Messages

Dear campus community,

Maintaining a flourishing educational community where students thrive and scholars advance the frontiers of knowledge is at the heart of our mission at Western, and achieving this requires each of us to do our part to protect one another and ourselves. This has always been true but never more so than today.

As we together experience the fall 2021 semester successfully unfolding, the COVID-19 pandemic continues to be a critical public health concern here and across the globe. But I’m heartened that the Western community is raising the bar when it comes to pandemic response, both in our rising vaccination rates and our layered approach to safety measures.

Our overall verified vaccination rate of 66% to date exceeds that of the general public in Michigan, which has a rate of 57%. At Western to date, 64% of students and 78% of faculty and staff have a verified vaccination on file. While we expect that these numbers will continue to rise, it is important to note that these figures do not rely on surveys or attestations but represent the results based on the important steps we take to actually verify vaccination. As so many of you now know, we require not only vaccine records but then take a second step to verify those records with the state. Many universities across the country and even in our state require that their community members simply affirm vaccination with no meaningful verification.

Verified vaccinations among our students have increased considerably in the past few weeks. And we expect that number to climb as we are able to include those who are in the process of getting fully vaccinated or who have received all shots in their prescribed regimen but need time to pass to reach full vaccination. That said, even as it stands today compared to the broader community, our faculty and staff vaccination rate exceeds Kalamazoo County’s rate of 62%, and that of our students significantly outpaces their peer age groups in Kalamazoo County, who currently have a vaccination rate of 41%.

While we are pleased to be ahead of state and local statistics, we are still offering incentives, removing barriers and encouraging those who have not been vaccinated to do so as soon as possible. As the science indicates, and we have said repeatedly, vaccination remains the best defense against COVID-19, so we will continue to strongly encourage it. Immunization greatly lessens the chance of severe illness and death, and combined with our protocols around masking, testing and safety badging, it will go a long way in safeguarding not only you but our entire community. It is interesting to note that the federal government has now proposed that all large employers adopt a protocol similar to ours for their employees.

Adhering to the protocols, including mandatory testing, that we announced prior to the start of the semester is not optional. Those who ignore or willfully defy the rules endanger themselves and everyone around them. Such behavior will not be tolerated. Noncompliance will be addressed through avenues as outlined in the student code of conduct, bargaining unit agreements and employee policies. Though the vast majority are following protocols, we also have nearly 100 students who will be completing a required education course as a result of noncompliance. If they continue to not comply, they are one step away from formal sanctions which could include suspension.
 
To the vast majority of you who have been vaccinated or who are complying with our required testing protocol for unvaccinated students and employees: Thank you. You are taking the steps to protect yourself and everyone around you. Thanks also to those who are checking badges in classrooms, dining facilities, athletic competitions, libraries and other settings, and to those who promptly and respectfully display their safety status badge when asked. You are literally protecting our community.

By continuing the positive progress we are seeing now through this semester and the full academic year, we’ll demonstrate that we truly are a campus committed to working together to meet our shared goal: So that all may learn.

Sincerely, 

Edward Montgomery
President

Dear WMU community,
 
As we prepare for a safe and successful 2021-22 academic year together, we have a few updates and reminders to share.

As announced on Aug. 12, regular, mandatory testing is required of all unvaccinated students and employees. The Fetzer Center will serve as the testing site, where tests are self-administered under observation. 

• If you are an unvaccinated student who lives on campus, your first round of testing begins this week: Go to the Fetzer Center Wednesday through Friday, Sept. 1-3, from 10 a.m. to 2:30 p.m.

• If you are an unvaccinated employee, or an unvaccinated student who lives off campus, your first round of testing begins next week: Beginning Tuesday, Sept. 7, the Fetzer Center will be open for testing daily from 7:30 a.m. to 3 p.m.

Campus community members who are unvaccinated and subject to the testing mandate will receive a separate email today detailing the testing process. The mandatory testing process also is explained at wmich.edu/covid-19/testing.

COVID-19 information resource
The COVID-19 website has been revamped. The redesigned site is easier to navigate and better organized to help you quickly locate the information you need. Check this resource often.

Masking
Effective today, as an added precaution, masking is recommended for outdoor events on campus with 100 or more people in attendance. This includes ongoing and one-time events, such as home games for outdoor athletic competitions and the graduation celebration at Waldo Stadium in October. 

Masking remains mandatory inside all campus buildings and any other University-controlled properties for students, employees and visitors regardless of their vaccination status. When Kalamazoo County falls below the “substantial” community transmission level, the University’s mask requirement will return to the previous policy of requiring masks only for students, faculty and staff who have not verified their vaccination status in Sindecuse Health Center’s secure patient portal. The COVID-19 transmission rate in Kalamazoo County is currently classified as “high” by the U.S. Centers for Disease Control and Prevention.

On-campus vaccination rate
We appreciate the many campus community members who have uploaded their vaccination records to the patient portal for verification. Numbers continue to climb, especially as the first day of the semester draws near. Exceeding the state and county’s vaccination percentages, 66.4% of Western employees and 40% of students had their vaccination on record at the health center as of Thursday, Aug. 26.

According to the state health department, 55.3% of Michigan residents and 61% of Kalamazoo County residents had been vaccinated by Aug. 26. A little more than 38% of Michiganders between the ages of 19 and 29 have been vaccinated. The same is true for 39.2% of Kalamazoo County residents in this age range. 

If you have not uploaded your COVID-19 immunization record, directions for how to do so are easy to follow and located online at wmich.edu/covid-19/vaccination.

If you have not been vaccinated, you can begin the process on campus during the second day of the health center's vaccination clinics today, Tuesday, Aug. 31, from 1 to 4 p.m. at Sindecuse. No appointment is necessary, but please present a valid WMU identification card (the Bronco Card).

Badging expanded
The University’s badging system, which displays an individual’s safety status, has a few more colors this year. In addition to green and red, orange and purple badges have been added to indicate required quarantine and isolation, respectively.


Here’s a rundown of what each color means:

Green: You are cleared for public spaces on campus today and must wear a mask indoors.

Red: You are not cleared for public spaces on campus today because you answered “yes” to one of the screening questions, you are not in compliance with mandated COVID-19 testing or you are taking exclusively online courses and not using campus resources.

Orange: You are required to quarantine; stay home and monitor for symptoms.

Purple: COVID-19 positive: You must isolate for 10 days.

We appreciate your compliance with the University’s variety of safety measures amid the ongoing pandemic. They are designed to keep you and our entire community healthy. 

Thank you,

Diane Anderson, Ph.D.
Vice President for Student Affairs

Jennifer Bott, Ph.D.
Provost and Vice President for Academic Affairs

Jan Van Der Kley
Vice President for Business and Finance

Dear students,

Last week President Montgomery announced the University's new COVID-19 testing protocol, requiring that all unvaccinated students, faculty and staff be tested on campus for the novel coronavirus at the start of fall semester, through the month of September and, until fully vaccinated, at regular intervals thereafter. Testing for these populations will be at no charge.

Today we have additional details about the University’s COVID-19 testing protocol for unvaccinated students, faculty and staff, including answers to frequently asked questions.

Testing schedule
The first round of required testing for unvaccinated students who live on campus will begin the week of Aug. 29. For unvaccinated faculty and staff, and for unvaccinated students who do not live on campus, testing will begin the week of Sept. 5. Plans for testing at regional locations will be announced soon.

Unvaccinated individuals will continue to be subject to weekly, mandatory testing during the month of September. Frequency after Oct. 1 could be as often as once a week.

Students to be tested
Any unvaccinated student who is taking any in-person classes, lives on campus or uses on-campus services and resources is subject to testing. The only unvaccinated WMU students excluded from mandatory testing are those in fully online degree programs or those taking exclusively online classes who ALSO do not live on campus or use any services on campus, such as Waldo Library, the Student Recreation Center or the Bernhard Center. Students who avail themselves of this exemption will have a badge that indicates they are not permitted on campus.

Testing procedure
Testing will be conducted via a self-administered nasal swab. There is no charge for testing.

Make a plan for isolation
Make a plan for living arrangements in the event you test positive. WMU has limited housing set aside for isolation for individuals who live on campus. The CDC recommends remaining in isolation for 10 days after a positive result.

Testing the fully vaccinated
Breakthrough cases do occur, but they are rare. Overwhelmingly, the likeliest people to contract the novel coronavirus are those who are unvaccinated. But anyone who feels ill with COVID-19 symptoms should stay home and schedule an appointment with a provider to get counsel about next steps.

Medical or religious exception
Medical or religious exemptions from testing will be very limited.

Enforcement
Badging will reflect whether a student or employee is in compliance with testing. The badges of those who are out of compliance will indicate they are not permitted on campus. Faculty may ask students to show their badge. Badges also will be requested at various areas around campus for entry or access to services, such as the Student Recreation Center, dining and some events.

Those who do not adhere to the testing protocol will be subject to progressive disciplinary action consistent with the WMU Student Code of Conduct.

Campus operations
We will continue to monitor the pandemic as we have done from the beginning. Targeted interventions that quell breakouts without disrupting the campus have proven successful. And we now have the experience of some in-person classes and services for a year, with more presence growing by the day.

For several months, we've had a small number of coronavirus cases per week on our COVID-19 dashboard. As we test thousands at once, it's likely we will see an increased incidence of the virus at the beginning of the semester, similar to what we experienced last fall. A common question is when we might “shut down.” A year of experience combined with widespread vaccine availability and mandatory testing and masking suggest that is unlikely. We will continue to work with the local health department to monitor a number of factors and take the appropriate steps to protect our community.

With your help and adherence to our protocols, we believe these strategies will help keep our campus safe, open and operating in a near-normal manner throughout the semester. Thank you for protecting the well-being of your fellow Broncos.

Diane Anderson, Ph.D.
Vice President for Student Affairs

Jennifer Bott, Ph.D.
Provost and Vice President for Academic Affairs

Dear colleagues,

Last week President Montgomery announced the University's new COVID-19 testing protocol, requiring that all unvaccinated students, faculty and staff be tested on campus for the novel coronavirus at the start of fall semester, through the month of September and, until fully vaccinated, at regular intervals thereafter. Testing for these populations will be at no charge.

Today we have additional details about the University’s COVID-19 testing protocol for unvaccinated students, faculty and staff, including answers to frequently asked questions.

Testing schedule
The initial round of testing for unvaccinated faculty and staff, and for unvaccinated students who do not live on campus, will begin the week of Sept. 5. Testing for unvaccinated students who live on campus will begin the week of Aug. 29. Plans for testing at regional locations will be announced soon.

After this first COVID-19 test of the semester, unvaccinated individuals will continue to be subject to regular, mandatory testing, which will occur weekly during the month of September. Frequency after Oct. 1 could be as often as once a week.

Employees subject to testing
All unvaccinated employees, with the exception of faculty who are on sabbatical and not coming to campus for any reason, are included in the mandatory testing.

The testing procedure
Testing will be conducted via a self-administered nasal swab. There is no charge for testing.

If positive
If you test positive for COVID-19, you should contact your health care provider and isolate at home, refraining from contact with others. The CDC recommends remaining in isolation for 10 days after a positive test result. During this time frame, your badge will indicate that you should not come to campus.

Testing the fully vaccinated
Breakthrough cases do occur, but they are rare. Overwhelmingly, the likeliest people to contract the novel coronavirus are those who are unvaccinated. But anyone who feels ill with COVID-19 symptoms should stay home and schedule an appointment with a provider to get counsel about next steps.

Medical or religious exception
Medical or religious exemptions from testing will be very limited.

Enforcement
Badging will reflect whether a student or employee is in compliance with testing. The badges of those who are out of compliance with testing will indicate that the person should not be on campus. Supervisors may ask employees to show their badge. Faculty may ask students to show their badge. Badges may also be requested in areas with monitored access such as the Student Recreation Center, dining and some events.

Those who do not adhere to the testing protocol will be subject to progressive disciplinary action in accordance with employee policies and collective bargaining agreements.

Campus operations
We will continue to monitor the pandemic as we have done from the beginning. Targeted interventions that quell breakouts without disrupting the campus have proven successful. And we now have the experience of some in-person classes and services for a year, with more presence growing by the day.

For several months, we've had a small number of new coronavirus cases per week on our COVID-19 dashboard. As we test thousands at once, it's likely we'll see an increased incidence of the virus at the beginning of the semester similar to what we experienced last fall. A common question is when we might “shut down.” A year of experience combined with widespread vaccine availability and mandatory testing and masking suggest that is unlikely. We will continue to work with the local health department to monitor a number of factors and take the appropriate steps to protect our community.

Communication with students
Today we also sent a message to students with information specific to their experience. That message can be found on the COVID-19 site.

With your help and adherence to protocols, we believe our strategies will help keep our campus safe, open and operating in a near-normal manner throughout the semester. Thank you for protecting the well-being of your fellow Broncos.

Diane Anderson, Ph.D.
Vice President for Student Affairs

Jennifer Bott, Ph.D.
Provost and Vice President for Academic Affairs

Jan Van Der Kley
Vice President for Business and Finance

UPDATE: All mandatory COVID-19 testing for unvaccinated students and employees will be conducted at the Fetzer Center.

Dear WMU community,

We’re looking forward to the launch of a successful 2021-22 academic year in a safe campus environment. To that end, today I'm announcing a major update to the University's COVID-19 protocols.

From the beginning, we have consistently monitored public health recommendations and the course of the pandemic to inform our adaptive, multifaceted response. Thanks to these measures and the contribution of each member of our community, we have been fortunate to avoid major outbreaks, enabling us to carry out our educational mission uninterrupted. Wearing masks and voluntary surveillance testing, including at mass testing events, are two of the many safeguards that have proven effective.

In addition, we know vaccines work: 167 million Americans have now been inoculated against COVID-19. The science is clear that the vaccines are effective at preventing the transmission of COVID-19, that breakthrough infections are rare and, when they occur, hospitalizations and deaths are extremely rare among vaccinated individuals.

Mandatory COVID-19 testing for unvaccinated individuals
Following CDC guidelines, we recently announced it’s mandatory to wear masks while in indoor spaces. We are now taking an additional step in our protocols to keep our community safe by requiring that all unvaccinated students, faculty and staff be tested on campus at Sindecuse Health Center (SHC) at the start of the fall semester and every week through the end of September. Thereafter, individuals will continue to be subject to regular, mandatory testing at SHC until fully vaccinated. The frequency of testing after Oct. 1 has yet to be determined but could be as frequent as once a week. All testing must be completed at SHC.

The first round of required testing for unvaccinated students who live on campus will begin the week of Aug. 29. For unvaccinated faculty and staff, and for unvaccinated students who do not live on campus, testing will begin the week of Sept. 5. Students who take classes at regional locations will receive information about the testing plan for their locales.

Students, faculty and staff have the option to avoid mandatory testing altogether by providing their vaccination record to SHC via the patient portal. Those who provide valid records by Wednesday, Aug 18, can expect to avoid testing by providing SHC time to verify their vaccination. Students with verified vaccination will continue to be eligible for the Vaccine Incentive Scholarship program, consistent with its terms and conditions. Thank you to those who have been vaccinated and uploaded their documents already.

Individuals are considered fully immunized two weeks after their final shot and their vaccination has been verified through SHC. At that point, testing will no longer be required for the individual.

For those not yet vaccinated, I urge you to do so as soon as possible. For your convenience, walk-up and drive-up vaccination clinics will be held at SHC on Monday, Aug. 30, from 8:30-11:30 a.m. and Tuesday, Aug. 31, from 1-4 p.m. with no appointment necessary. Participants must present a valid WMU ID.

As has been the case throughout the pandemic, I anticipate the vast majority of our campus will step up to these measures to keep our community safe. In rare cases of noncompliance, please know that we are committed to this policy and the community should expect a progressive and meaningful disciplinary process. Students who do not comply with the testing protocol will face sanctions administered through the Office of Student Conduct. Noncompliance among faculty and staff will be addressed in accordance with collective bargaining agreements and employee policies. More information about the compliance process will be forthcoming next week along with details about the pre-fall testing event.

I’m sharing this decision now so that you can take the steps appropriate to your personal situation.

This campus has more than a year of experience stepping up to the challenge posed by the pandemic and safely managing our community together. I am asking all Broncos to continue to do their part so this successful trend can continue.

Thank you,

Edward Montgomery
President

Dear WMU community,

Throughout the COVID-19 world health crisis, to inform our safety protocols, we have closely monitored the course of the pandemic and public health guidance, adapting our strategies as appropriate to protect the campus community.

The Centers for Disease Control and Prevention recently determined that Kalamazoo County’s COVID-19 transmission rate is categorized as “substantial,” and where transmission is deemed “substantial” or “high,” the agency recommends both those who are unvaccinated and vaccinated wear masks in indoor spaces.

Due to our local community’s recent uptick in infections, all students, faculty, staff and visitors—regardless of vaccination status—are required to wear a mask in campus buildings and other WMU facilities. This requirement is effective immediately. Masking should begin as soon as it is feasible, understanding that there may be exceptions today for those who did not bring a mask to campus due to their verified vaccination status.

Our policy website and building signage will be updated accordingly in the coming days. If you host visitors to campus, please inform them of the revised rule.

Our campus community knows what to do. We have a track record of following safety measures designed to keep each member safe. During surveillance of mask-wearing adherence on Western’s campus as part of a CDC study, close to 100% of students, faculty and staff were observed wearing masks when expected and wearing them properly, meaning covering both mouth and nose. However, in rare instances of persistent noncompliance, disciplinary action that is consistent with our student code, employee policies and collective bargaining agreements will occur.

The updated expectations announced today are intended to safeguard all of us in the face of a newly rising case rate locally. When the transmission rate falls to below the “substantial” threshold, our mask requirement will return to our previous policy of requiring masks for students, faculty and staff
who have not verified their vaccination status in the Sindecuse Health Center patient portal.

COVID-19 vaccination remains a highly effective tool in preventing serious illness and hospitalization. If you have not been vaccinated, make an appointment at Sindecuse today.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Dear faculty, staff and students,

As promised last week, we are announcing an updated mask policy, badging system and daily health survey. As of today, COVID-19 orders in the state of Michigan have been rescinded. The measures were rolled back early due to declining cases and increasing vaccination rates—once again emphasizing that widespread vaccination is our best path to putting this pandemic fully behind us. In this email you’ll find:

• Updated mask requirements

• Daily health survey requirements

• Rescinded capacity limits and an update to distancing and building access

In accordance with the state’s orders and the case data available, Western is moving to Phase 1 of our COVID-19 Operational Response and Recovery Plan. We are updating our mask policy, badging system and use of our daily health survey accordingly.

Mask Requirements
Effective July 6, masking will be required for students, faculty and staff indoors when on campus or any other University-controlled properties with the following exceptions:

• You are fully vaccinated and verified by Sindecuse Health Center as indicated on your badge (more information below).

• You have a medical exemption to not wear a mask.

• You are the only person in a closed space, such as an office with a door, and visitors are not expected.

• You are in your own campus residence.

• You are eating or drinking.

• You are receiving medical care.

Visitors must wear a mask while indoors and must also complete the daily health survey.

Daily Health Survey
At this time, all faculty, staff and students must complete the daily health survey before coming to campus.

On July 6, the health center will launch a new version of the survey and badging systems. At that time, the health survey policy will change as follows:

Employees: As required by MIOSHA, all employees must complete the daily health survey before coming to campus each day.

Students: To enhance the safety of our campus, all students must complete the daily health survey before coming to campus each day, unless they have had their vaccination status verified by Sindecuse. Vaccination-verified students are not required to complete the daily health survey, and they will have a badge status indicating the same.

Badging
The enhanced version of the Sindecuse health survey and badging system will ease COVID-19 safety communication on campus. Each day, individuals will have a digital badge that indicates a status based on their answers to the daily health survey and their verified vaccination status. The badge quickly communicates one of three safety statuses:

• The individual is exempt from wearing a mask on campus because their vaccination is verified and they (employees) also report no COVID-19 symptoms or exposure.

• The individual must wear a mask while indoors on campus, consistent with the new masking policy, because they do not have a verified vaccination or they have indicated COVID-19 exposure or symptoms.

• The individual should not be on campus today.

Unvaccinated faculty, staff and students should continue to socially distance 6 feet or to the maximum distance feasible.

At the time of their classes, faculty may ask students to display their daily badge and supervisors may ask the same of employees and visitors to their unit.

Capacity Limits, Distancing and Additional Policy Changes
Effective immediately, all indoor and outdoor capacity limits have been eliminated on University-controlled property.

The COVID-19 Health and Safety Plan has been updated to a COVID-19 Preparedness and Response Plan in accordance with Michigan OSHA COVID-19 Emergency Rules. However, the department announced recent changes and we are evaluating appropriate adjustments to our practice.

Effective July 6, summer building access will return to standard pre-pandemic summer operations. Please note that some areas have reduced summer staffing as a matter of pre-pandemic practice. Units should update their directories and websites to reflect up-to-date staffing and operating schedules. Everyone is encouraged to check unit websites for hours. Building and unit hours will no longer be maintained centrally.

While many measures are no longer required, those that remain are crucially important. Thank you for continuing to do your part for your health and our community.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear students, faculty and staff,

We have collectively kept our campus safe during the pandemic and, thanks to all of your efforts, we are well experienced in creating an environment that has protected our community. As we look forward to a much closer-to-normal fall and academic year, vaccines are now our most critical and readily available tool to safeguard ourselves and those around us. With that in mind, we are announcing a new initiative to increase vaccination rates and several other important updates, including:

• Vaccination Incentive Scholarships for students of up to $10,000
• COVID-19 protocol changes
• A return to our normal new hire procedures
• Also, look for an announcement next week with updates to our face covering policy and daily health survey, which are being modified to recognize vaccination status.

COVID-19 Vaccination Incentive Program
We hope by now you've been vaccinated. If not, there is still time to do so well before the fall semester starts. As an added incentive and in gratitude for keeping yourself and others safe by being immunized, fully vaccinated students and employees can receive a $5 Starbucks digital gift card after getting vaccinated at Sindecuse Health Center (SHC) or by uploading your vaccination documentation in the center's secure patient portal. Within 10 business days of SHC staff verifying your documentation, you will receive a message to your WMU email account notifying you of your digital gift card.

Here's how it works:

You may either get vaccinated at SHC or upload your vaccination documentation to Sindecuse's secure patient portal (You are fully vaccinated two weeks after your final shot). Acceptable documentation is an image of the COVID-19 Vaccination Record Card you received upon your final dose or a copy of your COVID-19 immunization record from your medical provider. While maintaining federal and state health information privacy laws, medical staff will verify the documentation against governmental immunization databases, a process that will take up to five business days for Michigan residents, or up to 10 days for records from other states or countries.

Visit our Vaccination Registration and Verification Process page for step-by-step instructions on how to upload your vaccination documentation into the patient portal. This page also contains additional information, such as frequently asked questions.

Additionally for students, verified proof of full vaccination as described above puts you in the running for scholarships worth between $500 and $10,000. To be eligible, students must be enrolled for fall classes and be fully vaccinated. Scholarships may be applied to tuition, fees, on-campus housing and campus dining.

Under this program, the University is offering 60 scholarships:

• Five $10,000 scholarships
• Ten $2,500 scholarships
• Twenty-five $1,000 scholarships
• Twenty $500 scholarships

The first three $10,000, first five $2,500 and first ten $1,000 scholarships will be drawn at the end of day on Aug. 6, with subsequent drawings on Sept. 6, Oct. 6, Nov. 6 and Dec. 6.

Visit our COVID-19 Vaccination Incentive Program page for vaccine upload deadlines and terms and conditions. Please note that scholarships can impact financial aid packaging. Winners will be asked to contact Bronco Express to discuss the implications of receiving scholarship funding.

COVID-19 protocol changes, effective immediately:
There are no longer outdoor capacity limits on Western’s campus or University-controlled properties.

In on-campus housing, the guest policy and capacity limits will return to pre-pandemic standards. For more information, please contact the Department of Housing and Residence Life at (269) 387-4735.

Capacity limits have been elevated to 50% for indoor campus and University-controlled locations through 12:01 a.m. on June 22, when the state and Western will lift all limits on indoor capacity. This impacts venues such as the Bernhard Center, Dining Centers, the Student Recreation Center, Waldo Library and West Hills Athletic Club.

Hiring practices back to normal:
Effective immediately, all divisions will return to the HR processes for new hires as they stood on March 1, 2020. Vice-presidential approval is no longer necessary, except in cases where it is required in a division’s standard hiring process.

From the beginning of the COVID-19 pandemic, combating the virus has called on each of us to exhibit extraordinary self-sacrifice, patience and grace. This was and still is the key to reaching full normality. We're now close to that reality because of your efforts to safeguard your health and that of your fellow Broncos. Thank you.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,

Today, we have a few campus updates and reminders to share:

• POLICY UPDATE: Masks are not required to be worn outdoors unless in a gathering of 100 people or more
• Masks remain required indoors, including in classrooms
• Universitywide return to on-site work starts July 6
• The travel approval process is back to pre-COVID-19 rules

Outdoor mask use
We continue to monitor developments in public health guidance, including recent updated recommendations on the use of facial coverings as a tool to mitigate the spread of COVID-19. In light of revised guidance, we have modified our mask policy. Effective immediately, the University will no longer require students, faculty, staff or visitors to wear masks outdoors on campus or in WMU-controlled outdoor areas when among fewer than 100 people. Of course, those who prefer to continue wearing a mask still have that option.

Indoor masking still required
The University’s policy on face coverings has not changed for indoor settings. Mask use is still required inside WMU buildings and WMU-controlled indoor spaces. As you are likely aware, the Centers for Disease Control and Prevention updated its guidelines on face coverings in connection with vaccination status. While immunized individuals are highly protected from the virus, those who are unvaccinated remain vulnerable, the CDC advises. As we continue to vaccinate our campus community, there currently remains a mixture of vaccinated and unvaccinated individuals. To safeguard the well-being of our entire University community, there are no changes to our indoor masking rules. Read the full policy on facial coverings. In keeping with procedures for expediting changes to University policy, the updated policy is labeled “interim,” but it is fully in force.

Get your shot
We continue to urge every member of our community to be vaccinated to help hasten our return to normalcy. Sindecuse Health Center offers COVID-19 vaccine appointments on most days and is hosting a special vaccination event tomorrow, Tuesday, May 25, from noon to 4 p.m. Call (269) 387-3287 to schedule an appointment for this event or for another day that is convenient for you.

Return to campus
As President Montgomery announced in March, employees who have not been conducting their duties on campus will begin returning to working on-site in early July. While this doesn’t mean every person in every office will be back on July 6, it does mean every office on campus will again be maintaining a physical presence from that day forward. Under the direction of supervisors, units should begin scaling up their in-person workforce so that each office has sufficient staff present to meet the full array of services and expectations for their area as we draw nearer to fall semester.

Travel approval procedures updated
The standard approval process for essential travel to conferences and in-state and domestic travel events used prior to COVID-19 has been restored. The online travel authorization system allows individuals to create travel authorizations and electronically route those authorizations to the approver. International travel requires vice-presidential approval, which may be obtained through continued use of the International Essential Travel Waiver form. Visit the travel webpage for forms and additional information.

Thank you for your attention to our updates. We will continue to keep you informed about new developments.

As always: Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,

We're writing to inform you of two upcoming COVID-19 vaccination clinics at the Sindecuse Health Center and about WMU's face-covering rules given recent guidance from the state health department and Centers for Disease Control and Prevention.

The health center has COVID-19 vaccine appointments available during regular hours almost daily, but the center is hosting two vaccination events in the coming days—a no-appointment-needed Johnson & Johnson vaccine clinic set for this Thursday, May 20, and on Tuesday, May 25, a clinic offering both the Pfizer and Johnson & Johnson vaccines.

Vaccination events
For the no-appointment-necessary clinic on Thursday, May 20, you may drive through or walk through from 9 a.m. to 1 p.m. to get your Johnson & Johnson shot at Sindecuse. Any currently enrolled WMU student, faculty member, staff member or retiree—or their dependents who are age 18 and up—are invited to participate.

Drive or walk to parking lot 40 outside Sindecuse, meet the greeter at the lot entrance and request a Johnson & Johnson vaccine. Health center staff will verify your eligibility and ask you to complete a short questionnaire. Clinicians will then administer the "one-and-done" Johnson & Johnson COVID-19 vaccine. Plan to wait at the site for at least 15 minutes after your shot is administered.

On Tuesday, May 25, the health center will host an additional vaccination event from noon to 4 p.m. for eligible persons who are 12 years old or older. Call (269) 387-3287 to make an appointment and let the scheduler know your vaccine preference. If you choose to receive a Pfizer vaccine, Sindecuse staff will schedule the second dose to occur 21 days after the first shot. The Johnson & Johnson vaccine will only be administered to individuals who are at least 18 years old. Plan to wait on-site for at least 15 minutes after your shot is administered.

Aside from these special COVID-19 vaccination events, call (269) 387-3287 to make a vaccine appointment during regular hours.

There is no out-of-pocket charge for vaccinations administered by the health center. Sindecuse collects insurance information and bills insurance as a normal part of its practice to recover costs from insurance companies. WMU will cover any cost not covered by insurance related to COVID-19 vaccination. All students—including out-of-state and international students—will be given the vaccine regardless of their insured status.

Kalamazoo County Health and Community Services also continues to offer vaccination clinics frequently, with openings available to book online at kalcounty.com/hcs.

Dear WMU community,

Due to today's announcement that the FDA and CDC recommend pausing the administration of the Johnson & Johnson COVID-19 vaccine, Sindecuse Health Center will instead be administering the two-dose Pfizer-BioNTech vaccine at our already-scheduled clinics this week.

As planned, the clinics will be held at the Student Recreation Center on Wednesday, April 14, from noon to 4 p.m. and on Thursday, April 15, from 8 a.m. to noon.

We are grateful to the Kalamazoo County Health and Community Services Department for providing Pfizer's vaccine to Sindecuse in light of the developments regarding the Johnson & Johnson product.

If you previously scheduled an appointment for Wednesday or Thursday and are willing to receive the Pfizer vaccine, you do not need to make any changes. However, you must be willing and available to return in 21 days to complete the vaccine series. Your second dose of the Pfizer vaccine will be scheduled at the time of your first appointment.

If you are not willing or able to return for a second dose, please cancel your appointment in the Sindecuse patient portal immediately. It’s critical that we do not waste vaccines.

Though the Johnson & Johnson vaccine was state-mandated to be prioritized for students, there is no such limitation on our administration of the Pfizer vaccine. This allows us to offer vaccination to any student, faculty and staff member who wants to make an appointment for this week’s clinics. This vaccine is approved for individuals who are 16 years old and older. Make your appointment right away using the patient portal.

There is no out-of-pocket charge for vaccinations administered during the clinics. Sindecuse collects insurance information and bills insurance as a normal part of our practice to recover costs from insurance companies. WMU will cover any cost not covered by insurance related to COVID-19 vaccination. All students—including out-of-state and international students—can be vaccinated regardless of their insured status.

Important information about the vaccination clinics at the Student Recreation Center:

• You should arrive at the clinic entrance five minutes before your appointed time.
• You’ll be screened for symptoms and expected to show a cleared green badge for identification.
• Allow 45 minutes for your appointment, which will include waiting 15 to 30 minutes after receiving a dose so we can monitor you for adverse reaction.
• Your second dose will be scheduled on-site.
• Wear loose-sleeved upper clothing so nurses can easily access your shoulder.
• Parking will be limited in Lot 13; walk, if you can.
• The entrance to the clinic is across from the parking lot.
• These clinics are by appointment only. Walk-ins are not allowed.

If you have a vaccination appointment scheduled at another provider and wish to reserve an appointment at WMU's vaccination clinic instead, remember to cancel the other appointment if you are still within the allowable time to do so.

Thank you,

Gayle Ruggiero, M.D.
WMU Medical Director
COVID-19 Response Coordination Team co-chair

Dear WMU community,

As part of a state program designed to immunize Michigan’s college students, Sindecuse Health Center is offering two by-appointment-only COVID-19 student vaccination clinics at the Student Recreation Center this week.

The clinics are set to take place from noon to 4 p.m. on Wednesday, April 14, and from 8 a.m. to noon on Thursday, April 15.

Western received a supply of the COVID-19 vaccine manufactured by Johnson & Johnson, a safe and effective vaccine that has the additional advantage of being a single-shot inoculation. This vaccine is approved for individuals who are 18 years old and older.

For this particular round of vaccinations, students are prioritized as required by a Michigan Department of Health and Human Services initiative. To schedule an appointment, use Sindecuse's secure online patient portal.

If students do not fill all the available appointments, we will notify faculty and staff that doses are available. As vaccine supply and state and local health officials permit, we plan to offer future vaccination clinics that will include faculty and staff.

Other options for COVID-19 vaccination include the Kalamazoo County Health and Community Services Department and area store pharmacies, including Meijer.

There is no out-of-pocket charge for vaccinations administered during the clinics. Sindecuse Health Center collects insurance information and bills insurance as a normal part of our practice to recover costs from insurance companies. WMU will cover any cost not covered by insurance related to COVID-19 vaccination. All students—including out-of-state and international students—will be given the vaccine regardless of their insured status.

Important information about this week’s vaccination clinics at the Student Recreation Center:

• You should arrive at the clinic entrance five minutes before your appointed time.
• You’ll be screened for symptoms and expected to show a cleared green badge for identification.
• Allow 45 minutes for your appointment, which will include waiting 15 to 30 minutes after receiving a dose so we can monitor you for adverse reaction.
• Wear loose-sleeved upper clothing so nurses can easily access your shoulder.
• Parking will be limited in Lot 13; walk, if you can.
• The entrance to the clinic is across from the parking lot.
• These clinics are by appointment only. Walk-ins are not allowed.

If you have a vaccination appointment scheduled at another provider and wish to reserve an appointment at WMU's vaccination clinic instead, remember to cancel the other appointment if you are still within the allowable time to do so.

Thank you,

Gayle Ruggiero, M.D.
WMU Medical Director
COVID-19 Response Coordination Team co-chair

Dear WMU community,

Beginning today, the state of Michigan has expanded COVID-19 vaccination eligibility to encompass all adults. Anyone who is at least 16 years old can receive a vaccine. We urge you to pursue immunization soon, wherever is convenient. You can access your county health department’s vaccine information through the state’s COVID-19 response website.

Store pharmacies, including Meijer and Rite Aid, also are administering vaccines. We will notify everyone when Sindecuse Health Center is allotted a supply that will allow it to vaccinate campus community members.

For more information about the vaccine, visit the frequently asked questions section on the University’s COVID-19 vaccine webpage.

Expanded vaccination offers great hope for eventually ending the pandemic. Get vaccinated as soon as possible, and continue following COVID-19 safety practices—masking, physical distancing, frequently washing hands and avoiding large crowds. In time, these collective efforts will return our community to the normalcy we all desire.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,
 
Today, we are pleased to announce our plans for fall 2021 in which we will safely return to near-normal operations and the majority of our courses will be offered face to face. 

Whether in a laboratory, residence hall, classroom or the stands of an athletic event, we expect to offer a robust on-campus environment in the fall with the wide array of learning, living and co-curricular opportunities that make the Western experience one where students can fully explore and discern their purpose. 

On par with other Michigan public universities that have announced their fall plans, about 75% of Western classes will be in-person. Most of those will be fully face-to-face with 6% offered in a hybrid format. The portion of entirely in-person courses will be double those offered last fall. 

The last few weeks have brought an acceleration in the distribution of vaccines, which offers reason for hope and cautious optimism. With this in mind, we are anticipating a full return to in-person campus activity over the summer. Pending state guidance, we have tentatively set July 6—following the Independence Day holiday—as our target date for enhanced return to campus. At that time, we anticipate all departments, offices and services will return to full in-person operations. We have significant planning ahead to ensure a safe and smooth return to campus. 

Based on applying the lessons learned over the past year of the COVID-19 health crisis, including implementing safety policies and practices Universitywide and in each division, we are confident we can responsibly come together in classrooms and offices in compliance with state guidelines this fall. We will do so in an environment made safer as a result of wider-spread vaccination and the benefit of a full year of learning to safely manage our community together. As one example, according to an ongoing study of mask-wearing at Western, better than 90% of our campus consistently wears masks and wears them properly. 

We’ve demonstrated that, as a community, we know what to do and we are willing to do it. Let’s continue to work together as we progress toward a strong fall start. I encourage everyone to get vaccinated when eligible in order to help us reach herd immunity as a campus community. In addition, continuing to mask and follow other protective measures will help safeguard our campus community.

Through our COVID-19 Response Coordination Team and our Sindecuse Health Center, Western has been a leader among universities across the state in responding to the needs of our students, faculty and staff, including through the provision of rapid-result COVID-19 testing long before other institutions and as a result of our close partnership with the county health department. These and the safety plans we have for each department on campus are examples of our preparedness and success managing the pandemic in just a year.

Safeguarding the health and well-being of our campus community is always our top priority, and going beyond basic expectations is what sets Western apart.

We know this past year has been difficult, requiring all of us to be flexible and adapt to a changing environment, to be resilient in the face of challenges in our professional and personal lives, and to demonstrate strength and grace in the face of uncertainty and loss. We will use the strength and insights we have developed to carry us forward. Over the coming weeks and months, look for us to provide additional details about the rollout of fall semester 2021. We’re excited about the future we are creating together. 

Sincerely,

Edward Montgomery 
President

Dear WMU community,
 
Ahead of spring recess, Sindecuse Health Center is holding a testing event on Wednesday, March 24, between 8 a.m. and noon as well as later in the day between 2 and 4 p.m. Secure your drive-thru testing appointment by booking it on the health center's secure patient portal. 

I encourage you to be tested for COVID-19, even if asymptomatic, before departing for the recess. You don’t want to inadvertently pass on to loved ones or anyone else a virus that has proven to be deadly for many. 

This break is an opportunity to restore your strength and relax, but also be sure to continue carefully observing COVID-19 protocols, including masking, maintaining social distance and avoiding large gatherings. Cases of the virus have been on the rise, and we know in Kalamazoo County the more contagious B.1.1.7 variant is present within our community. 

As part of Western's pandemic response, we have coined a phrase that is important to follow daily, and spring recess is no exception: Be smart. Be safe. Be Broncos. Stay vigilant to stay healthy.

Sincerely,

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Dear WMU community,

I’m pleased to share that Sindecuse Health Center has secured approval to be a COVID-19 vaccination site, and we await our first shipment of vaccines. When our shipment will arrive, the quantity available and the FDA-authorized vaccine we will receive are outside of our control, but we look forward to immunizing current students, employees and WMU health-plan retirees as soon as possible. When the health center receives the COVID-19 vaccine—which could be days from now or weeks away—we have a process in place to administer it based on the Michigan Department of Health and Human Services phasing strategy.

We thank the Kalamazoo County Health and Community Services Department for working with us to schedule appointments for WMU community members to be vaccinated through the county's clinics over the past several months. With vaccines becoming available in more places, we're now moving into a period of transition. We're excited to begin vaccinating WMU community members on campus when our shipment of vaccines is here. Health center staff will be contacting some 5,000 current students, employees and University health-plan retirees who responded to the COVID-19 Vaccination Phasing Assessment, which was first issued in January. The appeals form to indicate your interest in receiving a COVID-19 vaccine through WMU will be available through Friday, March 19. If you have already responded and received a confirming message about your phase eligibility, there is no need to submit this form again.

WMU is one of many avenues to receive a COVID-19 vaccine. We encourage you to register at other sites as well, but remember to take your name off those registration lists once you receive the vaccine. It is also important that you make an appointment only at one site to avoid missed appointments and wasted vaccines.

Vaccinations phasing

The speed of COVID-19 vaccine distribution at WMU will depend heavily on the rate of supply over a period of time. When Sindecuse receives its vaccine supply, starting with those who took the phasing assessment, we will move through phases in the sequence delineated by the state—phase 1A (critical health care workers), phase 1B(front-line workers and individuals age 65 and up), phase 1C (populations at high risk of severe illness and those age 50 and up). We will next vaccinate phasing assessment respondents in phase 2(all individuals 16 years or older). As a first step to scheduling a vaccination, health center staff will contact those eligible by secure message through the patient portal.

Once we have vaccinated all those who completed the phasing assessment, appointment times will be open to other current students, employees and health-plan retirees as supply allows. Individuals in these categories—current students, employees and health-plan retirees—will be prioritized before any other groups are vaccinated at Sindecuse. As supply increases, we anticipate opening eligibility to spouses and dependents of students and employees.

Already vaccinated?

Students and employees who took our phasing survey may have received a vaccine somewhere other than the county health department. If you would like to report receiving a vaccination elsewhere, send an email to health@sindecuse.com to let us know you no longer need to be scheduled.

We’re excited to serve the campus community as a vaccination site. This is another hopeful step in the fight against COVID-19. Please continue to help curb the spread of the virus. Even after vaccination, wear your mask in public, maintain social distance and wash your hands frequently.

Be smart. Be safe. Be Broncos.

Thank you,

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Dear WMU community,

Today, we have an update on campus quarantine and isolation protocols, information on vaccine phasing and how new adjustments to the state’s epidemic rules for gatherings impact the campus, including meetings of Registered Student Organizations.

In a message last week, Dr. Gayle Ruggiero, medical director, explained that if we discover a campus community member has contracted the more infectious variant of COVID-19, known as B.1.1.7, the University would follow more stringent quarantine and isolation procedures.

Results from a specimen tested for the variant showed a positive for this new strain in a student. This person has no in-person classes and lives off campus but had a travel history, which is one of the circumstances that triggers testing for the B.1.1.7 variant. However, out of an abundance of caution and as we’ve previously indicated, we will now operate under the assumption that this strain is widespread. Other specimens are pending with the state’s Bureau of Laboratories.

Under our isolation and quarantine rules, anyone with a confirmed case of COVID-19 must isolate for 10 days, and their close contacts will be required to quarantine for 14 days and should be tested five days after exposure.

Please continue to practice all of the required behaviors to guard against the coronavirus, including masking, keeping physical distance and getting tested if you have symptoms or have been exposed to a positive case.

Vaccine phasing 

The Michigan Department of Health and Human Services has expanded the pool of residents eligible for vaccination. Beginning Monday, March 8, those age 50 and older who have medical conditions or disabilities and caregiver family members or guardians who care for children with special health care needs are now eligible. Beginning Monday, March 22, any resident who is 50 or older will be eligible. Please note scheduling vaccinations is subject to the county’s clinic plan and vaccine availability. If you completed the COVID-19 Vaccine Phasing Assessment through Sindecuse Health Center, you have done what is necessary to be “in line” for a vaccine administered by Kalamazoo County.

If you did not complete the phasing assessment through Sindecuse but want to get a vaccine organized by Sindecuse and county health officials, follow this link to submit an appeals form. After a short review, a phasing assessment will be issued to those who have not yet completed one. Other appeals are evaluated on a case-by-case basis and responses are sent within five business days.

Though county officials are administering vaccines, the health center's role has been to assist by forwarding the names of current students, faculty, staff and University health-plan retirees who complete the confidential assessment. Nearly 6,000 Broncos, primarily students, have participated in the assessment.

Updated rules on gatherings

The state health department has updated its rules on gatherings in residential and nonresidential settings, effective today through April 19, 2021. For any gathering, people should continue to maintain at least 6 feet of physical distance and properly wear a mask. Sanctions remain in place for campus community members who violate the University’s safety protocols.

Under these rules at WMU:

• WMU employees who can perform their duties remotely should continue to do so to the fullest extent possible, though some duties must be performed on campus. Managers and supervisors remain the point of contact for questions about work arrangements. 

• In nonresidential settings, indoor gathering is permitted when no more than 25 people are assembled, which means Registered Student Organizations and other groups can now meet in the Bernhard Center in groups of up to 25. Group size, participants, room capacities and adherence to masking and physical distancing will be monitored. 

• At residential venues, indoor gatherings are permitted when 15 or fewer individuals congregate, comprising no more than three households.

• Outdoor gatherings at residential settings are permitted when 50 or fewer individuals are together.

• WMU Dining Services continues to offer indoor dining. People must sit at tables and maintain 6 feet of distance from other diners. Members of a household (roommates or suitemates), however, may share a table. Tables must be spaced a minimum of 6 feet apart. Grab ‘n’ go services will continue as indicated at dining locations.

• Waldo Library remains open but must not exceed 50% capacity, up from 30%.

• The Student Recreation Center remains open for personal workouts, drop-in sports, various single-person sporting events and in-person and virtual fitness classes. Capacity is limited to 30%, up from 25%. Check wmich.edu/rec for additional details.

Thank you for complying with the University’s as well as the state’s health and safety protocols. Though some limitations have been loosened, this is not a license to become lax. Be all the more vigilant about engaging in those personal habits that protect yourself and those around you. COVID-19 continues to be a health threat.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear campus community,

Western is participating in the Centers for Disease Control and Prevention’s Mask Adherence Surveillance at Colleges and Universities Project, thanks to public health students overseen by Drs. Robert Bensley, professor in public health, and Amy Jessop, associate professor in public health.

According to the latest observations in this study of mask-wearing adherence, 98% of those observed on our campus were wearing a mask and nearly 97% were wearing their mask properly, meaning covering both mouth and nose.

Keep wearing your mask, Broncos, and be sure to wear them correctly. 

With the rise of a new, highly transmissible variant of COVID-19 known as B.1.1.7, continued compliance with wearing masks and every other effort to stop the spread of the virus is especially critical. There are no confirmed cases of the more infectious version of the virus on our campus, but we are prepared for that possibility. 

Kalamazoo County health officials identified the strain in four individuals, and authorities suspect community spread beyond these cases. On campus, we will take steps, as needed, to prevent the variant from gaining a foothold here. 

If we detect B.1.1.7 or a potential exposure to it within the campus community, we will pursue more stringent isolation and quarantine strategies. We also may implement testing pools for infection surveillance and enhanced social distancing among populations. The scope of enhanced distancing will be determined by the incidence of infection found within the campus community. 

As part of testing protocols at Sindecuse Health Center, specimens from individuals with an increased likelihood of B.1.1.7 infection are being sent to the Michigan Bureau of Laboratories for confirmation. Someone who has an increased likelihood of being infected with the strain is a symptomatic person who has a travel history or has been exposed to a confirmed case of the variant or an asymptomatic individual who is a close contact of a person confirmed to be infected with the B.1.1.7 strain.

For anyone who lives on campus and has an increased likelihood of being ill with this variant, we will implement enhanced isolation and quarantine guidelines. 

Under these guidelines, close contacts will be required to quarantine for 14 days and will be strongly encouraged to be tested five days after exposure. Specimens will be tested for the variant.

If a case on campus is determined to be positive for the B.1.1.7 strain, enhanced protocols will be implemented for all campus positives.

We are all tired of COVID-19, but none of us can afford to let up on our current mitigation strategies—social distancing, wearing masks, hand hygiene, taking the daily health survey when on campus and getting tested for the virus when symptomatic or exposed to a confirmed positive case. And when it’s your turn, get vaccinated.

I continue to be grateful for those who are consistently practicing COVID-19-conscious behaviors. Compliance is what will help keep us healthy.  

Be smart. Be safe. Be Broncos.

Sincerely,

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Dear WMU community,

Well done! Nearly 5,000 of you have taken the COVID-19 Vaccine Phasing Assessment in Sindecuse Health Center’s secure patient portal.

While Kalamazoo County health officials are administering immunizations, Western’s health center is assisting by forwarding for vaccination scheduling the names of current students, faculty, staff and University health plan retirees who have participated in the confidential phasing assessment.

We encourage you to click here to access and complete the assessment as soon as possible. Doing so puts you on the list to be immunized through the Kalamazoo County Health and Community Services Department based on the Michigan Department of Health and Human Services’ vaccination phases—1A, 1B, 1C and 2.

To learn more about the state's vaccine phases and Western’s role in vaccination efforts, visit wmich.edu/vaccine. The site also has a section featuring frequently asked questions, including why you should take the phasing assessment and what health experts say about the safety and effectiveness of the COVID-19 vaccines in use in the United States.

Virulent strain of COVID-19 in Kalamazoo
Widespread vaccination will help put an end to the COVID-19 pandemic, but we are far from that point today. The virus continues to be a serious health threat.

Recent news that a more infectious variant of COVID-19 has been found in Kalamazoo County is a sobering reminder that we must not become lax in our efforts to slow the spread by following safety practices. The variant B.1.1.7, which was first reported in the United Kingdom, has quickly made its way across the globe. Kalamazoo County health officials identified four residents infected with this new strain. Some have no travel history, indicating community spread.

It's more important, not less, to wear a mask, practice physical distancing, maintain excellent hand hygiene, avoid crowds and get tested at Sindecuse at the earliest sign of COVID-19 symptoms. And, if you’re coming to campus, take the daily health survey.

State rules regulating gatherings, mask usage
Though some restrictions have been modified, such as those for sports participants, the Michigan Department of Health and Human Services still maintains its epidemic order regulating gatherings and face mask use in residential and non-residential settings. The state’s current order is in effect through Monday, March 29.

For more information on how regulations impact WMU, visit the Work and Play Outside of Class section of the University’s Safe Return Plan. Among other directives, Registered Student Organizations should continue to meet virtually and employees must work remotely to the maximum degree possible.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear colleagues,

A little more than one week has elapsed since our return to in-person learning at WMU. Thank you for adhering to those habits, procedures and processes in place to keep campus a safe and healthy environment in which to learn and work. 

As part of the University’s ongoing pandemic response, we are committed to keeping you informed. We write today with a few reminders and to clarify that employees scheduled for COVID-19 vaccination may do so during work hours without using leave time this year.

We all want our campus community to remain safe. Remember to wear your masks and maintain physical distance from others. It is also important to complete the health survey each day you are on campus. 

Vaccination efforts to date
Thank you to those who have taken the COVID-19 Vaccine Phasing Assessment administered by Sindecuse Health Center to confidentially provide Kalamazoo County health officials with contact information for eligible students, faculty and staff who qualify in each vaccination phase based on the state's guidelines.

When invited for a vaccination appointment, please make arrangements to show up at your scheduled time. As an employee, you are permitted to get your COVID-19 vaccination during work hours. While you won't need to claim leave time for the appointment for your first or second COVID-19 vaccine this year, inform your supervisor to allow for coverage of duties in your absence. If the appointment is outside work hours, you may not claim overtime. 

To learn more about WMU’s vaccine response efforts to date and for a link to the phasing assessment, information is available at wmich.edu/vaccine.

Cleaning on campus
Custodial staff remain on top of cleaning procedures throughout the University. They are using specialized tools and products, such as electrostatic disinfecting equipment and Aqueous Ozone. They continue their increased focus and intensity on high-touch areas in our buildings, such as light switches and door knobs. Custodial staff also provide additional cleaning in high-use buildings and restrooms.
 
In classrooms, when there is a scheduled minimum 30-minute gap between classes, custodians clean those spaces. If there is less than 30 minutes of scheduled gap time between classes, sanitizer wipes are available for students and faculty to clean their own workspaces, as the gap is not long enough to allow cleaning by custodial staff. 

Ventilation systems
Facilities Management has implemented best management practices for building HVAC (heating, ventilation and air conditioning) systems in accordance with Centers for Disease Control and Prevention and ASHRAE (HVAC professional organization) recommendations. These include:

• Adjusting applicable HVAC systems to increase the amount of air brought into a building to improve the indoor environment (two times the normal rate). Facilities Management staff have already accomplished this by increasing outside air through damper adjustments and temporarily suspending Demand Control Ventilation.

• Where possible, we are maintaining a relative humidity between 40% and 60%, which reduces the potential for transmission and has a positive influence on immune systems.

• All building HVAC systems increase ventilation two hours before spaces are occupied. 

• HVAC filtration systems are changed regularly by professional mechanics using proper personal protective equipment.

Learn more about cleaning protocols and building systems and air handling modifications at WMU's Safe Return Plan website under Health and Safety at WMU.

We appreciate you for taking the time to read this update. A critical part of staying safe during this period of pandemic requires also staying informed.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,
 
Happy Friday! On Tuesday, Jan. 19, in-person classes and activities will resume in earnest on WMU's campus. In class and at work, let's enter this week committed to making spring term an exceptional experience all semester long. This includes adhering to the safety practices we know can keep our community healthy and together in the COVID-19 era.
 
We write with a few reminders to share and also to report on the updated Michigan Department of Health and Human Services epidemic order. The adjusted order, which restores some previously prohibited activities, is in effect from Saturday, Jan. 16, through Sunday, Jan. 31.

Here’s what the changes will mean on campus:

• Indoor group exercise and non-contact sports are now permitted—while still wearing a mask and maintaining physical distance. This change expands the options for staying fit and boosting your wellness through the experiences offered in WMU’s Student Recreation Center (SRC). Staying active is a critical part of safeguarding your health and immune system.

• In-person fitness classes resume at the SRC on Tuesday, Jan. 19. SRC access is based on the University's enrollment fee. Students who have paid the enrollment fee have access to the SRC this semester. Students who have not been assessed the enrollment fee, such as those who are taking their classes exclusively through remote learning, may also use the SRC by paying $90 for the semester. Learn more at wmich.edu/rec or call (269) 387-4732.

• West Hills Athletic Club members also can look forward to indoor group fitness classes resuming.Those restart tomorrow, Saturday, Jan. 16. To learn more, visit the club’s website.

We also have a few reminders:

• WMU employees who can perform their duties remotely should continue to do so to the fullest extent possible, though some duties must be performed on campus. Managers and supervisors remain the point of contact for questions about work arrangements. 

• In accordance with the epidemic order’s guidelines for university food establishments, WMU is offering both grab-and-go and indoor dining options. Indoor dining is permissible when tables are at least 6 feet apart. If diners are seated at tables, they must be 6 feet apart; members of a household may share a table. Learn more about on-campus food service options by visiting Dining Services online.

• While the order prohibits indoor gatherings in non-residential buildings such as the Bernhard Center, the center remains open for individuals to study or get a grab-and-go meal from Subway, Biggby and BC Cafe.

We close out this message as we do most communications because the following habits remain absolutely vital for the health of all Broncos: Wear a mask, maintain physical distance, wash your hands frequently, avoid crowds and get tested if you are experiencing symptoms of COVID-19 or have been exposed to a confirmed case of the virus. See you soon!

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear campus community,

I recently sent a message informing you that, in partnership with Kalamazoo County Health and Community Services Department (KCHCS), WMU’s Sindecuse Health Center began collecting the names of phase 1A-eligible faculty, staff and students who fit the criteria to receive the COVID-19 vaccine based on state guidelines.

We are now ready to have all students, faculty and staff complete the survey to assess for which phase they are eligible. We anticipate KCHCS could request our list of 1B-eligible individuals soon.

Find the COVID-19 Vaccine Phasing Assessment in the Sindecuse Patient Portal under "survey forms" in your secure personal electronic health record. This information is kept confidential in accordance with federal health privacy law. To provide complete contact information, it’s important to have a mobile phone number defined in the portal. While you are in the portal, navigate to “Profile” and update your contact information.

Individuals are being vaccinated according to the Michigan Department of Health and Human Services stipulated phases—1A, 1B, 1C and 2. To understand how the state defines phases and eligibility, please consult the state’s website or wmich.edu/vaccine for more information. Phasing eligibility is subject to change at local and state officials' discretion.

While Sindecuse is not giving vaccinations—a process overseen locally by KCHCS and area health systems—we are administering phasing assessment to confidentially provide the county health department with contact information for eligible campus community members who qualify in each phase. Scheduling will be based on availability of vaccine supplies. As vaccine availability allows, names of individuals may also be confidentially shared with clinical providers, such as area health systems, if these additional points of service become available.

My thanks to the many 1A-eligible Broncos who have already completed the assessment. If you are 1A eligible and have not yet done so, please complete the form as soon as possible.

Though the county is only vaccinating 1A-eligible individuals at this time, health officials could request the names of 1B-eligible students, faculty or staff at any time. For those who fit the 1B category, you are also encouraged to complete the assessment as soon as possible.

We encourage all faculty, staff and those retirees participating in WMU health insurance to complete the survey at your convenience. Though it's unclear when vaccines will be available for latter phases of eligibility, particularly 1C and 2, it is still helpful to complete the survey. As we learn more about vaccination supply, scheduling and phasing, we will continue to keep the campus community informed.

Note: We have not been asked to gather names of your spouses or dependents at this time. We understand this may be inconvenient and ask you not to complete the survey if you prefer to receive vaccination at the same time as a family member. For those 65 and older and not directly associated with Western, Kalamazoo County is inviting residents to fill out this formasking to be on the wait list for the vaccine. If you live in another county, please consult your local health department’s website.

While the vaccine is critical in the fight against COVID-19, it also remains critical you protect yourself and those around you from infection by wearing a mask, washing your hands, maintaining social distance and avoiding crowds. And if you have active symptoms or have been exposed to a positive case, get tested.

Sindecuse is offering a drive-thru testing event by appointment only today and Tuesday through Thursday, Jan. 19 to 21, from 8:15 a.m. to noon each day. Current students, faculty and staff can sign up using the patient portal.

Stay safe, Broncos!

Gayle Ruggiero, M.D.
WMU Medical Director
COVID-19 Response Coordination Team co-chair

Dear campus community,

In partnership with Kalamazoo County Health and Community Services (KCHCS), Sindecuse Health Center is collecting the names of phase 1A-eligible faculty, staff and students who fit the criteria to receive the COVID-19 vaccine at this time. Once verified by Sindecuse staff, names of 1A-eligible individuals will be provided to health department officials. Scheduling will be based on availability of vaccine supplies. As vaccine availability allows, names of individuals may also be confidentially shared with clinical providers, such as local hospitals, if additional points of service are identified.

Verifying 1A eligibility requires us to collect some personal health information in our confidential and secure electronic health record system. Consistent with federal law, this information will be kept confidential within Sindecuse, the health department and clinical providers.

In accordance with Michigan Department of Health and Human Services (MDHHS) guidelines, those eligible for vaccination in phase 1A are “paid and unpaid persons serving in health care settings who have the potential for direct or indirect exposure to patients or infectious materials and are unable to work from home as well as residents in long-term care facilities.” Find a more detailed list of work settings below my signature.

Western Michigan University has identified a list of individuals who may meet the phase 1A criteria. If you receive a message from Sindecuse Health Center with the subject line “Important Patient Survey,” please complete the survey by Monday at 5 p.m. You are encouraged to complete the survey regardless of whether you plan to be vaccinated, have been vaccinated or do not plan to be vaccinated. This step must be completed before an individual’s name can be advanced to the health department.

We have compiled a comprehensive list of individuals who are likely to be 1A eligible. They will receive the survey in the next 24 hours. However, it is possible that some individuals contacted by Sindecuse will not qualify for eligibility. The purpose of the survey is to verify eligibility in a secure environment. Please do not call Sindecuse regarding your potential 1A eligibility. Our staff is focused on testing and providing our high standard of care for patients. I appreciate your understanding and teamwork.

What’s next:

MDHHS provided initial distribution guidance in mid-December. That guidance was updated just this week. KCHCS continues to prioritize phase 1A-eligible individualsbefore opening eligibility to phase 1B individuals, defined as “persons 65 years of age or older and frontline workers in critical infrastructure.”

We plan to soon make the patient survey available to the entire WMU community, which will enable us to communicate and act expeditiously as new phases expand eligibility. Please be aware a multitude of factors determine local vaccine availability, which at this time varies considerably across the state.

If we work together, we can do our part to reach the state’s goal to vaccinate 70% or more of our population.

Sincerely,

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Under the state's criteria, 1A-eligible individuals are workers in the following settings in a paid, volunteer or educational capacity (internship, externship or practicum):

• Adult foster care centers.

• Assisted-living and long-term care facilities.

• Emergency departments.

• Emergency medical services, including medical first responders.

• General medical floor.

• Home health care workers caring for high-risk clients with large patient loads (e.g., people with a tracheostomy or ventilator at home).

• Homes for aged.

• Intensive care units.

• Psychiatric hospitals.

• Skilled nursing facilities.

• Those with direct patient contact who conduct high-risk procedures (e.g., dentistry, endoscopy or dialysis).

• Those who have direct patient contact, including outpatient, urgent care, ambulatory care and home health care.

• Those who have indirect patient contact with specialized skills critical to health care system functioning (e.g., hospital and public health laboratories and pharmacies).

Dear students, faculty and staff,

We are excited to welcome you back for a successful spring semester. As we come together again, the key to that success will be continuing to maintain a safe, healthy and engaging learning environment. As part of those efforts, we have set aside multiple days for mass COVID-19 testing ahead of in-person classes resuming, when many will return to campus from communities around the state and beyond. This mass testing will enable us to identify cases of COVID-19 and respond appropriately to mitigate spread at the start of the semester.

Drive-thru testing will be available by appointment at Sindecuse Health Center on Friday, Jan. 15, and Tuesday through Thursday, Jan. 19 to 21, from 8:15 a.m. to noon each day. Enrolled students, benefits-eligible employees and temporary employees may make their appointment using the health center's online patient portal. Schedule your test today.

Additional no-cost tests: As always, no-cost visits and tests continue to be available for current students, faculty and staff with symptoms of the virus or close-contact exposure. In addition, the University is increasing by two the number of no-cost tests available for asymptomatic students faculty and staff. This means for the 2020-21 academic year, you have a total of four coronavirus tests available for no out-of-pocket expense.

For example, if during the fall semester you took advantage of two no-cost tests as an individual not experiencing symptoms, you now have two no-cost tests remaining. If you have never been tested by health center staff as an asymptomatic student, faculty or staff member, you have four remaining no-cost tests for the school year. Temporary employees will only be eligible for a no-cost test during the upcoming mass testing event.

Third and fourth tests are available from this point forward. No refunds for any previous charges will be made.

Following testing, results are typically posted to your patient portal account within an hour. If you are positive for the virus, health center staff will call to inform you of the result.

Vaccine update: Kalamazoo County Health and Community Services Department is administering vaccines to those eligible for inoculation at this stage in the phased approach to vaccinating the population. Phasing is determined by the Michigan Department of Health and Human Services and implemented by the county, not WMU. University leaders remain in communication with health officials and will share more about vaccination planning and protocols for our campus community as new information becomes available. 

For the foreseeable future, it remains vital to consistently follow safety behaviors to protect ourselves and those around us. This also will help hasten the end of the global COVID-19 scourge.

• Keep your hands clean. Wash your hands often with soap and water for at least 20 seconds or use an alcohol-based hand sanitizer.
• Watch your distance. Stay 6 feet away from others while in public spaces and also avoid large gatherings where it's difficult to maintain physical distance.
• Monitor your symptoms and get tested. Even after being tested next week, if you develop symptoms of COVID-19, no-cost testing is available.

Our collective well-being depends on each of us doing our part to slow the spread of the virus. Together, let's make it a healthy semester.

Be smart. Be safe. Be Broncos.

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,

This afternoon, Gov. Gretchen Whitmer announced in a press conference the Michigan Department of Health and Human Services (MDHHS) has revised its emergency order. The new order is effective Monday, Dec. 21, and will last until Friday, Jan. 15. In coordination with this revision, the governor has asked that all colleges and universities wait until Monday, Jan. 18, to begin offering in-person classes and delay student move-in to the immediately preceding weekend. This request is designed to help prevent exposure and spread of COVID-19 following the holiday recess and students' return to college campuses from communities across the state and nation.

In accordance with the governor’s request, WMU will resume classes in distance education mode on Monday, Jan. 11. Courses will return to in-person and other modalities indicated on class schedules beginning Tuesday, Jan. 19, immediately following the Martin Luther King Jr. Day holiday. Faculty can visit HelpHub for additional resources and guidance. The team at WMUx looks forward to helping faculty members who need assistance through the Faculty Technology Center. The center will begin extended hours Monday, Jan. 4.

Residence halls will now reopen on Saturday, Jan. 16—about one week later than originally planned. Our housing department asks that you please complete the appropriate paperwork by the deadline, found in the housing portal, to set up your arrival. Housing arrangements remain unchanged for Seita Scholars, international students and other special populations who do not have alternative housing. To help prevent exposure and the spread of COVID-19, I encourage all other students who may have traveled for the holidays to also wait until Jan. 16 to return to campus.

Students living in residence halls will receive financial consideration related to room and board. More information about housing and dining will be forthcoming from the Department of Housing and Residence Life. Please continue to check your email and the department's website during the holiday recess.

WMU remains committed to offering students a safe and high-quality educational experience, operating in compliance with governmental and public health directives. We will communicate additional details to the campus community as information becomes available.

While recent news about COVID-19 vaccines raises our hopes for the future, it’s critically important that we continue those practices that prevent coronavirus transmission—wearing a mask, staying at least 6 feet away from those around you, washing your hands frequently and limiting in-person interactions. 

We wish you a safe, healthy and restorative recess, and we look forward to seeing you again in January.

Thank you,

Edward Montgomery
President

Dear campus community,

We are wrapping up the year with anticipation and hope for 2021 brought by the approval of a COVID-19 vaccine. Front-line medical workers across the country have begun to receive vaccine doses this week. As we move toward the holiday recess, we want to provide some information about what to expect regarding vaccinations in the coming year.

The goals and prioritization for vaccinations are established by the Centers for Disease Control and Prevention (CDC), its Advisory Committee on Immunization Practices, the Michigan Department of Health and Human Services (MDHHS) and the Kalamazoo County Health and Community Services Department (KCHCS).

These health experts aim to vaccinate at least 70% of the population in 2021. By early January, they are estimating 10 million doses to be administered nationally each week. They expect that figure to double to 20 million per week around late February or early March. With a U.S. population of 330 million, public health agencies have established the following phased, prioritized approach:

• Phase 1A has started and prioritizes almost exclusively those who work in health care settings, prioritizing first within the phase those who work directly with patients.

• Phase 1B could start as early as January, prioritizing workers who are essential to continue critical industry infrastructure across Michigan.

• Phase 1C could begin in February, focusing on individuals at high risk for severe COVID-19 illness due to underlying medical conditions and people 65 years and older.

• Phase 2 could begin in early April, making vaccines widely available to all other adults.

Prioritization and phasing has been determined by federal, state and local health agencies with little control or discretion afforded to businesses or public sector organizations like Western. As Michigan moves through the phases, we will work with KCHCS to identify specific Western populations in each phase that may be included in vaccination eligibility. Please be aware vaccinations are being administered through numerous health care access points and the phases will overlap.

Here on campus, our front-line Sindecuse Health Center medical workers are starting their vaccinations, in accordance with the phasing and directives from KCHCS. We also continue our close communication and coordination with KCHCS to ensure we have the latest information. As vaccines become available to larger populations, perhaps in phase 1C, we will begin to work with the health department to provide vaccines on campus as their protocols and availability allow.

The vaccine has been developed through a rigorous protocol and has been determined to be safe and effective by the Food and Drug Administration. We encourage all members of the WMU community to get vaccinated for COVID-19. You can find more information on the MDHHS website.

Clarifying Quarantine Window

In recent weeks, there has been considerable news coverage about the CDC lowering the number of days for quarantine down to seven following a negative coronavirus test result or 10 days without testing. Along with these updated standards, the CDC advised following local health authorities because these officials make "the final decisions about how long quarantine should last based on local conditions and needs." Both the MDHHS and KCHCS recommend a 10-day quarantine period for COVID-19 positive and exposed individuals, a standard WMU has adopted.

Thank you to everyone who has stepped up this year, followed the public health guidance, gotten tested and taken initiative to care for your fellow Broncos. With the vaccine, there is an end in sight. But we cannot let our guard down yet. Remain vigilant. Stay safe. And have a wonderful holiday recess.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,

Today Gov. Gretchen Whitmer announced the state is extending its nearly three-week-old epidemic order by 12 days, which means continuing restrictions on indoor social gatherings and other group activities through Sunday, Dec. 20.

Citing "alarmingly high" COVID-19 case rates, state officials say the extension will allow the Michigan Department of Health and Human Services (MDHHS) to determine the full impact of the Thanksgiving holiday on the spread of the virus across Michigan.

MDHHS identified three metrics that will be used to determine whether to slowly reopen at the end of the 12 additional days: a flat or declining percentage of inpatient beds occupied by COVID-19 patients, a declining trend in cases per 1 million residents and a declining trend in the positivity rate.

WMU's COVID-19 Case Dashboard shows 4.8% positivity among tested individuals and 34 new cases; both statistics cover the latest seven-day period recorded. Over recent weeks, we've seen drops in cases and positivity within the University community. Please continue your vigilance in following safety protocols. It's making a difference.

The updated order specifically notes colleges, universities and high schools should keep offering instruction via remote learning through the extension. At WMU, as planned, distance instruction continues through the end of the fall semester, which officially concludes on Saturday, Dec. 19, the day of our virtual commencement ceremonies.

The extension of the order extends impacts for WMU that took effect Nov. 18, which are restated below for easy reference.

• All University employees who can perform their duties remotely will continue to do so to the maximum extent possible. In some cases, work duties cannot be done remotely. In those instances, safety precautions will continue to be enforced. Your manager or supervisor remains your point of contact for questions about work arrangements.

• Indoor gatherings may only occur in the residence halls. These gatherings must adhere to posted distancing requirements and are limited to students from no more than two different rooms or suites.

• Indoor eating is permitted in WMU Dining Services if diners are seated at tables and are 6 feet apart. Members of a household—roommates or suitemates—may share a table. Tables must be spaced a minimum of 6 feet apart. Grab 'n' go services will continue as indicated at dining locations.

• Outdoor gatherings are limited to 25 people.

• All campus research and creative scholarship with a vice president for research and innovation-approved safety plan remains unaffected by this order; this includes graduate and undergraduate work, including students working in research labs. To be clear, laboratory courses will not meet in person.

• College sports meeting extraordinary standards for risk mitigation may continue without spectators.

• All Registered Student Organizations must meet via virtual platform, and club sports are postponed for the duration of the order.

• The Student Recreation Center will remain open for individual exercise; group fitness classes, however, are prohibited. West Hills Athletic Club will remain open and continue operations and services as currently provided, in accordance with the order.

• Waldo Library will remain open but at a reduced capacity.

• Students working at internships or externships should follow the directions and policies at their location to continue their work.

• Public transit is permitted under the order.

Thank you for your ongoing adherence to the safety habits necessary to stop the transmission of the novel coronavirus, which include wearing a mask, staying at least 6 feet away from those around you, washing your hands frequently and limiting in-person interactions. For those who must come to campus, please also continue to complete the self-monitoring survey found at wmich.edu/survey. Together, we must keep up the fight against the spread of COVID-19.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,

This evening, Gov. Gretchen Whitmer announced a new emergency order from the Michigan Department of Health and Human Services—MDHHS. It enacts a three-week pause targeting indoor social gatherings and other group activities in an effort to curb the rapidly rising COVID-19 infection rate. The order is effective Wednesday, Nov. 18, at 12:01 a.m. and runs through Tuesday, Dec. 8, at 11:59 p.m. and could be extended.

The emergency order has the following impacts on WMU's course delivery and operations for the duration of the order, unless otherwise specified.

• All classes will be delivered via distance instruction. This accelerates by three days WMU's plan to move nearly all in-person instruction to distance education. Starting Wednesday, only classes involving health care programs may continue to be offered in person if they cannot be conducted via distance education.

• WMUx will assist faculty members in developing strategies for continuing instruction remotely in those courses that had planned to continue in person for the full semester and that do not involve health care.

• Students who are working at internships or externships should follow the direction and policies at their location to continue their work.

• All WMU employees who can perform their duties remotely will do so to the maximum extent possible. This will be the case for the vast majority of WMU staff. In some cases, work duties cannot be done remotely. In those instances, safety precautions will continue to be enforced. Your manager/supervisor is your point of contact for questions about work arrangements.

• Indoor gatherings may only occur in the residence halls. These gatherings must adhere to posted distancing requirements and are limited to students from no more than two different rooms or suites.

• Other than the provision directly above, residence hall operations are not affected by this order.

• Outdoor gatherings are limited to 25.

• All RSOs will meet virtually and club sports are postponed for the duration of the order.

• Indoor eating is permitted in WMU Dining Services if diners are seated at tables and are 6 feet apart. Members of a household (roommates or suitemates) may share a table. Tables must be spaced a minimum of 6 feet apart. Grab-n-go services will continue as indicated at dining locations.

• Sindecuse Health Center’s drive-thru testing event has been extended to begin tomorrow, Monday, Nov. 16, and run through Thursday, Nov. 19. The state’s chief medical executive, Dr. Joneigh Khaldun, stressed the importance of continuing to conduct COVID-19 testing. Schedule your test by calling (269) 387-3287. Students who get tested during the testing event will receive a $5 certificate to spend at participating downtown businesses.

• All campus research and creative scholarship that has a vice president for research and innovation-approved safety plan remains unaffected by this emergency order; this includes graduate and undergraduate work, including students working in research labs. To be clear, laboratory courses will not meet in person.

• Waldo Library will remain open but at a reduced capacity.

• In accordance with the order, the Student Recreation Center will remain open for individual exercise, however, group fitness classes are prohibited.

• Public transit is permitted under the order.

The rapid rise of cases combined with cold weather and the anticipated holidays are a concerning mix of factors that can make our current situation worse. We've proven this semester we know what to do; let's continue to do it.

Be smart. Be safe. Be Broncos.

Sincerely,

Edward Montgomery
President

Dear WMU community,

We are now just a little less than 14 days before Thanksgiving. As we all think about how to gather with those we love, now is the time to take action to do that safely. This is especially important given that our trends are headed in the wrong direction. We are seeing a concerning rise of COVID-19 cases that are burdening health care systems across Michigan and right here in Kalamazoo County. Cases here at Western began to rise right after Halloween. We must work to flatten the curve. 

Your unremitting dedication to all the related coronavirus safety practices is crucial. We join Gov. Gretchen Whitmer and the Michigan Department of Health and Human Services in calling for enhanced social distancing. Limit the places you go when you leave home to just the essentials—such as class, work, grocery runs and health care services. 

Here are simple things you can do to get us back on track and ensure a safe Thanksgiving for your loved ones.

• Please take advantage of rapid-result testing available through Sindecuse Health Center. On Nov. 18 and 19, the health center is offering drive-thru testing by appointment. Schedule your test by calling (269) 387-3287. Don’t risk inadvertently transmitting the virus to others—your best friend, your dad or your grandmother over the Thanksgiving table. 

• Rethink those “Friendsgiving” plans. If you are exposed today or later, you can be asymptomatic and take coronavirus home. 

• Limit your movement outside your home to only what is essential.

As we continue to monitor our environment, we're not seeing the rise in transmissions occurring as a result of activities in classrooms or work settings, where individuals are following safety protocols. The rise is disproportionately happening as a result of social gatherings.

Previously, close contact lists of COVID-19-positive students had typically been less than 10. But we are now seeing close contact lists of around 25 people or more—usually a list of others who were at a party. So, if you had plans to attend or host a party this weekend, think two weeks into the future and cancel those plans. The University's Student Code of Conduct office has been busy investigating and issuing hundreds of violations for disregarding safety rules.

Our COVID-19 case dashboard shows a continued trajectory of escalating cases within the WMU community. Compared to the last seven-day period reported, we’ve gone up to 141 new cases versus 109 new cases in the last report. And 12.9% of tested individuals have tested positive for the virus compared to 11.4%.

We must return to the things we know how to do to curb the spread of this virus. Individual decisions are the most powerful tools we have at our disposal. It’s within our power to flatten the curve. We may be getting tired of the coronavirus, but the virus has not nearly tired of us.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU community,

Our medical director, Dr. Gayle Ruggiero, recently sent a campuswide message reporting COVID-19 cases within the WMU community were trending downward, and she encouraged all of us to keep up the habits known to slow the spread of the infection. I want to thank everyone who has made efforts to help keep our campus safe and reduce our incidence of new cases. We have demonstrated that we know what to do and we are willing to do it. Thanks to committed faculty, staff and administrators and their comprehensive planning over the summer months, we resumed classes this fall positioned for safety and for fulfilling our educational mission. Thanks to our students who have abided by science- and expert-based health guidance.

We have received a reminder of just how important these steps are, that even a modest slip in vigilance has consequences, almost immediately. On today’s updated COVID-19 case dashboard, you’ll find an uptick that shows 52 new cases in the latest seven-day period. This follows five weeks of decreasing cases. We suddenly have new case clusters that have emerged from social gatherings and other large group interactions recently. What happened? Halloween parties, in some instances.

I'm writing today to underscore the call for vigilance in light of this new data. It’s time for redoubled awareness and attention. Off campus and on, we must maintain around-the-clock compliance with wearing a mask, maintaining at least 6 feet of physical distance from others and frequently washing hands.

COVID-19 is currently surging across the nation, in our state and in the local community. That does not have to be the case here. This is a caring campus. Strict adherence to COVID-19-conscious practices demonstrates your concern for your fellow Broncos and all those with whom you interact. We have shown we know what to do, and we know it can and does work. Another healthy step you can take is to get tested before joining family and friends for the Thanksgiving holiday. Sindecuse Health Center is offering drive-thru testing, by online appointment, on Nov. 18 and 19. Details for how to sign up are available on our website.

As we near Thanksgiving and the final weeks of the semester, it's useful to reflect on how we've been doing broadly and where we are going from here. We have managed this pandemic together by everyone doing their part—and stepping up for each other.

Albeit operating very differently in some respects, our community is pressing on across campus—finding ways to teach and learn effectively across modalities, advancing knowledge in our research and creative activity, earning grants and scholarships, and providing and engaging in the cocurricular activities that round out college life. Our housing is confronting and overcoming the various challenges associated with providing students a home away from home in the time of a pandemic. Sindecuse is delivering the elevated care needed to conduct hundreds of COVID-19 tests weekly while continuing their core services, as well.

In line with our pre-fall planning, we remain on track to move to nearly all virtual classes after Nov. 20. Thereafter, aside from Nov. 26 and 27, campus remains open and operating through Dec. 19 with few exceptions (students will be off for Thanksgiving recess, Nov. 23 through Nov. 27).

On the final day of the semester, Dec. 19, some 1,400 students are set to graduate. I'm pleased to announce we are planning virtual commencement ceremonies to celebrate our talented students as newly minted alumni. We are excited to offer these virtual experiences and will soon share more details. For April and June 2020 graduates, we are still committed to offering an in-person commencement ceremony as soon as we possibly can do so.

Our community continues to be replete with accomplishment. We do well when we pause and take stock. A few additional examples:

• Dr. June Gothberg, assistant professor in the College of Education and Human Development, was recently invited by the Office of the United Nations High Commissioner for Human Rights to give a presentation to the members of the Working Group on Gender Equality, Disability and Human Rights.

• Dr. Kelley O'Reilly, interim chair and associate professor in the Department of Marketing, has been named recipient of the 2019-20 MAC Outstanding Faculty Award for Student Success.

• Ky'Aria Moses, a second-year master’s student in the behavior analysis program, won the National Institute of Effective Instruction’s Cooper & Andronis Scholarship.

• Eddie Codrington, saxophonist, composer and two-time graduate, has been named the ASCAP Foundation’s Johnny Mandel Prize winner. The foundation also bestowed him with its Herb Alpert Young Jazz Composer Award for the second year in a row.

Here's a metric to reflect on: 10,000. That's the number of personal phone calls staff and leadership within academic affairs, diversity and inclusion, and student affairs are collectively making to check in on students. As the days get colder and hours of daylight lessen, the mental health of our students is on our mind. This is one example of how Broncos are still supporting each other's well-being. Those who would like to volunteer to call students, please reach out to Katie Easley at katie.e.easley@wmich.edu. Students, if you are struggling, I encourage you to contact Sindecuse, which offers mental health services. Keep yourself well, and check in on your friends. Faculty and staff, please remember the Employee Assistance Program is here for you.

Despite the challenges we face individually and collectively, our community continues to be there for each other. Together, we persevere, and, together, we are making an appreciable difference. Thank you for doing your part.

Sincerely,

Edward Montgomery
President

Dear WMU students, faculty and staff,

Months into the pandemic and several weeks into the fall semester, we are seeing adherence to practices, known to curb novel coronavirus spread, making a difference in the WMU community. For the last few weeks, the positivity rate has declined while Sindecuse Health Center consistently administers some 200 tests daily. The trend is moving in the right direction, but it's up to all of us to continue that trajectory. To stay informed about the incidence of the virus in our community, visit the University's COVID-19 Case Dashboard.

Vigilance is particularly crucial as we approach the end of nearly all in-person classes after Nov. 20 and begin the Thanksgiving recess the following week, Nov. 23 to Nov. 27. While campus buildings and offices remain open through the end of the fall semester on Dec. 19, many may take the transition to distance education or the holiday as an opportunity to return to home communities and reunite with loved ones. No one wants to carry the virus back home. To continue protecting family, friends and yourself, do not let up on wearing your mask, maintaining 6 feet of physical distance and washing your hands frequently. That's how we are mitigating virus exposure and transmission.

As an extra precaution ahead of the Thanksgiving recess, you can also take advantage of an upcoming testing event. On Nov. 18 and 19, the health center will offer drive-thru testing by appointment. These special testing times are available to enrolled WMU students, faculty and staff members only. If students, faculty or staff have NOT used their two no-cost tests under the University's testing provisions, this test will be administered at no charge. Eligible individuals who already received two asymptomatic, no-exposure tests will have their insurance billed first. Without insurance, a test costs $50 out of pocket. You must make your appointment online for this testing event. Find additional details on Sindecuse Health Center's website.

We want you, your loved ones and campus to remain healthy and safe, Broncos. Don't ever forgo safety practices—even after a negative test result—as a test is a snapshot in time.

If you are currently experiencing respiratory symptoms, cough, headache, shortness of breath, fever or other symptoms associated with COVID-19, or if you have been exposed to a positive case, call (269) 387-3287 to schedule an appointment with a provider at Sindecuse today.

Thank you,

Gayle Ruggiero, M.D. 
Medical Director and COVID-19 Response Coordination Team co-chair

Dear WMU community,

With the Michigan Supreme Court's decision Friday to strike down Gov. Gretchen Whitmer's current use of emergency powers to enforce COVID-19-associated regulations, you may be wondering what impact this ruling has on Western Michigan University's own safety policies and protocols.

Acting under its independent authority granted by the state's constitution and continuing to follow public health guidance, WMU will maintain and enforce the University's COVID-19-related safety rules. These include our facial covering policy, as well as measures detailed on the Safe Return website and the COVID-19 response website.

Moreover, the Michigan Department of Health and Human Services late today issued an emergency order mirroring many of the major health and safety mandates in the governor’s COVID-19 executive orders, such as the use of masks and limiting the size of gatherings. The University also continues to work closely with the Kalamazoo County Health and Community Services Department in our response to the pandemic. Wearing a mask, physical distancing, washing one's hands frequently and restricting the size of gatherings all help prevent exposure and spread of the virus, according to these public health officials.

Please stay the course in following COVID-19-conscious practices. Every member of the WMU community plays a vital role in creating and sustaining a healthy campus. Thank you for continuing to do your part.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Dear campus community,

We have effectively managed to reopen in-person operations, and our community is two and a half weeks into the new school year. We are solving problems as they arise and adapting as we find new and better ways to manage in this unprecedented time.

With some experts estimating a full national recovery from the pandemic as far as a year away, we have come to understand our circumstance as a marathon, not a sprint. Our planning is framed by the assumption that the effects of the pandemic could continue to extend for a long and undeterminable duration. I hope I am wrong, but hope is not a strategy. We must be realistic about what we face and flexible in how we adapt to shifting circumstances. Being practical means we must frame our thinking accordingly. Instead of considering our large university as one monolithic entity with a single, predetermined course, we must use our heterogeneity to our advantage in crafting solutions and responses to the crisis. The faculty have already been doing this in developing courses with five modalities to fit the educational circumstances in their respective departments. All buildings and units have unique operational plans placing safety first, yet crafted to fit individual circumstances. By thinking in multifaceted, non-binary terms, at a micro, not macro scale, we have also deployed targeted solutions that allow for safe continuity of University operations. This is the thinking that has informed our Response and Recovery Plan, which can be found on the Safe Return Plan website.

Response and Recovery Plan
The Response and Recovery Plan provides a framework for decision-making as we continuously assess the latest COVID-19 data about our community. It takes a matrix approach to establish operating phases that rise and fall based on six key factors: community spread, trends in COVID-19 cases on campus, hospital admissions, contact tracing and isolation resources, test availability and the availability of Personal Protective Equipment, or PPE. The University’s levels of service in instruction, research, cocurricular and administrative functions, whether they are in-person or virtual, are guided by the operational phase and determined by the relevant division leader in consultation with the President, President’s Cabinet and division stakeholders as appropriate.

I appreciate the thoughtful counsel and good work of the Contingency Planning Task Force, chaired by Dr. Terri Goss Kinzy, vice president for research and innovation. The full list of contributors to this effort can be found on page three of the plan, and we owe them all a debt of gratitude.

So, where do we stand today in relation to the plan? Our current status is Phase 2. We have no hospital admissions, and there are sufficient PPE, testing, contact tracing and isolation resources. Total incidence of COVID-19 cases at WMU is 0.7% of the population, with 165 active cases, as of the end of the day Friday, Sept. 19, among a total student, faculty and staff population of 23,353.

However, community spread is a factor that we continue to watch carefully. We assess our data at regularly scheduled meetings between WMU’s COVID-19 Response Coordination team leaders and our county health officials. At its most recent meeting, the group concluded that we are seeing evidence of increasing disease transmission among WMU students. This is what we might expect following our campus return and the Labor Day holiday, as there is still communitywide disease transmission in our county. The majority of the positive cases seem to be stemming from off-campus living situations and off-campus social gatherings.

While this trend has our attention, we also understand that it is consistent with what our local officials have seen in the general community. They are finding that individuals throughout Kalamazoo County are not necessarily being exposed while at work or school, as there are strict public health risk mitigation measures in those settings. The exposure is most often happening in informal social gatherings where people are not as vigilant about following public health precautions.

I cannot overemphasize how critical it is that everyone take individual ownership and responsibility to avoid these parties and gatherings, consistently practice social distancing and wear a mask. These are the keys that will determine how much of our University will remain open without disruption. The data shows we must do better if we hope to maintain or improve our current operating status.

If you are interested in additional insight, the Kalamazoo County Health and Community Services Department has provided an assessment of our current status. We will continue to work with them and monitor the data.

Testing Availability at Sindecuse Health Center
The testing protocol at Sindecuse provides a good example of our flexible plan at work. Sindecuse had a handful of days where staff determined that capacity was not sufficient. I, along with other campus leaders, learned about wait-time concerns. Before we could call on Sindecuse to address the matter, the staff was already working on a solution. The center has added nurses to its staff and is hiring more, and it increased its contact tracing capacity. There are expanded hours for testing, and the staff has adapted policies and practices to expedite appointments and increase daily testing volume. Through these measures, Sindecuse has more than doubled its testing capability without delay.

We understand that there may be some confusion about scheduling. When scheduling a test, please remember:

• There is more testing capacity than is indicated in the patient portal for COVID-19 symptomatic or exposed individuals. So, those who are symptomatic or believe they have been exposed should complete their daily health survey accordingly, then make an appointment. If a timely appointment cannot be made through the online patient portal, call Sindecuse at (269) 387-3287.

• Tests are most effective five or more days after exposure. So, while a patient may want an immediate test and result, it is important to allow sufficient time to pass for an accurate test result.

To most effectively manage demand and need, Sindecuse has been prioritizing symptomatic or exposed individuals for testing, as assessed by a Sindecuse health provider. This helps us target testing where it is most critical in identifying those with the virus.

Other examples of flexible responses to the pandemic include a cluster of cases found in one academic program several weeks ago. A three-day shutdown allowed for cleaning and safety assessment. The program was back up and running quickly with no further issues. We also had a cluster of cases among nine student athletes in four sports. We suspended practice and established aggressive distancing precautions until we could fully assess the situation.

We will continue to monitor data, assess and adapt. Thank you to those who have sent questions and identified concerns. You are always welcome to reach out to me, and I encourage you to continue to send questions and concerns to info@wmich.edu. Working together, we can continue to provide the best possible, yet safe University experience for our students.

Sincerely,

Edward Montgomery
President

Dear WMU Community,

Congratulations on completing the first week of fall semester. In any academic year, acclimating to a new semester after a long recess can take a few days. This year has the additional challenge of learning how to operate as an on-campus community amid a global pandemic. Together, we're doing it for the worthwhile purpose of delivering or receiving WMU's quality educational experience while following safety precautions. Thank you for your contributions to making this semester one that is healthy, safe and full of learning opportunities and achievements.

We also come to you today with another roundup of reminders and important new information for you to know. The latest:

Additional no-cost COVID-19 tests: Students asked. Leaders listened. WMU is now offering one additional no-cost test for faculty, staff and students who are not exhibiting symptoms of COVID-19 but still want to be tested. Asymptomatic individuals can now receive a total of two rapid-result antigen tests for no out-of-pocket cost.

WMU faculty, staff and students also receive a no-cost test if they have COVID-19 symptoms, answered "yes" to any of the questions on the daily self-monitoring survey or were directed to be tested as a close contact of an infected individual.

It's important to understand that a COVID-19 test is a snapshot in time. An asymptomatic person who tests negative for the novel coronavirus must still continue to follow all the related health and safety precautions—consistently wearing a mask, social distancing in the presence of others, frequent hand-washing and staying home when ill. Tests are most accurate five days or more after exposure to a positive person, but they do not negate the need for continued quarantine.

COVID-19 Case Dashboard: To stay informed about the incidence of COVID-19 among WMU community members, continue to visit the COVID-19 Case Dashboard on the University's Safe Return website. Individuals who have a confirmed case of the virus should isolate until a health care provider gives them clearance to circulate again among members of the general public.

Bronco Student Pledge: We appreciate the overwhelming support for the Bronco Student Pledge—98.9% of students have so far affirmed the pledge, agreeing to follow all of the University's COVID-19-related health and safety requirements for the well-being of all members of the WMU community. Members of the President's Cabinet also have taken the pledge.

Mask use: There has been some confusion about where one should wear a mask or a facial covering on campus. Please wear a mask indoors and outdoors when physical distancing is not possible. For instance, if you are outside and consistently beyond 6 feet from others, it's permissible to take your mask off. When you are within 6 feet of others outside, however, your mask should be covering your nose and mouth.

As we move through this atypical semester together, we should continue to extend grace and gratitude to each other. Successfully navigating a new life experience often takes resilience, which, in turn, helps to build resilience. That's how Broncos thrive and prosper.

Please continue to visit the Safe Return website and COVID-19 website for resources and information.

Be smart. Be safe. Be Broncos.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair

Dear WMU student,

Welcome to your first day of classes!

Each new year brings excitement as well as some hesitation over what lies ahead. Whether you're a longtime Bronco or a new student, it's all the more challenging today, given the COVID-19 pandemic. You have already received lots of helpful information, and I would like to keep it simple with five key pieces of information for you to use as classes begin:

1. Take the self-monitoring health survey daily before arriving on campus.
2. Know your COVID-19-conscious behaviors and expectations, including the updated WMU Student Code of Conduct, spelling out the consequences for ignoring or violating health and safety guidelines on or off campus.
3. It takes everybody for our Safe Campus Strategy to work.
4. Check the Safe Return Plan first—it has answers to many common questions.
5. Find support when you need it.

Also know that employees in many student-facing offices are now physically back on campus to serve you. Office hours and general operations may differ from previous semesters, so check the office hours website or call the offices before visiting them.

By working together to keep everyone healthy and engaged through social distancing, using face coverings, hand-washing and using common sense, we’ll have a great year. I’ll see you soon.

Be smart. Be safe. Be Broncos.

Sincerely,

Edward Montgomery
President

Dear WMU community,

Thanks to all who joined us for Wednesday's Back to Campus Briefings, where President Montgomery and others reviewed the University's Safe Campus Strategy, the health and safety portion of our Safe Return Plan.

Some highlights:

• COVID-19 case counts will be posted in a dashboard on the Safe Return Plan website each Friday—beginning today;
• Section 14 (Harm to persons) of the Student Code of Conduct has been updated to include sanctions for violating COVID-19 safety rules related to off-campus activities; and
• All students, faculty and staff are required to complete a daily health survey before arriving on campus and may be asked to show clearance status to a supervisor, faculty member, Sindecuse Health Center staff member or others through the survey's badging system.

It's useful to think of our Safe Campus Strategy as resting on four pillars—protect, monitor, test and isolate. The University will provide the tools and guidance—examples include the student mask distribution event, which begins Monday, Aug. 31, and the Safe Return Plan itself—but all of us must also do our part to individually stop the spread of the novel coronavirus. Please find more detail about each of the pillars of the Safe Campus Strategy below our signatures.

We are confident the measures outlined in the strategy will mitigate the spread of COVID-19. But each of must make the commitment through our behavior to help keep ourselves, our neighbors and our campus safe—all together, all of the time. In this challenging period, we have the strength and the resilience to thrive and prosper as a community. We can do this.

Sincerely,

Kara Wood
Associate Vice President for Community Partnerships
COVID-19 Response Coordination Team chair

Gayle Ruggiero, M.D.
Medical Director
COVID-19 Response Coordination Team co-chair

Lt. Andrew Bachmann
WMU Department of Public Safety, Emergency Management
COVID-19 Response Coordination Team co-chair
 

Here's an overview of those four foundational strategies, which are detailed on the Safe Return Plan website.

Protect

• Wear a mask: Masks are required in indoor spaces and outdoor spaces where physical distancing is not possible.
• Practice vigilant hygiene: Wash your hands often with soap and water for at least 20 seconds or use an alcohol-based hand sanitizer.
• Maintain physical distance: Stay at least 6 feet away from others while in public spaces.
• Stay home if ill: If you are experiencing even the slightest COVID-19 symptoms, stay home and call Sindecuse Health Center at (269) 387-3287 for next steps.

Monitor

Take the daily health survey: Students, faculty and staff must complete a self-monitoring questionnaire each day before arriving on campus. Find this health survey at wmich.edu/survey. The survey is integrated into the Sindecuse patient portal, which includes every WMU community member. You can also access it through GoWMU.

Here's how it works:

• Login directly through wmich.edu/survey using your Bronco NetID and password—or access the survey through GoWMU.
• You will answer a series of screening questions.
• Once completed, you will receive a "badge" that can be visible on your mobile device. You may be asked to show your badge before entering a class or event. Sindecuse staff also use the badging system to admit employees and visitors to the health center.

Badges:

Green = Cleared. It's OK to visit campus on the date shown.
Yellow = Survey is overdue.
Orange = Quarantine. You answered "yes" to a screening question and should contact Sindecuse for further assessment, or you have been identified as a close contact through contact tracing.
Red = Isolation. You have tested positive, are being monitored by the health center and may live on or off campus.

This time-stamped badge is accessible from the main screen of  .

Test

• Rapid-result testing: No-cost, rapid-result antigen testing for COVID-19 is available to the WMU community at Sindecuse.
• Pre-fall mass testing: Ahead of the semester, a five-day, free testing event began Thursday and runs through Monday, Aug. 31, at the Student Rec Center. Call (269) 387-3287 to make an appointment. Due to the volume of tests and social distancing, walk-ins will not be accepted.
• Always use Sindecuse for testing: Sindecuse offers an advantage in our fight against COVID-19 spread through dedicated, highly accurate testing, contact tracing and care exclusively for the WMU community. That means faster isolation of outbreaks. But we only get that protection if Sindecuse clinicians know about all the cases.

Isolate

• COVID-19 case communications: WMU will balance communicating information necessary to keep individuals and the community safe while also protecting privacy and abiding by federal law (HIPAA). All four strategies in this plan are designed to limit COVID-19 exposure. Case communication is one of many protections.
• Chain of notifications: If an individual tests positive for COVID-19 through on-campus testing, Sindecuse will quickly notify the patient and will inform close contacts about their exposure to an infected individual. Those exposed must quarantine for 14 days. Sindecuse staff will also alert local and state health officials.
• If the patient is a student: The student's name and isolation dates will be communicated to the dean of students and faculty. If the student gives consent, their diagnosis will also be shared with the dean of students and faculty. The director of housing will be notified if the student lives on campus. Sindecuse will direct Facilities Management to spaces that require special cleaning, if needed.
• If the patient is an employee: The employee’s name, positive test result and isolation dates will be confidentially communicated to their supervisor. Sindecuse will direct Facilities Management on spaces and University vehicles that require special cleaning, if needed. Depending on the circumstances, colleagues who share a space with the employee may be notified that a co-worker tested positive. No other information will be shared.

Dear WMU students,

Everyone on campus is eager to welcome you next week for the start of our fall semester. Our faculty and staff have been putting a lot of thought and effort into providing you with a great educational experience in a safe and healthy environment.

Our Safe Return Plan details the myriad steps we have taken to try to keep everyone safe. Critical to our collective success is that we all behave responsibly. As Vice President for Student Affairs Diane Anderson announced earlier this week, we are updating the WMU Student Code of Conduct to reflect the need to demonstrate a shared responsibility in keeping everyone safe and healthy. The code’s changes (found in section 14, Harm to Persons) mean there are consequences—including suspension—for those who fail to comply with the Safe Return Plan, for those who host, organize or attend on- or off-campus gatherings that fall outside of the plan or otherwise show noncompliance with state-level executive orders or local health department policies.

Additionally, on Monday, a Bronco Student Pledge goes live online. Under the pledge, you are agreeing to being an active participant in keeping our campus and local communities safe from the spread of COVID-19 by following health and safety protocols specified in the WMU Safe Return Plan and adhering to behavior expectations designed to foster the well-being of all members of the WMU community. When you log into GoWMU, you will need to affirm your commitment to the pledge. If you do not affirm, you will not be able to login.

When we surveyed students this summer, not surprisingly, there was variability in opinion over what type of educational experience students wanted. Our faculty have also developed an array of online offerings to meet the needs of the 25% of you who want a fully distance schedule. However, three out of four students responded they either wanted a fully in-person educational experience or a hybrid experience with some in-person and some distance classes. The Safe Return Plan was developed to make that possible. While the plan includes social distancing and masking requirements for those coming to campus, 85% of students said they could adapt to the Safe Return Plan or were not concerned about it. Some (11%) even said that based on the plan, they were going to enroll for the fall when they previously had planned not to do so.

We can have a successful return to campus, but to stay here, we need everyone to behave responsibly at all times, whether on or off campus and regardless of the situation. Don’t think that you can let your guard down for one day without consequences to yourself or others. Let’s learn from the experiences on some other campuses and avoid allowing one lapse by a few to negatively affect us all.

Be prepared. Review the Student Code of Conduct, check your email regularly and visit the Safe Return Plan website for updates to processes and protocols. And, as always, if you have any health-related questions, please contact the Sindecuse Health Center.

I look forward to a great fall semester. Be Smart. Be Safe. Be Broncos.

Sincerely,

Edward Montgomery
President

The countdown has begun: There are nine days to go before fall semester commences. To equip you for a smooth and safe transition to the 2020-21 academic year, below is a roundup of changes as well as reminders and other important information:

Back-to-School Briefings
Get detailed information about WMU’s Safe Campus Strategy, the health and safety portion of our Safe Return Plan, this Wednesday, Aug. 26. University officials who are overseeing testing, contact tracing, isolation and quarantine, cleaning processes, conduct and contingency planning will discuss the plan.

Access both briefings from wmich.edu five minutes before the appointed time. The entire community is welcome at either or both briefings. They will also be recorded and posted. There is a great deal of information to share. Questions will not be taken. Inquiries can be directed to info@wmich.edu.

Get Tested This Week
WMU is holding a five-day COVID-19 testing event, Aug. 27 through 31, at the Student Recreation Center on Main Campus.

To get tested:

• As a benefits-eligible employee, you will not be charged out of pocket for the test. Temporary employees will be eligible for a no-cost test during this event only.
• Make an appointment by calling Sindecuse Health Center at (269) 387-3287. Due to the volume of tests and social distancing, we will not be able to accept walk-ins.
• Arrive a few minutes early for your scheduled time, and be sure to wear a mask.
• Park in Lot 13, which is just east of the rec center across Ring Road South, and check in at the large roll-up door.

Results are typically available within one hour, and these will be posted to your Sindecuse Health Center patient portal account. If you are positive, our staff will reach out to you regarding your positive result.

Be Prepared, Read the Plan
The University’s Safe Return Plan is formatted in an easy-to-skim website. Take a few minutes to review it this week to ensure you are prepared and don’t get surprised on the first day of classes.

Note: This is the only presentation format of the Safe Return Plan. This approach allows the University to update information dynamically, increase accessibility and maximize communication with a web-based user experience.

Here's the latest:

COVID-19 back-to-campus training video: WMU is offering access to a training program on COVID-19 safety for the return to campus. The Collaborative Institutional Training Initiative and the Association of American Medical Colleges have partnered to provide an overview of COVID-19, prevention strategies, recommended laboratory practices and points to consider as students, staff and faculty return to activities and operations. The course is available through Sept. 30.

• Go to the CITI program website.
• Click on the "register" button located in the blue login box to the right of the homepage.
• Select Western Michigan University as your "organization affiliation" and follow the remaining registration steps.

For more information, continue to visit WMU's Safe Return Plan website, which will be continually updated with new information as it becomes available.

The countdown has begun: There are nine days to go before fall semester commences. To equip you for a smooth and safe transition to the 2020-21 academic year, below is a roundup of changes as well as reminders and other important information:

Back-to-School Briefings
Get detailed information about WMU’s Safe Campus Strategy, the health and safety portion of our Safe Return Plan, this Wednesday, Aug. 26. University officials who are overseeing testing, contact tracing, isolation and quarantine, cleaning processes, conduct and contingency planning will discuss the plan.

Access both briefings from wmich.edu five minutes before the appointed time. The entire community is welcome at either or both briefings. They will also be recorded and posted. There is a great deal of information to share. Questions will not be taken. Inquiries can be directed to info@wmich.edu.

Get Tested This Week
WMU is holding a five-day COVID-19 testing event, Aug. 27 through 31, at the Student Recreation Center on Main Campus.

To get tested:

• As a benefits-eligible employee, you will not be charged out of pocket for the test. Temporary employees will be eligible for a no-cost test during this event only.
• Make an appointment by calling Sindecuse Health Center at (269) 387-3287. Due to the volume of tests and social distancing, we will not be able to accept walk-ins.
• Arrive a few minutes early for your scheduled time, and be sure to wear a mask.
• Park in Lot 13, which is just east of the rec center across Ring Road South, and check in at the large roll-up door.

Results are typically available within one hour, and these will be posted to your Sindecuse Health Center patient portal account. If you are positive, our staff will reach out to you regarding your positive result.

Be Prepared, Read the Plan
The University’s Safe Return Plan is formatted in an easy-to-skim website. Take a few minutes to review it this week to ensure you are prepared and don’t get surprised on the first day of classes.

Note: This is the only presentation format of the Safe Return Plan. This approach allows the University to update information dynamically, increase accessibility and maximize communication with a web-based user experience.

Here's the latest:

COVID-19 back-to-campus training video: WMU is offering access to a training program on COVID-19 safety for the return to campus. The Collaborative Institutional Training Initiative and the Association of American Medical Colleges have partnered to provide an overview of COVID-19, prevention strategies, recommended laboratory practices and points to consider as students, staff and faculty return to activities and operations. The course is available through Sept. 30.

• Go to the CITI program website.
• Click on the "register" button located in the blue login box to the right of the homepage.
• Select Western Michigan University as your "organization affiliation" and follow the remaining registration steps.

For more information, continue to visit WMU's Safe Return Plan website, which will be continually updated with new information as it becomes available.

Editor’s note: Message updated to reflect an extra day added to the multiple-day testing event. The final day is now Tuesday, Sept. 1.

Dear campus community, 

We're thrilled to welcome you back to campus. WMU is a University in which you can thrive and prosper, and we always want the on-campus experience to be as safe and healthy as possible.

A critical step toward a safe campus is to test as many of us as possible before we rejoin the campus community. We need your help: Get tested now. We are fortunate to have no-cost, rapid-result antigen testing for COVID-19. Results are typically available within one hour, and these will be posted to your portal account. If you are positive, our staff will reach out to you regarding your positive result.

We’ve made this as easy as possible for you: Testing is at no cost, and we’re having a multiple-day testing event, Aug. 27 through Sept. 1, at the Student Recreation Center on Main Campus.

To get tested:

• As a student or benefits-eligible employee, you will not be charged out of pocket for the test. Temporary employees will be eligible for a no-cost test during this event only.
• Make an appointment by calling (269) 387-3287. Due to the volume of tests and social distancing, we will not be able to accept walk-ins.
• Arrive a few minutes early for your scheduled time, and be sure to wear a mask.
• Park in Lot 13, which is just east of the rec center across Ring Road South, and check in at the large roll-up door.

Many of us are a little anxious about the start of school. I want to reassure you that we can have a safe and productive year. As our University's medical director, I cannot overemphasize that testing is a crucial step to fighting the disease and staying safe. Get tested. Encourage your friends to do the same. We can do this. Here are other ways to keep us all safe:

• Wear a mask: On campus, masks are required in indoor spaces and outdoor spaces where physical distancing is not possible.
• Keep your hands clean: Wash your hands often with soap and water for at least 20 seconds or use an alcohol-based hand sanitizer.
• Maintain physical distance: Stay 6 feet away from others while in public spaces.
• Monitor symptoms and get tested: Even after getting tested next week, if you ever develop symptoms of COVID-19, no-cost testing will be available to all on campus.

Your well-being is paramount at WMU. We put measures in place to safeguard your health and constantly evaluate ways to improve our safety practices. To that end, please continue to read your emails and visit the University's Safe Return Plan website.  You will learn about new developments, enhancements to our safety protocols and our expectations of you as a campus community member. Together, we will make this a great year.

Be Smart. Be Safe. Be Broncos.

Thank you,

Gayle Ruggiero, M.D.
Medical Director
Sindecuse Health Center

Dear campus community,

Recently, some universities have made headlines by choosing to move their fall courses online, as Michigan State University did late yesterday. While MSU is maintaining in-person instruction for graduate students as well as for those in its health, law and veterinary colleges and for those in lab, studio and performance-based classes, their decision has led to questions about whether our plans have changed.

Given that our focus is on the health and safety of our community, we have consistently made decisions based on practices recommended by health professionals, the data about conditions on our campus and in our area, and government regulations. We will continue to do so. As the pandemic is ever changing, we are prepared to, and will, adapt accordingly. Based on these factors, we are continuing to implement our Safe Return Plan.

Each day we are reviewing data and remain in continuous communication with the Kalamazoo County Health & Community Services Department (KCHCS). Just yesterday, Health Officer Jim Rutherford, who is leading our community response to the pandemic, met with University academic leaders at a Provost's Council meeting.

I’ve asked for Mr. Rutherford’s current assessment of our situation. He says:

In addition to the guidance of health officials, we consider state and local information, such as local trends in new cases, state trends in new cases relative to testing and local hospital ICU capacity, to name a few. Yesterday I reviewed relevant data with cabinet members who are advising me on our response. Here are a few data points that you might find helpful:

• Since mid-June, Michigan’s test positivity rate has remained flat, while testing has steadily grown. Positivity rate is the percentage of all tests that are positive. Among its neighboring states, Michigan has the lowest positivity rate and the second-highest testing rate.
• Kalamazoo County’s new-cases trend peaked in mid-July and has flattened with a slight downward trend since then.
• The local number of hospitalizations is low with sufficient capacity for critical cases.

We also have one of the most comprehensive plans in the state, with every department having a tailored return-to-work strategy. Many of our employees will continue to work from home some or all of the time, and faculty and staff will meet in a variety of in-person, distance education and hybrid formats. We also have available to us highly sophisticated, rapid testing that we’ve made barrier-free for students, faculty members and staff through Sindecuse Health Center. Testing is complemented by a thorough contact tracing program—capacity that most peer institutions do not have available on site.

As we move forward, I will continue to monitor an array of data and continue to work closely with KCHCS. I am prepared to take actions necessary to manage spread, should it occur, while delivering our mission to the fullest extent our local situation allows. Our community can safely come back to campus if we remain vigilant and continue to follow the plans so many of us have worked hard to develop and that will promote safety in all settings. We will succeed if we work together; I invite you to join me. 

Sincerely,

Ed Montgomery
President

Dear WMU students, faculty and staff,

One week from today, our preparations for the return of students to campus will take the next step with the opening of several student-facing offices and return of additional residence hall staff. Shortly thereafter, on Sept. 2, we will be together again as a University community for the beginning of fall classes.

In preparing for a safe in-person experience, the COVID-19 Response Coordination Team spent the summer planning with colleagues from across WMU to establish department-level protocols and practices that will guard against the exposure and spread of the novel coronavirus. I am grateful to everyone who has been involved in these efforts. They have done incredible work.

In addition to these thoughtful strategies designed to safeguard our community, it's equally critical that our efforts to manage a public health crisis engage and enlist the public. All of us play a critical part in fostering a safe environment by adopting behaviors that mitigate spread.

The news is filled with daily reports of outbreaks tied to events or gatherings where key behaviors—such as wearing a mask and physically distancing—were not observed consistently. Late last week, we learned that six members of the College of Aviation community tested positive for COVID-19, likely as the result of one such gathering. We hope their symptoms will be mild and their recovery speedy, but we also hope the lessons learned from this experience will be long lasting.

While students, faculty and staff have adhered to health and safety protocols when at the aviation college, it appears that wasn't the case for one off-campus activity. As Aviation Dean Dave Powell wrote in his notification to the college, "The disease does not clock out when you leave campus."

Many of those involved are now expressing regret. That is a positive sign, but this case suggests that each one of us also must make good choices—at all times. We can use this unfortunate moment to see that the virus is real, and while our precautions do work, we all have to do our part.

As a campus, we will be continually monitoring and adapting as new information emerges, the thinking about best practices or the science develops, or the internal or external environment changes.

You may have heard the Mid-American Conference announced over the weekend that fall sports will be postponed. While this is a loss for our student-athletes and our community, I wholeheartedly support this decision because it puts student-athlete safety and well-being first. In general, it is difficult to practice physical distancing or wear a mask while competing or practicing in sports. This is especially true in contact sports such as football and soccer. They simply do not allow for the safety measures we will employ in classrooms and labs, where physical distancing and masks will be universal precautions.

It's clear that 2020-21 will be atypical in many ways, but we will traverse it successfully together. Throughout the year, we commit to communicating new or altered operational expectations. We ask you to stay informed by reading messages that come through your email and by frequently visiting the University's Safe Return Plan website, COVID-19 response website, as well as departmental websites.

To that end, please find below a list of new developments that have recently been added to the plan. With these and other efforts implemented to date, we are planning for a healthy and productive academic year. We appreciate you for doing your part to keep yourself and campus well.

Be Smart. Be Safe. Be Broncos.

Thank you,

Edward Montgomery
President

• The Safe Return site now offers guidance on using outdoor spaces and holding indoor and outdoor gatherings, in accordance with state directives, Kalamazoo County public health guidance and WMU's own health and safety plan. The guidelines detail the number of individuals permitted to gather in one location and under what circumstances.

• Beginning with the fall semester for students, the WMU Parking Services permit system will go virtual, replacing physical parking tags and stickers. No more standing in lengthy lines to obtain a permit in person. Details are to come on a similar system for faculty and staff.

• Textbooks, course materials, technology and gear are available to order online on the WMU Bookstore’s website. The bookstore also provides contact-free home delivery. Pickup will be available beginning Tuesday, Aug. 18, when the bookstore opens in the Bernhard Center. To accommodate physical distancing, a limited number of customers (about 50) will be allowed in the store at one time. Masks are required, and order pickup lines will reflect 6-foot distancing. Closer to the start of school, curbside pickup will be available in front of the building.

• From antimicrobial solutions and misters to electrostatic disinfecting equipment and new UV light equipment, a number of state-of-the-art cleaning processes are being employed to mitigate spread of COVID-19 on campus. Read more about Custodial Services' innovations in cleaning and sanitation processes here.

Dear students,  

As we approach the first day of classes, we’re increasingly excited about welcoming you to WMU for a safe and productive academic year on campus. In anticipation of fall semester, which begins Sept. 2, faculty members are working hard to develop courses that are engaging, relevant and high quality.

As I mentioned last week, we have been taking several steps to adjust schedules, consistent with our Safe Return Plan. That process is largely complete. At this time, the delivery methods for courses have been updated for 95% of course sections. The range of possibilities spans in-person, hybrid and three modes of distance education. To learn more about these formats, please view the video message above from Dr. James Springstead, an engineering professor who served on the Fall Contingency Task Force.

We also have a breakdown of the course delivery formats on the Office of the Provost website, along with tips for students to succeed in them.

Through whatever manner your classes are offered, know that they are designed to meet your learning needs and to advance you toward your educational and professional goals. Your instructors will be your guides, and our student services teams are ready to support you as well. Should you need assistance with your schedule, academic advisors are prepared to help. You can access your college's advising office through this page.

Sincerely,

Jennifer Bott, Ph.D.
Provost and Vice President for Academic Affairs

Dear colleagues,

Today I’m pleased to share our University’s Safe Return Plan. With a month and a half to go before we start the fall semester, we have a strong plan that will allow us to come back together on Sept. 2. Its development demonstrates our shared commitment to this community. It is the culmination of a continuing effort by a broad group of individuals who have studied the data, consulted with health experts, thought carefully and planned accordingly at a time when we all want answers quickly.

This effort was enriched, informed and influenced by the questions and suggestions of everyone who participated in town halls, sent emails and made phone calls. Please join me in thanking the Fall Contingency Task Force and the COVID-19 Response Coordination Team for coordinating and leading the effort to develop this plan.

This data-driven, public health-informed, collaborative approach is important in fostering a safe campus and supporting a strong academic year. The keys to its success are within our grasp with some fairly simple steps. Wear a mask. Practice social distancing. Wash your hands. Treat each other with respect and consideration.

While we continue to confront a world with great uncertainty, I am looking forward to a great year on our campus. Our teaching, research and engagement will no doubt have a profound impact on our students and community.

I also want to provide you with an update on several administrative matters. We now have some budget information from the state and, while not complete, we have finalized many stages of our personnel plans.

Budget Update

In May, we projected that in fiscal year 2020-21 we would face between a $45 million and $85 million budget shortfall. As a result of the magnitude of these cuts, we began planning for the worst case even as we hoped for better news in the fall. While actual fall enrollment is still unknown at this time, current state budget information and our enrollment trends suggest that our base budget shortfall will be near the $85 million estimate.

Gov. Whitmer and legislative leaders reached a bipartisan budget agreement for necessary cuts to balance the state’s 2019-20 fiscal year budget. State baseline funding for public universities will be reduced by approximately 11%, which is about $12.4 million to Western’s operating budget. Keep in mind that while this cut is for the WMU fiscal year that ended on June 30, its effect will be felt in our 2020-21 base budget. And, as the state considers its 2020-21 fiscal year, which begins Oct. 1, our new appropriation level, with the 11% cut, will likely become our new baseline budget. Further, given the state’s projected deficit, it is quite likely that higher education in Michigan will experience another state appropriation reduction that will impact our 2020-21 budget.

Despite this bad news with regard to state support for our base budget, we did receive news that we will receive federal CARES Act monies that the state has already obtained to help back fill the 2019-20 cut. It’s important to note that this is one-time money only. CARES Act funding must be spent on COVID-19-related expenses and comes with constraints that our state operational funding does not.

It remains too early to tell how enrollment will play out. Orientation, one of our key indicators of intent to enroll, is ongoing, and we continue to see movement across all classes as students and families finalize their decisions.

Personnel Update

We received 96 applications for the faculty Voluntary Retirement Incentive Program, which closed on June 30. Applications came from every college. While I’m sure we will have formal goodbyes, I want to thank those esteemed colleagues who decided to avail themselves of this plan for their service to our students and to making the world, and WMU, a better place.

The plan allows these 96 applicants a 45-day window to reconsider and withdraw if they so choose. As a result, we will not know the final number until the middle of August. This potential level of participation will certainly ease, but unfortunately will not eliminate, our budget pressures in meeting the $85 million shortfall. As a result, in mid-May the University took the step to notify all term faculty that they may be affected by a layoff. While no term faculty were laid off, we did not renew a number of contracts.

Among AFSCME employees, the reopening of in-person activity has allowed us to recall many of our custodial personnel. As a result, 130 cleaning professionals will be on hand, all year, keeping our campus safe and clean. We were also able to recall many of our maintenance employees to help us prepare for the start of fall semester. We also anticipate a significant recall of dining staff in a few weeks as well. The recall process takes several weeks and can generate a great deal of position transitioning, so a final picture will be available with fall semester.

Layoff notices for Staff Compensation System—SCS—employees are complete and the bumping process is complete in all divisions except our largest, Academic Affairs. Our best estimate is that all bumping will be complete by the end of July.

Based on seniority, the layoff notice periods for SCS staff vary widely, from four weeks to a full year advanced notice. Layoffs will take effect on or before the first week of class for about 100 staff members with four weeks to four months of notice.

The remaining staff have notice periods of six months or a full year before their layoffs take effect. During the fall semester, we will provide updated numbers for staff whose layoff notices are finalized.

These personnel changes have been extremely difficult for those affected and for our community. None of these difficult decisions were made lightly.  

Once again, I thank you for everything that you have done and are doing for WMU as we work through the challenges of the COVID-19 pandemic. We will keep you apprised of further developments as we move into the coming academic year, and we welcome your continuing questions and ideas.

Sincerely,

Edward Montgomery
President

Dear WMU student,

Today I am pleased to share our University’s Safe Return Plan. With a month and a half to go before we start the fall semester, we have a strong plan that will allow us to come back together on Sept. 2. Its development demonstrates our shared commitment to this community.

Many people have been planning the safest and most practical strategies for the academic year. They’ve been consulting the data, working with state and local public health experts and considering options for protocols that will allow you to enjoy an engaging semester while staying healthy and safe.

I hope you’ve been reading the emails you’ve received about your academic schedule. Faculty and staff are still working out the details, so continue to monitor your inbox to see what adjustments might remain for your class offerings.

By reviewing the Safe Return Plan, you’ll see what we have in place for everything from housing to dining to buying your textbooks. You’ll learn about what’s in store for move-in, how Sindecuse Health Center will handle COVID-19 testing and other services, and what you can expect for any in-person classes or labs.

As I noted, your WMU faculty and staff are preparing for the fall, but we can’t keep everyone healthy and safe on campus without full participation from all members of our community. You are an important contributor. Please plan to wear a mask everywhere except within your apartment or residence hall room. Practice social distancing in all situations. Wash your hands and keep your living spaces clean. These actions might seem simple (and maybe a little uncomfortable), but they mean everything in keeping everyone healthy.

Our motto for the year is: Be smart. Be safe. Be Broncos.

I look forward to welcoming you back to Kalamazoo on Sept. 2. Enjoy the remaining weeks of summer, and get ready for a fun and productive fall.

Sincerely,

Edward Montgomery
President

Dear campus community members,

Yesterday afternoon we successfully completed the first step of converting student schedules to our five COVID-19 class delivery methods. The updated delivery methods were entered in the student record system and are now viewable for students, even though course schedules are not finalized. Currently, 57% of our courses are in-person or hybrid (in-person and online) and 43% are in one of the three fully online modes.

Three steps remain in the process before students will be able to view their fully updated schedules. In the next step, we will enter hybrid dates and course capacities to schedule classrooms. Once we enter this information, we will assess whether any location adjustments are needed to accommodate all sections in the classrooms, which are operating at 37% of their original capacity due to social distancing guidelines.

Next, we will assess whether any adjustments are needed in the mix of delivery methods across sections and students. This will require collaboration between the registrar's office and academic departments. Our goal is to create schedules that meet students’ needs with the understanding that we are constrained by social distancing and room capacities.

We plan for schedules to be finalized and ready for student review by July 23. Before that date, students may find changes to a class' delivery method from day to day. We will notify students when schedules have been finalized. At that time we will also share more information about each delivery method.

Later this week, the University will distribute its safe return-to-campus plan, which will provide an overview of what to expect for the coming year.

We appreciate your patience with this process. Student record systems were not designed with a pandemic and social distancing in mind. We have approximately 5,500 classes that must be assessed and adapted, and our team is doing all it can to create the best possible experience that maintains learning while protecting student health and safety.

Sincerely,

Jennifer Bott, Ph.D.
Provost and Vice President for Academic Affairs

Dear Bronco families,

We're excited to welcome students back to an on-campus experience this fall that puts safety at the forefront while providing students with the high-quality education they have come to expect at Western Michigan University. Given the emergence and spread of the novel coronavirus, preparing a learning and on-campus living environment designed to protect your student's health has been our preoccupation for the past several months.

To learn about the safety practices and protocols that will be in place when in-person instruction resumes on Sept. 2, please join WMU leaders at 7 p.m. Wednesday, July 8, for a virtual town hall meeting. At the scheduled time, you can access the town hall at wmich.edu/studentaffairs.

We will be prepared to respond to your questions related to the classroom experience, online education, student housing, general campus life and other topics you may raise. Ahead of the town hall, please submit your questions using this Google form.

As President Montgomery has shared in his most recent message to students and families, the University's safety plan advances four strategies for the on-campus experience:

• Masks: Required of everyone while indoors, including in classrooms.
• Rapid-result testing: Even for mild symptoms, testing is available to everyone on campus. Employees must complete a daily health screening. Everyone, including students, will be asked to isolate if they test positive for COVID-19.
• Vigilant hygiene: Frequent hand washing and cleaning of high-touch surfaces.
• Physical/social distancing: Maintaining at least 6 feet of distance from others while in public spaces.

Every member of the University community has a role to play in keeping our community healthy and productive. Our motto is: Be smart. Be safe. Be Broncos.

We look forward to engaging with you next week.

Dear WMU students and families,

After a great deal of planning, we are very pleased to let you know that on Sept. 2 we will return to in-person instruction for the 2020-21 academic year.

Following the start of classes, students will work through the fall without the usual October break, and in-person instruction for most classes will end on Nov. 20, about a week ahead of Thanksgiving. The last weeks of classes and final exams will be conducted remotely and the semester will end on Dec. 19. WMU's faculty voted on and approved this fall schedule on Wednesday, June 17. Forgoing fall break and ending in-person instruction early eliminates the public health risk associated with employees and students potentially bringing the novel coronavirus to campus after traveling to disparate communities.

Our community will be back together on campus, but not all classes can feasibly be delivered in person. For instance, this will be true of classes that enroll more than 70 people. WMU is therefore prepared to provide instruction through a number of learning modalities, including in-person, hybrid, asynchronous online, fully synchronous online and partially synchronous online. More information about these modalities will be available closer to the start of fall semester.

A safe campus for all
Our first thought in every decision is for our students’ health and safety. While we’ve made a lot of progress, I know that there remain questions to be answered, especially around how best to promote health and safety. Increasing our precision on these guidelines is among our top priorities in preparation for fall. We are addressing them using the best public health and medical information available.

A safe campus for all will require an all-in commitment. We are taking an approach with two pillars: culture and communication, combined with guidelines and enforcement. They will be designed to create a campus where we all exhibit these four behaviors at all times:

Our goal is to build a community culture that supports shared reliance on the practices that will enable us to limit the spread of COVID-19 and remain open for in-person classes. We’re putting policies in place that will make it easy to support this culture and protect students, faculty and staff. We are keeping an eye toward making sure there is equitable enforcement and that we offer appropriate accommodations.

While WMU already has a low ratio of students per faculty (16:1), when you return to campus, you will do so to smaller in-person class sizes while practicing 6 feet of physical distancing, using face coverings and studying in indoor spaces that are maintained using heightened sanitation procedures. Student housing and dining have been planned to promote safety and restrict the size of gatherings. We will provide additional information as we move closer to the fall. In the meantime, you can find updates on our COVID-19 website.

I know that you’ll have more questions about how we are protecting your health and safety, and we are still finalizing policies and procedures. These are our priorities and we are addressing them using the best public health and medical information available. I know that you’ve heard it before, but it is very true that wearing face coverings, social distancing and frequently washing your hands are effective measures for limiting the spread. These are the foundational tools that we are employing to keep everyone safe; but it’s not enough for us to set up these guidelines—it’s incumbent on everyone to use them so that we can protect one another and keep our campus healthy.

Thank you for your patience as we have painstakingly developed our plans and made these decisions. Individuals across our campus have been working diligently to ensure that every effort is focused on protecting your well-being while providing you with an outstanding educational experience.

There's more information to come. At 3 p.m. on Wednesday, July 1, you are invited to take part in a virtual town hall. During this session, we will be sharing additional details about the fall semester. At the appointed day and time, you will be able to access the town hall at wmich.edu/president.

Thank you, and I look forward to seeing you on campus in September.

Sincerely,

Edward Montgomery
President

Dear colleagues,

During the town hall session on Monday, June 15, we announced that we will be resuming in-person classes on Sept. 2. Today, I have further details on the timing and process behind our preparations for our upcoming transition to the fall semester and additional aspects of our University operations. Please also see the FAQs generated by last Monday's town hall, covering topics or issues you raised ranging from mask-wearing requirements for campus community members to personnel updates.

Fall academic calendar
Students will work through the fall without the usual October break, and in-person instruction for most classes will end on Nov. 20, about a week ahead of Thanksgiving. The last weeks of classes and final exams will be conducted remotely and the semester will conclude Dec. 19. Forgoing fall break and ending in-person instruction early eliminates the public health risk associated with employees and students potentially bringing the novel coronavirus to campus after traveling to disparate communities.

As Provost Bott shared in last week’s Academic Forum and today in her town hall, our community will be back together on campus for in-person classes. But not all classes can feasibly be delivered in person. For instance, this will be true of classes that enroll more than 70 people. Working with their department chairs/directors and deans, faculty members may determine it is appropriate to provide instruction through a number of learning modalities including in-person, hybrid, asynchronous online, fully synchronous online and partially synchronous online.

My thanks to the numerous faculty and staff who have worked to make this updated schedule happen, including the members of our Fall Contingency Task Force and the COVID-19 Response Coordination Team, along with great collaboration from WMU-AAUP and the Faculty Senate.

A safe campus for all
While we’ve made a lot of progress, I know that there remain questions to be answered, especially around how to best promote health and safety. Increasing our precision on these guidelines is among our top priorities in preparation for fall. We are addressing them using the best public health and medical information available.

A safe campus for all will require an all-in commitment. We are taking an approach with two pillars: culture and communication, combined with guidelines and enforcement. They will be designed to create a campus where we all exhibit these four behaviors at all times:

Our goal is to build a community culture that supports shared reliance on the practices that will enable us to limit the spread of COVID-19 and remain open for in-person classes. We’re putting policies in place that will make it easy to support this culture and protect students, faculty and staff. We are keeping an eye toward making sure there is equitable enforcement and that we offer appropriate accommodations.

While WMU already has a low ratio of students per faculty (16:1), when students return to campus, they will do so to smaller in-person class sizes while practicing 6 feet of physical distancing, using face coverings and studying in spaces that are maintained using heightened sanitation procedures. Student housing and dining have been planned to promote safety and restrict the size of gatherings. We will provide additional information as we move closer to the fall. In the meantime, you can find updates on our newly revamped COVID-19 information site.

Return to campus
When it comes to returning to work on campus, each unit is putting together return-to-work plans and University leaders are assessing which buildings will and will not be open this fall. Keeping buildings hibernated is essential to addressing our financial challenges.

Although we will work remotely whenever possible, the needed preparations for fall return and the adaptations departments have made to accommodate remote work have supplanted the need for limited work schedules. Therefore, essential/conditional essential employment status for SCS staff will end on July 1. But employees should consult with their supervisors on how and where they will continue their work through the summer and into the fall. I want to emphasize that working remotely is still encouraged whenever it is feasible. We remain in Limited Operation Status and are continuing to consult with state and federal leaders and follow public health and safety guidelines.

Reduction in Force notices nearly complete
As we announced in May, the budgetary challenges brought on by the global pandemic have forced us to make some difficult decisions with regard to operations and staffing. Every part of the University was impacted and the choices before us were gut-wrenching. We have tried to approach each of these decisions with the utmost care and compassion.

As part of addressing the anticipated budgetary shortfall, staff who will be affected should receive their layoff notices by July 1, as we move forward with planning to address the anticipated shortfall. The Reduction in Force process will now move into the bumping process, as required in the RIF Policy. However, we are likely to remain in a period of fluidity as units move through their reduction plans and more in-person operations resume on campus. For example, the bumping process still must be completed and some previously laid-off employees, such as maintenance workers, are being recalled. Moreover, final fall enrollment numbers are still unknown, state funding is in flux and the results of the faculty early retirement program are yet unknown. We should also keep in mind that the disease has not run its course, so there may yet be more government restrictions or actions.

As we methodically work toward the "new normal" operation status on campus, I wish that I could tell you that our greatest challenges are behind us and that we are not facing further pandemic-induced stresses on our campus, but that would be disingenuous. Instead, I’ll tell you that I know that we can face whatever lies ahead because of the talent, the caring and the dedication of those in the WMU community. Thank you for everything that you are doing for our students and for each other in the face of ongoing uncertainty.

Sincerely,

Edward Montgomery
President

Dear students,

You are doing an amazing job with the transition to online instruction. We know it has not always been easy, but you have been facing the challenges head-on and persevering through them. While you are away from campus (we miss your presence), we wanted to remind you of the many ways you can connect with your support structures from a distance.

As you continue to make progress in these final weeks of the semester, be aware of the following resources:  

A to Z student services
Academic advising and student services offices are still available to serve your needs. Visit our student services directory to find out the ways you can connect with an academic advisor, coach or other staff member you typically visit for support on campus.

Disability Services for Students
In alignment with courses being offered through distance education, disability services for students continues to be accessible for students who need support. Learn more here or by calling the office at (269) 387-2116.

Learning tools
From Google apps for education to Elearning guides, check out these tools designed to support your learning. Find step-by-step instructions on VPN, available software, using Webex, Microsoft Teams and more.

Wellness
We care about your mental and physical health. To keep you healthy and active, Student Recreation Center fitness and intramural sports staff have been working diligently to provide programs online. Find them on the SRC's Facebook and Instagram accounts.

A healthy body and healthy mind go hand in hand. Maintaining both can be particularly difficult during stressful periods, but we're here to help. Counselors at Sindecuse Health Center are currently offering tele-counseling, available for all students who currently reside in Michigan. They also can help you find additional remote counseling providers. For more information, contact Sindecuse at (269) 387-1850.

Internet connectivity
If you are having issues with internet connectivity, we can help with that, too. There are a number of free or low-cost internet options available. If your issue is related to bandwidth (participating in video sessions, downloading or uploading content), we have student engagement teams standing by to assist in identifying problems and troubleshooting for solutions. Contact the Help Desk at (269) 387-4357 or email helpdesk@wmich.edu.  

Invisible Need Project/Emergency Relief Fund
If you're struggling with food insecurity, please take advantage of WMU's Invisible Need Project food pantry. The service has broadened some of its resources to accommodate new challenges facing students due to the COVID-19 outbreak. Learn more here. Additionally, the Student Emergency Relief Fund is a resource for students who have financial needs outside of the expected costs of education. Find details here.

Tutoring
Several remote tutoring options are available. Even if you’ve never taken advantage of tutoring in the past, if you need some additional assistance now, it’s easier than ever.

We care about you and your ability to complete this academic year successfully. Don’t hesitate to reach out for resources—we are here to help and support you.

Sincerely,

Jennifer Bott, Ph.D.
Provost and vice president for academic affairs

Diane Anderson, Ph.D.
Vice president for student affairs

Candy McCorkle, Ph.D.
Vice president for diversity and inclusion