COVID-19 Safety Protocols

Requirements and Training

Training

All employees are encouraged to complete the
Safety in the Workplace during COVID-19 training. You can access this through the CSU Learn portal. Employees unable to access the training should contact hr@sonoma.edu. Additionally, the COVID-19 Prevention Plan is required by Cal-OSHA, and includes valuable information about COVID-19 and how SSU continues to keep employees safe at their worksite. It can be found on the Risk Management and Safety Services website.

Wellness Self-screening

All employees, students, and visitors must complete a self-screening before arriving on campus each day. You should monitor whether you potentially have COVID-19 symptoms or have been in contact with someone who has tested positive and provides instructions for next steps. These steps are crucial to keeping our campus and community safe. Failure to report may result in personnel action pursuant to the collective bargaining agreements. We encourage you to stay vigilant in prioritizing your health and safety at all times. 

A self-screening ensures you are free of the following symptoms and you have not been exposed to someone who has tested positive for COVID-19:

  • Fever (Temperature above 100.4 degrees)
  • Cough
  • Chills
  • Sore throat
  • Feeling achy
  • Shortness of breath / difficulty breathing
  • Nausea or vomiting 
  • Unusual or new headache in the last 24 hours
  • Diarrhea
  • Loss of taste or smell
  • Tingling or numbness

 

COVID Monitoring and Exposure

Employees who are scheduled to work on campus and believe they have been exposed to someone who tested positive for COVID-19*, who have symptoms of COVID-19, or who tested positive for COVID-19, must immediately:

  • Stay at home and do not report to work. Employees should contact their healthcare provider as well as their appropriate administrator using established department procedures.
  • The appropriate administrator will notify COVID Monitoring by emailing covid.monitoring@sonoma.edu or call COVID Monitoring Hotline (707) 664-2684 (707-664-COVID).
  • Additionally, the employee may notify the COVID Monitoring Team by emailing covid.monitoring@sonoma.edu or call COVID Monitoring Hotline (707) 664-2684 (707-664-COVID).

*Please note that as of publication of this document, employees fully vaccinated against COVID-19 (which includes a booster) are exempt from quarantine requirements due to a direct exposure.

Personal Safety Practices on Campus

Vaccination and Testing Requirement

The California State University will require that students, faculty, and staff accessing any of the 23 university campuses be vaccinated against COVID-19 for the fall term. SSU students, faculty, and staff must certify fully vaccinated status by no later than September 30, 2021.
 
The CSU is requiring COVID-19 vaccination before one or more of the vaccines receives full FDA approval due to worsening circumstances associated with the spread of the highly infectious Delta variant. We strongly encourage all members of the Sonoma State community to get vaccinated as soon as possible. Receiving a COVID-19 vaccine continues to be the best way to mitigate the spread of the virus.

The COVID-19 Vaccination Interim Policy is effective now. The policy demonstrates CSU’s commitment to safeguarding the health and well-being of students, faculty, staff, administrators, and the communities we serve.
 
Under this policy, all CSU students and employees are expected to:
  • Self-certify their vaccination status as soon as possible if they are fully vaccinated.
  • If applicable, follow campus procedure for seeking an exemption to the vaccine requirement due to medical, religious reasons, or deeply held beliefs.
  • Comply with all other health and safety measures (e.g., routine COVID-19 surveillance testing, face coverings, physical distancing, etc.) established by the campus if exempted from vaccination or prior to achieving full vaccination status. Full vaccination status is defined as two weeks after completing the second dose of a two-doseCOVID-19 vaccine (e.g., Pfizer or Moderna) or two weeks after receiving a single dose of a one-dose vaccine (e.g.,Johnson & Johnson/Janssen).
The COVID-19 vaccine policy applies in its entirety to non-represented employees effective immediately. There will be no disciplinary action taken for non-compliance for represented employees while the meet-and-confer process takes place; however, voluntary participation is encouraged.

Employee and Student Expectations

To ensure that university facilities remain clean and set up for optimum safety, faculty, staff, and students must all play an active role in maintaining that environment. All employees and students should:

  • Report COVID-19 safety concerns to your supervisor or COVID Monitoring Team
  • Practice recommended hygiene procedures including frequent hand washing, use of hand sanitizer, and wiping down surfaces prior to use
  • Make their best effort to keep track of who they come in contact with through their work day
  • Keep operable windows closed and discontinue use of personal fans and heaters to maximize the efficiency of air handling systems, which are outfitted with MERV-14 filters
  • Complete the wellness self-screening every day on campus and report symptoms or exposure 
  • Reduce the use of shared items and, when necessary, sanitize items before use.

Reporting COVID-19-based Facility Concerns

Employees and students can report any issues related to COVID safety to the COVID-19 Monitoring and Compliance Team by emailing covid.monitoring@sonoma.edu or by calling (707) 664-2684. This may include missing signage, empty sanitizer or wipe stations, lack of compliance by other persons in the building, occupancy issues or violations, or changes to furniture configuration. The university will prioritize addressing concerns as soon as possible.

Face Masks

Face masks are strongly recommended in all indoor settings at SSU. 

To be effective, a face mask must cover the mouth and nose completely, have a snug fit, and good filtration. Surgical masks or higher-level respirators (e.g., N95s, KN95s, KF94s) with good fit are recommended over cloth masks.

Masks can be picked up near the Seawolf Service Center, the Student Center information desk, and the University Library circulation desk (2nd floor). 

Employees are encouraged to carry a mask with them at all times and be actively conscious of other's preferences. SSU encourages employees to mask up when in crowded spaces, when appropriate and comfortable.

Campus Facilities and Office Protocols

Sanitation Supplies

The university will provide sanitation supplies, including antibacterial surface wipes and hand sanitizer, to students and employees for use when on campus (excluding inside residential hall apartments). 

All sanitation supplies provided to employees, excluding custodians and other employees with specialized training, are approved for use without gloves or other protective equipment. All products will meet the standards defined by OSHA and the EPA for safety and efficacy.

Employees will have access to hand sanitizer and surface wipe standing or wall-mounted dispensers. Worksites without convenient access to such stations will be provided with individual packages of wipes or bottles of sanitizer. Stand or wall-mounted dispensers will be placed in all buildings, large common areas, classrooms, dining or break areas, lounges, corridors, and lobbies. Dispensers will also be available in adjoining corridors for convenient access.

Campus-wide Safety Protocols

In addition to those requirements related to employee safety, the campus community is required to adhere to certain safety protocols to ensure the safety of all. This section outlines those requirements that apply to all persons on campus and contribute to a campus environment that ensures a safe place to learn, live, and work.

Sanitation Stations

Facilities Management has placed free standing hand sanitizer units, sanitizing wipe stations, and wipe dispensers throughout all buildings based on repopulation plans.

Employees requesting refill of sanitation supplies can do so by placing a work order through Facilities Management.

Air Handling Systems

The university’s HVAC (heating, ventilation, and air conditioning) systems are designed to move filtered air through an engineered process that considers the safety of our tenants, and supports a healthy building model. As part of regular operations, all buildings are flushed daily with fresh outside air prior to occupancy. The HVAC system continues to bring in a regular flow of fresh outside air during occupancy hours, as directed by the software control system. Due to updated guidelines associated with the pandemic, the fresh air intake ratio has been doubled throughout our entire HVAC operating schedule. In addition, the HVAC system utilizes MERV-14 (Minimum Efficiency Reporting Value) filters that are one step greater than the CDC recommended standard. This type of filter ensures the filtering of bacteria and virus carriers.


Due to the pandemic, personal fans and/or forced air heaters will not be permissible. While these items may appear to increase air movement in a space, any introduction of air turbulence that disrupts the original airflow design may actually aid in the spread of COVID-19. Eliminating these items will help maintain optimum air flow throughout the building’s ventilation system. Additionally, all electric bathroom hand dryers have been disconnected for the same reasons. More information can be found on the Facilities Management website.

If you have any questions about the information included in this guide or other COVID-19 safety measures, please contact Risk Management and Safety Services at risk@sonoma.edu.