Prepared for the Board of Education

May 20, 2020

COVID-19:LCC Response Summary

“I am proud of the way our students havenavigated this new world of unknowns, and the efforts of our teachers, educators, and parents

to rise up and meet the demands of this difficult new reality.”

—Oregon Governor Kate Brown, Education Announcement, April 8, 2020

”

Response outline

Communications & decision structure

Student Services

Enrollment impact

Financial impact

Long-term planning

timeline

Covid-19: a time line March 3 Attended first HECC COVID-19 conference call

March 8 Governor declares state of emergency; HECC advised college closure as a last resort

March 12 Governor bans gatherings of 250+ and statewide school closures until March 31; OCCA COVID-19 updates begin

March 17 Governor issues EO 20-08 prohibiting gatherings of 25+, banning on-site consumption of food & drink at food establishments, and extends K-12 closures through April 28

March 18 Governor issues EO 20-09 suspending in-person instructional activity at all OR higher education institutions through April 28 and limiting on-campus activities to critical operations

March 23 Governor issues EO 20-12 requiring Oregonians to stay at home except for certain activities,

and imposing social distancing requirements.

Covid-19: a time line (cont’d)March 27 CARES Act signed, including over $30B for education and at least $14B for higher education

institutions and college students

April 1 LCC extends online instruction to end of term

April 7 LCC begins producing the Titan Download, a twice-weekly newsletter of COVID-19 related news and updates for all employees

April 17 Governor issues EO 20-17 extending suspension of in-person instruction to June 13, 2020

May 11 LCC Phase 1 preliminary plan shared with campus community

May 15 Governor approves Lane County application to enter Phase 1 of reopening, allowing limited in-person instruction for CTE classes that require hands-on experience; LCC begins distributing CARES Act funds directly to LCC students

● a standardized system of command utilized by emergency response organizations such as FEMA

● characterized by a unified command hierarchy and a flexible, modular structure

Incident Command structure (ICS)

Small command team● Chief of Public Safety Lisa Rupp● Health Clinic Dir. Laura Greene● Mgr of Risk & EHS Dawn Barth● Provost Paul Jarrell

Meets 2x week, or as needed

Makes the first call when decisions must be made quickly based on safety concerns

Incident Command Team COVID-19 Huddle Group

Incident Command Team + approx. 20 others from operational, academic, & student affairs leadership

Meets 3x week, usually for 1 hour

Plans implementation of guidance from Incident Command, HECC, OCCA, State of Oregon, and others

President Hamilton, plus● Provost Paul Jarrell● VP Marty Hanifin● CHRO Shane Turner● Budget Dir. Zach Evans● AVP of E&I Greg Evans● Dir. of Public Affairs Brett Rowlett● Chief of Staff Deborah Butler

Currently meets 3x week, for 1 to 3 hours

Provides operational leadership

Cabinet Corona Communicators

Team coordinates COVID-19 communication across campus● Dir. of Public Affairs Brett Rowlett● PIO Joan Aschim● Web Developer Kyle Schmidt● Event Coordinator Marsha Sills● Chief of Staff Deborah Butler

Provides a twice-weekly COVID-19-related newsletter

Updates employees on new developments, decisions, and engagement opportunities between official messages from Administration

Access for Critical and essential employees

Employees who must report to campus to perform duties

related to the security, safety, or physical operation of the College (and cannot do so

remotely)

Access restricted to students who have business on campus

and employees who have a need to pick up equipment or other

limited duration visits

Employees who must report to campus to perform duties to

maintain essential, mission-critical functions of

the College (and cannot do so remotely)

Critical employees Everybody elseEssential Employees

Messaging to studentsMarch 3 Provost notification of ICS formation, COVID-19 symptoms, request to stay home if ill

March 6 International and domestic restrictions imposed for college-sponsored travel

March 12 No in-person winter finals, cancellation of non-essential meetings and events

March 13 1st 3 weeks of spring term will be remote, in-person requirements adjusted or cancelled

March 17 Spring term start delayed for 1 week

March 21 Remote instruction extended through entire spring term

March 27 Reduction of some student fees, technology and tutoring supports

April 1 Extension of remote instruction through spring term

April 16 COVID-19 message from the President

May 11 Message of encouragement from the Provost, experience surveys, registration reminder

Messaging to employees

Feb 3 Guidance to prevent the spread of flu and COVID-19

March 2 Coronavirus preparedness and announcement that ICS Command Team has been formed

March 3 Academic continuity planning goals and guidelines to prevent spread of COVID-19

March 5 Custodial practices update and distribution of disinfectant wipes

March 6 Restriction of college-sponsored domestic and international travel

March 10 Remote instruction guidance (with exceptions)

March 12 Reduction of some student fees, technology and tutoring supports

March 13 Extension of remote instruction through spring term

March 17 COVID-19 message from the President

March 17 Message of encouragement from the Provost, experience surveys, registration reminder

Messaging to employees - continuedMarch 20 Provost notification of ICS formation, COVID-19 symptoms, request to stay home if ill

March 24 International and domestic restrictions imposed for college-sponsored travel

March 25 No in-person winter finals, cancellation of non-essential meetings and events

March 25 1st 3 weeks of spring term will be remote, in-person requirements adjusted or cancelled

March 29 Spring term start delayed for 1 week

April 2 Remote instruction extended through entire spring term

April 6 Reduction of some student fees, technology and tutoring supports

April 7 Extension of remote instruction through spring term, start of Titan Download twice-weekly newsletter

April 16 COVID-19 message from the President

May 11 Message of encouragement from the Provost, experience surveys, registration reminder

Academic Technology response

The Academic Technology Center (ATC) plays a vital role in the transition to remote teaching & learning

Instructional design assistance

Technology support and equipment for remote teaching

Tutorials, webinars, and 1-on-1 support for Zoom, Moodle, and

other technologies

OER guidance and recommendations

Creation of a Moodle online support hub, offering technology and

tutoring in one place

Laptops, chromebooks, webcams, and other technology available to

borrow

Expanded support, including real-time chat and weekend

support

Library services, including research help

For instructors For students

Laptops and Chromebooks loaned to Students in Spring Term

260

LCC Foundation Contribution to Purchase Technology for Students

$99,877

I.T. response

Lane’s IT team works to ensure that employees have the technology and support they need to work remotely, including a wide variety of hardware check-out and software support

Student Affairs response

Student Affairs employees have stepped up to provide services remotely, including Financial Aid, Advising, Enrollment Services Support, and much more. Among the highlights of their work:

● Employees from across departments came together to personally contact over 800 students by phone at the start of the term

● Developed a collaborative plan to distribute CARES Act funds to students efficiently, equitably, and within the complex and quickly-shifting guidelines

● Opened the Childcare Center to serve first responders and Health Professions students ● Assigned an employee to quickly answer all general questions from students about operations,

accessibility, and what to expect this term● Helped to organize and staff laptop/chromebook distribution to students at the Mary Spilde Center● Planning a virtual commencement to recognize the achievement of LCC’s many graduates who will not

have a traditional ceremony this year● Working with ASLCC to address the changing needs and landscape of student engagement under

COVID-19

● Food Services partners have closed, will not return to campus until at least Phase 2

External services impact

● Follett-managed Titan Store challenged by staffing, inventory, and shipping issues, but has taken measures to ensure students get the materials they need

● LTD has stopped service to campus, creating challenges for students and employees who need periodic access

$3,014,266

$1,507,133

CARES Act distribution for Lane Community College

CARES Act funds distributed directly to LCC students

Enrollment impact

Spring 19 Spring 20 difference

Credit FTE 1734.2 1,563.0 -9.9%

Credit Enrollments 17,455 15,456 -11.5%

Total Credits 62,493 57,361 -8.2%

Measured at start of week 5, not including College Now or Co-Op in Host Dept.

Estimated FY20 Financial impact

Lost Revenue General fund-$1.5M

Tuition and Fees-$950K

Flight Tech, Childcare, Continuing Ed, Tech Fee, Student Fees, S3,

Transportation, KLCC

Est. 15% tuition declineEst. 25% fee decline

Lost revenue Fund IX

Lost Revenue CML

Lost Revenue Intl. ProgramLost Revenue Titan Court

-$150K

-$270K

Long-term planning

Planning for a safe return to work and learning on campus

Highlights of Lcc Phase 1 plan

● Goes into effect beginning May 18

● Face coverings required for all employees and students on campus

● CTE courses requiring hands-on instruction will be allowed with monitored social distancing, reduced

capacity, face coverings, and enhanced cleaning

● Use of plexiglass or similar physical barriers where appropriate

● Minimize use of common spaces; restrict use to assigned spaces only

● Daily health assessment for all students and employees reporting to campus

● Instruction and college work that can be done remotely will still be done remotely in this stage

● Facilities work may resume, if it can be done under safety guidelines

● Campus will remain closed to the public

Looking ahead - PHase 2

May require:

● County must be in Phase 1 for at least 21 days AND meet requirements set by the State of Oregon (not yet defined)

● Adequate facial covering supply for all employees and students who will report to campus

● Plexiglass or other barriers for areas where employees interact with the public

● Adequate disinfectant and sanitation supplies● Staffing to clean common and shared spaces,

such as elevators, breakrooms, bathrooms, halls, etc.

● Signage and other communication across campus to indicate appropriate social distance, hand-washing, and other instructions

May allow:

● Specifics will be defined by data collected in Phase 1

● In-person classes of up to 50 (not confirmed), with social distancing, face coverings, and enhanced cleaning

● Greater number of employees to work on campus with social distancing and facial coverings (many will still work from home)

● Potential for larger gatherings with physical distancing

● Campus still be closed to the public

Looking ahead - Phase 3

May require:

● Reliable treatment or prevention must be widely available before this step will occur

May allow:

● Return to pre-COVID-19 activities, including live-audience sports, festivals, and other activities currently considered “highest risk”

State of ORegon ● Building a Strong and Safe Oregon: Framework for Reopening

https://govstatus.egov.com/or-covid-19● Prerequisites for Phased Opening of Oregon

https://govsite-assets.s3.amazonaws.com/3kCZ3zeVTsqz78bCYySg_Prerequisites-for-Phased-Reopening-of-Oregon.pdf● Governor’s State Budget (May 11, 2020)

https://www.oregon.gov/newsroom/Pages/NewsDetail.aspx?newsid=36599

Lane County ● Phase 1 Blueprint for Reopening

https://lanecounty.org/cms/One.aspx?portalId=3585881&pageId=16704417

Oregon Higher Education Coordinating Commission (HeCC)● Guidance for In-Person Program Offerings at Oregon Colleges & Universities during COVID-19 Outbreak

https://www.oregon.gov/highered/about/Documents/News-Updates/In-Person-Program-Guidance-April-2020-fin.pdf

RESOURCES