Return to Campus Implementation Plan
The content on this page was updated on 11/25/2020.
It takes all of us working together to accomplish the many tasks that must be completed at the school and department level to enable a safe and productive return to campus. Each of us has an important role to play as we implement these efforts. Full details of the One VCU: Responsible Together return-to-campus plan, including the health and safety protocols that underpin how we will all move forward, are available at together.vcu.edu. The information below outlines specific resources and guidance for return-to-campus coordinators (RTCCs), building managers and Human Resources (HR) professionals. These contacts should work together as necessary to ensure that their school or department is supported in its return to campus.
Roles and responsibilities
Return-to-campus coordinator
The role of the RTCCs is to understand health and safety protocols and to work collaboratively with leadership, HR professionals and building managers to ensure you have the resources you need and a specific plan for the returning employees and students in your school or department. These plans will differ depending on the size of your school or department, the location of your facility(ies), and the type of work you do. Generally, RTCCs will be responsible for ensuring facility readiness, working with building managers on supply inventory, and requesting additional supplies from VCU Facilities Management. RTCCs will order and reorder supplies as needed (refer to the supplies sections for more information).
HR professional
VCU Human Resources will guide HR professionals in each school and department to complete a staffing plan that identifies the status of each returning employee (designated, telework ineligible, telework eligible, hybrid telework and in-person work) as well as the location(s) returning employees will occupy. Your HR professional will work with you to determine which employees will return and when they will return, and will assist managers with ensuring returning employees complete required return-to-campus training.
Building manager
In collaboration with the RTCC, building managers will implement building protocols and assist with supply inventory. They will serve as a local point of contact in individual facilities and will work closely with the RTCC to understand and apply the appropriate safety measures.
Building managers are also asked to identify mechanical hand dryers in restrooms in their facility(ies) and submit a work request via the Facilities Self Service (FSS) to have them turned off to prevent the spread of germs.
Resources
There are many resources available to support you and we realize that, depending on the size of your school or department, some of you may need more support than others. Please see the details about available resources below.
The content in this section was updated on 11/25/2020.
After the fall semester concludes on November 25, employees who are able to successfully telework should telework; designated employees and employees who must report to campus to perform their work may continue to report to campus.
After winter break, we will begin with a phased re-opening of our campuses in early January. The health sciences schools, college research faculty, staff and trainees will be the first to return to campus. The official start of most spring semester undergraduate and graduate courses will be January 25.
More information will be posted as details are confirmed.
The content in this section was updated on 1/13/2021.
VCU has procured a variety of COVID-19-related supplies. These supplies, unless stated otherwise, can be requested by the RTCC via FSS—refer to the Supply requests section below for instructions on requesting these supplies.
Paying for supplies
The cost of COVID-19-related supplies that are provided to education and general (E&G) units is covered by the university’s E&G budget, unless stated otherwise; however, the cost of these supplies provided to auxiliary units is billed to the requesting unit. See the table below for pricing for each item—please note that these prices may slightly change periodically depending supply availability. Auxiliary units should provide their index code in the FSS request.
Available supplies
Please note that the supplies pictured below may vary depending on availability.
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VCU students and employees can use their VCU ID to obtain a replacement supply kit, while supplies last. Each kit includes launderable face masks, disinfectant spray, hand sanitizer and information about safety protocols.
Kits can be obtained at service desks at the following locations:
Please recycle empty hand sanitizer and disinfectant bottles in recycling bins provided throughout campus.
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Stations with disinfectant wipes (provided by VCU Facilities Management [FMD]) are provided in all classrooms (more than one station may be installed in large classrooms). RTCCs are responsible for monitoring the supply of wipes in each station and requesting refills via FSS. Additional stations can be requested by RTCCs as needed. These stations can supplement the FMD-provided stations. Please note that additional stations will not be stocked with an initial supply of wipes; RTCCs must request wipes to fill the stations via FSS.
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Disinfectant wipes can be requested via FSS by RTCCs. These refills should be inserted into the disinfectant wipes stations referenced and depicted above. See the stations with disinfectant wipes section above for more information.
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Stations with disinfectant spray are provided in select common areas of VCU facilities. RTCCs are responsible for monitoring the supply of disinfectant spray in each station and requesting refills (32 oz. bottles) via FSS.
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Hand sanitizer stations were installed by a VCU vendor that will also monitor and refill hand sanitizer supplies in the stations. If the stations need to be serviced prior to the vendor check or additional stations are needed, RTCCs can use this form to request refills. The top image represents the majority of hand sanitizer stations that are affixed to walls and the bottom image depicts the remaining free-standing stations. The vendor determines the best type of station for each space.
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Disposable face masks can be requested via FSS by RTCCs for receptionists to give to visitors if they do not have their own face covering or mask. Visitors must wear face coverings in VCU facilities. RTCCs were asked to report the hours of operation and locations where disposable face masks are stored in their facility in this spreadsheet.
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Temperature kiosks are provided by the university and located inside the entrance of residence halls, libraries, the University Student Commons and the Larrick Student Center. Individuals entering the facility are encouraged to use the automated station to check their temperature via the infrared temperature sensor/detector. Anyone with a fever will be automatically alerted, must exit the facility, and then report this symptom associated with COVID-19 to Employee Health or Student Health Services by calling 1-804-MYCOVID or 1-804-692-6843. Instructional signage will be posted at the kiosks.
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A shield can be requested for a high-traffic area (e.g., customer service desk) where physical distancing cannot be maintained to enable mission-essential functions. Shield requests should be submitted to return@vcu.edu. Once a request has been submitted, VCU Safety and Risk Management (SRM) will schedule and conduct an assessment of the area to determine whether a shield(s) is/are necessary to maintain physical distancing.
Please note that units are responsible for cleaning and disinfecting their shield(s) as necessary. |
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Classroom shields — Faculty are required to wear a face covering in classrooms and other public areas of VCU. However, if a classroom is large or has other unique characteristics and does not allow students sitting in all areas of the classroom to properly hear the faculty member teaching while wearing a face covering, the space can be evaluated to have a classroom shield installed. In classrooms with an approved variance request for shielding, faculty are not required to wear a face covering while teaching behind the shield but must disinfect the area before and after use. Classroom shields should be an exception and not the standard. If necessary, RTCCs can submit a classroom shield variance request by following the instructions below:
Once a request has been submitted, it will be evaluated by the VCU Public Health Response Team (PHRT). If the request is approved, the PHRT will submit a final recommendation to the ICT Executive Committee for review/approval. If the request is approved, FMD will install the shield.
Please note that schools are responsible for cleaning and disinfecting their shield(s) as necessary. |
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COVID-19 supplies vending machines — Students and employees can use their VCU ID to obtain hand sanitizer, disinfectant wipes and face coverings free of charge from vending machines located throughout campus. Individuals are allotted one swipe per item every 30 days. Monroe Park Campus locations:
MCV Campus locations:
Users that encounter issues with the machines should follow the instructions on the troubleshooting sticker posted on each machine. |
Other information
Restroom supplies, including paper towels, toilet paper and hand soap, will be stocked by custodial staff.
The content in this section was updated on 11/5/2020.
VCU has designed signage promoting best practices to prevent the spread of COVID-19. Signage is available in two formats:
- Electronic signage is provided below for RTCCs and building managers to download, print and post in their facility(ies). The files are for display purposes only (unless stated otherwise), and as such, have not been formatted for on-screen reading. Electronic signage is sized at 8.5"x11" and 11"x17" for ease of printing. Additional sizes cannot be provided.
- Self-adhesive floor and wall signage can be ordered by RTCCs via the FSS (see the Supply requests section for more information).
- The cost of signage provided to E&G units is covered by the university’s E&G budget; however, the cost of signage provided to auxiliary units is billed to the requesting unit. Auxiliary units should include their index code in the FSS request. All signage below (except the customizable Blank template) can be ordered via the FSS and is sized at 8.5”x11” (11”x17” files are for download purposes only).
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The signage below can be downloaded and/or ordered via FSS. Auxiliary units will be charged approximately $2 for each 8.5”x11” sign ordered via the FSS. |
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Best practices sign promoting ways to prevent the spread of COVID-19, such as handwashing, wearing a face covering, disinfecting shared items and practicing physical distancing. This sign can be posted anywhere but would be well-suited for common areas (e.g., classrooms, conference rooms and dining spaces). |
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Two people elevator capacity sign stating that no more than two people are permitted in an elevator at a time to maintain physical distancing. This sign can be posted outside elevators.
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Physical distancing sign encouraging individuals to stay at least six feet from other people. This sign can be posted in common areas (e.g., classrooms, conference rooms and dining spaces). |
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Building entrance sign instructing individuals to wear their face covering, not enter if they are sick and practice physical distancing. This sign can be posted on building entrances. |
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Occupancy limit sign for posting on doors to limit the number of individuals allowed in a space. It includes a blank space to fill in the maximum room capacity. This sign can be posted on entrances to shared spaces, such as conference rooms, classrooms or studios. |
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Handwashing sign (8.5"x11") [PDF] demonstrating the proper handwashing technique. This sign can be posted in restrooms or other areas with sinks such as labs and studios. |
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Area closed sign communicating that an area is closed due to physical distancing or is being cleaned and disinfected. This sign can be posted on doors leading to spaces that are temporarily closed. |
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Emergency exit only sign assigning a door as an emergency exit only to maintain physical distancing and ensure that the door can be used in the event of an emergency. This sign can be strategically posted on doors. It can also be used with the one way signage to direct traffic. |
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No entry sign designating a door as exit only to ensure physical distancing. This sign can be posted on doors to prevent people from using a door as an entrance. It can be used with the one way signage to direct the flow of traffic.
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Water bottle refilling station only sign for display at a combined water bottle refill and water fountain to instruct individuals to only use the water bottle refill station and not the fountain to maintain hygiene best practices. This sign can be placed directly beside these stations at eye level. |
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Return disinfectant spray sign (8.5"x11") [PDF] instructing individuals to return disinfectant spray to the location where the sign is posted and spray is provided to clean shared spaces before and after use. This sign can be posted beside the disinfectant spray station. |
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Do not flush disinfectant wipes sign stating that disinfectant wipes or any other kind of wipe should not be flushed in toilets to prevent plumbing issues. This sign can be posted in restrooms. |
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Health monitoring sign reminding faculty, staff and students to complete the required daily health survey. This sign can be posted in common areas such as residence hall lobbies or office break rooms. |
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Sit here sign (8.5"x11") [PDF] to display on permanent seats that cannot be removed instructing individuals where to sit and maintain physical distancing. |
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Do not sit here sign (8.5"x11") [PDF] to place on permanent seating that cannot be removed instructing individuals where not to sit and maintain physical distancing. |
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We're all in this together sign demonstrating solidarity in response to COVID-19. This sign can be posted anywhere in a VCU facility. |
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Face covering sign encouraging individuals to wear their face covering. This sign can be posted in common areas (e.g., classrooms, labs, studios, open offices and libraries). |
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Left arrow one way sign (8.5"x11") [PDF] directing the flow of traffic in a space to maintain physical distancing. This sign can be posted at the entrance to a hallway or corridor. |
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Right arrow one way sign (8.5"x11") [PDF] directing the flow of traffic in a space to maintain physical distancing. This sign can be posted at the entrance to a hallway or corridor. |
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Forward arrow one way sign (8.5"x11") [PDF] directing the flow of traffic in a space to maintain physical distancing. This sign can be posted at the entrance to a hallway or corridor. |
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No food or drink permitted sign for display in areas where eating and drinking are prohibited. This sign can be posted in any areas where eating and drinking are not allowed. |
| The signage below can be ordered via the FSS. Auxilliary units will be charged $2.15 for each sign. | |
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Do not sit here sign with text (6.5” W x 8.5” H) to strategically place on permanent seating that cannot be removed instructing individuals where not to sit and maintain physical distancing. |
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Do not sit here without text (6” diameter) to strategically place on permanent seating that cannot be removed instructing individuals where not to sit and maintain physical distancing. |
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The signage below can be ordered via the FSS and is offered for three different types of floor surfaces: hard, indoor surfaces; carpet; and hard, outdoor surfaces (e.g., brick, cement or stone). Auxilliary units will be charged approximately $6 for each sign, unless stated otherwise. |
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Stand here self-adhesive decal (12" diameter) instructing individuals to stand on the decal to practice physical distancing. This decal can be posted in areas where lines form, such as dining areas or frequently-used elevators. Please note that this file is not available for download but can be ordered via FSS. |
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Practice physical distancing self-adhesive decal (12" diameter) encouraging individuals to practice physical distancing. This decal can be posted in areas where individuals move freely in a space, such as a gallery. Please note that this file is not available for download but can be ordered via FSS. |
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One way self-adhesive decal (9” W x 24” H) directing the flow of traffic in a space to maintain physical distancing. This sign can be posted at the entrance to a hallway or corridor.
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One way self-adhesive decal (12” diameter) directing the flow of traffic in a space to maintain physical distancing. This sign can be posted at the entrance to a hallway or corridor. |
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The signage below is only available for download and cannot be ordered via the FSS. |
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Blank Template [Word] for creating custom signage. This sign can be used to create your own signage applicable to your school or department and posted where you see fit. |
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How to wear a non-medical fabric mask safely sign for display in common areas to remind individuals how to properly wear and care for their mask. |
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Bottle recycling sign [PDF] to display on or near reycling bins throughout campus to encourage individuals to recycle their empty hand sanitizer and spray disinfectant bottles as well as other recyclable materials. |
Posting signage
RTCC and building managers are responsible for posting temporary, printed signage as well as self-adhesive floor and wall signage, as necessary.
When posting temporary signage, please use adhesive materials (e.g., wall-safe tape or painters tape) that will not damage surfaces. Schools and departments are responsible for purchasing their own adhesive materials.
Self-adhesive wall and floor signage will adhere to any type of surface except stone, brick or cement. If self-adhesive signage needs to be installed on stone, brick or cement, please contact return@vcu.edu to arrange for the vendor to assist with installation on these surfaces using a heat gun and a roller. The cost of this service ($70 per hour) will be charged to the requesting E&G or auxiliary unit.
The content in this section was updated on 11/5/2020.
Instructions for requesting supplies
RTCCs can request COVID-19-related supplies via FSS by following the instructions below:
- Select the problem code "COVID-19 SUPPLIES" or "COVID-19 SIGNS", enter the required fields, and note the following:
- Enter the phone number of the person who will be present to accept the delivery. Physical Plant staff will call the number listed in the request when they are en route to deliver the materials.
- Input the requested date for the materials to be delivered in the "Date needed" field. Please note that Physical Plant requires approximately three business days to fulfill and deliver the materials, pending supply availability.
- For "COVID-19 SUPPLIES":
- Use the dropdown to select the quantity for each item.
- More than one type of item can be requested at a time and some items have maximum quantities that can be requested.
- Enter any delivery details in the "Other details" field.
- Use the dropdown to select the quantity for each item.
- For "COVID-19 SIGNS":
- Enter the type of sign(s) and quantity for each in the "Problem details" field.
Additional information
- RTCCs can place an order in the FSS for one or multiple buildings at a time.
- RTCCs can place an order for supplies to be delivered at a later date but must indicate the desired delivery date in the "Date needed" field.
- Only RTCCs can request these supplies. If additional individuals need access to place supply orders on behalf of their school or department, email return@vcu.edu.
The content in this section was updated on 9/23/2020.
Supply delivery
Once a RTCC places an order via FSS, they will receive an automated email with an anticipated delivery date and time (supplies will delivered within a four-hour window). A RTCC or building manager must be present to accept the supply delivery and identify a secure location to keep supplies (a secure large closet or small room will be enough room for most schools and departments).
Supply distribution
The RTCC and/or building manager will be responsible for the distribution or installation of supplies once they are delivered to the facility.
The content in this section was updated on 11/10/2020.
More information
For questions, contact return@vcu.edu.
RTCCs and building managers
Below are lists of RTCC and building managers (and their contact information).
- Monroe Park Campus Return-to-Campus Coordinators and Building Managers
- MCV Campus Return-to-Campus Coordinators and Building Managers
The web pages linked below include contact information for the buidling managers in each VCU building.
HR professionals
A list of HR professionals is posted on the HR Contacts for Schools and Units web page.
Office of Space Management
The VCU Office of Space Management can provide physical distancing metrics and on-site field verification for proper spacing for administration, academic and research enterprises. For more information, email return@vcu.edu.
Office of Planning and Design
The VCU Office of Planning and Design can provide a variety of services to evaluate spaces for repopulation readiness, including space planning, interior modifications, furniture layout adjustments and modifications, and move management. To request a service, email return@vcu.edu.
Research
For information specific to the return of research at VCU, please visit the Office of the Vice President for Research and Innovation's Phased Return to Research page.
Parking and Transportation
Visit the VCU Parking and Transportation website for COVID-19 guidelines for VCU-owned state vehicles. The guidelines include guidance for maintaining physical distancing, cleaning vehicles and other information.
VCU COVID-19 call center
Students and employees who develop symptoms consistent with COVID-19, test positive for COVID-19, or have been informed they need to isolate or quarantine, must contact the VCU COVID-19 call center at 1-804-MYCOVID or 1-804-692-6843 to be connected with Student Health Services or Employee Health.
Areas for eating and studying
Tent: VCU has installed a tent with seating for students and employees to use for eating and studying. The tent – open Monday through Friday from 8:00 a.m. to 4:30 p.m. – is located along the west side of Shafer Court Dining Center and Shafer Street Playhouse and will be taken down the on November 20, 2020.
Hibbs Hall classroom spaces: VCU has also dedicated some classroom space in Hibbs Hall for eating and studying. The classrooms and hours of operation Monday through Friday (unless noted otherwise) are listed below. These spaces will close on November 25, 2020, and reopen on January 25, 2021.
- Room 262: 10 a.m.–3:30 p.m.
- Room 264: 7 a.m.–10 p.m. Monday–Thursday and 7 a.m.–5 p.m. on Friday
- Room 429: 8 a.m.–3:30 p.m.
- Room 440: 11 a.m.–3:30 p.m.
- Room 441: 7 a.m.–10 p.m. Monday–Thursday and 7 a.m.–5 p.m. on Friday
Stations with disinfectant wipes will be provided in both the tents and the classrooms. Individuals should clean up after themselves, disinfect shared surfaces before and after use, and not move the furniture that has been positioned to maintain physical distancing.
The content in this section was updated on 11/5/2020.
More information
For questions, contact return@vcu.edu.
Visit the One VCU: Responsible Together website at together.vcu.edu for guidelines on a productive return to campus.
Check out the VCU Human Resources Return to Campus web page for expectations and FAQs related to the return to campus, including guidance about face coverings, daily health surveys, positive COVID-19 cases and other information.
The content in this section was updated on 11/12/2020.
Q: How can facilities be accessed from noon on Wednesday, November 25, 2020, through Sunday, January 24, 2021?
A: During this time, all VCU facilities controlled by Campus Card Services will remain locked and only accessible by VCU card access unless requested otherwise.
If a building should be unlocked during certain hours, building managers and/or RTCCs should submit a request to have the facility unlocked by Campus Card Services by emailing itsupport.vcu.edu at least 24 hours prior to the change taking effect.
Please note the following:
- Requests may be subject to authorization by VCU Campus Police.
- Requests for alternative schedules for medical academic buildings must be authorized by the Office of the Vice President for Health Sciences.
- Due to the high volume of service tickets, Campus Card Services may not be able to fulfill some access control requests.
Q: How should wood surfaces be disinfected to prevent damage?
A: DO NOT apply disinfectant spray (i.e., Virex) directly to wood surfaces (e.g., desktops or conference tables). Apply disinfectant spray—provided in stations in common areas of VCU facilities and in starter supply kits—to a paper towel (do not saturate it), wipe the surface lightly, and let the surface air dry for at least 10 minutes before wiping off any excess. Disinfectant wipes can also be used as long as they are not oversaturated with disinfectant.
Q: How should computer equipment be disinfected?
A: DO NOT apply disinfectant spray (i.e., Virex) directly to a keyboard, mouse or screen. Apply disinfectant spray—provided in stations in select common areas of VCU facilities and in supply kits—to a paper towel (do not saturate it), wipe down the keyboard and mouse, and let the surfaces air dry for at least 10 minutes before wiping off any excess. Disinfectant wipes can also be used on a keyboard or mouse as long as they are not oversaturated with disinfectant. To clean screens and other computer equipment, use computer-safe, alcohol-based spray or wipes and follow the instructions on the package.
Q: How will empty cleaning and disinfectant supplies be refilled?
A: Refer to the Supplies section for information about which cleaning and disinfecting supplies RTCC should monitor and request additional supplies via FSS as necessary.
Q: Where are cleaning and disinfecting supply stations and hand sanitizer dispensers located?
A: Stations with disinfectant wipes are provided in classrooms and stations with hand sanitizer are provided select common areas. If RTCCs need assistance with locating the stations in their facility(ies), they can contact their campus coordinator. See the Supplies section for more information.
Q: What should a RTCC do if a student or employee in their facility tests positive for COVID-19 or is self-quarantined due to exposure?
A: If this occurs, the university will notify the appropriate RTCC of the situation and the RTCC, with support from the building manager(s) as necessary, should:
- Follow the Public Health Response Team's guidance regarding closure of the space until it has been cleaned and disinfected by custodial staff.
- Post the Area closed sign (8.5"x11") on the entrance and lock the space to prevent entry.
- The university will arrange for the custodial staff to clean and disinfect the affected space. Once the space has been cleaned and disinfected, custodial staff will post signage indicating when this process was completed. The RTCC will then be notified when the space is ready to be occupied.
- RTCCs should then unlock the space and notify the necessary parties.
- RTCCs should also remove the signage indicating that the space was cleaned and disinfected 48 hours after the process occurred.
RTCCs received a flowchart of the procedures to follow in this circumstance. If you are not able to locate this resource, please contact return@vcu.edu.
For more information about processes related to contact tracing, isolation, quarantine, etc., please visit together.vcu.edu/protocols/reporting.
Q: What part do our heating, ventilation and air-conditioning (HVAC) systems play in the COVID-19 response?
A: Ventilation and filtration provided by HVAC systems in VCU facilities are being maintained but there is no evidence that these systems can control the risk of COVID-19. Eliminating the source of infection by wearing face coverings, physical distancing, daily health monitoring reminders, handwashing, and cleaning and disinfecting remain the most effective ways to protect yourself and the community.
Q: Is there guidance for visitor contact tracing if it is found that shortly after a visitor visits a VCU facility, the person tests positive for COVID-19?
Visitors should be invited to campus on a limited basis and only when virtual meetings cannot be accommodated. Visitors must follow VCU’s One VCU: Responsible Together health and safety protocols, including wearing a face covering and practicing physical distancing—RTCC can use the FSS to request disposable face masks for guests to use as necessary.
If a visitor(s) must attend campus, schools and departments are responsible for them. Schools and departments are also encouraged to have visitors sign in upon arrival to assist with contact tracing in the event that a visitor tests positive for COVID-19 shortly after visiting a VCU facility. If a visitor tests positive within 14 days of visiting a VCU facility, the school or department must contact the VCU COVID-19 call center at 1-804-MYCOVID or 1-804-692-6843.