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Pepperdine Restoration Plan

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Return to Work


Planning and Protocol for All Employees

Introduction

For public health reasons and to provide flexibility in meeting employees’ various needs, supervisors are asked to continue to allow as many employees to work remotely as possible; with agreement from their superiors, supervisors are responsible to determine which positions should be on campus, such as student-facing positions. Supervisors are encouraged to employ flexibility and creativity in altering work processes so that they may be completed remotely when possible. The COVID-19 Interim Telecommuting Exceptions remain in effect.

Medical Documentation Leaves

Faculty and staff will speak with their supervisors regarding any concerns about working on campus, remotely, or both. If their concerns cannot be resolved informally (such as through a flexible schedule or telecommuting assignment approved by their supervisor), employees may submit medical documentation from their doctor or request the appropriate COVID-19 leave, as needed.

The Staff COVID-19 Leaves Policy and Faculty COVID-19 Leaves Policy will be shared with all faculty, staff, and supervisors.

Alternate and Staggered Work Shifts

Taking into consideration the department’s needs (such as departmental work, service to constituents, employee needs, and maximized physical distancing), supervisors are responsible to determine whether staggered work shifts are appropriate for the department. Alternate and staggered work shifts also help reduce the number of people in a given building so that employees can easily maintain a six-foot distance from one another at all practicable times.

Supervisors should prioritize which employees should be first to return to campus based on their position; many employees may be able to have a mixed schedule of working on campus and working remotely. To accomplish maximum physical distancing and limit the number of people in the workplace, supervisors can create a staggered work shift for their department in which employees alternate working on campus and working remotely.

An example of staggered work shift for a department may be:

  • WEEK 1: Shift A works on campus 8 AM to 5 PM Monday, Wednesday, and Friday; Shift B works on campus 8 AM to 5 PM Tuesday and Thursday.
  • WEEK 2: Shift A works on campus 8 AM to 5 PM Tuesday and Thursday; Shift B works on campus 8 AM to 5 PM Monday, Wednesday, and Friday.

Staggered Arrival Times

In addition to considering staggered work shifts, supervisors can determine whether staggered arrival times would be appropriate and beneficial for the department in limiting the number of employees in the workplace at a given time for social distancing purposes. The staggering of arrival times can particularly help limit the congregation of people in common areas (such as stairwells, break rooms, elevators, hallways, etc.), in part because people will take their rest and meal breaks at staggered times.

An example of staggered arrival times for a department may be:

  • Shift 1: 8 AM to 5 PM (with two 15-minute rest breaks and one 60-minute lunch)
  • Shift 2: 10 AM to 6:30 PM (with two 15-minute rest breaks and one 30-minute lunch)

Wellness Bag

All faculty and staff will receive a wellness bag upon their return to campus. Each bag includes 2 face coverings, one thermometer, a no-touch tool, hand sanitizer, Emergen-C, and a welcome back note (along with appropriate instructions, such as washing face coverings daily). Human Resources will assemble and deliver these bags to each school and major area for distribution.

Daily Temperature and Wellness Assessment

Every member of the internal Pepperdine University community will be required to complete a daily wellness check before arriving on campus. The daily check asks all individuals to record their temperature and indicate if they are experiencing any symptoms of COVID-19. The time employees spend completing this form each day is considered paid time. If they have a fever or are experiencing COVID-19 symptoms, faculty and staff will be directed to stay home and make appropriate notifications per the Reporting Guidance for Faculty and Staff (below). Supervisors (including faculty supervisors, such as divisional deans and associate deans) are responsible to ensure their faculty and staff complete the wellness assessment on a daily basis.

Reporting Guidance (Contact Tracing)

The Reporting Guidance for Faculty and Staff will be finalized and shared with all faculty, staff, and supervisors for contact tracing purposes at the University; this protocol outlines the responsibilities of employees, supervisors, and the Human Resources Contact Tracer (HRCT) regarding tracking COVID-19 related illnesses and symptoms within the University community.

This section outlines protocols for employees and supervisors in various scenarios, including:

When an employee is ill:

  • The supervisor notifies the HRCT within 90 minutes of learning his/her faculty/staff member called out sick; the supervisor then gathers additional information from the employee about the illness (whether or not he/she exhibits COVID-19 symptoms).
  • The employee contacts his/her Primary Care Provider (PCP) and then follows up with the HRCT to provide information from the PCP and receive direction on next steps.

When an employee has an ill family member or close contact:

  • The supervisor notifies the HRCT within 90 minutes of learning his/her faculty/staff member’s family member/close contact is ill; the supervisor then gathers additional information from the employee about the illness (whether or not the family member/close contact exhibits COVID-19 symptoms).
  • The employee contacts his/her Primary Care Provider (PCP) and then follows up with the HRCT to provide information from the PCP and receive direction on next steps.

When an employee makes a report about another employee:

  • The supervisor of the reporting employee gathers information from the reporting employee and then notifies either the Student Health Center Contact Tracer (if the person of concern is a student) or the supervisor of the employee of concern.
  • The supervisor of the employee of concern follows the appropriate protocol above to gather information and communicate with the HRCT.
  • All employees are responsible to follow all public health directives from the University. Faculty and staff must cooperate with and follow the directions of the HRCT (including contacting their Primary Care Provider for testing and recommendations, among others).


On-Campus Expectations

Health Behavior Protocol

All faculty and staff will be put on notice (per a Welcome Back email) that, by returning to campus, they agree to abide by the University’s Face Covering/Social Distancing Policy.

Cleaning Protocol

All faculty and staff will receive the Cleaning Protocol (in a Welcome Back email), which outlines University responsibilities, departmental responsibilities, and individual responsibilities. Departments will be provided cleaning supplies, as well as a minimum cleaning standard for their area (such as wiping office door handles at least once per day); supervisors may use discretion in establishing an area-specific cleaning protocol above and beyond the minimum expectation. Individuals are encouraged to regularly wipe down frequently touched and shared objects.

Building Navigation and Signage

By the time employees return to work, Human Resources, POC, and Public Safety staff will have met with representatives from each campus building to complete the following:

  • Establish directional foot-traffic (such as one-way stairwells, designated entrance and exit doors, etc.)
  • Identify hand-sanitizing stations
  • Post signage (conference room protocol, elevator, protocol, break room protocol, directional signage, etc.)
  • Move furniture as necessary for social distancing requirements (with Public Safety ensuring that all furniture modifications meet fire codes)

Additional Protocol

Faculty and staff will be directed to the COVID-19 Planning and Preparedness website (in a Welcome Back email) to read and follow additional campus protocols (such as those regarding travel restrictions, dining, gatherings and large events, mail services, etc.).

Communication

Supervisors

  • All supervisors will be sent a Planning Checklist to plan for faculty and staff return to campus, including the following topics, which have been described above: 

    • Anticipating and responding to employee concerns and accommodation requests
    • Ensuring a healthy work environment
    • Planning work shifts
    • Upholding standards


Employees

All faculty and staff will receive a Welcome Back email prior to returning to campus, including the following actions, which have been described above: 

  • Agree to follow protocols when returning to campus 
  • Speak with their supervisor to plan a return to campus (express concerns, request accommodations, request a COVID-19 leave, discuss a staggered work schedule or alternate start times, etc.)
  • Visit the University’s COVID-19 Planning and Preparedness website for up-to-date communication and protocols
  • Direct questions/concerns to their supervisor or Pepperdine’s COVID-19 hotline

All faculty and staff will be sent a safety video to watch prior to coming to campus, which comprises an overview of many points in a Welcome Back email.


Transportation

Vanpool

Due to social distancing requirements, along with other guidance from the county, vanpools are not feasible for the fall term. Human Resources has reached out to all vanpool riders to determine their alternate mode of transportation.

For questions, please contact the COVID-19 Information Line at covid19info@pepperdine.edu or 310.506.8111.


Center for the Arts

The Lisa Smith Wengler Center for the Arts director is working closely with the divisional dean of the Seaver College Fine Arts Division to support all possible opportunities for students in the fall. Plans are underway for various scenarios that would allow for online performances, recorded individual performances, or smaller performances. The Center for the Arts will follow all Los Angeles County Department of Public Health guidance for film and production studios.

Additionally, the Center for the Arts is continuing to engage with donors and constituents by hosting recordings of past performances, posting podcasts, and other virtual offerings.

For questions, please contact the COVID-19 Information Line at covid19info@pepperdine.edu or 310.506.8111.

Transportation

Transit Services will have a comprehensive plan in place for the fall semester tailored to the population size on campus. Signage at each shuttle stop will educate passengers regarding required safety protocols, and passengers will be required to wear face coverings, stay six feet apart, and avoid touching surfaces when possible. Passengers will also be informed that hand sanitizer is provided for their use on all shuttles.

Once on the shuttles, a maximum of six to eight passengers per full-size shuttle (based on the shuttle model) will be permitted. Passengers will fill seats in the rear of the vehicle first and then towards the front. Seat signage will also indicate which seats can be used, and windows on the shuttles will remain open to maximize ventilation and airflow. Posters will be placed on the exterior of the shuttles near the onboarding door to remind passengers of the required safety protocols and maximum seating capacity.

For the safety of the passengers and the driver, plexiglass partitions will be installed between the driver and the passengers on all shuttles. Each driver will be assigned a shuttle and will use it for the duration of their shift. Drivers will thoroughly clean their vehicles at lunchtime and at the end of their shift (every four to five hours) adhering to the Los Angeles County Department of Public Health and CDC cleaning guidance.

The shopping shuttle will continue to operate Monday through Friday at 1 PM, 3 PM, and 5 PM. Transit Services will eliminate the blue route (clockwise lower campus) in order to supply more shuttles on the orange route (counter-clockwise lower and upper campus), which will help offset the limited capacity on the shuttles. In order to maximize the service transit can provide to students, we encourage students, faculty, and staff to walk due to the limited ridership our fleet can offer.

Bookstore

The University’s campus stores will adjust and scale operations in response to the on-campus population. The stores will be open for pickup of online orders and in-person shopping with operating procedures meeting University standards and the retail reopening guidance issued by the Los Angeles County Department of Public Health. Excellent customer service, physical distancing, enhanced cleaning, limited-touch browsing and check-out, and one-way traffic flows will characterize the in-store experience. Customers will find the expected textbooks and merchandise, and also items commonly sought during this time including cleaning goods, face coverings, individual chargers, and hand sanitizer.

Entrance, Capacity, and Traffic Flow

Doors to campus stores will be marked as entrance or exit only where possible, with a one-way traffic pattern through the store. Store capacities will be limited, and lines outside the store and in front of the cashier will be marked with stanchions and floor signage asking customers to maintain a distance of six feet. During peak hours, additional employees will monitor the flow of customers and process orders for faster service.

Online Order Pickup

Merchandise and textbooks can be ordered online and shipped directly to customers or picked up in the stores. Merchandise is picked and packaged in a sanitized area before shipment or pickup. Wherever possible, order pickup will occur at a dedicated transaction counter apart from the in-store cashier.

Textbooks

Students may purchase textbooks online (to be delivered or for pick up) or, if living on campus, select and purchase textbooks in-store. Follett is coordinating a staggered plan for textbook pickup and purchase, and students will be divided by last name and assigned a window of time to reduce congestion and wait times. During the first two weeks of class, Follett may also staff pop-up locations around the campuses for more convenient online order pickup.

Store Hours, Store Layout, and Dressing Rooms

Bookstore hours are to be determined. Stores will operate on the same schedule as last year, with adjustments as necessary after a two-week evaluation period. Physical distancing will be accomplished through the removal and reorganization of fixtures and displays throughout the stores. Apparel will be folded/hung with tags out to limit the amount of touching on merchandise, and dressing rooms will be closed.

Transactions and Return Policies

Plexiglass will separate cashiers from customers, and credit card transactions will be encouraged. Credit card terminals and pens will be sanitized between each use, and purchases will be bagged by employees if using a store-provided bag, and by customers if using the customer’s reusable bag. Returns will be limited on food and beverage items, health and beauty items, and some clothing and hats. All acceptable returned items will be processed at a designated returns cash register and be held in a designated space for 48 to 72 hours prior to re-stocking.

Enhanced Cleaning

Store cleaning will be in line with University cleaning protocols and the Los Angeles County Department of Public Health guidelines for retail establishments. Of note, common areas and high-touch objects will be cleaned frequently during business hours, and items used during checkout will be cleaned between uses.

For questions, please contact the COVID-19 Information Line at covid19info@pepperdine.edu or 310.506.8111.


Mail Services

Mail Services will communicate to students, faculty, and staff via email and updates to its website how it will be observing and practicing Los Angeles County Department of Public Health and CDC guidance for social distancing.

It should be noted that according to the CDC and the US Surgeon General, “...there is currently no evidence that COVID-19 is being spread through the mail. Also, there are no recorded cases of humans getting infected through packages.” Consequently, no actions will be taken to disinfect mail or packages.

Staff and visitors are required to observe social distancing and wear face coverings when entering the Mailroom, Central Receiving, and the Student Mail Center located at TCC. Social distancing floor graphics will be placed at all three locations. Staff and visitors are required to stay at least six feet away from other people.

Self-dispensing hand sanitizer stations will be available within the three Mail Services areas. Handheld devices, telephones, service windows, and service countertops will be sanitized after each use. A “no-touch” delivery signature system will be employed for package delivery.

Mail Services deliveries to departments and graduate campus sites will be adjusted as necessary but will be on a regularly scheduled basis. Lastly, all outbound mailing and shipping will continue to be served via USPS, UPS, and DHL.

For questions, please contact the COVID-19 Information Line at covid19info@pepperdine.edu or 310.506.8111.


Restrictions for Campus Visitors

IMPORTANT NOTICE: Because universities must currently operate in a minimum basic operations mode, the interim restrictions for campus visitors currently in place remain in effect. When the University receives authorization from the State of California and Los Angeles County to resume on-campus operations, the University anticipates the visitor policy reflected below will apply (subject to modification for conformance with the final county guidance).

 

Anticipated Policy Once Pepperdine Reopens for On-Campus Operations

Consistent with Los Angeles County Public Health Department guidelines and in the best interest of our community, the University will limit on-campus visitors during the fall semester. In line with the County guidance and to the extent possible, visitors to any campus will be limited to those who are essential for the University's operations. Pepperdine is implementing the following Interim Visitor Restrictions through December 31, 2020. Access to all University campuses is restricted to Pepperdine residential students currently living on the Malibu campus, Pepperdine students attending courses in-person or accessing on-campus academic support resources, faculty, staff, on campus faculty/staff housing residents, and invited guests as defined below. Non-invited visitors to campus will not be admitted. Additionally, campus visitors must abide by all Universities policies while on Pepperdine campuses, including the requirement to wear a face covering.


Invited Guests

Invited guests must be essential for the University's operations.

  • Guests of faculty/staff on campus condo homeowners or tenants
  • Designated vendors and service operators with essential campus business
  • Ride-hailing and food delivery drivers for the limited purpose of delivery
  • Invited guests for essential University business
  • Immediate family members of enrolled students (family members will not be permitted inside student residences.)
  • University Church members living off campus coming to campus for in person church services (assuming faith-based gatherings are authorized for operation by the Los Angeles County Public Health Department).

    • Church leadership will be responsible for providing Public Safety with a roster of pre-registered church attendees with names, email addresses, and phone numbers; a guest registration form is not needed for each attendee.
  • Visiting athletic teams (athletes, coaches, staff, no spectators) coming to Pepperdine to participate in NCAA competition

    • Athletics staff will be responsible for providing Public Safety with a roster of pre-registered visiting student athletes and staff members with names, email addresses, and phone numbers; a guest registration form is not needed for each attendee.
  • Pre-registered campus admissions tour guests
  • Invited guest lecturers
  • Invited donors and alumni

All invited guests must be approved and registered as per the procedures listed below. All other individuals not listed in the above categories are not invited visitors and, thus, are not allowed on campus. For example:

  • Students are not allowed to invite guests to campus who are not specifically noted as invited guests in the list above. (Limited family guests may join students on campus for move-in during New Student Orientation, according to guidelines which will be communicated to students through Student Affairs.)
  • Usual Crest member access is restricted.


Procedures for Invited Guests

All invited guests coming to campus for University business should be approved by department leadership. Once approved, the host should register the invited guest using the instructions below. All other guests, including guests of residents in faculty/staff housing, should be registered by their hosts using the instructions below. Questions may be directed to the Office of Emergency Services at emergencyservices.pepperdine.edu or 310.506.4996.

Campus hosts must complete a guest registration form prior to the guest’s arrival. If multiple guests are arriving in the same vehicle, each must be separately registered. Additionally, hosts must ask guests to confirm they are free of symptoms of COVID-19 prior to arrival on campus. Symptoms include cough, shortness of breath, difficulty breathing, fever, chills, sore throat, vomiting, diarrhea, muscle pain not related to physical activity, and new loss of taste or smell. Ride hailing services and food delivery services are exempt from the registration form requirement and will have this symptom check conducted at the gate.

While on campus, invited visitors are limited to designated areas for the purpose of their visit including lobbies, customer service areas, conference or meeting rooms, and public restrooms.


Exception Requests

Requests for access to campus by other individuals will be considered on a case-by-case basis. Requests should be sent to dispatch@pepperdine.edu at least 24 hours prior to the desired visit and will be reviewed by the Office of Emergency Services. Urgent requests may be communicated by phone to the Department of Public Safety’s non-emergency line at 310.506.4442.


Travel Restrictions

IMPORTANT NOTICE: Because universities must currently operate in a minimum basic operations mode, the interim travel restrictions remain in effect. When the University receives authorization from the State of California and Los Angeles County to resume on-campus operations, the University anticipates the travel policy reflected below will apply.

 

Anticipated Policy Once Pepperdine Reopens for On-Campus Operations

The following interim travel restrictions will be in place for all University community members through December 31.


University-Sponsored Travel

Given the spread and travel impacts of COVID-19, Pepperdine is prohibiting all university- sponsored international and domestic travel through December 31. Rare exceptions will be considered on a case by case basis and should first be vetted through the traveler’s supervisor and Steering Team representative. No trips should be scheduled prior to final approval. Travel for University Athletic teams to NCAA sanctioned competition is an approved exception.

All other provisions of the University's International Travel Policy remain in effect. This policy calls for vetting of international trips to destinations with elevated travel advisories.


Personal Travel

Personal travel is an individual decision not governed by University policy. However, University community members should be aware their personal travel could impact their ability to return to a University campus, with associated work or school implications. Community members who have traveled internationally will not be allowed on any University campus until they have completed a 14-day quarantine, as mandated by the Centers for Disease Control and Prevention. Residents who live in on-campus faculty and staff housing may return to their home to complete this quarantine but may not access other campus spaces during this time.

 

14-Day Restriction from University Campuses

Students and employees assume all responsibility for their travel decisions to international destinations, including any consequence related to an inability to complete their coursework or fulfill their job duties immediately following their return. Prior to embarking on a trip which will result in quarantine upon return, employees should discuss the implications with their supervisor, and students should discuss the implications with their professors. If accommodations to work remotely during this quarantine are not possible, employees will be required to use vacation or sick time during this period.

Students restricted from University campuses should contact the Office of Student Information and Services at onestop@pepperdine.edu or 310.506.7999 for assistance with coordinating time away from classes.


Questions

Contact the Office of Emergency Services at 310.506.4996 or emergencyservices@pepperdine.edu for questions or assistance.


Fitness Rooms/Gyms

Campus Recreation is closely following all public health guidelines regarding the opening of fitness facilities. Currently, indoor fitness centers are not allowed to operate. Therefore, no fitness centers are open on Pepperdine campuses. When operation is authorized, assuming guidelines consistent with previous distribution are in place, non-supervised spaces (fitness rooms in residence halls) will remain closed due to the inability to ensure cleaning compliance and distancing requirements.

The group fitness studio may be used for classroom space, so group fitness will be limited to online or outdoor offerings only, as allowed. The outdoor fitness center “The Cage” will remain open at a lowered capacity. The Firestone Fieldhouse (FFH) weight center will be open at lowered capacity. In the FFH, users will be allowed a 50-minute workout time every hour on the hour with a ten minute cleaning period by staff. Intramurals and club sports are currently under consideration.

For questions, please contact the COVID-19 Information Line at covid19info@pepperdine.edu or 310.506.8111.


Villa Graziadio Executive Center

As part of its comprehensive infection control plan, Pepperdine will utilize the Villa Graziadio Executive Center accommodations for on-campus isolation and quarantine space, and the meeting areas for additional undergraduate classroom space.

Isolation and Quarantine

The Villa will operate in a modified hotel management model, retaining housekeeping services and limited administrative staff. The Villa accommodations are separated from the remainder of the Drescher complex, allowing for the continued use of other spaces in the building.

Additional Classroom Space

The Villa meeting spaces traditionally utilized for external rental (including the Wilburn Auditorium and the Executive Dining Room) will serve as academic classrooms needed to accommodate the fall schedule given physical distancing mandates that reduce classroom capacity. These rooms have been added to the University’s scheduling system.

Cleaning

Cleaning protocols in these areas will be consistent with the University cleaning plan and will include specific additional measures for isolation/quarantine spaces as dictated by public health orders and the Student Health Center’s best practice guidance.

Staffing and Operations

Operations will comply with the Los Angeles County hotel reopening and operating protocols as appropriate and with the requirements for isolation and quarantine space as needed.

For questions, please contact the COVID-19 Information Line at covid19info@pepperdine.edu or 310.506.8111.