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Office Density Reduction Plan for Staff

Policy Scope:

All administrative staff

Policy Owners:

Scott Erickson, Head of School

Last Updated:

Wednesday, September 9, at 11:00 a.m.

How many phases does this plan have?

  • Phase 1: Tuesday 9/8 until K-5 students return to campus, the focus of this document
  • Phase 2: When K-5 students return to campus or another appropriate milestone event; will be developed over the next several weeks as we gain familiarity and experience with Phase 1

What are the objectives of Phase 1?

  • Create policies based on staff health and safety as a top priority
  • Personalized approach balancing individual staff needs with specific role responsibilities
  • Choices for staff
  • Reduce the density of major campus work areas and create ample physical distancing
  • Cover essential on-campus services, emergency response, safety needs, and supervision responsibilities

When does Phase 1 start?

  • Tuesday, September 8

What does Phase 1 look like?

  • Range of staff density on-campus at the same time: 60% and 75%
    No less than 60% and no more than 75% of staff on-campus at the same time: This density range will support essential campus activities.
  • Achieve the minimum density of 60% by creating some partner pairs of two staff each who will split their time on campus
    Partner plan below
  • Each pair has a minimum of one person on-campus at all times. Pair partners agree to a rotation of 50% on-campus work and 50% remote work.
    Illustration: 5 full on-campus days out of 10
  • The rotation includes on-campus days each week, and the on-campus days are all full workdays.
  • Staff members are strongly encouraged to schedule personal appointments (e.g., dentist, doctor) on remote workdays, not on-campus days.
  • The pair partner covers on-campus responsibilities for unplanned absences, for example, if the partner is sick or called away. This means that pair partners need to be flexible to be on-campus with little notice in the event of an unplanned absence by the pair partner.
  • Pair partners have clear on-campus responsibilities and clear projects to execute remotely as approved by the supervisor.
  • The facilities team has implemented a staff workspace plan so we have ample space for Phase 1 and in anticipation Phase 2. This plan puts staff health and safety first.
    Workspace plan below
  • Staff members can choose to be on-campus more than described here, but doing so cannot push the aggregate staff density on campus above 75% on any given day.

Is every staff member in a pair rotation?

No, see below. Some staff members will be on campus every day because of their particular job responsibilities, delivery of essential services, and oversight of health and safety. In addition, some staff members need to balance their faculty-related responsibilities with staff-related work, so they will not be in a pair but will still have a rotation of 50% on-campus work and 50% remote work.

How do we know who is on campus on a particular day?

We have created a spreadsheet that everyone can view, called the Ongoing Staff Work Plan. It is similar to what we use each summer for staff and administrators. This will allow everyone to know who is on-campus for purposes of safety, emergency planning needs, and collaborative work. It will also allow us to track campus density for each day so that staff members can choose to come to campus above and beyond the minimum if desired. Lisa Boulger will be responsible for managing the spreadsheet. Staff members need to notify both Lisa and their supervisor of any changes or additions to the spreadsheet for accurate tracking.

How will we know that Phase 1 is effective?

We plan to assess the effectiveness of Phase 1 relative to its objectives on Tuesday 9/29 with possible adjustments effective Monday 10/5.

Where can we find our staff colleagues when they are on-campus?

We want to ensure that staff members have their own workspaces to optimize everyone’s health and safety. This is important even while not everyone is on campus at the same time during Phase 1. This workspace plan also anticipates a possible Phase 2 when more (or all) of us are on campus together. We recognize that one pair partner with an office might decide to make that office available to the other pair partner to support private conversations; that is up to each pair to decide. In addition to already existing offices, we have created some new workspaces as follows:

  • Faculty Lounge: Three workspaces
  • MPR North (side of the divider facing Administration Building): Three workspaces
  • MPR South (side of divider facing campus): Four staff workspaces plus four additional workspaces for ultimate flexibility

The plan below identifies an individual workspace for each staff and admin member:

What are the pair assignments?

Pair # Partner A Partner B
1 Armando Cerrillo (pending Advancement hire)
2 Tanner Taylor Jon Wheatley
3 Lisa Boulger Raveena Martin
4 Meeta Gaitonde Jason Nunez
5 Olana Khan Michael Lavigne Jr.
6 Jon Fulk Leslie Richardson
7 Kim Normington Tom Phuong
8 Ashley Brandt Ben Thomasian
Those not in pairs
  • On-campus daily: Chuck Adams, D.J. Brandt, Scott Erickson, Lauren Lavigne, Hannah Widgren, and Juan Ramos’s team
  • Balancing faculty-related responsibilities with staff-related work: Casey Powell and Lane Young (each will need to work out an on-campus plan with their supervisor, with a minimum of 50% time spent on campus)
  • Part-time role: Lisa Busby (on-campus one day per week, occasionally more)