by the end of october where we can begin some implementation um so there is much more to port than testing um and we’ve learned again we’ve learned so much from all of you one of the things i do want to mention that we have been grateful for our community to hold us accountable to is communication port puts out that newsletter every tuesday we hope that it gives you a great snapshot of what’s going on on campus but we have learned from you that while we need to be nimble and responsive when something occurs we also need to communicate and so thank you for holding to that to us and we will continue to do so continue to communicate with you through email but town halls like this as well so i will happily turn it over to president altman who will talk a little bit more about spring reopening and plans for the upcoming weeks and months thanks donna i’m going to be rapid we want to make sure that we get to lots of time for questions so let me just give you the basics you will recall that in august we decided that we needed to de-densify the campus so that we had enough space physically to accommodate students safely and allow for a generous amount of room for isolation and quarantine there was no way we could push the limits of the need for those spaces without putting in jeopardy the whole operation of having students in residence at all so what we announced in uh august will still will in fact be the case for spring semester unless something drastically changes nationally or locally in the area what we announced then is that the sophomore stayed off campus in the fall to study remotely while the first years came to campus to learn what f m is like from the inside out and in the spring the first years are asked to work remotely and the sophomores are invited back that is partly because sophomore spring is such a pivotal moment in an f m education as our sophomores declare their majors and we wanted every class to have at least one term on campus this year so again unless anything drastically changes we will go ahead with that plan and we will be putting out that plan the initial communications about it today or tomorrow in very short order so that families can begin to put those dates on their own calendars and get ready for the closure in november but also for the return in february we will continue the module system and hybrid learning i has despite all the many difficulties and technical challenges and need for agility and adaptation it has worked really well i’ve been delighted to see the positive experiences even from people who said i didn’t think this would ever work in a hundred years and in fact it was great so our elegant and powerful hybrid learning system of broken into those two modules will continue and we will have module three starting early in february and module four immediately thereafter with a schedule that allows us to finish in time at the usual moment for commencement in may although we don’t yet know what that commencement will look like all of this is predicated on the need for continued what mask wearing absolutely we’ve got great compliance from all employees and from students on mask wearing physical distancing regular covet 19 testing as you’ve just heard we’re moving to a different way of doing surveillance testing to make sure we test all of the student population and as you know we’ve opened weekly slots for all of fps you want to get tested at the college’s expense and we will continue all of the health protocols we’ve put in place the way the physical spaces are handled the way we’re doing social events it’ll get a little harder as the weather continues to get worse and on this rainy day we know more dramatically what that looks like but we will do it we will do what we have been doing because it has been working so watch for an email to go to all of campus very soon we wanted to let you all our colleagues know what the plans are for the spring first before we put it out to the rest of our constituencies so beginning of february module 3 j term all remote in january sophomores back on campus as of february of first years off campus after they leave on that friday november the 20th just before thanksgiving it’s time now to turn to questions and i’ll be happy to give details on any of

these pieces and all of the other panelists are ready to answer questions as well so kelsey lee will step back in to moderate the q a yes thank you barbara so as a reminder we did collect questions ahead of time from all of our employees i’ll propose as many as i can to our panelists in the remaining time if you would like to propose an additional question after having heard everyone speak we would invite you to submit a question to that form that you received in the invitation and i’ll put it in the chat here as well if you look there you’ll be able to find the link to the form as well as i said we may not be able to get to all of them but since we have them recorded in the forum i can assure you that every question will be brought to the attention of port and senior staff to be considered as we continue planning the first question i wanted to propose is just a little bit more on what specifically the end of module two to the start of spring that break that we’re going to have will look like for staff and faculty specifically can we work on site will there need to be access requests in order to get into buildings or will there be any limits in that respect or will we all have to work remotely melanie perhaps you want to start with that one sure i would say those conversations are beginning right now we don’t have definitive answers on what that looks like i would say that however you’re working now would remain that way but those things will be communicated as soon as sort of final decisions are made great thank you so in a similar vein uh with everybody having different circumstances with their work life currently some are being remote some have to come to campus depending on their different responsibilities some staff and faculty are wondering why it is that some offices maybe can choose to have an in-person office hours or conversely to not have in-person office hours and to work entirely remotely and if you could just share a little bit on why that varies office to office and who makes those decisions i i can briefly share and then if anyone else wants to from the panel wants to join in but where work happens really is dependent upon the supervisor and supervisors and managers do make the decision on what where the work needs to happen for example many of our positions are on campus positions the work has to be done there so there’s not an option for that to be remote but in in the end the college and management does get really to decide uh where that work and that work is to support students and faculty and staff on campus so it’s an important decision that’s made it’s not made lightly by any of our supervisors or managers but they do need to look at the mission critical work what needs to be done physically on campus to support our students who are here and our faculty and staff who are here thank you melanie we also have oh sorry go ahead barbara if you wanna yeah thank you kelsea i just wanted to add to that we will progressively have to naturalize again the notion of people coming to campus to their work site to do their work that is within the discretion of the employer and one of the difficulties we have faced is we have 1450 1460 students in residence but a relatively slim staff presence in every space every supervisor has made plans and arrangements for staff to work safely whether that means rotating in and out of the space whether that means building more physical distance between workstations so as the year goes along we’re going to have to get used to the notion of coming back to work on site but again every uh supervisor has the responsibility for making that happen well and you might want to think about if this works in your unit and if your supervisor is as is supportive of the idea to think about starting to come in for a few hours a week if you’ve been working only remotely come in for a couple of half days a week rotate with your peers your colleagues so slowly as we as we hope the pandemic begins to ease we need to get used to coming back to work and that will be something we do according to all of the necessary protocols but it will be a process of getting familiar with sharing space again thanks kelsey lee that’s all i wanted to

say on that great we also have a question from a faculty member about just reflecting on some of the challenges we’ve experienced as you mentioned amelia with the hybrid system and if there are any plans to maybe try and work out some of those challenges to address them for example the ability to hear students in the classroom and also their ability to see the board if there’s more training or something along those lines that we have planned yeah i think that we just have to keep talking to one another about these challenges and um you know we know we have great staff colleagues who are who are trying to help faculty all the time um you know figure out how to deliver things better whether it’s a technological challenge um or a pedagogical one so just let’s be in contact and figure out what programming we need to get in place what if there’s a new training that we need to do or if we have a if i have a tech difficulty that needs to be overcome we just need to talk to each other and and make that happen so i guess i would encourage you to if it’s a tech issue get in touch with tab directly um or if you want to talk to me then i can help make those connections and let’s solve whatever problems we have in front of us because we’re going to be doing this for a while not just mod 3 but this is what it’s going to look like through the rest of the academic year most likely so um we just want to stay on top of it thanks emilia we also have some questions about testing this first question from a professional staff member is regarding any no-shows that we have for testing so obviously we invite students to take part in testing it is meant to be required but occasionally we have students not show for their testing so alan i’m wondering if you can speak to how we are handling no shows and how we are keeping our students accountable to show up for testing thank you kelsey lee uh and i would also invite deb moriarty to uh to piggyback on my comments uh we have uh been keeping records of no shows uh in many cases the no-shows are inadvertent uh you know people just kind of messing up and uh they contact me or someone else uh soon after they’ve missed their spot uh what we do is we handle each case individually uh in terms of whether a quarantine is required or not typically it is not and typically we direct them to the very next testing session uh if uh there are repeat misses no shows then the student conduct process can come into play we have had very high rates of students showing up uh for the testing uh frankly uh i think it’s an incredible credit to the student body but nevertheless there are some no-shows and we’re working really hard to get everybody back into the testing picture um to promote the safety of the campus in general so uh deb uh i know that you’ve been doing a lot of work on this process as well i invite you to add anything sure thanks alan the only thing that i would add is that um we struggled a little bit in the beginning with our record keeping because what we learned is that lots of students had decided to leave campus and go home and study remote so they were showing up again and again as not really having honored our request to test when in fact they had moved home so we’ve put some better systems in place for having students notify us when they leave campus and now have a really strong list of where we’re at moving forward with those who are really repeat offenders versus those who really aren’t even studying on campus we’re giving students one pass and after the one pass they’re being referred to student conduct for disciplinary action great thank you both we have another question about testing specifically related to staff and faculty testing which i know alan your recent email about the changes in testing did mention that we would be doing some testing for faculty and staff moving into module two but there are some questions about what that means and do staff or faculty have to be symptomatic in order to get that testing what does that look like uh thank you melanie please please i’ll defer to you because you’ve you’ve worked much more on this than i have so please go ahead sure i’ll just take the first pass on it and then alan you can can finish up i did want to let people know we really appreciated having some spots for uh faculty and staff who have been requesting tests um specifically people who have

been physically working on campus it’s the same concept of testing students which is to keep the campus safe and healthy so uh for example today and tomorrow we started um with with faculty um who have been teaching physically on campus in module one are about to teach physically on campus in module two we wanted them to get in and be tested today um then the following monday and tuesdays you’ll get an invite from hr um we do know um based on information provided by these vps who are physically working on campus so we’ll be randomly sampling faculty and and staff who are here throughout the rest of the semester to come in and be tested on monday and tuesday of each week it is asymptomatic testing you are asked the same questions when you get to the door um so we are not a testing site for example if you are symptomatic please contact your healthcare professional you should be tested in that way if you’re symptomatic it is um asymptomatic testing so we are not a test site like an urgent care um we are still doing this in the same method that alan described before on evidence base which will be sampling people who are employed on campus and physically working on campus to be tested yeah and i’ll just add that the faculty and professional staff uh following our request to get tested at the beginning of the semester if they were working on campus was the the response was sensational uh and i’m really pleased with that and uh we felt that it was important to make some testing available now that we’re halfway through the semester on a voluntary basis right this is a very important thing this is a voluntary basis and in additional it is only if you are asymptomatic because if you’re symptomatic you should be seeing your own physician and handling it that way but uh this is really as a service as a way of thanking uh folks there are possibilities to get asymptomatic tests uh uh in lancaster but they’re kind of hard to find and you have to pay and you have to go through a bit of procedure and so we decided that we would just try to uh you know since we have the capacity that it was a gesture that we wanted to make uh both to promote uh the health and well-being of our colleagues but also as a as a thank you great thanks that was very helpful we have another question that talks more to the disparities between those who are able to work remotely versus on campus and makes a suggestion about having a third space for those working on campus where they can possibly eat lunch in a space other than their office and remove their mask and also having a space where they can maybe participate in some of the online offerings like yoga and mindfulness these physical and mental health offerings that we make available but maybe are difficult to engage with when working on campus so i’m wondering if melanie and maybe barbara if you could just speak to that suggestion and your initial thoughts on it melanie would you like to start and then i’ll follow up sure uh trying to to understand completely the question about uh an alternate space i mean that’s something we could certainly look into we we we do carefully look at spaces in terms of what’s a safe space um and and the priorities of who uses them like which classrooms are used um so i suppose we can look into that what what that might be i’m not exactly sure so that that’s basically what i would say is that we will look into that suggestion yeah and that is i think i’ll i will say the same thing melanie it’s a great suggestion and thank you for raising it we certainly want the campus to function well for all aspects of your lives on campus our lives on campus the use of space just means additional cleaning additional uh safety procedures but that doesn’t mean we can’t do it so let us put this this into the the discussion stream and see what we can do i understand the request i think and it’s a good idea i’m not sure yet how and if we can operationalize it but we’ll think it over thank you great and that question really got at this idea of mental health that i know we’re running out of time and barbara you had some good news to share so i want to give you time to share that thank you kelsealy do you want me to bring things to a close then is that what you’re suggesting given that we’re almost at time okay so yes mental health is a real concern and we’re all of us in the state of heightened uh anxiety

great stress and that often comes out in ways that is um challenging and difficult we need to conquer our own fear and anxiety and stress first and then attend to all of those with whom we work and those we teach so it’s a hard moment for everybody but we are doing well by providing many different ways of support for mental and physical health and i do urge you to take advantage of it as possible and that last question i’ll keep thinking that one over i want to make a couple of quick points here one is that it is really very important that we do not lose sight of the fact that we are holding our own in really significant ways dr keiling talked as much uh about that at the beginning of his remarks in the context of what’s happening at other schools i want to point out that we have in fact been able to maintain all of our employee positions i don’t know if you read the higher ed press or the local press but as we learned in the lnp the other day millersville university has had to let go more of more than 50 of its employees ithaca college up the road announced the other day that they have laid off let’s see 167 staff since april and that they’re looking to lay off a quarter of their faculty there are a lot of institutions really struggling right now and it’s um it’s a testament to how well this is going because of uh everybody’s pitching in that we’ve been able to maintain all employment and do as well as we have so pat yourselves on the back and take credit for keeping this fine institution afloat through a crisis who knows what’s going to happen between now and the end of the year but for now we really are doing amazingly well i wanted to tell you the following everybody badly badly needs a break and even if you can take a holiday day here or there vacation time it’s really tough and there are many people who have not had even a single day off um for all of this calendar year so what i’ve decided to do after consulting with the senior staff is to extend the end of december break we were scheduled to close the college as of december 24th thursday the 24th through january 3rd and resume work on january 4th monday january the 4th in recognition of the extraordinary efforts that everyone has made i’ve decided to close the college for a full two weeks instead of having december 24th as your first day off we will now have december 21st 22nd and 23rd as well so that we have an entire two-week stretch this of course means we need to work with our essential employees who do work that can’t simply be stopped for two weeks but i’ll be asking all supervisors to work with those employees which across a number of different units to figure out how those people can take some compensation time at other moments of the year when the rotation can spare them but we will simply shut down it will result in some savings on energy i will allow everyone simply to cut off their electronics for a little while and to step back and restore as we head into 2021 we’ll put that in writing we’ll get that out to you soon but i wanted to let you know now in case you have plans that might benefit from knowing that you’ll most of us will be free on the 21st 22nd 23rd of december with that we need to close simply because we’re over time but we will do more of these thank you all for being with us and thank you for this enormous combined endeavor that is keeping us going and going strong see you all soon