COVID-19 Prevention & Response Plan

Ensuring Compliance

Every member of the Reed community and visitors on campus are asked to follow the Reed College COVID-19 Prevention & Response Plan. Following the public health regulations outlined in the plan, including specific individual responsibilities and participation in training, testing, health monitoring, and contact tracing, is considered part of living and working in an honorable community. In addition, students who live off campus have been asked to sign an acknowledgement of risk and prevention form, and students who live on campus have been asked to sign an addendum to the housing contract

Members of the Reed community are encouraged to support each other in complying with the college's prevention and response plan as well as with any other documents that have been signed. This includes, when comfortable and appropriate, reminding one another of these requirements when noncompliance is observed.

When more action is necessary, observations of noncompliance can be submitted in any of the following ways:

Reports and observations will be evaluated by the college’s COVID-19 response coordinator or designee. If a violation is identified, the coordinator or designee will refer the violation to the associate dean of students for student & campus life (students); the dean of the faculty (faculty); or human resources (staff).

Protocol

This protocol describes actions that may be considered violations of the college’s COVID-19 Prevention & Response Plan, the way reported or observed violations will be evaluated, the process for responding to confirmed violations, and other relevant processes.

Violations

Required public health behaviors are listed in the plan under Individual Responsibility and Training, Testing, Health Monitoring, & Contact Tracing. On those pages you will find specific requirements regarding:

  • Hygiene
  • Face coverings
  • Physical distancing
  • COVID-19 Prevention and Policy Training 
  • COVID-19 testing
  • Daily Health Check
  • Contact tracing 
  • Response to symptoms
  • Isolation and quarantine

Examples of violations include, but are not limited to, the following:

  • Failing to observe basic hygiene guidelines, such as failing to use hand sanitizer where indicated or failing to disinfect shared items or areas after use
  • Failing to wear an appropriate face covering in any area where it is required, including shared indoor spaces and outside when at least six feet of distance cannot be maintained
  • Failing to take reasonable steps to maintain required physical distancing
  • Failing to comply with COVID-19 testing protocols
  • Failing to take reasonable steps to report and respond to symptoms of COVID-19
  • Failing to follow isolation or quarantine requirements as instructed by Reed staff or county health officials
  • Any other intentional action that a reasonable person knows would violate the intent of the guidelines and that places the person or others at increased risk of infection
  • Failure to follow any of the listed guidelines in the plan or other intentional actions that increase the risk of infection

Reporting

In situations where reminding a community member is not sufficient, concerns can be reported through the Weekly Risk Assessment survey; emailing the COVID-19 Risk Assessment Group; or submitting the COVID-19 Prevention Noncompliance Form.

Evaluation of Violations

Reported or observed behaviors believed to be violations of required public health guidelines will be evaluated by the Reed College COVID-19 Response Coordinator or designee. The coordinator will assess the reported or observed behaviors and assign the potential violations according to the following rubric:

  • Level
  • Description
  • Examples (including, but not limited to)
  • Minor
  • First time documentation of nonresponsive, noncompliant behaviors determined to have had minimal public health impact on the community
  • Refusal to wear a face covering when requested and appropriate
  • Indoor group social gatherings of more than 10 individuals
  • Nonobservance of public health behaviors in combination with other policy violations (e.g. minor AOD)
  • Escort of unapproved visitors on campus
  • Allowing unapproved individuals into on-campus facilities (e.g. swiping or allowing someone into a building or residence hall to which they do not otherwise have access)
  • Significant
  • First time documentation of nonresponsive, noncompliant behaviors determined to have had significant actual or potential public health impact on the community
  • Repeat documentation of nonresponsive, noncompliant behaviors following previous documentation and response to minor violations
  • Knowingly failing to follow a public health instruction specific to the individual
  • Repeated instances of a minor violation
  • Repeatedly arriving at in-person events without appropriate PPE
  • Knowingly failing to follow quarantine or isolation instructions from Reed and/or public health officials (having a guest in the room, leaving for other than allowed reasons, etc.)
  • Grievous
  • First time documentation of nonresponsive, noncompliant behaviors determined to have had grievous actual or potential public health impact on the community
  • Repeat documentation of nonresponsive, noncompliant behaviors following previous documentation and response to minor violations
  • Repeated knowing failure to follow public health instruction specific to the individual
  • Repeated instances of a significant violation
  • Intentionally coordinated social gatherings of more than 10 people, not socially-distanced, and without face coverings
  • Knowingly failing to follow quarantine or isolation instructions from Reed and/or public health officials that directly endanger the health of another (attending in-person class; intentional attempt to infect others, etc.)

Repeated minor or significant violations may be assessed as more serious depending on the totality of the circumstances.

The coordinator will evaluate the seriousness of the behaviors as reported; the coordinator is not responsible for assessing the validity of the report.

Process for Students

If a violation by a student is identified, the coordinator will refer the violation to the associate dean of students for student & campus life, who will provide feedback and, if appropriate, include the chair of the Behavioral Intervention Team (BIT) for additional review. The report may also be reviewed by the full BIT or referred directly to the appropriate student life office or staff member for follow up. In determining the appropriate referral and follow up, the BIT may consult with the coordinator and consider the following:

  • Seriousness of the reported behavior
  • Whether or not the student has been the subject of a previous reported violation
  • The likelihood of the behavior being repeated during the follow up process

The student life staff member to whom a reported violation is referred will contact the student and engage in appropriate follow up. The specific timing and nature of the follow up will depend on the assessed seriousness and other circumstances of the report. The following are general guidelines:

Minor violations

  • Meeting (in-person/virtual/phone)
  • Review of the report and assessment
  • Clarification and affirmation of expected public health behaviors moving forward

Significant violations

  • Same as for minor violations
  • Discussion of likely consequences of repeated or more serious violations
  • Evaluation of status of residential contract for residential students
  • Evaluation of ability to access shared community spaces

Grievous violations

  • Same for significant violations
  • Evaluation for referral to the Judicial Board

The outcome of follow-up meetings will be documented in the student’s record with notice provided to the coordinator for review. The coordinator is responsible for either concurring with the follow up or making recommendations to other offices or programs for additional follow up.

Egregious violations

Reported or observed violations that represent an imminent and continuing safety risk to any person or that were flagrant and created a serious risk of infection for multiple people may result in immediate interim measures necessary to protect the health and safety of the community. The coordinator and the BIT are charged with assessing any reported egregious behavior and may take immediate action based on accepted practices. Immediate actions may include, but are not limited to, the following:

  • Imposition of immediate isolation or quarantine
  • Exclusion from specific areas, buildings, or the entire campus
  • Suspension from in-person classes

Amnesty for Reporting Individuals

Amnesty is intended to support the practice of reporting incidents of noncompliant public health behaviors by students, staff, and faculty and to support essential contact tracing. Individuals experiencing or witnessing these behaviors while in violation themselves are encouraged to report the behaviors they experienced or witnessed. This reporting may occur in various ways, including directly to the appropriate authority, through a survey, or by participating in case investigation and contact tracing activities. Normally, the college will not impose disciplinary sanctions for these and other policy violation(s), provided those violations did not constitute an egregious violation of public health behavior guidelines. The COVID Response Coordinator is responsible for evaluating reports and recommending to the dean of students or their designee whether or not amnesty should apply in any given circumstance. The dean of students is responsible for the final decision regarding the application of amnesty.