PowerPoint Presentation...It is our sincere hope and intention that we will reopen our doors this fall and that \ e will position ourselves to be able to maintain operations and keep
COLEMAN Welcome and Introduction of Presenters & Board Members Staff on call too
VIRTUAL PARTICIPATION
H O U S I N G
All participants on the call are automatically muted.
Participants can ask questions throughout the presentation by using the “Q&A” feature.
This session is being recorded.
Presenter
Presentation Notes
COLEMAN Before we get started, we want to point out some virtual participation protocols. As an attendee this Town Hall you are automatically muted. This is to help control excess background noise during our time together. Should you have a question during any portion of this evening’s presentation, please use the Q&A feature. We have a moderator that is reviewing all submissions and will either elevate you to a live conversation with the presenters or provide an electronic answer publicly or privately. Finally, this Town Hall is being recorded. We will be uploading this presentation to Tri Delta’s COVID-19 website for future access. So let’s get started!
AGENDA
H O U S I N G
Tri Delta Housing’s Philosophy
Scenarios & Resources
Questions
Presenter
Presentation Notes
COLEMAN The objective of tonight’s townhall is position our reopening committees to be confident in the decisions and planning you all are doing to prepare your facility to welcome back members. As outlined here, tonight’s agenda includes three main focus areas. First, we will share our overarching philosophy for managing a chapter facility during COVID-19. Next, we’ll work to provide some scenarios and context for circumstances we think are in our future and should be prepared to navigate. Lastly, we’ll wrap up with some time to help answer any additional questions through the online Q&A feature.
GUIDING PHILOSOPHY
H O U S I N G
We can’t guarantee safety, nor can we guarantee compliance…
We CAN utilize the guidance provided by the Centers for Disease Control and reopen our facilities to be COVID-19 prevention ready!
www.tridelta.org/covid19
Presenter
Presentation Notes
DAN At the start of 2020, no one anticipated a global pandemic that would ultimately impact our industry and living experience for our members. Tri Delta Housing quickly identified that COVID-19 would still be around to stay for the fall and shifted gears to focus on how we might reopen houses this fall. As we reviewed CDC guidance, took in lots of information from MJ insurance and other experts, we started to build out how we will prepare our facilities. As we worked through this process, we identified a philosophy that we would push forward and use as our guiding principles for reopening and operations. In our discussions, we identified three main points: First, We can’t guarantee the safety of all our members. COVID-19 comes with many variables. Because of that, Tri Delta Housing can not guarantee that every resident, out-of-house member, volunteer, visitor or staff member will be out of reach of this virus when in a Tri Delta facility. What we do know is that the virus and the risk factors are now more known unlike this spring. Second, we can’t guarantee member compliance. Tri Delta Housing cannot guarantee that all our members and stakeholders will take the advice to comply with CDC recommendations or our vendor partners in protecting themselves personally from this virus. But, we know that we can take measures and create spaces that encourage and support compliance and prevention behaviors. Understanding those two points, we do feel confident that measures and actions can be taken to make the facility COVID-19 prevention ready! We can utilize recommendations from the CDC, OSHA and our vendor partners to equip and prepare our facilities to allow us to open our doors to our members and continue our business operations. We can build protocol to address when someone’s health has been compromised or our compliance efforts fall short. We know all of this is important based on the impact housing has for our members, our organization and the need to preserve Tri Delta facilities for the future. With this philosophy in place, Tri Delta Housing built resources to support the reopening efforts for our facilities. We asked ourselves difficult questions and identified, perhaps not all, but many possible scenarios that may present themselves and what their impact is to our member experience. It is our sincere hope and intention that we will reopen our doors this fall and that we will position ourselves to be able to maintain operations and keep our facilities open throughout the school year. In order to do so, we must be proactive, agile and prepared! We started by identifying the housing safety plan, what do we have to do to the facility itself, then turned to understand the guidelines for residents and out-of-house members. We considered chapter activities and our facility employees. All resources can be found by visiting trideltaeo.org/covid19. We would be remiss to not acknowledge that the COVID-19 pandemic continues to evolve, so plans and operations may need to be modified. Let’s spend some time considering potential scenarios and guide you through what resources are available to support you accordingly.
“How will we know exactly what to do to get our facility ready to
reopen this fall?”
“Has Tri Delta issued guidance?”
“Where do we begin?”
Presenter
Presentation Notes
SAFETY PLAN
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Presentation Notes
When you visit the website, you’ll notice several sections with this one (large blue arrow) devoted just to you!
SAFETY PLAN
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Presentation Notes
Let’s zoom in for a closer look to connect you to our resources. Navigate to the Safety Plan. This is our guiding document. It contains a lot of info that you’ll find useful as you navigate the rest of this website. It’s the answer to “where do we start?”. Start with the Safety Plan.
SAFETY PLAN
H O U S I N G
What’s in the Safety Plan?
• Dining Plan Guidance• Vendor Guidance and sample communications• Supply List• Signage Samples• Opening and Closing Date Templates (for license agreement changes)• Housekeeping Guidance including sample cleaning log• A room-by-room and space-by-space Compliance Plan• Chapter Activities Recommendations• Visitation Policy Recommendations• A templated move-in process with guidance for each position on the
Move-In Committee
Presenter
Presentation Notes
MEMBER BEHAVIOR
H O U S I N G
“There is a concern that some members will not take COVID-19 seriously and may put others in harms way due to their individual behavior. This may make some members wary about returning to the house.”
“What do we tell them?”
Presenter
Presentation Notes
Member behavior! This is a hot topic. We know generally that our members, at face value given their age, typically fall into the low risk category. We have been hearing about COVID-19 parties and gatherings of young adults. While we can’t guarantee safety or other member’s behavior, we can set expectations and ask our members to make a commitment to their personal health and the health and safety of their sisters.
MEMBER BEHAVIOR
H O U S I N G
EXPECTATIONS FOR TRI DELTA MEMBERS• Take seriously the responsibility to keep yourself, our Tri Delta employees,
and your Tri Delta sisters healthy. • Follow house rules and CDC guidelines about social distancing,
handwashing and hygiene.• Tri Delta Housing recommends that members self-screen (take their own
temperature) daily.• Tri Delta Housing recommends that members wear masks in common
areas of the house when six feet of social distancing is not possible.• If you have been exposed or are showing symptoms of COVID-19, follow
CDC guidelines and consult your healthcare provider to inquire about being tested.
RESOURCE(S)• COVID-19 Acknowledgement of Personal Responsibilities and Expectations• Returning to Tri Delta for residents and non-residents• Roommate Agreement
Presenter
Presentation Notes
Since this is such a hot topic, we spent a lot of time considering how might we prepare our members for this fall. In our initial safety plan, we provided some basic expectations of our members around their personal health and the health of their sisters and asked that they follow CDC guidance. While we are not recommending an addendum to chapter lease or licensing agreements at this time to specifically address member behavior, we did create new resources to help facilitate conversations and level setting. These resources include: a COVID-19 Acknowledgement of Personal Responsibility and Expectations (provides notices of the inherent risk with COVID and sets behavioral expectations) Returning to Tri Delta for residents and out-of house members, a guide to help our members to know what to expect when they return, and and a roommate agreement to facilitate conversations between roommates We should share these resources and over communicate! Provide this to members in advance of move-in. Prepare to have acknowledgement and roommate agreements forms available at move-in. The Fraternity is looking at adopting COVID protocol compliance into Fraternity policy to make members accountable and compliance compulsory.
SAFETY PLAN
Presenter
Presentation Notes
Navigate to the Safety Plan. This is our guiding document. It contains a lot of info that you’ll find useful as you navigate the rest of this website. It’s the answer to “where do we start?”. Start with the Safety Plan.
MEMBER BEHAVIOR
H O U S I N G
Presenter
Presentation Notes
Since this is such a hot topic, we spent a lot of time considering how might we prepare our members for this fall. In our initial safety plan, we provided some basic expectations of our members around their personal health and the health of their sisters and asked that they follow CDC guidance. While we are not recommending an addendum to chapter lease or licensing agreements at this time to specifically address member behavior, we did create new resources to help facilitate conversations and level setting. These resources include: a COVID-19 Acknowledgement of Personal Responsibility and Expectations (provides notices of the inherent risk with COVID and sets behavioral expectations) Returning to Tri Delta for residents and out-of house members, a guide to help our members to know what to expect when they return, and and a roommate agreement to facilitate conversations between roommates We should share these resources and over communicate! Provide this to members in advance of move-in. Prepare to have acknowledgement and roommate agreements forms available at move-in. The Fraternity is looking at adopting COVID protocol compliance into Fraternity policy to make members accountable and compliance compulsory.
CONFIRMEDCOVID-19 CASES
H O U S I N G
“What if we have a member that tests positive for COVID-19?”
“What if others are exposed?”
“What if a member can’t leave to go home?”
Presenter
Presentation Notes
Next, we faced the reality that we will have members test positive for COVID-19 while living in the chapter facility. There is a known risk to live in congregate housing. We also know that it is difficult to provide self-isolation space in a congregate housing setting, like our facilities, without a high risk of continuing the spread of the virus. So, how will we respond and handle these situations?
POSITIVE COVID-19 TEST
H O U S I N G
The following steps are recommended (in the order listed):
1. Member returns to permanent home for at least two weeks until symptoms are gone.
2. Member works with the university to move to a spot designated for students to self quarantine (likely on-campus).
3. If the first two options are unavailable, the member should work with their chapter leadership and/or Tri Delta Housing Property Manager to secure an alternate accommodation.
RESOURCES:• Isolation, Reporting & Response Protocol• Returning to Tri Delta for residents and non-residents• COVID-19 Acknowledgement of Personal Responsibilities and
Expectations• Temporary isolation room signage • Emergency medical information form
Presenter
Presentation Notes
We strongly believe that it is important to lay out these expectations to members now and often! Help them to be prepared with what they will do if they test positive and help them to understand the health of their sisters in important. Tri Delta Housing built out protocol from member isolation, to reporting and response planning. Familiarize yourself with the Isolation, Reporting and Response Protocol. We have mapped out guidance for the collegiate chapter president, alumna advisor and house director to leverage when navigating circumstances around a member testing positive. Due to the nature of this private health information, there is a limited list of stakeholders identified to maintain confidentiality. Make sure your residents have considered and planned for what they might do if they need to self-isolate. The Returning to Tri Delta Resource outlines expectations around reporting and self-isolating so every member knows what to expect if they contract COVID-19 and we’ve already had them complete their COVID-19 Acknowledgement at move-in. We don’t want members to be surprised when they are asked to leave the facility to self-isolate. We also recognize that not everyone resident who tests positive will be able to immediately leave the facility. If you can, it would be helpful to create a temporary isolation space that can be used when it is available. While we still expect the resident to leave in a timely manner, we also think that if there is a space that can be identified, we can provide temporary accommodations. You can utilize temporary isolation space signage to designate this area We have also updated the emergency medical information form. Each member should complete this during move-in. As chapter presidents and house directors report positive cases, Tri Delta Housing staff will provide follow up and support to ensure appropriate measures are put into place to temporarily close and clean areas of the facility as necessary and communicate with other residents, members and employees who may have been exposed.
SAFETY PLAN
SOCIAL DISTANCING
H O U S I N G
“The CDC encourages six feet between individuals for proper social distancing. There are so many areas that will need to be
adapted to meet these recommendations in our house.”
“Where do we start?”
Presenter
Presentation Notes
Each Tri Delta facility is unique which makes preparing to provide spaces that accommodate social distancing fun! For some of you, furniture lay out and capacity considerations may not be an issue, but for others this might be exactly what is keeping you up at night! We want to help each committee identify and implement effective facility modifications that will allow and promote members to comfortably social distance while in or visiting the facility, regardless of its infrastructure. To answer the question posed here, Tri Delta housing took a deep dive into what is recommended by the CDC specifically for congregate housing. We worked through this exercise by identifying a large chapter house that we were familiar with and posing questions as we walked up to the front door, and moved room by room and space by space, to answer how will we comply with this guidance. We wondered how would we get into the facility, what we would do with our furniture, how we’d set up our bedrooms, and what other modifications we’d need to make to meet this expectation. At the end of the exercise, we found ourselves with a fully developed Housing Safety Plan!
SOCIAL DISTANCING
H O U S I N G
RESOURCE(S)• COVID-19 Housing Safety Plan• Social Distancing | Bed Positioning & Placement • Social Distancing Signage• Entering the Facility Signage• Directional Path Signage• Temporarily Closed Signage• Roommate agreement• COVID-19 Acknowledgement of Personal Responsibilities and
Expectations• Returning to Tri Delta for residents and non-residents
Presenter
Presentation Notes
Within the Housing Safety Plan, Tri Delta Housing has mapped out how a facility can be adapted to meet the recommendations of the CDC and our insurance provider MJ. This includes infrastructure and layout modifications as well as operations changes to support social distancing. Each committee should take the time to evaluate their facility inside out and top to bottom to understand what modifications that should be implemented specific to your unique facility to accommodate safe social distancing. We developed social distancing guidelines for bed positioning and placement, created signage for social distancing, directional paths, and temporarily closed spaces. You’ve also already had your residents complete their roommate agreement at move-in so they can safely move-out their private living space with peace of mind. Our members have signed their COVID-19 acknowledgement and reviewed their returning to Tri Delta resource so they know to expect social distancing in the house!
SOCIAL DISTANCING
H O U S I N G
Presenter
Presentation Notes
SOCIAL DISTANCING
H O U S I N G
SOCIAL DISTANCING
H O U S I N G
VENDORS
H O U S I N G
“We have several vendors that provide services to our facility, how can we be sure that they
are not putting our members at risk when providing services onsite or making deliveries?”
Presenter
Presentation Notes
With each Tri Delta facility being unique, the services that must be provided to ensure that they are managed at a premier level means that you may have vendor partnerships in place. These might range from dining and cleaning services to your maintenance repair companies. Tri Delta wants all members to remain comfortable in their facility which means it is critical that our vendors understand what our expectations are prior to entering or providing service in our facilities.
VENDORS
H O U S I N G
RESOURCE(S)• COVID-19 Housing Safety Plan
• General guidance sub-section for vendor guidance• Vendor Letter• Entering the Facility Signage• Delivery point Signage• Directional Path Signage• Housekeeping Signage
Presenter
Presentation Notes
You’ve already reviewed the COVID-19 Housing Safety Plan as you planned for social distancing. So, you’re in luck! During that review, you had the opportunity to review guidance for vendors you work with for what might be dining, cleaning, maintenance and delivery services. You also have a communication template to help house directors or director of facility operations communicate with vendors to understand our congregate housing set up and what they should do before, upon arrival and during their time in the facility. Based on what services you use vendors for, you may need to familiarize them with additional services needed and renegotiate contracts or service prices. As a committee is it important that the team is aware of who services your facility to ensure that communication and expectations are provided prior to reopening. Utilize entering the facility, direction path and delivery point signage for vendors to follow when they are present at the facility. If you utilize a housekeeping vendor, you should also plan to familiarize your service with the housekeeping log to track and post cleaning measures in common areas.
VENDORS
H O U S I N G
Presenter
Presentation Notes
Tri Delta Housing is also training house directors on how to best manage vendor relationships admits the pandemic while keeping the health and safety of our members and employees as a priority. On this screen you see an example of a vendor letter that house directors can send prior to reopening the facility letting all vendor partners know what the expectations are to continue to provide services to the facility.
VENDORS
H O U S I N G
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Presentation Notes
Another example of effective Tri Delta Branded signage to display the visual expectation for all vendors and even guests to the facility.
EMPLOYEES
H O U S I N G
“Our house is supported by several employees that report to
the facility everyday.”
“What should we do to ensure their safety and the safety of our
members?”
Presenter
Presentation Notes
Some of your facilities may have employees that come onsite daily or live in the facility. From housekeeping to dining services, these individuals are essential in ensuring that our members are provided a clean and comfortable living environment. Tri Delta Housing has developed employee expectations and protocols that support the health and safety of all.
FACILITY EMPLOYEES
H O U S I N G
RESOURCE(S)• Employee Expectations & Protocols• Being a House Director During COVID-19• Tri Delta Workplace Health Screening
EMPLOYEES ARE EXPECTED TO: • Follow house rules and CDC guidelines about social distancing,
handwashing and hygiene. • Self-screen (take their own temperature) daily. • Wear masks and other appropriate PPE when in the chapter house.
EMPLOYEES EXPOSED | SYMPTOMPATIC | TEST POSITIVE: • Should not report to work. • May only return to work once all of the following conditions have been
met: o Employee has self-quarantined for 14 dayso Employee is fever free for 72 hours, without the use of medication that
reduces fevers o Other symptoms have improved o Documentation is provided by employee health care provider that the
employee has been cleared to return to work
Presenter
Presentation Notes
Just as we have laid out expectations for residents and non-residents for being in the facility, we’ve also outlined expectations for our employees to prioritize their safety. We’ve outlined what they should do before returning this fall, how they should regularly self-screen before reporting to work, what they should do if they have symptoms and what they should do if they test positive for COVID-19. Employees should be supplied with appropriate personal protective equipment and are receiving additional training and support from their supervisor. As outlined in the Families First Coronavirus Response Act, all employees are provided with paid sick leave and expanded family and medical leave for reasons related to COVID-19. This process will be handled by Tri Delta Housing and all employee information will remain confidential. If employees actively work in your facility, you should work with your house director to create a contingency plan if your housekeeper has to go out on sick leave or if your kitchen staff needs expanded medical leave. We expect that this will happen this fall. The ability to continue to keep the facility open is dependent on being able to maintain operations. This may mean having other potential employees in the “que” or identifying services that can help out.
FACILITY EMPLOYEES
H O U S I N G
Presenter
Presentation Notes
Some states are mandating daily health screening for every employee upon reporting to work. Tri Delta has adopted this practice and will expect all employees to complete a screening upon arriving onsite. This will include taking their temperature, answering key questions specific to symptoms, rather or not they have been exposed to someone to their knowledge and/or if they have traveled on a plane. Any employee answering yes we will be asked to leave the facility and follow the protocols outlined in Tri Delta’s Employee Expectations resource.
SAFETY PLAN
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Presentation Notes
We have loaded the facility employee expectations and protocols to the website.
REFUNDS & PRORATIONS
H O U S I N G
“What if our members ask us for refunds because we must close our facility due to COVID-19?”
“Our members have indicated they expect a refund if they have
to leave to self-isolate.”
Presenter
Presentation Notes
We recognize that one of the biggest questions you may get from members is what happens if the house closes and will I get a refund? If the committee proactively equips the facility to be ready for the fall and communicates the expectations we’ve outlined, Tri Delta Housing believes that you have done all you can to be COVID response ready and this will result in minimal closures.
REFUNDS & PRORATIONS
H O U S I N G
RESOURCES• Returning to Tri Delta for residents and non-residents• House Corporation Proration Form• House Corporation Proration Form Instructions
Presenter
Presentation Notes
The Returning to Tri Delta resource for residents and non-residents provides some expectations around proration and refunds for unexpected closures. First, if an individual member is required to self-isolate as a result of a positive diagnosis of COVID-19, the house corporation will not be expected to prorate rent to allow the chapter to provide a refund to that individual member. We believe that the costs associated with rent aren’t scalable when a member has to temporarily relocate. For that very reason, we also expect that the member will be able to return after they have self-isolated and received a health release. If the chapter facility must unexpected close due to local, state or federal orders or the house corporation declares an interruption of services due to obvious public health risk associated with continuing to operate the facility with supervisory staff, cleaning staff and the provision of food service when doing so will serve to further expose residents and staff members to a potentially fatal medical situation; prorations for chapter rent will be determined by the house corporation. As a committee, it would be beneficial to discuss what that may look like so that you are ready and equipped to communicate that if your team finds yourself in that situation. In the Spring of 2020, Tri Delta Housing shared a resource for house corporations to leverage to help them determine what/if any proration would be feasible during the unforeseen closures in the Spring. This is still a great resource to leverage if your facility must close for an extended period of time. It will walk a house corporation through determining cash on hand against their fixed expenses that will still be forthcoming until revenue resumes. We are actively getting this resource and the supplemental instruction resource loaded to our COVID-19 website for easy access.
RESOURCES RECAP
H O U S I N G
All resources covered tonight AND MORE are accessible by visiting: www.tridelta.org/covid19
Connect with each other!! Tri Delta HousingPrivate Group hosted by Tri Delta on Facebook
Presenter
Presentation Notes
We’ve covered A LOT of resources tonight and we have even more on our COVID-19 webpage. This was designed to be our hub to share all resources and provide transparency around our efforts to safely reopen houses this fall. Feel free to encourage members to review this and share this information with their parents and families!
