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Our Safe Return to Campus

Looking forward to our safe return to campus

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FHS Return to Campus Timeline

 

Phase 1: July

• Staff with pre-approval return to campus

Phase 2: Early August

• Gradual return of additional staff operationally needed for a full on-campus academic fall
• Health and safety restrictions still in place but starting to ease

Phase 3: September - December

• Gradual return of remaining staff to campus

Phase 4: January 2022

• New normal – all employees back to campus
• Those who wish to maintain remote/hybrid work arrangements must go through the formal process

Information for managers

Managers return to campus checklist

  1. Identify prioritized staff for phase 2 and phase 3 of the FHS return to campus timeline
  2. Complete unit safety plan and share with staff
  3. Develop a gradual return to campus plan for phase 2 staff
  4. Review daily active screening and vaccine requirements for your staff
  5. Order necessary office supplies
  6. Schedule office orientation for newer staff who have never worked on campus
  7. Review HR Return to Campus Resources
  8. Develop a gradual return to campus plan for phase 3 staff
  9. Continually update unit safety plan as public health measures ease

Mandatory Vaccination Policy

All students, staff and faculty are required to complete the vaccination status declaration form to disclose their current vaccination status as soon as possible.  Learn more »

Managers are responsible for confirming that employees attending campus and using university facilities are permitted to do so. To date, this has involved ensuring employees complete the self-assessment form through the SeQure App and confirming that such employees have received a “Green” badge. With the introduction of mandatory vaccinations, managers must also ensure employees have completed the vaccination status declaration form, and that they are permitted to attend campus and university facilities. This means that managers must ensure employees are approved based on both their vaccination status declaration form and their SeQure App self-assessment.

To support managers with this process, Human Resources has launched the Employee Campus Clearance Dashboard. Managers can log in to the dashboard, enabling them to confirm that employees who report to them are permitted to be on campus and use university facilities. The dashboard will indicate if an employee is approved for campus, approved for campus with additional procedures, not approved for campus, or if they have not completed their declaration form.

More information about the dashboard is available on the Human Resources website. Managers are expected to check the dashboard daily to ensure employees on campus are following all health and safety protocols in place, including completion and submission of their vaccination status declaration form, and completing the daily SeQure App self-assessment.

Daily Active Screening

As of September 1st, all FHS faculty, staff, students, and visitors must download the university’s SeQure App and complete a short COVID-19 assessment questionnaire before coming to campus buildings. The app will advise whether you can proceed with your visit. This app questionnaire should be completed before any trips to indoor campus spaces.

Managers can view if direct reports have complete the daily screening by login into PowerBI here.

Events

The university has developed event planning guidelines for Fall 2021. Planners of any event where food or drink will be served and non-educational events with over 100 people will be required to complete an Event Application form. This form must first receive approval from the Dean’s office by contacting Christine at Christine.irving@queensu.ca before being submitted to the Health and Safety group for approval. The event application form and more information can be found here

Masks

Individuals are required to wear a face covering while indoors on campus. For all FHS clinical skills and clinical activities, medical-grade masks will be required. Read the university’s full face covering policy here.

FHS Safety Plans

All administrative units are required to complete a safety plan.  Please note these plans do not apply to teaching or research space.

Unit with Pre-Approval

Administrative units with pre-approval to have staff operating on campus should consolidate existing information into the new safety template by July 31st.  Please see directions below.

Directions: Consolidate and Submit

  1. Prepare Your Plan (Optional)
    1. Use the word document template to consolidate your unit’s existing safety plan in collaboration with your team
  2. Submit Online
    1. Enter your plan into the online template – “Step 2 (Mandatory): Submit Online”
    2. In the Additional Recipient (Optional) section of the online form add

Units without Pre-Approval

Administrative units currently not operating on campus should create safety plans using the new template at least 1 - 2 weeks prior to the anticipated date of return.

If you plan to bring staff back prior to August 1st the safety plan must be reviewed and approved by the Health and Safety sub-group of the Campus Operations Group.

If you plan to bring staff back on or after August 1st the safety plan must be reviewed and approved by the Faculty of Health Sciences. Please see directions below.

Directions: Preparation, Approval and Submission of Safety Plans

  1. Prepare Your Plan
    Use the word document template to prepare your unit’s draft safety plan in collaboration with your team
  2. Submit draft for FHS approval
    Submit your unit’s draft safety plan to Christine Irving (Christine.irving@queensu.ca).. Please allow 48 hours for review and approval.
  3. Submit approved safety plan online (“Step 2”)
  4. Enter your approved plan into the online template - “Step 2 (Mandatory): Submit Online”
  5. In the Additional Recipient (Optional) section of the online form add

Health & Safety Inspections and Reporting

Managers should ensure that any weekly, monthly or annual Health and Safety inspections and reporting that may have been missed due to the pandemic be completed in a timely manner.

Travel Policy

International Travel  

Staff and faculty travelling internationally are required to follow the Government of Canada’s directives for mandatory quarantine.  The university’s policy on international travel can be found here. For information the Quarantine Act and travel advisories related to COVID-19 please visit the KFL&A Public Health website.

Domestic Travel  

The university’s policy on domestic travel can be found here. For information the Quarantine Act and travel advisories related to COVID-19 please visit the KFL&A Public Health website.  

HR Resources

Human Resources has developed tools and resources to assist you and your team during the Return to Campus transition period. These resources are available on the HR website.

The following resources below will be particularly helpful for managers as they develop their Return to Campus plans:

Guide to Gradual Return to Campus

The guide to gradual return to campus and the associated decision tree are designed to assist leaders in developing a gradual return to campus plan for employees through effective preparation for both the workforce and the workplace.

Learning and Development Sessions

Asynchronous virtual learnings sessions have been developed to support managers through the return to campus transition. The first session, Change Management is live and should be complete by managers prior to the other sessions.

In the fall, the focus will turn to the support of individual teams as they return to campus.  Online workshops (in-person when allowed) will be offered and can be scheduled directly with the Organizational Development and Learning team.

Remote Work Arrangements

As a manager, you may be approached by your employees about the possibility of a remote work arrangement. Remote work arrangements are supported by the University, where operationally feasible.

We encourage you to review the Remote Work Arrangements resources including the:

  • Guide to Approval and Implementation of a Remote Work Arrangement.
  • Remote Work Arrangement Procedure.
  • Remote Work Arrangement Checklist for Managers.
  • Return to Campus Decision Tree.

These resources detail the important steps to take should an employee request a remote work arrangement.

FHS RWA Approval Process

Remote Work arrangements require the approval of the manager, department head and dean/delegate. Once approval is received at the department level, please submit the completed RWA Assessment tool to Patti Evaristo, Director HR, Faculty of Health Sciences for Dean’s approval.  

Please contact your HR Advisor, Kristy Lodewyks or Greg Rochefort or HR Director, Patti Evaristo or Heather Kennedy, if you have questions about the Remote Work Arrangement Pilot Program.

Information for Faculty & Staff

Faculty & Staff return to campus checklist

  1. Complete the vaccination status declaration form to disclose your current vaccination status
  2. Review your unit’s safety plan prior to returning to the office
  3. Book your IT Return to Campus Appointment (Virtual)
  4. Test out your office equipment – print, fax, scan, phone, etc.
  5. Update your voicemail and email signature line
  6. Consider transportation to and from campus – link parking, public transport, secure bike storage
  7. Check out the HR Website Resources including Employee Wellness and Support

Mandatory Vaccination Policy

All students, staff and faculty are required to complete the vaccination status declaration form to disclose their current vaccination status as soon as possible.  Learn more »

In-Person Classroom Protocols

Guidelines for students who will be attending classes in-person and instructors who will be teaching in-person in September can be found here.

Travel Policy

International Travel  

Staff and faculty travelling internationally are required to follow the Government of Canada’s directives for mandatory quarantine.  The university’s policy on international travel can be found here. For information the Quarantine Act and travel advisories related to COVID-19 please visit the KFL&A Public Health website.

Domestic Travel  

The university’s policy on domestic travel can be found here. For information the Quarantine Act and travel advisories related to COVID-19 please visit the KFL&A Public Health website.  

HR Resources

Human Resources has developed tools and resources to assist employee through the Return to Campus transition period. These resources are available on the HR website.

Please contact your HR Advisor, Kristy Lodewyks or Greg Rochefort or HR Director, Patti Evaristo or Heather Kennedy, if you have questions or concerns about the Return to Campus process.

IT Return to Campus Appointment (Virtual) 

Each staff member must book a virtual appointment with the FHS IT team. This can be booked anytime in advance of your return to working on campus. The FHS IT team will use this appointment to collect information about the computer that you will be using back on campus, ensuring it has all the latest software and security installed and identifying any additional hardware needed to ensure your device works properly on campus.

Book now

Daily Active Screening

As of September 1st, all FHS faculty, staff, students, and visitors must download the university’s SeQure App and complete a short COVID-19 assessment questionnaire before coming to campus buildings. The app will advise whether you can proceed with your visit. This app questionnaire should be completed before any trips to indoor campus spaces.

Masks

Individuals are required to wear a face covering while indoors on campus. For all FHS clinical skills and clinical activities, medical-grade masks will be required. Read the university’s full face covering policy here.

Events

The university has developed event planning guidelines for Fall 2021. Planners of any event where food or drink will be served and non-educational events with over 100 people will be required to complete an Event Application form. This form must first receive approval from the Dean’s office by contacting Christine at Christine.irving@queensu.ca before being submitted to the Health and Safety group for approval. The event application form and more information can be found here

Who to contact

Staff and Faculty who have questions should reach out to their manager.

Any other questions can be directed to fhscomms@queensu.ca.

Information for FHS Students

Mandatory Vaccination Policy

All students, staff and faculty are required to complete the vaccination status declaration form to disclose their current vaccination status as soon as possible.  Learn more »

Travel Policy

Please note the following messages do not apply to postgraduate medical trainees.  

Students who leave the KFL&A region and will be participating in on-campus activities must follow protocols identified by their programs.  

Students who have left the region and will be returning directly to non-campus activities in hospital or clinical settings are governed by the guidelines of the institutions within which they are working.  

International Travel  

Students travelling internationally are required to follow the Government of Canada’s directives for mandatory quarantine.  The university’s policy on international travel can be found here. For information the Quarantine Act and travel advisories related to COVID-19 please visit the KFL&A Public Health website.

Domestic Travel  

The university’s policy on domestic travel can be found here. For information the Quarantine Act and travel advisories related to COVID-19 please visit the KFL&A Public Health website.  

 

Daily Active Screening

As of September 1st, all FHS faculty, staff, students, and visitors must download the university’s SeQure App and complete a short COVID-19 assessment questionnaire before coming to campus buildings. The app will advise whether you can proceed with your visit. This app questionnaire should be completed before any trips to indoor campus spaces.

 

In-Person Classroom Protocols

Guidelines for students who will be attending classes in-person in September can be found here.

Masks

Individuals are required to wear a face covering while indoors on campus. For all FHS clinical skills and clinical activities, medical-grade masks will be required. Read the university’s full face covering policy here.

 

Who to contact

Please contact the head of your program with any further questions.

Any other questions can be directed to fhscomms@queensu.ca

Research Protocol

Information related to research

Mandatory Vaccination Policy

All students, staff and faculty are required to complete the vaccination status declaration form to disclose their current vaccination status as soon as possible.  Learn more »

Masks

Individuals are required to wear a face covering while indoors on campus. For all FHS clinical skills and clinical activities, medical-grade masks will be required. Read the university’s full face covering policy here.

Laboratory Research

As of September 1st, all FHS faculty, staff, students, and visitors must download the university’s SeQure App and complete a short COVID-19 assessment questionnaire before coming to campus buildings. The app will advise whether you can proceed with your visit. This app questionnaire should be completed before any trips to indoor campus spaces.

Please contact Gladys Smith in the FHS Research Office if you require further information on the opening or increasing capacity of laboratory research. Ph: 613.533-6627 | email: Gladys.Smith@queensu.ca

Human Participant Research

Human Participant Research, including recruitment to and follow-up on clinical trials, has also restarted. Investigators and research staff will undertake remote/virtual contact with patients/research subjects when feasible, but must seek approval for in-person contact before beginning or restarting a project. 

Dr. Steven Smith, the FHS Vice-Dean of Research/KHSC Vice President of Research, reviews and approves applications to start or restart human-participant research, and will consult with colleagues at the Hospital (Infection Prevention, Planning) and at Queen’s leadership (Campus planning, Physical Plant Services, Vice-Principal Research), and the KFL&A Medical Officer of Health when required. 

Requests to restart human participant research projects which were halted because of the pandemic are submitted using two forms:

  1. Request to Undertake Research-Human Participant-Form
    Complete the details on the form, date and sign the form and present to your Department Head for their review and approval/signoff.
    • PLUS –
  2. FHS SOP for opening human participant research during COVID-19 pandemic
    The form should be reviewed by the PI and research team, modified with specific details of the project being requested to restart, signed and submitted along with the Request to Undertake Research On-Site Form. 

Requests to start new human participant research projects, which were initiated after the pandemic began, have full internal and Hospital Operational Directors’ approvals through TRAQ DSS, have received ethics clearance to conduct the research using appropriate wording and instructions for research subjects about COVID, and have received a financial project number (from Queen’s Research Accounting) or fund number (from KGHRI finance) are submitted using the:

  • FHS New Human Participant Project Start-Up Approval Form
    Complete the details on the form, including the TRAQ DSS # and the financial Project # (from Queen’s Research Accounting) or financial Fund # (from KGHRI); review the Standard Operating Procedure section and provide details on your project; date and sign the form. 
    • PLUS  -
      • Attach a copy of your Ethics Clearance/Approval to the email

Requests to restart projects shutdown, or start new human participant research projects, should be submitted by email to Dr. Steven Smith and his assistant Gladys: Gladys.Smith@queensu.ca

It is expected as we enter into the next stage the maximum sizes and physically distancing will be lifted. Timetabling has been built so that physical distancing won’t be required.

Once Ontario lifts the requirement for physical distancing, we don't anticipate offices that offices will continue to have capacity limits.

Buildings will be unlocked as we get closer to the fall semester.

The Invista vaccination clinic, along with mass immunization clinics, closes on August 2nd. Vaccine distribution will shift to pharmacies, primary care offices, and outreach options.

For information on research related travel, please visit the VP Research COVID website and use the field request form, to have your travel request assessed.

We are expecting that international students will continue to be allowed entry with appropriate quarantine measures in place. At this time, there is no plan for hybrid teaching. Unless previously specified, courses will be delivered in person.

While we may see case counts rise, they should not be imported by international students as they will be required to quarantine if they are not fully vaccinated. Student Wellness Services will facilitate rapid vaccination of those who have not had access early in September.

This is done by the federal government. It is not an honour system -- there is extensive scrutiny at all border crossings for all international travelers who are not fully vaccinated.