COVID-19 Visitor Policy

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Category Name: Other/General
Responsible Unit: Emergency Management
Responsible VP: VP for EMSA
Adoption Date: 2020-09-03
Last Revision Date:
Last Review Date:
Shared governance: none

Policy Statement

Due to the COVID-19 global pandemic, SUNY Brockport reserves the right to restrict the reasons and times for visitors to schedule appointments or visit any campus site. 

Purpose/Scope

The purpose of this policy is to limit the number of visitors on SUNY Brockport’s main campus, the Brockport Downtown location, the Rochester Educational Opportunity Center (REOC), and the Brockport Visual Studies Workshop, limit the hours visitors may be on all campus sites, ensure that all visitors to campus sites adhere to all safety policies and protocols that are in place to decrease the spread of COVID-19 (including completing documentation related to COVID-19 symptomology, potential exposure and recent travel), and ensure that campus sites’ densities remain 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
  • guest lecturers
  • professional staff and faculty in residence halls and student townhomes for approved purposes
  • event guests (capacity limitations apply)

This policy does not apply to delivery personnel, contractors or consultants. Other mechanisms are in place to address those entities when they visit campus sites. 

Definitions

Visitor – for the purposes of this policy, visitors to campus constitute one of these categories:

  • prospective students and their families
  • individuals who may be meeting with faculty or staff
  • potential guest lecturers or speakers in an accredited academic class offering
  • approved professional staff and faculty conducting work in residence halls and student townhomes
  • event guests (capacity limitations apply, e.g., exhibition guests at a Visual Studies Workshop – no more than five guests at a time due to room capacity limitation guidelines)

Visitor Coordinator – Any faculty or staff member who has invited a visitor on campus for a one-time business-related reason/meeting is considered the Visit Coordinator.

Visitor COVID Screening Questionnaire – This questionnaire must be filled out by each visitor to campus, every time the individual comes to campus. The questionnaire includes questions related to any COVID-19 symptoms the visitor may be experiencing (unrelated to a different illness), e.g.: if they have a fever, if they have tested positive for COVID-19 in the past 14 days, if they have had close contact with a confirmed or suspected COVID-19 case within the past 14 days, and if they have re-entered or entered New York State from one of the restricted states within the past 14 days. A link to the “Visitor-Volunteer COVID Screening Questionnaire” is provided in the Links section below. 

Policy Procedures

1. For the SUNY Brockport main campus, upon arrival all visitors must follow the following process:

  1. When arriving on campus, all visitors are required to wear an appropriate face covering. This face covering must be worn at all times during the visit. If the visitor does not have a face covering, upon check-in at the Conrad Welcome Center, a face covering will be provided to the visitor(s).
  2. Report to the drive-thru window of the Conrad Welcome Center.
  3. Provide the Welcome Center representative their name, the name of the individual they are meeting on campus, and the location and time of their scheduled appointment.
  4. Complete the Visitor COVID Screening Questionnaire and sign/date the form. In the case of multiple visitors in a party (i.e., a prospective student and family member[s]), each individual must complete and sign the Visitor COVID Screening Questionnaire. 

Once all documentation is confirmed by Welcome Center staff, the visitor(s) will be provided an adhesive “Visitor” pass that must be worn during their visit and only then can the visitor(s) proceed to their destination. There is no need to return the pass to the Welcome Center.

For prospective student(s) and family member(s) who may be coming to campus for a visit, the Office of Undergraduate Admissions and the Center for Graduate Studies will provide the Welcome Center with a list of scheduled visitors (names, date, and time) at least one business day prior to the prospective student(s) visit.

For individuals visiting a faculty or staff member for a meeting, etc., it will be the responsibility of the faculty or staff member (acting as the Visitor Coordinator) to provide the Welcome Center with the name, date, and time of the visitor’s appointment at least one business day prior to the visit.

For Professional Staff Visitors visiting residence halls or student townhomes, the visitor must receive approval from the Director of Residential Life/Learning Communities (or their designee) who will approve the (staff) visit. The Director of Residential Life/Learning Communities (or their designee) can be reached via housing@brockport.edu.

It is recommended that, whenever possible, all main campus visitor appointments be scheduled between the hours of 8 am to 3 pm on weekdays. Those are the hours that Welcome Center staff are available to check in visitors. However, in situations where a visitor appointment can only occur beyond those hours (for example a guest lecturer for an evening class), the visitor must complete the same check in protocol listed above at the University Police Department Office located in Lathrop Hall.

2. For Brockport Downtown and REOC, all visitors must follow this check in process: 

  1. When arriving at the Brockport Downtown/REOC location, all visitors are required to wear an appropriate face covering. This face covering must be worn at all times during the visit. If the visitor does not have a face covering, upon arrival to the Brockport Downtown/REOC location lobby, a face covering will be provided to the visitor(s) from the security guard at the lobby desk.
  2. Each visitor(s) will complete the Visitor COVID Screening Questionnaire via the “Lobby Guard System” computer kiosk in the main lobby. When all questions are successfully completed and submitted, the “Lobby Guard System” will print a temporary visitor pass that must be worn at all times during the visit. 
  3. Once the visitor pass is printed, the visitor must use the wipes provided from the cleaning wipe station dispenser to wipe down the “Lobby Guard System” so that it is disinfected for the next visitor checking in.
  4. The visitor will then alert the security guard who will direct the visitor to the office of the Visit Coordinator.
  5. If any of the visitor responses present a COVID-related concern, an email will be generated to the Visitor Coordinator who will then contact the visitor directly to discuss any issues or concerns.

Visitor hours for the Brockport Downtown/REOC location are as follows:  Monday through Thursday from 7 am to 9:30 pm, and Friday and Saturday from 7 am to 5 pm.  The building is closed on Sunday.

3. For the Visual Studies Workshop location, all visitor appointments are pre-arranged with a Visitor Coordinator. Prior to the visitor’s appointment on site, the following steps are taken:

  1. Prospective visitor arranges visitation time with their Visitor Coordinator.
  2. Visitor Coordinator electronically sends to the prospective visitor the Visitor COVID Screening Questionnaire that must be completed and submitted electronically to the Visitor Coordinator (within 24 hours of the scheduled visit).
  3. All visitors are required to wear an appropriate face covering upon arrival for their visit. If they do not have one, one will be provided to them by the Visitor Coordinator.

Visitor hours for the Visual Studies Workshop location are Monday through Friday from 9:30 am to 5 pm by appointment only, and exhibition hours are Thursday through Saturday from Noon to 5 pm by appointment only (maximum occupancy of five visitors at a time). The site is closed on Sunday.

4. The Visitor COVID Screening Questionnaire must be submitted to the Office of Human Resources on a weekly basis. All versions of the questionnaire are acceptable (original, copy, or system-generated questionnaires).

Links to Related Procedures and Information

SUNY BROCKPORT: Visitor-Volunteer COVID Screening Questionnaire
Restricted States: NYS COVID-19 Travel Advisory

Contact Information

Emergency Manager
The Director of Residential Life/Learning Communities (or designee)

History (in descending order)

Item Date Explanation
Next Review Date 2023-09-03 Three year review
Adoption Date 2020-09-03  Policy Adopted
Draft Review Date N/A Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

President's Cabinet

September 3, 2020 

Last Updated 10/27/20

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