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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 have been 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 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 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 each day. The daily check asks all individuals to 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 has been 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 SHC contact tracer 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 SHC contact tracers 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 SHC contact tracer 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 SHC contact tracer 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 SHC contact tracer 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 SHC 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 SHC contact tracer.
  • 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 SHC contact tracer (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

Human Resources; Planning, Operations, and Construction; and Public Safety staff 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 and the Seaver College Fine Arts Division are presenting and producing digital events this fall. The Center for the Arts is presenting performances and master classes with guest artists that will be available for the Pepperdine community. The Seaver College Fine Arts Division and the Center for the Arts are working together to evaluate the process for a return to live rehearsals and performances, including the following possibilities: continued virtual events, filmed student performances that will be shared with audiences virtually, or performances for small, socially distanced live audiences. All decisions will be made in conjunction with the university and appropriate regulatory authorities.

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 more information, visit the Center for the Arts website at arts.pepperdine.edu or call the Center for the Arts at 310.506.4522.

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

Transportation

Transit Services has a comprehensive plan in place 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. Hand sanitizer is provided for use on all shuttles.

Dial-A-Wave is implemented when the campus population is below 25%. Passengers can call Public Safety to request a ride and a shuttle will be dispatched. 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 are 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 according to posted hours. 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 Malibu campus store is currently open for pickup of online orders and in-person shopping for those on the Malibu campus Monday through Friday from 10 AM to 3 PM. The store's operating procedures meet University standards and retail reopening guidance issued by the Los Angeles County Department of Public Health. All other campus book stores remain closed. Excellent customer service, physical distancing, enhanced cleaning, limited-touch browsing and check-out 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.

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.

According to the CDC, "Coronaviruses are thought to be spread most often by respiratory droplets. Although the virus can survive for a short period on some surfaces, it is unlikely to spread from domestic or international mail, products, or packaging."

Mail Services is following the strategies and measures recommended by the CDC and Los Angeles County Department of Public Health for mail handling, and has implemented the following precautionary workplace measures:

  • Signature capture requirements for package deliveries have been discontinued.
  • Staff and visitors are required to observe physical distancing and wear face coverings when entering Mail Services, Central Receiving, and the Student Mail Center located at Tyler Campus Center.
  • Hand sanitizer stations and social distancing floor markers are available at all three Mail Services areas.
  • Office computers, handheld devices, telephones, service windows, and countertops are thoroughly sanitized after each use.

The United States Postal Service recommends customers follow the same CDC basic guidelines after accepting deliveries or collecting mail from a post office or home mailbox that would apply to running errands or shopping for groceries. These include washing your hands with soap and water for 20 seconds or using hand sanitizer with at least 60 percent alcohol.

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

Because Pepperdine must currently operate in a minimum basic operations mode, the interim restrictions for campus visitors currently in place remain in effect. As regulations from the State of California and Los Angeles County evolve to respond to the COVID-19 pandemic, the University's restrictions for campus visitors will also evolve to allow as much of the University community to come to our campuses as is safely possible. 


Travel Restrictions

Given the spread and travel impacts of COVID-19, Pepperdine’s interim travel restrictions remain in effect. As regulations from the State of California, Los Angeles County, Centers for Disease Control and Prevention, the US State Department, and foreign governments evolve to respond to the COVID-19 pandemic, the University's travel restrictions will also evolve to allow as much University-sponsored travel as is safely possible.


Fitness Rooms/Gyms

Campus Recreation is following all public health guidelines regarding the opening of fitness facilities. Currently, no indoor fitness facilities are open on Pepperdine campuses. 

Students, faculty, and staff may use some outdoor sports facilities for low-contact sports: badminton, corn hole, disc golf, physical training (yoga, tai chi), running, tennis, walking and hiking. The following outdoor facilities are available for use:

  • The intramural field outside of the Ralphs-Straus Tennis Center
  • The intramural field across from the Facilities Services office
  • Stotsenberg Track (when not in use by student-athletes pursuant to NCAA and state guidelines)
  • Alumni Park
  • The Crest Tennis Courts adjacent to the John Tyler Drive entrance
  • Hike to the Cross


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 class 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.


Graduate Campuses

The graduate campuses in Calabasas, Encino, Irvine, and West L.A. are currently closed. Faculty and critical staff needing to complete essential work for the purposes of facilitating distance learning or to perform minimum basic operations may access their respective graduate campus. If you plan on accessing any of the graduate campuses for the aforementioned purposes, review the "How to Access Your Pepperdine Graduate Campus" guide for more information and complete the necessary steps. 


HVAC Systems

To ensure each campus building is appropriately equipped and prepared for a return to in-person instruction and on-ground operations, we have worked to establish and confirm that the HVAC system for every academic and administrative space meets or exceeds Centers for Disease Control and Prevention; Los Angeles County Department of Public Health; and American Society of Heating, Refrigerating, and Air Conditioning Engineer’s COVID-19-related guidance. With respect to indoor air quality and ventilation, the University has taken additional steps, including working closely with a mechanical engineer and an industrial hygienist, to evaluate its building systems and ensure they are appropriately outfitted to facilitate the safe return of its campus community. All of the HVAC systems for campus were surveyed and recommendations for improving ventilation and/or filtration have been implemented. 

“Ventilation” consists of the delivery of clean air and the filtration and removal of contaminants from the air.  Across our campuses, academic and administrative buildings are classified as “well ventilated” based on meeting or exceeding the following criteria set forth by the governing bodies mentioned above:

  • Properly operating mechanical ventilation system
  • The system’s ability to incorporate outside air
  • Functioning restroom exhaust
  • Increased filtration to the highest level possible in each system

While the public health and industry guidance allow for differences between various buildings, our buildings meet a higher standard than many other academic institutions or buildings. Nearly all of our University buildings have MERV-13 filters in place. For the purposes of mitigating COVID-19 transmission, the State of California considers recirculated building air that passes through a MERV-13 filter to be “clean air.” All academic buildings have MERV-13 filtration in place.  Additionally, in compliance with LADPH guidelines, HVAC systems will be on two hours prior to the start of the business day to ensure multiple exchanges of interior air prior to occupancy.

Learn more about on-campus HVAC systems with an overview of HVAC system ventilation and filtration.