COVID-19 Visitor Policy

COVID-19 Visitor Policy

Policy Statement

Rochester EOC (REOC) reserves the right to restrict the reasons and times for visitors to schedule appointments or visit any campus site due to the COVID-19 global pandemic. REOC has implemented visitor policies aimed at limiting the transmission of disease, due to the outbreak of the COVID-19 virus and subsequent pandemic. Decisions are guided by many factors including but not limited to: the epidemiology of the disease, the disease’s response (if any) to anti-viral or other medications, the availability of effective medications, specific at-risk groups, and the proximity of confirmed infection to a particular locale.

The REOC Dean/Executive Director, in consultation with SUNY Brockport and the University Center for Academic and Workforce Development (UCAWD), determined the appropriate visitor interactions and other safety measures to implement. Federal, state, and local governing authorities may provide guidance in making the determination, and those authorities are likely to follow Center for Disease Control (CDC) and World Health Organization (WHO) guidelines. In addition to social distancing, additional measures such as donning of personal protective equipment (PPE) may be implemented based on the epidemiology of the disease.

Purpose/Scope

This policy highlights the protections that are required and implemented to ensure the health and safety of REOC’s community including students, faculty, staff, visitors, and contractors. The purpose of this COVID-19 ROCHESTER EOC VISITOR POLICY is to:

  • limit the number of visitors and the hours that visitors may be at REOC.
  • ensure that all visitors to REOC adhere to all safety policies and protocols that are in place to decrease the spread of COVID-19.
  • establish the requirement for visitors to complete documentation related to COVID-19
    symptomology, potential exposure and recent travel.
  • ensure that REOC site density remains as low as possible.

Applicability
This policy applies to all approved visitors to all locations who fall under the following categories:

  • prospective students and their families
  • individuals who may be meeting with faculty or staff
  • delivery personnel, contractors or consultants
  • volunteers

All employees, students, auxiliary organizations, contractors, volunteers, and campus visitors are affected by this policy.

Definitions

Visitor
For the purposes of this policy, REOC visitors constitute one of these categories:

    • prospective students and their family members
    • individuals who may be meeting with faculty or staff
    • delivery personnel, contractors or consultants
    • volunteers

REOC Visitor Coordinator

Any staff member who has invited a visitor on campus for a one-time business-related reason/meeting (contractor, department meeting) is considered the REOC Visitor Coordinator.

If a student/potential student has scheduled an appointment with a specific REOC department, then a department representative would be considered the REOC Visitor Coordinator.

REOC Lobby Representative
ANY REOC employee that has been designated as the individual who will be performing entrance checks to the building.

REOC Visitor COVID-19 Screening Questionnaire

The questionnaire includes questions related to any COVID-19 symptoms the visitor may be experiencing that are unusual to them or for which they have not sought previous medical attention. (Does not include conditions that may not be related to COVID-19 such as allergies, asthma, migraine headaches, etc.) The REOC Visitor COVID-19 Screening Questionnaire must be completed by each visitor to REOC, every time the individual comes to REOC.

Communication
When an appointment has been made in advance of the arrival of the visitor, the REOC Visitor Coordinator must notify REOC welcome center/security personnel so that the individual may be properly processed through the visitor policy requirements.

Prior Appointments

Prior appointments are strongly suggested and encouraged whenever possible. This allows for a better coordination of maximum density requirements for individuals on site, and adherence to sanitation and safety throughout the day.

Requirements
All visitors must follow this check in process:

    • If possible, all visitors must complete the REOC Visitor COVID-19 Screening Questionnaire prior to arriving at the REOC. The REOC Visitor Coordinator should refer the visitor to the REOC website to complete the questionnaire prior to arrival. The REOC Visitor Coordinator should inform the visitor that they must provide the proof of confirmation upon arrival.
    • All visitors are required to wear an appropriate face covering at all times during the visit. If the visitor does not have a face covering, upon arrival to REOC location lobby, a face covering will be provided. REOC Visitor Coordinators should inform individuals of this requirement.
    • All visitors will complete the REOC Visitor COVID-19 Screening Questionnaire prior to arriving at the If the visitor was not able to complete the questionnaire prior to arriving, the visitor must complete the paper questionnaire provided.
    • All visitors must provide proof of a completed questionnaire (via email confirmation or completion of the manual paper form) to the REOC Lobby Representative before being allowed to continue past the REOC lobby.
    • All visitors will have their temperature checked by the automated temperature checking system in the lobby. If the system indicates that the visitor’s temperature is “normal” (below 100.4 degrees Fahrenheit/38 degrees Celsius) then the visitor can continue through the check-in process.
    • Once the REOC Lobby Representative has reviewed the questionnaire results, and ALL answers indicate NEGATIVE (“No”) responses, the visitor will be provided a temporary visitor pass which must be worn at all times while in the building.
    • All visitors will have their temperature checked upon If the temperature exceeds 100.4 degrees Fahrenheit/38 degrees Celsius the visitor will be asked to leave the building.
    • If the REOC Lobby Representative has reviewed the questionnaire results, and ANY answers indicate a POSITIVE (“Yes”) response, the visitor will be directed to leave the building and reschedule the appointment.
    • The REOC Lobby Representative will contact the Department/REOC Visitor Coordinator who will inform the REOC Lobby Representative if the individual can be sent directly to the office/department or if the visitor will need to remain in the REOC lobby (or personal vehicle if density in the lobby has been reached) until the REOC Visitor Coordinator notifies the REOC Lobby Representative that the visitor can be directed to their location.
    • Once the REOC Lobby Representative has been notified by the REOC Visitor Coordinator that the visitor can proceed to the office/department, the visitor will be
    • The visitor will be asked by the REOC Lobby Representative to sign out of the building prior to leaving.

NOTE: If the visitor comes to REOC and shows the confirmation of the REOC Visitor COVID-19 Screening Questionnaire to the REOC Lobby Representative and any answers indicate “Yes,” the REOC Lobby Representative will contact the REOC Dean/Executive Director or designee for assistance. Visitor will be advised if they are able to remain at REOC or further action is required.

In addition, all responses of either a raised temperature (> 100.4 degrees Fahrenheit/38 degrees Celsius) or any “Yes” answer on the symptom checker or questionnaire that requires a student or visitor to leave the premises must be documented by the REOC Lobby Representative and forwarded to the REOC Dean/Executive Director.

Visitor Hours
Visitor hours for REOC are:

Monday through Thursday, 8:00 a.m. to 8:30 p.m.
Friday and Saturday, 8:00 a.m. to 4:00 p.m.
Sunday – building closed

This policy will remain in effect until further notice.


Approval: September 23, 2020
Category Name: Visitor

Responsible Department: REOC Dean/Executive Director
Contact: Dr. Roosevelt Mareus

Links to Related Procedures and Information
CDC Covid-19 Symptom Information
NYS Covid-19 Information
Harassment and Discrimination Policy (REOC adopts SUNY Brockport Policy)

Adopted
By: REOC Leadership Team
Date: September 23, 2020

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