Students in a laboratory together.

Tips for Constructive Resolution of COVID-Related Concerns

Fear, Anxiety, Misunderstandings Surrounding Return to Campus

We will return to campus gradually and in phases. The hybrid environment of our return will likely be fraught with conflict. Understand that conflict is normal and make allowances to deal constructively with issues as they arise. Some things we will get right, others we might learn we need to change and make adjustments. Keep communications open and updates clear.

Do not make assumptions. Be curious, ask questions, be prepared to answer questions, and appreciate that some may, without understanding how decisions are made, view others as receiving preferential treatment.

Creating an Inclusive Environment

Those not yet on campus may feel alienated from those who get to return first. Address concerns raised with patience and empathy, ensuring that those who are significantly impacted by important decisions you make are part of the conversation. Understand how the decision will affect them. Be sensitive about asking about chronic illness, age, disability, or visa status. As some in our community continue to work remotely, recognize that physical distance may aggravate feelings of isolation. Build in space and opportunities for connections.

Safety

Those returning to campus may believe that we are returning to life as normal. This is not the case. Out of necessity and concern for the health, safety, and wellbeing of each member of our community, we are re-imagining campus life in order to be on campus in some capacity. Do not flout the safety protocols established to protect you and everyone else. Understand that how we each choose to behave will determine how we fail or succeed collectively. Self Governance means social responsibility which means caring for your community and putting your community first. Practice caring, respectful, active bystanderism and hold each other accountable for the safety of all.

Communication: Frequency, Clarity and Brevity

Establish clear communication guidelines. Working remotely means we are likely to depend even more heavily on electronic communications than we typically do. Update office and department web sites to reflect new paths of communication. Recognize the challenges and limitations of electronic communication and take advantage of any available opportunity to pick up the telephone whenever possible. Peers and colleagues may appreciate hearing a familiar voice on the other end of the line and it lessens the possibility of miscommunication.

Protocols

  1. Discuss and adopt clear protocols for COVID-19 health and safety measures
    • Contact protocol — Is 6 feet apart sufficient distance for you? Is it ever appropriate not to wear a face mask? What does a closed office door signal?
    • PPE protocol and social distance protocol — how to share concerns about non-compliant peers and colleagues; how to communicate and what to do when a peer or colleague tests positive for COVID-19; steps each person must take for return after an illness
    • Cleaning protocol — responsibility for cleaning commonly used areas; picking up cleaning supplies; who is responsible and for what at shift changes; how second shift workers will be protected and kept safe
  2. Discuss and adopt clear protocols for communicative interactions with colleagues and students.
    • Conflict communication protocol — include a process sheet that clearly articulates how you address issues in your department, who to go, when, and for what concern.
    • Email protocol — articulate what is considered respectful or disrespectful use of email; practice judicious copying of others on messages; avoid discussion of sensitive information by email; include an email signature with your phone number and department so you can be reached readily.

Privacy and Confidentiality

Honor confidentiality and respect privacy, even when not explicitly requested. Be cognizant that information shared in social media and online platforms, including privately shared information immediately become public conversations. Consider you role as part of a larger community and exercise good judgment in your communications

Meetings

Encourage teams and departments to reduce meeting load; be creative with scheduling. Rather than an hour a week, perhaps 30 minutes a week or 90 minutes every two weeks; allow 10 –15 minutes between meetings; make allowance for technology failures.

Classroom Accountability

To avoid accountability gaps; check in at beginning, check in at the end; send self-assessment questions ahead of time for students to reflect on; use polls extensively to keep class engaged; check in with students for engagement and understanding, recognizing that students may record themselves ahead of time when missing class, and post so it looks like they are actually present.

Online Platforms and Time Zones

Use appropriate online platforms for communication, utilizing the security features of the platform. If you are not familiar with the technology you are expected to work with, request assistance. Be sensitive to time zones as well as the personal/individual circumstances of participants in proposed online meetings or classes. Recognize that video conferencing may highlight economic circumstances or social class differences people do not want to show. Remember that some commonly used platforms (like YouTube and Facebook) are not accessible from all parts of the world. Ask about preferences as you schedule meeting invitations. If videoconferencing is a necessity for a particular event, discuss privately, ahead of time.

Self-Care

Life is not the way it was. We are prevented from living life as we choose, making wellness and serenity very challenging under disaster conditions. Each of us in the Grinnell community will struggle with our own mental and emotional wellbeing, as well as that of those we care deeply about. Give yourself permission to seek the help you need. Reach out to the appropriate resources. Resources are listed on the information page on the college website.

Addressing Issues Immediately

Do not let issues fester. Be proactive about reaching out to campus resources. All campus offices, services, and departments are operating and avail to you. Some will be available in-person, online, or a combination of the two.

Seek out appropriate restorative practices for responding to difficult issues. If you are not sure who to speak with, the Ombuds Office is available to help. Include Ombuds Office contact information for problem solving, conflict coaching, referrals, or simply discussing your options: 641-269-9399, ukabiala@grinnell.edu

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