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UVic restart steps & planning

Current step: 3

UVic is currently in Step 3 of our restart plan.

  • If you're sick, stay home
  • Masks required in indoor public spaces, classrooms, and shared workplace areas
  • Self-declaration required for all students and employees coming to campus
  • Rapid testing for asymptomatic UVic community members who have not yet been vaccinated against COVID-19
  • Enhanced cleaning and hygiene measures
  • UVic Communicable Disease Plan in effect

Informed by provincial health guidelines and BC's restart we're making plans to prepare for a safe return to in-person activities on campus, including in-person instruction, this September.

The earliest date listed for each step depends on public health orders and is subject to change.

Step 1

Earliest date: May 25

Public health officer (PHO) guidance

  • Masks mandatory indoors
  • COVID-19 training
  • Physical distancing
  • If you're sick, stay home
  • Enhanced cleaning and hygiene measures
  • Existing safety plans

Academics & research

  • Most courses online
  • In-person labs, studios and field schools
  • Bookable research access to libraries
  • Research in community and field with approval

Offices & staffing

  • Planning phase for gradual return to campus during Step 3
  • Remote work guidance provided to leaders

Meetings & buildings

  • Virtual meetings are standard
  • Limited small in-person meetings, physically distanced and within designated room capacity

Campus services

  • Campus services physically open but with limited hours, capacity and operations (libraries, food, housing, study spaces, child care)
  • Some services operating entirely virtually

Events & gatherings

  • No UVic-sanctioned social events in person
  • Indoor-seated organized gatherings, up to 10 people
  • Outdoor-seated organized gatherings, up to 50 people for priority events (mental health, training)

Travel

  • Essential educational and research travel within Canada
  • Field activities with special approval
  • International travel with restrictions

Step 2

Earliest date: June 15

PHO guidance

  • Masks mandatory indoors
  • COVID-19 training
  • Physical distancing
  • If you're sick, stay home
  • Enhanced cleaning and hygiene measures
  • Existing safety plans

Academics & research

  • Most courses online
  • In-person labs, studios and field schools
  • In-person classes operating with physical distancing and safety ambassadors

Offices & staffing

  • Planning phase for gradual return to campus during Step 3
  • Remote work guidance provided to staff

Meetings & buildings

  • Continue with smaller in-person meetings, physically distanced and within room capacities

Campus services

  • Campus services increase hours, capacity and operations if necessary in order to meet demand (library)

Events & gatherings

  • Small UVic-sanctioned social events with a safety plan, if guided by PHO
  • Sector consultations on next steps on gatherings

Travel

  • Essential educational and research travel within Canada
  • Field activities with special approval
  • International travel with restrictions

Step 3

As of Sept. 8, UVic's self-declaration program is now open.

Earliest date: July 1

With guidance from the PHO

  • Masks required in indoor public spaces, classrooms, and shared workplace areas
  • Self-declaration required for all students and employees coming to campus
  • Rapid testing for asymptomatic UVic community members who have not yet been vaccinated against COVID-19 or who choose not to disclose their vaccine status
  • Proof of vaccination required for some campus services
  • Physical distancing not required
  • Daily health self-assessment
  • If you're sick, stay home
  • Enhanced cleaning and hygiene measures
  • UVic Communicable Disease Plan

Academics and research

  • Most courses online for summer 2021
  • Most courses in-person for fall 2021 (shifting to other delivery modes if required by PHO and Ministry)
  • In-person labs, studios and field schools
  • Usual capacity for buildings/rooms
  • Safety ambassadors in campus buildings

Offices and staffing

  • All teams approved to reach 100% occupancy by Sept. 1
  • Offices open to visitors and clients

Campus services

  • Services continue to expand operations to meet demand while maintaining virtual options where needed
  • Proof of vaccination for specific activities

Events and gatherings

  • Indoor and outdoor organized gatherings permitted within PHO capacity limits

Travel

  • Canada-wide recreational travel permitted
  • Review field activities procedures
  • Review UVic-sanctioned international travel restrictions

Step 4

Earliest date: TBD

PHO guidance

  • Masks personal choice
  • Normal social contact
  • If you're sick, stay home
  • PHO-guided cleaning and hygiene measures
  • Institutional Safety Plan

Academics & research

  • Full return to on-campus teaching, learning and research
  • Most courses delivered face to face
  • Full classroom and lab capacity
  • In-person Continuing Studies programming

Offices & staffing

  • Fully re-opened offices and workplaces
  • Staff fully returned to campus with remote work guidance in place

Meetings & buildings

  • Normal meeting expectations
  • All buildings fully re-opened and accessible to the public

Campus services

  • All physical services fully re-opened
    • Some virtual services remain alongside physical services (e.g., counselling)
  • Student housing at near-to or full capacity

Events & gatherings

  • Increased capacity at large, organized gatherings (e.g., concerts)
  • In-person student orientation and welcome events

Travel

  • Continue to follow federal travel advisories
  • Register with International SOS if traveling for work or education

Planning committees

Last updated: August 19, 2021

Since January 2020, UVic has been planning and responding to the COVID-19 pandemic. Working within the context of the Public Health Officer (PHO) and Ministry of Advanced Education and Skills Training’s guidance to plan for a return to campus activities this fall, our plans for fall course delivery were developed based on the following COVID-19-related principles:

  • Health and safety – Follow planning directives and guidelines from government and public health officials, including the PHO;
  • Quality – Commit to high-quality academic offerings and services;
  • Equity and access – Offer options for international students who may not be able to be here in September to access education and services in an equitable way;
  • Flexibility – We can pivot to online instruction if we are instructed to do so by the PHO, but we cannot pivot to face-to-face instruction; and
  • Time and clarity – Provide students, faculty and staff with time to plan accordingly, with the final timetable released in late May and additional information shared as needed.

The following groups and committees are actively working on matters related to the pandemic on behalf of the university.

The Transition Team meets weekly and takes the lead on operational issues across the university and generally ensures university planning and response efforts are coordinated. It is co-chaired by the Acting Vice-Provost and the AVP Human Resources and reports to Executive Council.

  • Kane Kilbey, AVP Human Resources (Co-Chair)
  • Susan Lewis, Acting Vice-Provost (Co-Chair)
  • Chandra Beaveridge, Director Strategic Initiatives, VP Finance and Operations
  • Jim Dunsdon, AVP Student Affairs
  • Tony Eder, Executive Director Academic Resource Planning, VP Academic and Provost
  • Melanie Groves, Manager, Communications and Stakeholder Engagement, Communications + Marketing
  • Denise Helm, Acting Executive Director, Communications + Marketing
  • Robert Johns, Manager, Emergency Planning, Campus Security
  • Janice Johnson, Executive Director, Financial Services
  • Karen Johnston, Associate Director, Public Affairs, Communications + Marketing
  • Andy Mavretic, Director, Occupational Health, Safety and Environment
  • Michele Parkin, AVP Faculty Relations and Academic Administration
  • Ada Saab, Associate University Secretary
  • Rachael Scarth, AVP Research Operations
  • Jennifer Vornbrock, Executive Director, Community and Government Relations

The Advisory Group meets bi-weekly or weekly as needed and directs academic planning and supports. It is chaired by the Acting Vice-Provost and advises the Provost and Deans’ Council.

  • Susan Lewis, Acting Vice-Provost (Chair)
  • Elizabeth Adjin-Tettey, Acting AVP Academic Planning
  • Jim Dunsdon, AVP Student Affairs
  • Tony Eder, Executive Director, Academic Resource Planning, VP Academic and Provost
  • Lindsay Gagel, Director of Academic Communications and Projects, VP Academic and Provost
  • Nicole Greengoe, Registrar
  • Robin Hicks, Dean, Faculty of Graduate Studies
  • Peter Loock, Dean, Faculty of Science
  • Wency Lum, Chief Information Officer, University Systems
  • Joel Lynn, Executive Director, Student Services
  • Michele Parkin, AVP Faculty Relations and Academic Administration
  • Carolyn Russell, Executive Director, Global Engagement
  • Ada Saab, Associate University Secretary
  • Laurene Sheilds, Executive Director, Learning and Teaching Support and Innovation
  • Robina Thomas, AVP Indigenous

Sub-committees and groups

Leaders, faculty and staff across the university continue to respond to the pandemic and the impact that it has in their areas. This work is varied and includes things like supporting students, resuming on-campus research, classroom and building safety, classroom infrastructure, providing access to vaccination and rapid testing, and compliance.

For example, the COVID-19 Case Coordination and Support Team coordinates and provides support for COVID-19 cases on and off campus, including guidance for instructors and leaders and liaising with public health officials.

Many sub-committees inform or report up to the Transition Team or VPAC COVID-19 Advisory Group.

Collaborative work and communications

Examples of collaborative work with members outside of the university since March 2020 include facilitating the creation of Island Health testing and vaccination clinics on campus, liaising with government officials and public health officers, and sharing work with other BC universities and colleagues. This work is ongoing. UVic staff were also part of the Panel of Experts that developed and maintain the province’s Go-Forward Guidelines for the post-secondary sector.

Updates to faculty, staff and students are posted on the UVic website and UVic’s social media channels. They are also provided to specific audiences through virtual townhalls, forums and email. The UVSS and GSS are updated and consulted on student-related items during their regularly scheduled Operational Relations committee meetings.

The role of Senate and the Board of Governors

University Senate plays an important role in academic standards and governance. Senate approves changes to Academic Calendar, including important academic dates, and oversees policies on grading and academic integrity.

In the early days of the pandemic, Senate activated an emergency protocol so that university leaders could respond quickly to the changing needs of faculty, staff and students. This allowed the Vice-President Academic and Provost to provide academic units with guidance and flexibility related to a course’s instructional mode (e.g. online).

Throughout the pandemic, the Office of the Vice-President Academic and Provost has worked with the Office of the Vice-President Finance and Operations to provide budget updates, modelling and strategies to Senate and the Board of Governors for review. The strategies were based on student enrolment and our financial outlook. This collaborative and transparent approach continues to help to mitigate the financial impacts of the pandemic.

As per UVic Policy AD 2210, all outbound international travel and programming at all levels will need to follow Government of Canada travel advice and advisories. In addition, upon return to Canada travelers must follow BC Provincial Health guidelines including isolation requirements

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