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Full Sail University

Full Sail Return to Work Guidelines for Staff & Faculty

A Letter from Our President

July 1, 2020

While the Full Sail community and the world at large continue to mitigate the challenges of COVID-19, our spirit has endured as we have supported each other while maintaining the academic excellence for which our university is known. Full Sail is again exemplary in educational circles thanks to our staff and faculty’s efficient, effective transition from campus classes to a virtual-only format, allowing all students to continue their course work without missing a beat. And just as our faculty has risen to the occasion, we are both grateful to, and proud of, Full Sail’s creative students who have faced this time with determination and renewed commitment to their dreams. Gratitude abounds for our essential employees – heroes - that have sanitized, maintained, and protected our beautiful Winter Park campus throughout the absence of activities there. Lastly, we are humbled by the love our alumni have shown current students and faculty by serving as guest lecturers to further inspire the Full Sail Nation throughout this challenging time. As Full Sailors, we take great pride in our enthusiasm, ingenuity, and love for the people that make up this wonderfully unique culture of ours.

These guidelines are intended to support Full Sail’s creative spirit while ensuring that our community thrives."

The time has come to prepare for our return to campus, and we are conscientiously excited to announce the next steps. A team of many have invested countless hours of research and careful consideration as to how we methodically and safely begin a return to campus, and within this document they have outlined the movements and protocols as to how we make this transition back to our school grounds smoothly and responsibly. Once again it is time to stand together as an entire Full Sail community to both implement and advocate for these new procedures with each of us serving as leadership examples as to how both staff and students must safeguard one another -- each one of us serves as a vital link for the collective good. These guidelines are intended to support Full Sail’s creative spirit while ensuring that our community thrives.

Throughout this site, you will find Full Sail’s ongoing plan for responding to COVID-19 in taking our first steps toward a return to campus. As the year continues to unfold, the team that created this comprehensive plan will monitor new information, process it, and make adjustments to the plan accordingly.

Thank you for your unwavering patience, your adaptation to working differently, and your unflappable spirit. The stellar examples you have set in these recent months – now more than ever – have genuinely reflected Full Sail’s guiding principles.

Join me as I look forward to a gradual and safe homecoming. With love in my heart, gratitude for each of you, and a prayer for God’s blessings in your lives,

Garry

Employee Return-to-Work Guidelines

Full Sail University ("Full Sail" or "the University") will reinitiate in-person, project-based labs on campus grounds. Leading up to this decision, the University carefully reviewed many sources of information to craft an operational plan best suited for the unique style of education delivered by our real-world Faculty and pursued by our dedicated students. In addition, the University has been preparing to welcome staff back to campus when it is deemed appropriate and needed by managers on a department and program basis.

The sources used to align and customize this plan include authoritative information regarding the status and protective measures related to COVID-19, including but not limited to the Centers for Disease Control and Prevention (CDC) guidelines; the State of Florida recommendations for the reopening of public institutions; guidance from the Florida Department of Health, the Florida Department of Education, the City of Orlando, and the Federal Government. The “new normal” for campus-based operations has been evaluated, and safeguards have been designed and implemented for our Faculty, staff, and students.

As new information regarding COVID-19 becomes available or evolves ,Full Sail may adjust and update this plan and other documents as appropriate. Full Sail will communicate any changes as needed.

The following is a high-level overview of what all employees can expect:

  • Full Sail will have “Return-to-Work” Guidelines that will be provided to all employees that are easy to understand.
  • Video training will be provided to returning employees to introduce them to the new workplace rules.
  • Managers will be trained on how best to continually reinforce the safeguards that Full Sail has put in place.
  • Employees will be required to acknowledge receipt of the Guidelines and training, and a Disclosure Confirmation will be distributed with the Return-to-Work Guidelines that is to be signed prior to the employee’s initial return to campus.

We are advocating that the safeguards outlined below be followed by all employees as well as implemented, monitored, and reinforced by managers:

  • Training of all staff
  • Promoting the use of healthy hygiene practices
  • Intensified cleaning and disinfection done safely by appropriate and/or designated personnel Social distancing
  • Continued telework when possible
  • Nonessential business travel will continue to be restricted until further notice
  • In-person staff meetings, wherever possible, should be avoided and conducted virtually until further notice
  • Daily attestation protocols
  • Mandatory temperature taking onsite
  • Continuing to provide online lectures and labs to all students during this transition for those who do not feel comfortable returning to campus as permitted
  • Regarding domestic travel, individuals should follow the CDC recommendations regarding travel safety found here: https://www.cdc.gov/coronavirus/2019-ncov/travelers/travel-in-the-us.html
  • In-person meetings with third-party guests will remain restricted with very few exceptions Full Sail will not hold any large school events until further notice

In addition, the University will implement the following ongoing monitoring protocols:

  • Sick employees must not come to work
  • Employee health checks related to COVID-19 to include temperature checks and symptom attestations occur on a routine basis
  • Absenteeism is monitored and time-off policies are flexible in connection with COVID-19-related issues
  • Action plans are in place for an employee or student who tests positive/presumptive positive for COVID-19
  • Emergency communication channels are maintained for employees
  • Communications with state and local authorities are maintained as needed

Students are being instructed to reach out to the Student Support team at 855-384-3572 and [email protected] for any concerns or issues. This email address will also enable students to privately report any issues that may be COVID-19 related as well as seek health information.

Initiatives to Assist in Monitoring of Health and Promote the Use of Healthy Hygiene Practices

The following list overviews the initiatives enacted by the University and its employees to promote a safe return to campus:

1. Review the Return-to-Work Guidelines and Video Training and complete and submit a Disclosure Confirmation.

2. Complete an online Workday health/symptom attestation prior to coming to campus for the day. This can be accessed via Workday’s mobile app.

3. Prior to arriving on campus, put on and affix an approved face mask/facial covering. If you have a medical reason that prevents you from wearing a face covering, please contact Human Resources and a solution will be provided. The University will continue to make efforts to procure and provide face coverings as long as it can acquire them, but in all instances face masks must be worn on campus as described further below.

4. When entering a building, only utilize approved entrances. These will have a temperature check-in kiosk. Upon successful check-in at the kiosk, an easy-to-identify sticker will be provided to you daily so that all members of the University community can confirm that each individual went through the check-in process. Individuals will not need to be rechecked in the same day if wearing an appropriate sticker.

5. Adhere to social distancing and also reference recommendations on signage posted throughout the campus and on floors.

6. In addition to adhering to personal hygiene guidelines, hand sanitizer kiosks will be positioned throughout the campus and encouraged for regular use.

7. When going to the restroom, adhere to the protocol permitting access to only one individual at a time.

8. Follow the posted cleaning procedures after individual use of the restroom.

9. Lead employees in a studio, lab, or classroom must follow the specific room’s cleaning procedures at the end of the session/use of room.

10. Follow the specific work-area cleaning procedures at the end of the day if you are an employee working in a cubicle, office, or conference room.

11. Recognize that the Full Sail housekeeping team will adhere to CDC guidelines related to cleaning and disinfecting the campus and its facilities. To provide heightened efforts that demonstrate respect for your fellow University community members, all Full Sail employees will adhere to the prescribed restroom, studio, lab, classroom, and workspace rules and guidelines.

12. Adhere to the rule allowing only one individual in an elevator at a time.

13. Follow Full Sail’s Disinfection Guidelines and Protocols for bringing work equipment and laptops back to campus.

REVIEW RETURN-TO-WORK GUIDELINES WITH VIDEO TRAINING AND COMPLETE DISCLOSURE CONFIRMATION

Full Sail will provide Return-to-Work Guidelines to all employees that will be easy to understand. Video training will be provided to returning employees to introduce them to the new workplace rules. Employees will be required to acknowledge receipt of the Guidelines and training. A Disclosure Confirmation will be distributed with the Return-to-Work Guidelines that is to be signed and submitted prior to the employee’s initial return to campus. Managers will be trained on how best to continually reinforce the safeguards that Full Sail has put in place.

Health/Symptom Monitoring Report—Attestation

A symptom monitoring attestation will be available in Workday. For convenience, please download and access the attestation through the Workday app available for your mobile device. Employees and students must complete an attestation each day they are coming to campus, prior to arrival. Approved guests and visitors will complete a paper version.

Attestation questions include:

  • Have you been told to currently quarantine/isolate by a medical provider or by the health department?
  • In the last 14 days, have you had direct close contact with someone who has or is suspected of having COVID-19? The CDC defines close contact as having been within 6 feet of an infected person for at least 15 minutes starting from 48 hours before that person began feeling sick until the time the person was isolated.
  • In the last 14 days, have you traveled internationally?
  • Are you experiencing any the following symptoms?
  • Presence of fever (100 degrees F or more) or a feeling of having a fever
  • Presence of cough that cannot be attributed to another health condition
  • Shortness of breath that you cannot attribute to another health condition
  • Presence of sore throat that cannot be attributed to another health condition
  • Presence of muscle aches that cannot be attributed to another health condition or that may have been caused from a specific activity, like physical exercise
  • Presence of respiratory symptoms, such as a sore throat, runny nose/nasal congestion, or sneezing, that are not attributed to another health condition
  • Presence of chills or repeated tremors with chills that cannot be attributed to another health condition
  • Loss of taste or smell that cannot be attributed to another health condition
  • Any other symptom(s) as currently disclosed by the CDC at this link

If the employee attests “yes” to any of these items, the employee will not be permitted on campus. The employee will need to contact their direct manager and will be asked to work remotely, if feasible, and to follow the CDC’s guidance regarding What to do if you are sick with coronavirus disease 2019 (COVID-19), as appropriate. If the employee cannot work remotely, the employee should communicate with their manager regarding possible options. The manager should provide to HR a report on employees who are required to work remotely due to the attestation. Workday will provide HR with a report of anyone who answered “yes” to one of the attestation questions.

If an employee is suspected of having or is confirmed to have COVID-19, the employee’s manager should report this to HR immediately. The employee’s work area on campus will be cleaned and disinfected, as appropriate. HR will contact the employee to determine any additional employees the individual had been in close contact with—within 6 feet of for more than 15 minutes—in the previous 48 hours. The list generated will be used to determine who will be notified and informed that they were near someone who has a potential positive COVID-19 test. The employee's identity will be kept confidential consistent with applicable law.

Managers will be trained to be mindful of complying with all obligations regarding confidential treatment of all medical information, including COVID-19 test results.

Students are being instructed to reach out to the Student Support team at 855-384-3572 and [email protected] for any concerns or issues. This email address will also enable students to privately report any issues that may be COVID-19 related as well as seek health information.

COVID-19 Testing

Employees are encouraged to obtain a COVID-19 test. The fee for this test is currently waived for participants of the Full Sail Health Insurance plan; however, standard visit copay charges will still apply.

Links and detailed information for current COVID-19 test sites available in Orange County are updated here

Along with the above specific COVID-19 testing sites, these are specific medical facilities that are located near the Full University campus:

CareNow Urgent Care - Winter Park – Recommended; book your appointment online
7460 University Blvd Suite 110, Winter Park, FL 32792
carenow.com

AdventHealth Centra Care Winter Park
3099 Aloma Ave, Winter Park, FL 32792
centracare.org

Crossroads VA Clinic
925 S Semoran Blvd, Winter Park, FL 32792
orlando.va.gov

Lake Baldwin VA Clinic
Orlando VA Medical Center
5201 Raymond St, Orlando, FL 32803
orlando.va.gov

Orange County Health Department
COVID-19 Testing Sites
orangecountyfl.net

Face Masks

Face masks or coverings must be worn by anyone on campus when in the presence of others and in any common areas inside buildings, or outside where social distancing measures are difficult to maintain. The face mask or covering is not a substitute for social distancing. Face mask patterns and designs should be professional and respectful of our educational environment.

Employees who cannot wear a face mask or covering must contact the Human Resources department.

If you do not have an acceptable face mask, disposable face masks will be provided by Full Sail for all students, staff, and Faculty on a daily basis upon arrival.

Full Sail will provide to any guest who is required and approved to be on campus a face mask or covering if the guest does not have one.

Handwashing

It is highly recommended that proper hygiene be adhered to at all times by our faculty, staff, and students. This includes the following guidelines:

  • Wash hands often with soap and water for at least 20 seconds, especially after you have been in a public place or after blowing your nose, coughing, sneezing or touching your face.
  • Use hand sanitizer that contains at least 70% alcohol when soap and water is not available. Cover all surfaces of your hands and rub them together until they feel dry.
  • Avoid touching your eyes, nose, and mouth, and wash your hands after touching your face.
  • Tissues will be provided throughout the campus.
  • Full Sail will make efforts to maintain an ample supply of hand sanitizer throughout the campus, in classrooms, labs, offices, and common areas.

Intensified Cleaning and Disinfection

Full Sail is committed to following CDC guidelines regarding cleaning and disinfection.

  • Full Sail has enacted a schedule of routine cleaning of often-touched surfaces, with more frequent cleaning and disinfection arranged for common areas including lobbies, breakrooms, and restrooms.
  • Through regular cleaning efforts, a heightened cleaning and disinfection focus will be placed on items that are frequently touched, such as door knobs, light switches, countertops, door handles, door keypads, exit buttons, door glass, light switches, handrails, lobby desks, lobby desk phones, and drinking fountains.
  • All employees are required to wipe down all work areas with wipes containing at least 70% alcohol before and after working at any space.
  • Copiers, printers, filing cabinets, computers, light switches, door knobs, and tables will need to be wiped down before and after working at that space. Use of these items should be kept to a minimum with designated employees being responsible for copiers, printers, and filing cabinets when possible. When allowable, common-use interior doorways should be kept open to reduce repeated contact with door knobs.

All Individuals on Campus Will Receive Daily Temperature Checks

  • Staff, students, and guests will have their temperatures taken upon entering campus facilities through the new temperature kiosk systems that are positioned throughout the campus. A kiosk map will be provided to identify where to gain access to buildings to have temperatures taken. Because of this added precaution, individuals may need to arrive earlier than usual to get to their destinations in a timely manner. Continue to check Full Sail One for updated information.
  • If an individual arrives on campus and demonstrates symptoms of COVID-19 or has a temperature above the acceptable limit, the person will not be permitted to remain on campus and will be provided with the protocols for what steps to take next.

Social Distancing

Full Sail is following the CDC guidelines for social distancing.

PERSONAL DISTANCE

  • Anyone on campus should stay at least 6 feet (approximately 2 arms’ length) from other people at all times.
  • Full Sail will, where needed, modify the workplace to allow for employees to maintain the adequate 6-foot separation. When modifications are not feasible, Full Sail will plan for a staggered work schedule to ensure that social-distance requirements are maintained.

MEETINGS

  • Employees should continue conducting meetings virtually.
  • If an in-person meeting is absolutely required, the meeting must be conducted in accordance with social-distancing rules along with other Full Sail requirements in this plan.
  • Until further notice, communal meals are not permitted on campus.
  • When necessary, extra chairs in rooms will be removed to avoid use of a room by more people at one time than is consistent with social-distancing guidelines.
  • Any office celebrations will be held virtually.
  • Employee interviews should be held virtually.

WORK AREAS

  • Employees should maintain six feet of distance if waiting to enter.
  • Plexiglass shields have been installed at certain reception-like desks and will be added where needed to help block airborne particles.
  • Access to department areas and offices is restricted to those employees working in the respective areas.
  • Employees needing to travel to departments on campus other than their own must proceed by appointment only.
  • Please respect social-distancing parameters when navigating hallways and stairwells.
  • No more than one person may enter an elevator at a time. It is recommended to use the stairs whenever possible.
  • No more than one person may enter a restroom at a time. Please follow protocol and signage posted regarding proper use of restrooms.
  • Common-area kitchens will remain closed until further notice except for sink use for handwashing. If needed, employees should bring their own cooled lunchbox with them to work to avoid use of common areas.
  • Staffed food service stations and drinking fountains are not open for use. Vending machines will still be accessible as posted and will have signage indicating proper sanitary protocol to follow when using them.

GUESTS

  • Friends and family members of employees should not be in campus buildings visiting staff until further notice.
  • Daily tours and Behind the Scenes events will be offered virtually until further notice. The campus is not currently open to the public.

Personal Travel Guidelines and Best Practices

To help individuals make well-informed decisions about whether to travel, the CDC presents information here: https://www.cdc.gov/coronavirus/2019-ncov/travelers/travel-in-the-us.html about issues to consider before traveling, including questions to ask before making plans, risks associated with types of travel, and links to sites for state and local travel restrictions.

If you are traveling in or outside the state of Florida, here are some best practices to be aware of provided by the CDC:

  • Clean your hands often.
  • Wash your hands with soap and water for at least 20 seconds, especially after you have been in a public place; after touching surfaces frequently touched by others; after blowing your nose, coughing, or sneezing; and before touching your face or eating.
  • If soap and water are not available, bring and use hand sanitizer that contains at least 60% alcohol. Cover all surfaces of your hands with the product and rub your hands together until they feel dry.
  • Avoid touching your eyes, nose, or mouth.
  • Avoid close contact with others.
  • Keep 6 feet of physical distance between yourself and others.
  • Wear a cloth face covering in public.
  • Cover coughs and sneezes.
  • Pick up food at drive-throughs, curbside restaurant service, or stores to limit contact with additional consumers and personnel.

REGARDING TRAVEL WITHIN FLORIDA

Full Sail University understands that many of our community members will be traveling to visit family at this time. If you are traveling within the state of Florida to see a family member, follow these recommended practices:

  • Drive directly to your destination.
  • Minimize public exposure such as sightseeing, social gatherings, nonessential excursions/shopping.
  • Adhere to the CDC recommendations regarding safe travel practices above.

Your manager will also be able to best advise you regarding safe domestic travel.

CONSIDERATIONS FOR TRAVELING AWAY FROM YOUR LOCAL COMMUNITY

COVID-19 cases have been reported in all 50 states, and the situation is constantly changing. Because travel increases your chances of getting infected and spreading COVID-19, the CDC advises that staying home is the best way to protect yourself and others from getting sick.

If you do need to travel, consider the following questions:

  • Is COVID-19 spreading where you’re going? You can get infected while traveling.
  • Is COVID-19 spreading in your community? Even if you don’t have symptoms, you can spread COVID-19 to others while traveling.
  • Will you or those you are traveling with be within 6 feet of others during or after your trip? Being within 6 feet of others increases your chances of getting infected and infecting others.
  • Are you or those you are traveling with more likely to get very ill from COVID-19? Individuals who have an increased risk of severe illness from COVID-19 should limit their travel.
  • Do you live with someone who is more likely to get very ill from COVID-19? If you get infected while traveling you can spread COVID-19 to loved ones when you return, even if you don’t have symptoms.
  • Does the state or local government where you live or at your destination require you to stay home for 14 days after traveling? Some state and local governments may require people who have recently traveled to stay home for 14 days.
  • If you get sick with COVID-19, will you have to miss work or school? People with COVID-19 disease need to stay home until they are no longer considered infectious.

Telework and Cancellation of Nonessential Business Travel

Full Sail is committed to a return of staff and students over time in a coordinated process to ensure appropriate safeguards are enacted and maintained. Departments that can continue to work effectively remotely will continue to do so until information from public health authorities supports broader reopening of campus.

Each department will assess the departmental needs and plan for and outline a structured work schedule to accommodate the safeguards needed while meeting the needs of the department’s work flow. The business reasons for this selection process will be documented.

Remote Work: Those who can work remotely to fulfill some or all of their work responsibilities may continue to do so to reduce the number of individuals on campus and the potential spread of the COVID-19 virus. The employee’s immediate supervisor should approve these arrangements.

Alternating Days: To limit the number of individual interactions among individuals on campus, departments should schedule partial staffing on alternating days. This will enable social distancing, especially in areas with common spaces. Again, the employee’s immediate supervisor should arrange this work schedule.

Staggered Reporting/Departing: The beginning and end of the workday typically bring people together into common entry and exit points. Staggering these times will reduce traffic in common areas to meet social-distancing requirements.

Full Sail nonessential business travel remains restricted until further notice.

  • Any employee who travels to an area deemed high-risk by the CDC will be required to be placed on a precautionary quarantine status for 14 days upon return.

IMT Disinfection Guidelines and Protocols for Bringing Work Equipment and Laptops Back to Campus

All employees will follow the prescribed disinfection guidelines and protocols set by the IMT team to reduce potential exposure to COVID-19. These require that an employee, upon returning to campus, has ensured that their work equipment and laptop have been properly disinfected before bringing items back into the Full Sail work environment.

GENERAL GUIDANCE

Employees will be required to sanitize their Work from Home (WFH) device before returning the asset to campus. Please follow these guidelines for safely cleaning your devices and peripherals.

To safely sanitize your device, do the following:

  • Turn off your device and unplug all external power sources.
  • Wipe the entire surface of the computer including the screen and keyboard with a disinfectant wipe or a soft cloth dabbed in isopropyl alcohol of at least 70% concentration.

Avoid the following:

  • Do not use abrasive cloths, towels, paper towels, or similar items. 
  • Avoid excessive wiping, which may cause damage. 
  • Keep liquids away from the device unless specifically indicated for cleaning.
  • Do not allow moisture into any openings.
  • Do not use aerosol sprays, bleaches, or abrasives.
  • Do not spray cleaners directly onto the device—spray them onto a recommended cloth before applying.

SHARED COMPUTING DEVICES

Most of our user workspaces are not shared. For the areas that are shared in lobbies or common areas, please adhere to the following guidelines.

  • Cleaning supplies will be provided at shared locations to be used between shifts of the shared workspace.
  • Wipe down all peripherals (keyboard, mouse, phone) before using.
  • When you are done using the shared workspace, please wipe down all surfaces (desk, chair, key box) and again wipe down all peripherals (keyboard, mouse, phone).
  • Only use a personal headset in the workspace. If you do not have a personal headset, please contact IMT Support to have one issued to you.

RETURNING WORK FROM HOME DEVICE TO CAMPUS

Workstations that were allocated to employees for working from home will be “checked back in” to our Asset Tracking System following a defined procedure. IMT will coordinate with Department Managers on a check-in procedure.

After the WFH device is sanitized, a Technician will set it up at the assigned location. This process can take up to 30 minutes per user depending on the type of device and furniture setup.

Training All Staff in All of the Safety Actions

Full Sail is dedicated to providing easy-to-understand training that will be available at all times to staff members. Virtual training will initially be provided by Human Resources. In addition, specific training will be done for managers to further optimize all safeguards implemented. Training assets will be produced and made available online for review.

Ongoing Communication

Full Sail University will continue to communicate with our community through the following channels:

  • Additionally, you can find more resources at Orange County's website at ocfl.net, the Health Department’s COVID-19 website at floridahealth.gov, or the CDC's website at cdc.gov.
  • For any other questions related to COVID-19 in Florida, please contact the Health Department’s COVID-19 call center at 1.866.779.6121 or [email protected] (Monday through Friday, 8:00 a.m. to 5:00 p.m.).
  • Please visit floridahealth.gov to locate and obtain contact information for your local County Health Department.