SEAS COVID-19 Resource Guide

Dana Building Safety Guidelines

COVID Guidelines for Fall 2021

(Updated 8/25/21)

Based on the latest Centers for Disease Control and Prevention (CDC), State of Michigan, and University of Michigan (U-M) guidelines, we have updated the access and use policies for the Dana Building. The revised guidelines described below will be implemented for the Fall 2021 semester. We anticipate that these guidelines may be modified as U-M or State of Michigan COVID regulations are adjusted to address the changing conditions of the pandemic. These guidelines incorporate new protocols provided by the U-M administration to date, and incorporate feedback from students, faculty, and staff, and have been approved by the Dean and SEAS leadership. This policy may be regularly adjusted to remain consistent with changing circumstances as a result of the ongoing pandemic.

• Who enforces this policy. Everyone do your part! As we know, COVID-19 can have a profoundly negative impact on individuals’ health and mental well-being. Community spread can also negatively impact our ability to accomplish SEAS' mission and provide students with the best possible educational experience. It will be important that we all contribute by doing our part to protect our community from the spread of COVID-19. Efforts to encourage our “culture of safety” at SEAS include but are not limited to:
• Sign the “We’re in this together” banner showing your commitment to protecting our community.
• Encourage others to equally commit to protecting our community by sharing this information.
• If you observe someone not following the rules, try one of these techniques:
  • Use a little peer pressure
  • Be a role model
  • Gently nudge with a smile, but without getting too technical
  • Use subtle cues (point out posted signage)
• Choose your battles! Please don’t approach someone if you don’t feel comfortable doing so. Instead, report the concern on this form. QR codes to this form can also be found on posters throughout Dana. This form is monitored by SEAS staff who will work to address concerns the best they are able.

• Training. All faculty and staff are expected to complete the University’s COVID training module EHS_OHS_COVIDw COVID-19: Working Safely at U-M that can be found in Wolverine Access My LINC, under the EHS training library.

• Before you arrive on campus. All students, faculty and staff on the Ann Arbor (including Michigan Medicine), Dearborn, and Flint campuses and those working or learning remotely are required to be vaccinated against COVID-19 and submit their vaccination information by August 30. After August 30, only those vaccinated are allowed in Dana. See U-M Vaccination Policy. 
  • If you have received all doses of a COVID-19 vaccine series but have not yet reported your information, please do so here. If you have already reported your vaccine, thank you. There is nothing more you need to do.
  • If you have received a first dose of the vaccine, report that here. You will be required to complete weekly COVID-19 testing and wear a mask indoors on campus until you have completed all doses and are considered fully vaccinated (two weeks post final dose).
  • Exemptions for vaccinations: The university is providing limited exemptions to the COVID-19 Vaccination Policy for medical or religious reasons. The form to submit an exemption request can be found here. Sign up for testing: Students who are granted a vaccine exemption are required to complete weekly COVID-19 testing on campus in the fall through the Community Sampling and Tracking Program. 
  • Everyone is still required to successfully complete the ResponsiBLUE daily health screening each day before entering Dana, regardless of vaccination status. All employees should be reminded that they are required to stay home if they are feeling sick or if at work, they should coordinate with their supervisors if they begin to feel unwell. 
  • Students whose answers produce the red indicator should follow the instructions provided by the health screener and also report to their class instructors that they will be absent. 
  • Staff whose answers produce a red indicator should also follow instructions provided by the health screen and also report this to their supervisor.  
  • Faculty should contact the Dean’s Assistant, Sue Koehler.  

If you have questions about the screener, please visit ResponsiBLUE FAQ / UM Information and Technology Services.

• Mask use within Dana. Please note that our current practice is that everyone must wear a mask at ALL times in the building regardless of your vaccination status. For additional details and a list of exceptions, please review and follow the current U-M mask policy located here. SEAS will have back up masks on hand at the entrance doors.  Face shields or bandanas are not a substitute for masks, but face shields may be worn with a face mask. You can find a list of acceptable masks here.

• Social distancing within Dana. (updated Sept. 20, 2021) Classrooms and conference rooms in Dana will follow a 3 ft. distancing rule. Classroom and conference room furniture has been marked to indicate where occupants should sit to maintain social distancing. Shared offices, commons, and elevators will follow a 6 ft. distancing rule. Occupants will be expected to determine what is 6 ft. of distance. All other spaces (hallways, bathrooms, etc.) in Dana do not have a distancing requirement. One exception is that if you have an approved exception not to be vaccinated, 6 ft. of distancing is required in all spaces. Please remember that wearing a mask is still required, regardless of the social distancing requirement and eating is not permitted in classrooms.

• Practice good hygiene. Wash your hands often with soap and water for at least 20 seconds. If soap and water are not available, use an alcohol-based hand sanitizer. Avoid touching your eyes, nose, and mouth with unwashed hands. Cover your mouth and nose with a cloth face covering when around others. Stay home when you are sick. Clean and disinfect frequently touched objects and surfaces.

• Access to the Dana Building. Dana’s building hours beginning August 30 will be such that exterior doors will be unlocked from 7 a.m. - 8 p.m., Monday - Friday to best accommodate classes held in Dana. During the week, the doors will lock from 8 p.m. to 7 a.m. and will be locked all day on the weekends and holidays. If you plan to arrive when the building is locked you must remember to bring your Mcard with you to get in. Please do not allow others to follow you into the building when you are swiping in after the building exterior doors are locked. If your MCard has already expired, you will have until January 11, 2022, to renew it at any Mcard station. More detailed instructions can be found at https://finance.umich.edu/treasury/mcard.

• Access for guests and visitors not affiliated with the University. Guests and visitors who do not have a valid MCard are not allowed to enter the Dana Building unless accompanied by a SEAS faculty or staff member. These accompanied guests and visitors would be an exception that is permitted to allow for essential school business. Students are not allowed to host visitors in Dana at this time. Guests and visitors are expected to complete the  ResponsiBLUE Guest screening check before entering Dana or any U-M building. They are also required to follow the U-M Face Covering Policy when on U-M property. Guests and visitors are not required to be vaccinated under the U-M COVID-19 Vaccination Policy.

• Sanitizing supplies and extra masks are available. A supply of spare masks are located inside the entrance doors at the East and West stairs if you have forgotten yours or need one. Sanitizing supplies will be maintained by SEAS Facilities. Supplies for classrooms, common areas, and conference rooms will be monitored and replenished as needed. If you notice supplies getting low in one of these spaces, please notify SEAS Facilities by emailing seas-facilities@umich.edu. Faculty, staff, and GSIs can also request supplies for an office or office area by completing the COVID safety supply order form. Please plan 1-2 days for delivery to your space. To minimize crowding in the Admin Office (2038 Dana), we ask that you do not stop by Admin Services for supplies; they will be delivered to you as soon as we are able. Please include a note in the form if they are needed immediately.

• In the classroom. Instructors with longer courses (e.g., three-hour courses) should provide breaks so students can step out of the classroom and have a snack or drink. Instructors should be mindful of the students’ need for transitions between courses offered in different modalities (e.g., remote to in-person or vice versa) and provide extra time for transport, bathroom breaks, etc. As a reminder, ending class 10 minutes before the hour is the University’s expectation.

  Students should consider their schedules and plan ahead for the time needed to transition between courses that are offered in different modalities (e.g., in-person to remote or vice versa). When possible, students should consider spaces outside of the Dana Building for their remote learning. Rackham also has study spaces available for reservation at https://rackham.umich.edu/covid-19/rackham-study-spaces/. If this is not possible, students can find semi-private spaces in room 4520. Headphones are required when attending a remote class from a common space in Dana. Students who are having difficulty with navigating the transitions between courses should reach out to the SEAS Student Center for support.

  It is recommended that students remain in the same seats for the duration of the semester to facilitate contact tracing, if needed. For courses that include small-group work, consider having groups remain consistent over the semester.

• Bathrooms in Dana. All bathrooms are open in Dana with no COVID occupancy limits. Please keep your mask on when in the bathrooms and attempt to distance yourself when possible. There are bathrooms on every floor of the building, if you wish to find a bathroom that is less busy.
   
• Elevator in Dana. Occupancy in the elevator is currently limited to two people. Please give way to those in most need of the elevator.

• Building Air Exchange. The maintenance staff have shared that there is a general perception that increasing HVAC ventilation air changes and adding or upgrading air filtration may reduce the risk of COVID-19 transmission.  U-M School of Public Health faculty experts have indicated that these types of HVAC modifications result in small reductions in risk. The greatest reduction in risk comes from 1) reduced density, 2) physical distancing, 3) face covering use, and 4) hygiene, which is why these are emphasized repeatedly. For information on U-M Facilities and Operations approach to HVAC during the COVID-19 pandemic, please visit COVID-19 HVAC Guidelines for University of Michigan Facilities, available on the EHS COVID-19 website.

• Shared Offices. Those working in a shared office space should work with their supervisor(s) to reduce density of the work space to allow 6 ft. social distancing. If 6 ft. distancing is not possible, occupants must work remotely, or find another available space in Dana as a means to stagger on-site work. Staggering on-site and remote schedules are encouraged until the pandemic is over even when 6 ft. distancing is possible. Positions that require more on-site presence should be accommodated first. 

  All shared offices will have a sign on the entrance door to indicate the maximum occupancy for that office. If more people than the maximum number posted wish to use that room at the same time, then the room’s occupants will need to work out a schedule to stagger their times in the office to ensure that the maximum occupancy of the room is not exceeded.

  Eating is not allowed in a shared office unless you are working in the office alone at the time. Please remember to sanitize before and after using and eating at a station.

  Masks must be worn in shared offices anytime more than one person is present.

• Individual Office Use. There are no specific restrictions for individual use of single-occupant offices. A mask is required in individual offices when the door is open. Please see small office meetings and drop in visits and other applicable policies in this document.
   
• Computer Labs. Sites computing stations are available on the first floor near the east entrance to the commons and third floor room 3313. Single stations are available between the restrooms on the first, second, and third floors. Use of computing stations located in a room should follow policies outlined above for shared office use. Cleaning supplies will also be available and users must clean their workstation touchpoints before and after use. To accommodate social distancing, certain computer stations will be closed.

• Common Spaces. First-floor commons will be available for use on a first-come, first-serve basis. Sanitizing supplies will be provided nearest the entrances. Seats are set up to maintain 6 ft. social distancing, and it’s important that furniture not be moved or removed from this space. Should furniture be moved, it will be up to you to maintain social distancing. Fourth-floor commons will be opened as soon as new furniture arrives and is installed.  Thank you for your patience! A new student commons space in room 4520 will be available at the start of classes . Doors to 4520 will remain unlocked at all times. This space is also first-come, first-serve with sanitizing supplies at the entrances.

• Small office meetings and drop in visits. Small (1-3 people) in-person meetings are permitted, however, any meetings or visits should assure it is possible to maintain 6 ft. social distancing the entire time. To better protect our community, please prioritize the scheduling of meetings and visits rather than dropping in while keeping in mind prioritizing virtual meetings is the safer option.

• Mail, shipping, and receiving. All mail and shipment handling will be via delivery as we have been doing over the summer. Please refer to the SEAS process for mail, shipping and receiving https://spg.seas.umich.edu/policy/511.

• Meetings/Events. In-person gatherings for an event or a large meeting are strongly discouraged. If a meeting/event is held in person in Dana, the space for the event must be able to accommodate 6 ft. social distance and the attendees including the speaker. Events must be organized and hosted by a regular employee of SEAS. The event host is responsible for enforcing all rules outlined in this policy. The event host is expected to coordinate hand sanitizer supplies for the event and a log of event attendees (name and contact info) to provide to EHS in the event contract tracing is necessary.  Please refer to the Campus Blueprint site for more information on hosting indoor events on campus.
  
  Regular SEAS employees can schedule an event following SEAS' room scheduling policy. Students and student groups are not allowed to schedule events/meetings in Dana classrooms. Alternatively, students are able to use Dana conference rooms and should contact the Library, Rackham, or the Union to find space for larger student group activities. Visit https://campusinvolvement.umich.edu/ideahub/rooms for more additional information. There are a number of common spaces for students to use in Dana for studying or group work. These spaces are available on a first-come, first-serve basis. Guests not affiliated with the University are not permitted to attend the event in person unless the guest is a speaker in the event. Guests would be required to complete Responsiblue screening successfully. Serving food at any event in Dana is not permitted.

• Eating in Dana.(updated Aug. 30, 2021 to ensure better safety). Eating or drinking in kitchens and classrooms is not allowed. Eating is allowed in private offices and in shared offices as long as there is only one person in the room and the door is kept closed.(NEW as of Aug. 30, 2021) When weather permits, we ask that you eat outside of the building at a socially distanced outdoor space. The emphasis of our approach is on common sense and respect. Eating in a cubicle area should follow social distancing rules since cubicle walls do not create the same level of separation as a private office. In common areas, meals, continuous snacking, or drinking that would require a significant amount of time without a mask are not permitted. Examples of risk-tolerable behavior include taking a mask off briefly for occasional bites or drinks of water, coffee, juice, etc. If you must eat a meal in the building, we ask that you find a space to socially distance yourself, and only remove your mask for the brief time you are actively eating. Group meals are discouraged in the building. For a list of where you can eat on campus, see this Google Doc.

• Kitchens. The student kitchen (rm 1543), faculty kitchen (rm 2503), staff kitchen (rm 4330), and Student Center (rm 1520F) will be open this fall. Other functional area kitchens are open as well. Use the following guidelines for using kitchens in Dana:
  • Wash all dishes immediately and place them in drying racks. Dirty dishes left in sinks will be thrown away.
  • When you are finished using the kitchen, clean all of the surfaces you used with a disinfecting wipe.
  • There is no eating or congregating in the kitchens. Please maintain adequate social distancing when in the kitchen.
  • Everyone is expected to do some additional cleaning such as wiping down surfaces of shared appliances in kitchens. 
• Drinking fountains and water bottle refill stations. All drinking fountains and water bottle refill stations are open.  Sanitizing supplies are available at each station.  Please clean the station before and after use.

• Building Cleaning. Custodial services will increase their cleaning frequency of high-touch surfaces in common spaces to meet current CDC guidelines. 

  Evening custodial services will clean Sunday to Thursday, 6 p.m. to 2:30 a.m. the following morning. The evening shift cleans common spaces and classrooms daily. They will clean offices weekly on core days. The core day for the ground floor is Sunday and moves up one floor the next day and so on. As always, if your desk is clear of any personal items, they will clean the surface on your core day. Spaces with a lot of personal items or things under or around your desk will be avoided. Kitchens with dishes in the sinks will not be cleaned until the dishes are removed.

  Faculty, staff, and students should follow best practices by washing their hands and cleaning equipment before and after use. Faculty, staff, and students are also expected to do some additional cleaning such as wiping down work surfaces, shared equipment in offices, classrooms, and kitchens.

  All common spaces are expected to be vacated when custodial services arrive to clean the space. Classrooms will be cleaned after their last class and the room will be considered closed with no use or access until the next morning class.

• Lab research. Identical to the summer policy, researchers will not need to request approval or submit safety plans for access or use of research wet labs. Faculty should continue to ensure that EHS lab safety protocols are followed, including the requirements to wear masks within the building, to maintain 6 ft. social distancing, and to disinfect lab surfaces. Laboratory researchers who have not done so yet are expected to complete the MyLinc training module, COVID-19: Working Safely in U-M Research Labs, before returning to the lab for the first time. As always, food and drinks are not permitted in labs.
   
• Field work. Identical to the summer policy, domestic field work will not need separate SEAS approval or the submission of safety plans. We consider field work an essential part of the SEAS research mission. SEAS researchers and graduate students working outdoors must adhere to the updated UM face mask policy (see link above) but in most cases will not be required to wear masks as long as they are not interacting with large groups of people and maintaining 6ft social distancing. Masks must still be worn inside of buildings. When using other University transportation or rentals, all passengers must wear face coverings including the driver regardless of vaccination status.  The driver does not need face coverings when driving alone. When feasible, windows and vents should be opened to allow for ventilation. Vehicles should be cleaned after each use and have sanitizer readily available.
• Research travel. Identical to the summer policy, SEAS is providing blanket approval for all domestic and international travel for essential and non-essential research purposes. Note that researchers must continue to obtain standard financial approvals to receive reimbursement through the business office and that the university continues to expect domestic and international travel to be registered through the UM Travel Registry. SEAS graduate students engaged in international research must also complete an Individual Safety Plan for International Travel and receive approval by the U-M International Travel Oversight Committee.
   
• Other buildings. SEAS employees and students should follow rules and policies developed for the building they are using. Rules and policies for the Dana Building may be different than those developed for other buildings. Other SEAS run buildings should follow the same guidelines established by this document.
• An employee tested positive for COVID-19 and was in the building. Per EHS guidelines, in the event an that individual who was recently present in a U-M facility tests positive for COVID-19, they are expected to report this outcome to their supervisors who, in turn, are expected to contact EHS for further guidance. EHS protocols are in place to evaluate the situation and determine the need for additional cleaning and disinfection of the worksite per CDC guidance. University of Michigan Occupational Health Services (OHS) has established a COVID-19 hotline at 734-764-8021 (select prompt 1) to manage and triage employees for testing and tracking as required. 

• A student tested positive for COVID-19 and was in the building. If a student diagnosed with COVID-19 is enrolled in an in-person class, a classroom notification will be sent by U-M officials to the class roster for general awareness. No action is required for those receiving a classroom notification as classes were set up to avoid close contact. Anyone with close contact will be notified through contact tracing. Instructors may also learn of a positive COVID case from students before they may hear from U-M officials due to the time this process takes. Instructors and students should refer to university guidance for on-campus students or off-campus students on what to do based on potential COVID-19 scenarios. 

• A class instructor tested positive for COVID-19. If an instructor becomes ill or experiences another scenario due to COVID that prohibits them from teaching in-person, the situation should be discussed with Michaela Zint, Associate Dean for Master’s courses, and Shelie Miller, PitE Director for PitE courses. These situations will be handled on a case-by-case basis and, depending on the situation, there may be different solutions--for example, going remote, guest lecturers, etc. As with last year, identifying possible backup instructors is recommended.

• Feedback. Your feedback is important to us, and we would appreciate you sharing your thoughts through this form.  SEAS Administration will monitor submissions and make updates to our policy as necessary.  SEAS Administration will also be hosting a mid-term feedback meeting this fall to collect thoughts and comments. This will be an event held on Zoom.
   
• Additional information. For more details and guidance, please see the EHS COVID-19 Guidelines for Campus Facilities. Note that some EHS guidelines are less restrictive than those described in this document. These are cases where SEAS has decided to take a more cautious approach.