[Wsssc] FW: Coronavirus prep

[Hayden, Ruby]

Hi Folks,

We were the first to close so here is what we have been doing for 2 weeks now:

General Changes:
* Zoom software is saving our lives right now; all folks in student services have accounts to host meetings. 
* All my folks have laptops and webcams to do their work from home (making sure everyone had the tech they needed was the biggest lift -- I bought some stuff on amazon and just shipped it to their homes a few times); IT provided their office phones on their laptops so they can make and receive calls just like they were in the physical office * We "hacked" our Maxient conduct software to provide a way for students to securely upload documents to us for places like financial aid and enrollment services.
* I am meeting with my student services leadership team daily by zoom and weekly by zoom with my whole division to share information and let them ask questions (we use a polling software so they can ask anonymous questions to make sure folks feel comfortable asking anything they want).
* We've issued blanket "waivers" to most deadlines and are being flexible and generous with withdrawals/refunds/ etc.
* If folks run out of assigned work activities, we created a college wide professional development list of documentaries, books, ted talks, journal articles, online trainings, etc that are preapproved as meaningful work opportunities. Between this and donations of shared leave, I do not have any staff who will be in a leave without pay situation.

Financial Aid & Veteran Services:
* Students may submit requested documents via secure upload on our financial aid website (Maxient) or by dropping them off in person at the library drop-box (an exterior drop-box).
* Staff are open/available to students and faculty via phone, email, and zoom. 
* Vet orientations now offered by Zoom
* No more than 3 staff work physically in the office during regular business hours M-Th to keep processes moving forward; other staff work from home with regular intermittent access to the office as needed.
 
Enrollment Services:
* 2-3 staff are on site keeping paper processes moving and keeping switchboard phone lines open 730-4pm M-F; other staff work from home with regular intermittent access to the office as needed.
* Staff are open/available to students and faculty via phone, email, and zoom.
* If students need to submit documentation for things like residency, staff can send them a Maxient link to securely upload documents online.

Assessment (placement testing):
* Lead staff are offering placement testing via Zoom (it is only one at a time which is slow); limited on campus testing being offered as well using social distancing practices to limit risk of spreading COVID-19 (we verbally screen students for illness, offer them hand sanitizer, take pictures of the forms they fill out and the student keeps the original form/pen, and wipe down computers and surfaces after they leave) * Staff are open/available to students and faculty via phone, email, and zoom.
 
Advising/Counseling/Disability Support Services:
* Staff are open/available to students and faculty via phone, email, and zoom. 
* We already had AIM software in place for secure document uploading for DSS and sending out accommodation letters
 
Outreach & Recruiting:
* Staff are working on maintaining relationships with off campus partners virtually and created plans for creative recruiting during the closure and once we return to campus.
* Staff are open/available to students and faculty via phone, email, and zoom. 
 
TRIO:
* Staff are open/available to students and faculty via phone, email, and zoom. 
* Tutoring is available via Zoom and will be extended through the end of classes as needed.
 
WorkForce Development:
* Staff are open/available to students and faculty via phone, email, and zoom. 
* If students need to submit documentation for these program, they can send them a link to securely upload documents online.
* Maintaining CBO partnerships via email/phone * Prospective students will be directed to WFD information sessions via phone (in lieu of our weekly orientation) * Further outreach via email and phone will be done to prospective students already entered into Radius
 
Employment Resources Center:
* Staff are working via phone, email, and zoom to do resume reviews, job search assistance, etc * Zoom presentations for classes available * Creating online presentations for students to access at any time * Staff are open/available to students and faculty via phone, email, and zoom. 

Student Programs:
* Staff are open/available to students and faculty via phone, email, and zoom. 
* Project planning is happening over Zoom as needed.
* Student Government is meeting weekly via zoom * Admin staff will be in the office M-Th until about 1pm. Students work with staff directly related to calculator rentals and returns
 
Childcare Center:
* Staff stay in touch with their families on a daily basis via already existing HiMama App (recommending activities to do from home, checking in on children, etc) * Story and circle time offered to families via zoom * All payments for the month of March were refunded to parents; will likely do same for April


-----Original Message-----
From: wsssc [mailto:wsssc-bounces at lists.ctc.edu] On Behalf Of Orchard, Sue via wsssc
Sent: Sunday, March 15, 2020 1:59 PM
To: 'wsssc at lists.ctc.edu' <wsssc at lists.ctc.edu>
Subject: [Wsssc] Coronavirus prep

Hi all-

I hope everyone is doing well and staying safe! This is a very surreal time for our nation and the world. We all now have the same directive from the governor's office re: online instruction. At LCC, we're working on social distancing guidelines for serving students (our campus is open still) but planning for total closure if necessary. How are you all serving students right now?

Are your campuses open?
Are you limiting access to campus?
Are you practicing social distancing through serving students through email/phone/zoom rather than face to face?
Other practices?

Thanks for sharing your input. Once our guiding document is drafted, I'm happy to share out our plans.

Best,
Sue

Sue Orchard, PsyD
Vice President of Student Services
Title IX Deputy Coordinator
Lower Columbia College
360.442.2301
sorchard at lowercolumbia.edu<mailto:sorchard at lowercolumbia.edu>
She/her/hers pronouns


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