To All Members of the Holy Family College Community:
This continues to be a very difficult and anxious time for our College family, our state, our country and many areas of the world. Thank you for your continued patience, perseverance, and creativity in continuing to serve our students and keep our College operations moving forward during this health care crisis.
The Governor of Wisconsin and the Wisconsin Department of Health Services recently issued an updated “Safer at Home” order that requires all organizations in Wisconsin to continue all measures related to controlling the spread of the COVID-19 virus that begins at 8:00 a.m. on April 24 and continues through 8:00 a.m. on May 26. After reviewing all of the information and requirements being placed on essential organizations, President’s Cabinet believes it to be in the best interest of the health and safety of all within our College family along with our Franciscan Catholic responsibility to do our part to aid our community, the region and the world during this health crisis to implement the following decisions and practices:
New Decisions and Practices (beginning on Friday, April 24, 2020)
1. Employees who come to campus will have their temperature taken prior to being allowed to enter campus building. The College will follow a similar protocol for conducting this basic health screening as is used by Holy Family Memorial Medical Center in restricting access to minimize the risk of unknowingly spreading the COVID-19 virus.
2. Employees who come to campus will only be allowed access through the East entrance to the Administration building (by the art wing). Employees needing access to another building will first need to seek approval from their President’s Cabinet member and then coordinate with RK Greening, director of human resources, to arrange for entry into that building and for their temperature to be taken.
3. Employees will only be allowed to enter campus buildings between the hours of 7:00 a.m. and 9:00 a.m. and from 1:00 p.m. to 2:00 p.m. Monday through Friday. Additionally, employees will only be allowed to enter one time and not allowed to leave and then return that day. Please plan accordingly.
4. In continuing our efforts to limit the number of employees on campus at any time, employees are required to limit coming to campus to twice per week to complete essential work that cannot be completed from home or to exchange work projects. Special approval for additional visits to campus must be given by a President’s Cabinet Member (special approval will include a consultation with the Director of Human Resources by the President’s Cabinet Member). Additionally, a schedule will be implemented with assigned days of the week for when employees in various departments of the College will be permitted on campus. Employees are expected to work with their President’s Cabinet member to rearrange their work schedule in order to limit their visits to campus to these days. Campus building access fobs will be turned off in order to ensure employees only come to campus according to the schedule below:
Mondays: Admissions, Financial Aid, Advancement, Student Services, Facilities, Security, HR, School of Professional Studies, and School of Education
Tuesdays: Mail/Copy Center, Business Office, IT/Joule, Registrar, Library, , Athletics, Facilities, Security, HR, School of Liberal Arts
Wednesdays: Admissions, Financial Aid, Advancement, Campus Ministry, Facilities, Security, HR, School of Professional Studies, and School of Education
Thursdays: Mail/Copy Center, Business Office, Registrar, Library, Athletics, Facilities, Security, HR, School of Liberal Arts
Fridays: Admissions, IT/Joule, Student Services, Campus Ministry, Facilities, Security, HR
Saturdays: Security, On-call staff
Sundays: Security, On-call staff
5. Employees who come to campus are required to wear a cloth face covering (provided by the employee) when entering a campus building, while moving about in a campus building and in any public places within a campus building, or when outside on campus when unable to ensure maintaining safe social distancing practices. You can learn how to make a cloth face covering at this link from the CDC https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cloth-face-cover.html.
6. At this time, the College plans to adhere to our current vacation and personal days benefits policies. Questions regarding your vacation and personal days benefits should be directed to RK Greening, director of human resources.
7. All employees (both salaried and hourly) will be paid for their typical work schedule through May 26, 2020, and it is anticipated this will continue through mid-June. This decision may need to be altered past mid-June as the situation continues to evolve. Any employee with concerns about their work arrangements should contact RK Greening, director of human resources, at email@example.com.
8. All students, faculty and staff who travel outside of Wisconsin through May 26, 2020, will be required to self-isolate for a period of 14 days prior to being able to come to campus. Students should notify Rachel Fischer, dean of students, at firstname.lastname@example.org if you believe you need to self-isolate or with questions regarding other special circumstances. Employees should notify RK Greening, director of human resources, at email@example.com if you believe you need to self-isolate or have questions regarding other special circumstances.
Continuing Decisions and Practices
9. The College is asking all employees at any time you learn that you may have been in close contact with someone who is suspected or confirmed to have COVID-19 to share this information immediately with your supervisor or RK Greening, director of human resources, at firstname.lastname@example.org.
10. The CDC is now recommending that everyone wear a cloth face covering in public settings where maintaining social distancing measures may be difficult. You can read that recommendation at this link: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/cloth-face-cover.html. The CDC offered additional guidance for essential employees to be able to continue their essential work even if they may have been exposed to someone who is suspected or confirmed to have COVID-19. Those guidelines can be reviewed at this link: https://www.cdc.gov/coronavirus/2019-ncov/community/critical-workers/implementing-safety-practices.html. Essential employees who may have been in close contact with someone who is suspected or confirmed to have COVID-19 should wear a cloth face covering while at work for 14 days in addition to continuing social distancing practices. The CDC recommendations continue to include that any essential employee who has a fever or feels ill should stay home or if an employee develops a fever or begins to feel ill at work, that they should leave for home immediately.
11. All employees who can do so will be required to work from home through May 26, 2020. This includes faculty and staff, both salaried and hourly. Each President's Cabinet member will continue to work with employees in their areas to identify positions/work that is essential to maintaining necessary operations of the College and must be completed on campus. Employees whose position/work is deemed essential to maintain necessary operations of the College will work with their supervisors to assess if all or part of their work will be required to be on campus. Additionally, supervisors of employees that must work on campus will be flexible in scheduling on-campus work as is reasonable. Employees whose position/work is deemed to be able to be completed from home will work with supervisors to identify the most effective ways for work to be completed from home. This may include creative approaches to coming to campus to return finished work projects and taking home additional work projects. In the interest of all of us doing our part to protect the health and safety of all in our College family we encourage everyone to limit any time in a campus building to the absolute minimum needed and to practice all safe social distancing measures at all times. Any employees who have concerns regarding their work arrangements should contact RK Greening, director of human resources, at email@example.com.
12. In-person classes will continue in online or other alternative delivery formats through the end of the Spring Semester. Planning has begun regarding contingency planning for summer and fall coursework. At this time, the College hopes to conduct all summer and fall programs as originally planned.
13. Access to campus buildings will be restricted to employees whose work must be completed on campus and for periodic pick-up and drop-off of materials needed to continue work from home. All entrances to all campus buildings will remain locked at all times. This means main buildings will remain closed for student-to-student, faculty-to-student, and staff-to-student interactions (See No. 4 above as this has been updated).
14. Resident students are expected to make arrangements to “move-out” their personal items or to make arrangements for Student Services Staff to “pack and store” their items. A “move-out” plan, along with plans for resident students to store their items at the College has already begun. Students with special circumstances who may need to request an exception to this “move-out” plan, or who need to request to remain in on-campus housing may do so by contacting Rachel Fischer, dean of students, at firstname.lastname@example.org. Students requesting housing during this time will need to complete a voluntary housing request form at this link: https://forms.gle/C4iW45yAXCTjQVMW7. Students also should communicate any special circumstances to Rachel Fischer, dean of students, at email@example.com.
15. Any resident students who need to retrieve computers, textbooks or other items pertinent to completing their coursework should reach out to Rachel Fischer, dean of students, at firstname.lastname@example.org and we will work to get those materials to you as quickly as we can.
16. Commencement and all in-person celebrations for our pending graduates have been postponed. We plan to hold an in-person Commencement in December for all 2020 graduates. Additionally, 2020 graduates will have the option to participate in Commencement in May 2021. These decisions were extremely difficult. We so value all of the achievements and accomplishments of the Class of 2020! You have contributed much to our College family during your College journey and we pledge to celebrate this milestone with you in holding these events in the future. We also are working hard on alternative virtual celebration opportunities yet this spring.
17. Students are not allowed to work in any on-campus positions during this period. However, HFC Works student workers have been credited for the weekly 10 hours of work requirement to continue to receive the tuition-credit as outlined in this program without interruption for the remainder of the spring semester.
18. All on-campus events (not including internal meetings) are postponed and may need to be canceled through the end of May.
19. Faculty are asked to continue using the E-alert system and all practices related to notifying our Student Success Team (who will continue their work remotely) regarding student issues that come to their attention.
20. All students, faculty and staff are reminded to check their College email regularly for further updates. We also will post decisions on this web page: www.holyfamilycollege.edu/coronavirus (which also can be accessed via a link from www.holyfamilycollege.edu). We will continue to send messages “to check your email” when decisions are announced on our RAVE alert system and on our College Facebook page.
21. The rest of our spring athletic season schedules have been canceled.
22. We are requiring all internal meetings to be held in a space that will allow all participants to practice safe social distancing measures OR to conduct the meeting via telephone or online platforms. Chris Vigue and Patty Huettl are available to assist with setting up Zoom accounts for those still needing assistance with access to that platform.
23. The College will continue with the following requirements for employees:
a. Anyone with a respiratory or other health condition should take all necessary precautions and seek medical advice from a medical professional.
b. We continue to remind all to practice the following precautions:
a. Practice safe social distances: 6 feet or 2 meters.
b. Avoid shaking hands or hugs (use other forms of acknowledgement instead: wave, nod, etc.).
c. Wash your hands often (use soap and water for a minimum of 20 seconds) especially after blowing your nose, coughing or sneezing, prior to preparing or eating food, after contact with animals or pets, and after using the restroom.
d. Cover your mouth with a flexed elbow or tissue when coughing or sneezing.
President’s Cabinet will continue to actively monitor the guidelines from the Manitowoc County Health Department, the Wisconsin Department of Health Services, the Centers for Disease Control (CDC) and Prevention, the World Health Organization, and other city, county, state and federal agencies.
Any updates to these decisions will be communicated via email and posted on the College’s COVID-19 Updates web page. Please monitor your college email address regularly.
Peace and All Good,
Dr. Robert B. Callahan
Holy Family College President