Employee Q&A

Employee Q&A – Fall 2021

President Holmes and other members of the college senior staff held a special Conversation and Q&A session with employees on Monday, Oct. 18, to present information and answer questions about COVID-19 Preparedness and Return-to-Campus Planning. On this webpage you'll find the agenda and presentations, and a list of questions and answers that were covered during the meeting.

Agenda for Discussion

• Welcome and Overview: Lloyd Holmes, President
• Safety Measures and Campus Improvements: Jennifer Mahato, Director, College Operations
  • View the presentation
• Overview of Website Information: Brandon Bailey, Writer/Editor, Office of Communications
  • Return-to-Campus Planning: deanza.edu/return-to-campus
  • Guide to Fall Quarter: deanza.edu/online-fall
    • Repository of Student Messages: deanza.edu/students/messages
  • Student COVID-19 Information and Requirements: deanza.edu/return-to-campus/fall-2021
  • Employee COVID-19 Information and Requirements: deanza.edu/return-to-campus/employees
• Contact Tracing Process: Rosafel Nogra, Director, Student Health Services, with Michele Lebleu-Burns, Dean, Student Development
• Q&A

Questions and Answers

• Here is a list of questions raised and addressed during the session. 
• NEW Updated answers from the district Human Resources and Facilities and Operations were posted on Nov. 9, 2021.

• What will the return to campus look like in terms of on-campus classes for winter and spring?

  The winter schedule will look similar to fall, with a slightly more on-campus classes. We hope more classes will be on campus for spring. This will be based on several factors, including working directly with faculty and deans, as well as results of a student survey that will be administered soon.

  We will be surveying continuing students on their preferences for on-campus classes and services, online classes and other topics. Results of the survey will be presented at an upcoming Senior Staff Conversation and Q&A.

• Can the district website have a COVID dashboard that lists positive cases on a weekly basis for each campus so that we can monitor any potential campus-related spread? (ANSWER UPDATED NOV. 9)

  This question was forwarded to the district Human Resources office, which responded on Nov. 9:

  We are in the process of putting together a chart and other communication that will reference positive COVID cases districtwide. However, people need to understand that the information will only be as good as it is reported to HR, in a timely manner, based on what is already in place for the process for reporting to HR.

• How will faculty members know that students walking in to add classes at the beginning of winter quarter have been vaccinated?

  Students will be instructed to request an add code via email rather than walking into class. 

• Which classrooms or buildings have been outfitted with MERV-13 air filters? Can a list of these be provided to the divisions? (ANSWER UPDATED NOV. 9)

  This question was forwarded to the district Facilities and Operations department, which is now posting relevant information on a new Facilities Safety website. (Updated on Nov. 9)

• What is the plan for upgrading or installing AC in some of the buildings on campus that have little to no fresh air ventilation? (ANSWER UPDATED NOV. 9)

  This question was forwarded to the district Facilities and Operations department, which is now posting relevant information on a new Facilities Safety website. (Updated on Nov. 9)

• When is the approximate date to return back to campus?

  De Anza College is in a phased return-to-campus process. This process, and the current phase, are described in detail on the Return to Campus Planning page.

• If we teach on campus in winter 2022, will our classes be at higher risk of being cut if the enrollment numbers are low?

  This generally has not been an issue. Both on-campus and online classes have been well-enrolled and fairly close to pre-pandemic figures.

• Many part-time instructors do not have health insurance and are reluctant to return because of concerns over COVID. Is there a plan at the district level to provide medical care coverage for COVID illness and treatment? (ANSWER UPDATED NOV. 9)

  This question was forwarded to the district Human Resources office, which responded on Nov. 9:

  This would need further discussion with Chancellor's Cabinet, the Faculty Association and the Benefits office.

• What is the protocol if a student tests positive in a class that meets face-to-face?

  If you learn that a student has tested positive for COVID-19, has been exposed to a person with COVID-19, or is ill with any COVID-related symptoms, please submit a COVID-19 reporting form, so the college can follow up appropriately. The college has protocols for COVID-19 reporting, contact tracing and notifications, which are described on the COVID-19 Information for Employees webpage. 

• Can the college or district create a clear “decision tree” for positive COVID cases and close contacts and post on the website for all to access, see and understand?

  The college has protocols for COVID-19 reporting, contact tracing and notifications, which are described on the COVID-19 Information for Employees webpage. Each case is different; the Student Health Services clinician and Contact Tracing Team will follow relevant county and CDC guidelines in taking appropriate steps within the protocols.

• What percentage of students taking face-to-face classes are vaccinated?

  More than 98% of students who registered for on-campus classes that began in September were able to continue with their classes without being dropped on the Oct. 1 deadline for submitting proof of vaccination. This figure includes a small number who received exemptions for religious or medical reasons. Students with exemptions are required to submit negative test results before each visit to campus, and meet other conditions.

• What about students who do not have cell phones or may forget them the day of class? How can they check into the OptimumHQ system?

  Students should complete the Optimum HQ health check-in before coming to campus. They can do this on any internet-connected device, including a smartphone, tablet, laptop or desktop computer.

• How are we addressing outside contractors and their employees with vaccination?

  The district Purchasing office has sent an email to all contractors on campus regarding this, and each individual area is in contact with the contractors to confirm the vaccination status of their employees. 

• Is there an overall policy for community colleges in general, and De Anza in particular, which is different from K-12 schools and CSUs and UCs?

  There is no blanket policy. Each college has been determining its own policies.

• If I'm teaching on campus, do I need to get tested weekly? 

  There is no required weekly testing for individuals who are fully vaccinated. However, anyone who is not vaccinated and has a verified exemption is required to be tested for COVID-19 on a regular basis, and upload negative results before coming to campus. Individuals who are partially vaccinated are also required to submit negative test results before each visit to campus, until 14 days after their final vaccination dose. 

• Can the college provide COVID-19 testing for students or employees?

  The Student Health Services office is working with an outside provider to develop a plan for offering free weekly PCR testing for students. The office is also working to obtain antigen testing kits for monitoring students who are not symptomatic. Details are being reviewed and more information should be announced soon.

  Several college webpages also feature links to online tools for finding free testing sites, including the return-to-campus information pages for students and employees.

• Employees are checking on their vaccine submission and seeing information about other things, such as flu shots. Why is this information posted there and how is it being used?

  Information about other vaccinations may appear in your record on the PyraMED health site because another provider reported it to the state of California's vaccination registry. The state registry provides that information to the PyraMED system, which meets HIPAA requirements as a secure health records system used by De Anza to track COVID-19 vaccination records. The college is not using the information about other vaccinations and it is only visible to you and authorized personnel in the college Health Services or district Human Resources offices.

• What is the protocol if a student tests positive in my online class? We don't know if this student is also taking classes face-to-face — should we still report?

  Yes, please submit a COVID-19 reporting form, so the college can follow up appropriately. The student may be taking an on-campus class or visiting campus to access student services.

• Is there any possibility of an on-campus graduation this academic year? 

  We're hopeful that this will be possible.

• What about larger classes with more than 50 students? Can these classes be scheduled on campus and will a "normal" size classroom be sufficient?

  There are currently no Santa Clara County guidelines that require social distancing. However, upon request, the college will try to accommodate faculty members who wish to have a larger class held in a larger space.

• If a student in a face-to-face class tells the instructor that they've tested positive for COVID-19, do they quarantine?

  Anyone who tests positive should quarantine as soon as possible. The instructor should file a COVID-19 report as soon as possible so the Student Health Services office can initiate contact tracing.

  The Student Health Services clinician will investigate the scenario and assess all relevant factors to determine next steps on a case-by-case basis. If there is a need for a class to be held online temporarily due to COVID-19 exposure, Health Services will communicate with the dean to accomodate the class. 

• When should faculty members and students expect to hear back after a positive case was reported in their class? How long before we are informed about how to proceed?

  It is usually a quick process. Generally it takes less than a day but can be as soon as a couple hours for the Student Health Services to receive the report and respond. 

• Will classes that have had an increase in class size since switching to online formats be reduced to pre-pandemic size when meeting face-to-face?

  Scheduling will be handled based on the negotiated class size. If a larger classroom is needed, the administration will try to accommodate these requests. 

• Does the same process or requirements for entering a classroom apply to accessing student services? 

  Students coming to campus for any reason – whether to attend a class or access student services – must provide proof of vaccination. This has been clearly communicated to students in emails and on the college website, along with information about how to access student services. Most in-person student services are available by appointment only.

• Can the Optimum HQ system send an automatic message directing students to contact Health Services in case of a "red badge," rather than going to a faculty member or dean?

  This instruction is posted on the Rules for Coming to Campus webpage. Students should contact the Health Services office if they receive a red badge (indicating possible exposure to COVID-19) after completing the online Health Status Check-In. The district ETS office is in the process of adding an automated message that will include this instruction when students get a red badge.