Reed is repurposing outdoor spaces for the community's health by erecting temporary tents on the north side of Eliot Hall and the Quad near Commons.

August 18, 2020

Dear faculty and staff,

We write to you today regarding classroom and in-person event protocols and reconfigurations that have been put in place for the duration of the coronavirus pandemic.

What is the size limit for in-person classroom instruction and in-person events on campus?

For in-person classroom instruction, Reed is following Oregon Health Authority (OHA) and the Higher Education Coordinating Commission (HECC) guidance, which limits the maximum number of people to 25 in counties that are at baseline or in Phase I.

Until further notice, Reed is limiting indoor events to 10 people and outdoor in-person events to 25 people, unless approved in writing by a senior staff member. Events are meetings or gatherings, social or otherwise, that are not part of classroom instruction.

More information on in-person event restrictions can be found on Reed’s COVID-19 Prevention & Response website.

How do I reserve a room for an event?

To provide adequate time for us to assess academic space needs and to limit in-person events at the start of the semester, room reservations for in-person events will be put on hold until September 14, 2020, unless approved in writing by a senior staff member. For more information on reserving a room for an event, review the conference & events planning website.

What COVID-19 safety measures are being implemented in classrooms?

Reed is implementing the following safety measures:

• Facilities services will disinfect classroom surfaces twice daily and conduct nighttime deep sanitation procedures.
• Cleaning supplies, including hand sanitizer, sanitizing wipes, spray bottles of disinfectant, and paper towels for intermittent cleaning will be set up on classroom tables. Supplies will be monitored by facilities services and replenished as needed.
• In-person classroom instruction will not exceed a capacity of 25 persons while Multnomah County is in Phase I.
• Classroom capacities have been reduced (minimum of 35 square feet per person) and room setups have been reconfigured to support social distancing. A high-level summary of room diagrams and max capacities can be found here. For details, contact conference & events planning.
• Social-distancing room diagrams will be posted in every classroom and event space.
• Rooms will be available for off-campus students to participate in remote classes. Faculty members should contact conference & events planning if students in their classes are in this situation.
• Until further notice, spaces reserved for classroom instruction will not be available for event use to allow for classroom cleaning and sanitation.
• The college has increased the time intervals between classes to allow for slower and more organized exits and entrances.
• Building-specific modifications have been made to improve ventilation.

What is the purpose of the new outdoor tents on the north side of Eliot Hall and in the Quad near Commons?

Four temporary tents are being installed on campus grounds to provide additional on-campus space with high ventilation. Social distancing and indoor protocols regarding face coverings must be followed under all tents; however, face coverings are not required while eating.

Classroom tents

• Three tents are being set up on the north side of Eliot. The tents are named Earth, Wind, and Fire.
• Each tent is (30’ x 40’ or 1,200 square feet) and has 25 seats.
• The tents are reserved for in-person classroom instruction only.
• The tents will not have internet access (outside of campus Wi-Fi) or audio-visual equipment. Edit added August 19: Campus Wi-Fi is weak outdoors and may not be reliable under the tents.  
• Initially, each tent will have two sides without walls to help with ventilation while still providing some sound insulation from the other tents.
• When the weather gets cooler, all four side walls will be used and heaters will be added.
• After all side walls are installed, there will be four sliding panels to allow the regulation of air flow.

Quad tent

• The Quad tent is a designated meal space that will be managed by Bon Appetit; it is not to be used for any purpose other than dining.
• Initially, the Quad tent will only have one side wall to help with ventilation while still providing some sound insulation. When the weather gets cooler, all four side walls will be used and heaters will be added.
• The Quad tent is 80’ x 100’ or 8,000 square feet, and it has 126 seats. (Note: the capacity will be lowered to 100 after walls are added, per OHA regulations.)

What spaces will be available for in-person event use?

In-person event space will be limited in the fall. The following limitations and guidelines apply:

• Room availability is limited to rooms not reserved for in-person classroom instruction. Reservations are first come, first served.
• Room capacities have been reduced (minimum of 35 square feet per person), and rooms have been reconfigured to support social distancing. A high-level summary of social-distancing room setup diagrams and max capacities can be found here. For details, contact conference & events planning.
• Event organizers must take rooms in their standard configuration (as is).
  • AV staff are not available to support non-academic meetings or events.
  • Facilities services staff are not available to support non-academic meetings or events (furniture delivery and setup, cleaning, etc.).
• Cleaning supplies, including hand sanitizer, sanitizing wipes, spray bottles of disinfectant, and paper towels for intermittent cleaning, will be available in all common rooms. The individuals using the room are responsible for cleaning and sanitizing the space before and after the meeting or event.
• Event organizers are responsible for enforcing public health measures, including social distancing and face covering requirements.
• Event organizers must keep a record of every participant's name.
• Events must conclude by 9 p.m. to allow time for the space to be cleaned.
• As always, classes and class-related activities take priority in academic spaces; if you are booking a space within the first few weeks of the semester, changes in the academic schedule may require us to move, cancel, or reschedule your event.

What AV support will be available in the fall?

The AV department is prioritizing its resources to support academic classes during the fall semester, which means the following:

• AV will not be able to provide technical troubleshooting outside of classroom support hours.
• No AV systems (sound systems, cameras, projectors, etc.) will be deployed or provided in spaces without existing AV systems.
• AV will not be able to supply staff to operate equipment in spaces with installed AV equipment for non-academic events. If a non-academic event or meeting is scheduled in a space with an installed AV system, the event hosts or presenters are welcome to use the equipment with the expectation that they make do with the equipment available in the space and handle the setup and operation of the equipment on their own. Operation instructions have been posted in spaces with installed AV systems.
• A limited selection of AV equipment is available through the Instructional Media Center (IMC). Availability may be limited, and priority goes to academic needs. Check with the IMC for details.
• Built-in classroom computers are not available for use in order to minimize the number of shared surfaces in the classroom. Those needing to use computers will need to bring their own laptops or tablets.

What can I do to help support safe classroom and in-person event environments?

To support safe and healthy classroom and in-person event environments, follow these guidelines:

• Maintain a minimum physical distance of six feet in entryways, hallways, and waiting areas.
• Enter and exit rooms one person at a time.
• Use the self-cleaning station before and after classes, especially after using shared items such as keyboards.
• Bring your own dry-erase markers, erasers, and chalk.
• Make sure to arrange furniture to allow for social distancing and return the room to the social distancing diagram setup after each use if you move the furniture.
• When you enter a classroom or arrive at an event, do not shake hands, give hugs, or bump elbows.
• Wash your hands often.
• Stay home if you have been diagnosed with COVID-19, are experiencing symptoms of COVID-19, are awaiting COVID-19 test results, or may have been exposed to someone with COVID-19.
• Follow CDC public health guidance.

If you have questions, please email the COVID-19 Risk Assessment Group.

Take care,

COVID-19 Risk Assessment Group