Dear Colleagues,

As we reach the end of May and prepare to celebrate the accomplishments of the Bates Class of 2020 this coming weekend, I write to share a brief update with respect to work on campus.

We continue to monitor national and local approaches for progressively returning employees to the workplace so that we can begin to resume a more normal work environment on the Bates campus over the summer as we prepare to welcome students back to campus. Senior Staff are working with managers to review the timing and pacing of returning specific staff to campus. While some may begin working on campus with more frequency in June, we expect that many employees will continue to work remotely over the coming weeks.

To that end, the COVID-19 policies that have been in place for the past 10 weeks will be extended with a modification to how work absences will be recorded. We continue to encourage employees who can work from home to work from home, and we will continue to support employees whose on-campus work has been limited by their managers. Staff should continue to work with their manager to determine on-site and off-site schedules. On June 7, we will introduce a shift in the policies for employees who have been unable to work for COVID reasons. The COVID time code will continue to be used for any employee reporting time away after all sick and vacation time has been applied for continuity of full compensation. If you have questions about these policies, please contact Human Resources. We will provide more detailed information in early June about plans to return our workforce to campus over the summer.

I also write to provide an update on some of the steps the college is taking to reduce the likelihood of disease transmission on campus. The general consensus from the CDC and public health experts is that transmission of COVID-19 occurs most often in indoor situations of prolonged, close proximity with an infected individual. Transmission from touching surfaces is also possible, but less likely. Our efforts on campus will reflect measures to reduce situations, where possible, of prolonged close interactions with others, and to generally protect our community from transmission where we can. These measures are noted below.

Physical Changes

Certain locations on campus will be retrofitted with plexiglass or plastic shields to protect employees whose roles include transactional exchanges with students, faculty, or staff. These include Commons entries, Post & Print, College Store, Student Financial Services, Ladd Library, and Security, among other areas. These locations will see these modifications over the next few weeks, as materials are delivered for installation. We are also actively pursuing hands-free improvements, particularly in high traffic bathrooms and similar spaces. And, where possible, we are replacing air filters to improve air quality within our buildings.

Signage

Signage on campus will increase to reinforce the public health messages we have been reading in many places: wash your hands, practice physical distancing, and stay home if you are sick. These messages may be repetitive; however, it is important that we change our behavioral patterns to improve public health.

Enhanced Cleaning

To reduce the likelihood of disease transmission, Bates will intensify custodial and cleaning practices. These will include more routine cleaning and disinfecting of surfaces and equipment, as well as enhanced cleaning in shared work areas. Custodial Services cleans and disinfects on a daily basis by placing a layer of disinfectant over high touch surfaces to kill as many germs as possible (door handles, light switches, desks, sinks, toilets, etc.). This process is done by hand or using an electrostatic application sprayer using a hospital-grade disinfectant and following CDC-recommended practices.

Custodial Services is also implementing service changes in individual offices to allow for a higher level of service in common spaces. Specifically, Custodial Services will not enter individual offices during the week, except by request. This raises two important issues: (a) you will be responsible for wiping down common-touch surfaces in your individual office space and (b) you are asked to empty the trash and recycling from your office. Limiting custodial activities within individual offices both reduces the number of additional contact points in an office, and allows us to deploy staff to focus on common areas and shared surfaces.

Cleaning kits with surface cleaner, disinfectant, paper towels, and gloves will be provided for each floor in academic and administrative buildings in June. Use these products provided by Custodial Services in accordance with the provided instructions. Most importantly, allow the disinfectant to work by using a ten-minute dwell time, and wear nitrile or chemical-protective gloves where indicated. Additionally, in each building, a vacuum and trash liners will be available, and there will be an assigned area to leave your trash and recycling.

Workplace Policies

As the COVID-19 pandemic continues to evolve, Bates will adjust policies and practices in accordance with public health guidance and best practices. As indicated earlier this month, we expect Bates employees to follow state guidance and to wear face coverings on campus in shared indoor spaces or when physical distancing is difficult.  We will be providing a comprehensive policy on face coverings, and other workplace policies, in the coming days.

Thank You

These have been uncertain days, and I want to again emphasize my appreciation for the Bates community. Be kind, be safe, and be healthy.

Best,

Geoff