Survey raw responses: important lesson

Unedited responses from APPA’s survey on Testing, Tracing, HVAC and PPE, July 2020.

What is the single greatest challenge you continue to face as you finalize your reopening plans?

• We have done a pretty good job with involving many across the institution in our planning and have several working groups. For me, the important lesson is to be sure there is time to “operationalize” the plans that others across the institution create.  Strategies may look good on paper but as we all know, the devil is in the details and writing a separate operational plan has helped surface additional questions and concerns that didn’t surface in other areas.
• That there are some solutions. However, the solutions are not without extreme costs.
• The virus doesn’t pause for you to get ahead of it.
• Have a plan B and C.  Develop options since the situation keeps changing. Need to have multiple plans developed for worsening situation (all online vs hybrid).
• Be prepared for changes every day.
• To be very flexible and know that change is a norm in our non-normal world.
• Test all persons who come on campus and do random testing.
• Put some time into the worst case scenarios for some of your most challenging operations for campus to have ready, in case you need to shift to that mode, so you won’t be so unprepared to face that event.
• Understanding the different levels of concern regarding all aspects of planning, ventilation, disinfectant, signage, etc.
• Stock up on PPE.
• Patience!
• Plan for the worst and hope for the best.
• Make decisions based on the science of disease transmission and not fear.  Anchor decisions in guidelines not personal perceptions.  EDUCATE.
• If you build it… they still may not come.
• Social distancing is best but cannot be prevented in some instances.
• People have gotten sloppy with simple sanitation over the last X years.
• Safety messages are not always being followed. Virus was spread by staff who practice correct protocols at work then ignore them on the drive home, which caused an outbreak among the custodial staff.
• The depth of one’s resiliency is only understood through trial.
• We’re all in this together.
• To be very flexible because things are fluid and you will need to “pivot” and change course.
• Strong communication is the only way through difficult times like we are in now.
• Continue to update and adjust with the changing times. Yesterday’s answers may not be tomorrow’s answers.
• Be prepared and ready for the unknown. Be prepared and ready to change and adapt to new beginnings. Be prepared and keep everybody around you SAFE in order to be SAFE yourself.
• Focus on operationalizing guidance while the guidance is being developed.
• Be flexible, be transparent.
• The facts change daily.  (i.e. masks work, then they do nothing).  UGH.
• It is real and not to be underestimated.  Preparation and follow-up is key to success.
• We do our best.
• Be flexible and forgiving.
• We can improvise and do almost anything we set our collective minds to.
• Don’t assume you know it all and that we’re all stronger together.
• Be persistent with social distancing, hand washing and mask wearing.
• Acceleration of remote working environment brought on by the pandemic has presented some challenges but has also uncovered some efficiencies for some job responsibilities being done remotely.
• Things keep changing.
• Have to remain flexible.  The minute you make a decision you need to be prepared to turn 180 degrees because of new guidance and direction.  Patience and persistence will win this challenge for our team.
• Wear a mask! Until there is a vaccine, masks and social distancing are our best bet. No exceptions.
• Be patient, be flexible.
• Order supplies early.
• Write everything down. Write procedures. Write recommendations. Share access. Take care of your people.
• Be flexible – this is going to continue to evolve, so plans need to be adaptable and sustainable across a variety of scenarios.
• Start early and be proactive, we missed many opportunities along the way because we waited instead of acting.
• Good dependable and caring vendors are worth their weight in gold; you find and get that relationship BEFORE an emergency.
• Take guidelines and protocols seriously.
• Common sense will win the day in most cases.
• One must be incredibly agile and adaptable to changing circumstances.
• To focus on science and not opinion.
• We need to be flexible, to think outside of the box, and be willing to be innovative. We also need to take the time to carefully discuss options and consider short, medium, and longer term impacts of decisions.
• How important it is to be efficient and highly functioning during normal operations so there is less dysfunction during a crisis.
• The re-evaluation of all job descriptions.
• Flexibility. Do not fall in love with your plan as it will need to change as internal situations change and new information is vetted.
• Fear is an incredible obstacle that prevents people from hearing the science and data behind preparations to open.  It is almost paralyzing to some.
• Be ready for a pandemic.
• Verify everything. For AHUs serving classrooms, we are having commissioning teams inspect each unit. We are finding LOTS of issues – OA damper actuators that have failed, dampers binding up, CO2 and other sensors out of calibration or not functioning at all, etc. Just because the damper gets a signal does not mean it is actually open to the percentage you think it is.
• Keeping on hand a good inventory of PPE.
• Being ready to change plans based on new circumstances.
• We shouldn’t be pushing the limits on this virus to get to opening.  Make conservative decisions to save a life.
• The virus does not seem to be spread by surface contact, though everyone believes that surfaces should be cleaned almost hourly. Germs are everywhere and we cannot disinfect every surface.
• One day at a time.
• This is a very dynamic situation and flexibility is essential.  I also have learned that I have the best team to get us through this!
• Keep talking about it, use cross functional teams, and don’t give up.
• Move on good products early while looking for great products.
• This is the new normal!
• To make sure to follow CDC guidelines and to make sure you have continuous communication with staff to lower their fears.
• To prepare and train staff early and often.  Think outside the box in order to address supply shortages.
• No single solution to overcoming COVID-19 pandemic.
• Challenge people to do things they never have done. They will surprise you.
• Share information and include the people that have to carry out the decisions in the decision making process.  Their insight is so helpful and you will find inventive solutions.
• Have all of your space data updated and have furniture layouts documented.
• Stay ahead of this with prevention and precautions. Asymptomatic carriers can infect for days before it is realized.
• Communication on personal accountability to affect culture will be more effective than any engineering improvements.
• We have demonstrated an extraordinary amount of resiliency and adaptability to respond to the impossible circumstances and environment we have had to navigate. The lesson I would share here is that we are capable of so much more than we may initially believe. We are going to be successful in overcoming all of the challenges we face because of our indomitable will and dogged determination. We’re going to be here to serve our students, staff, faculty, and campus community today, and tomorrow.
• Preparedness is key. Making sure you have all your building’s needs on hand by the time you reopen school.
• Recommendations change quickly and getting supplies has always been a problem.
• Everything was going great until the non-essential folks started to return to campus :).
• Start cross-functional campus committees at the earliest opportunity.
• Be flexible and adapt to change.
• Planning ahead (business continuity plan).
• If you can do something, do it if only to help alleviate someone’s fear, but ENFORCE a mask policy.  Secondly how afraid faculty are!
• Flexibility.
• Collaboration and flexibility are key.
• All universities should have a robust infectious disease plan.
• Having good relationships with other departments and a culture of community based cooperation is critical in emergencies and normal operations.
• Creative procurement of supplies and leveraging non-typical sources for those supplies.
• The only way to get through this is by having a campus community commitment.
• It is important to remain at home.
• Stay flexible.
• Protect yourself and your crew.
• Make the best decision you can with the information available.
• Use Bipolar Ionization for providing cleaner air and energy savings.
• Forward movement is probably more important than a plan 100% nailed down.
• No matter how prepared you are, it is never enough.
• Washing hands for 20 seconds and using sanitizer often when soap and water are not available. Also we are all in this together and need to respect each other. Stay away at least 6 feet.
• Lack of factual information about COVID-19 control.
• Consistent communication is critical.
• Get organized early.
• Communication is difficult – many methods still seem to fall short.
• We are low in cases…. There are folks who are really scared to come back to work and this applies to students as well.
• I thought we were proactive when we got some UV lighting and electrostatic sprayers. Instead, we are still reactive when it came to a pandemic. Always be ready for change at a moment’s notice.
• Communication is key.
• That nothing is static, everything changes daily.
• Face coverings reduce transmission from asymptomatic positives.
• I am going to begin a stockpile of PPE enough to last a year and a half. I’m going to get a large fuel tank for bulk gasoline storage. Budget restrictions are limiting how much I can drive our maintenance vehicles. No money for gas. Basically, hoard up a bunch of supplies.
• COVID-19 knowledge continues to evolve and you must be prepared to pivot and reverse course.
• We should have been ordering most items back in May.
• Remain flexible – plan for various contingencies.
• You need strong, decisive leadership in a crisis.  If your administration is hesitant to make decisions, you’re going to have a hard time.
• The importance of building a network of peers with whom you can brainstorm and collaborate outside of your university. I have adopted many ideas shared with me by my peers at other universities, and through the APPA Town Halls. There is no need to do it all yourself!
• People are scared, they do not read anything you send them and they don’t believe the science.
• Compassion for each other.
• We can adapt and be extremely more flexible than we ever thought possible.
• In crisis management, it is imperative that leaders show confidence, communicate more effectively than ever, listen to conflicting views, but in the end, act decisively.
• As best as possible be prepared for the unexpected.
• Be flexible.  The rules are changing daily and we are all in this together.  Just do the best you can.
• Keeping myself and the team focused on the important stuff is critical and difficult.
• Recognizing that all the different constituency groups have different yet valid needs.
• Remain open to change — rigid and/or strict rules or guidelines hurt more than they help since the situation is rapidly changing – who would have thought there would not be enough face masks for the entire population?
• Don’t jump to conclusions. Read carefully and consult. Answers are not always where you think they are.
• Education does not equate to intelligence.
• Making timely decisions and be proactive.
• Be flexible.
• Wash your hands and give people distance at all times to reduce the spread of all types of infectious diseases.
• Make sure you take care of your Facilities Team- physically, mentally, shining the spotlight on their incredible efforts, realizing they are trying to handle the same problems at home- THEY are our greatest resource!
• Do what you think is right when you think you need to do it…don’t wait around for further direction or clarification.
• Start early planning for what you think might come, be flexible, and bring in others across campus into the conversation.
• It’s critical that we communicate throughout our organizations up and down in both directions throughout the chain of command to make sure the entire team is on the same page – it’s also critical that we do everything we can to discourage gossip and rumors in the event there are confirmed positive or even possible (but not confirmed positive) cases.
• Plan ahead – order early and often.
• Never get set to start, just be ready to advance because the unexpected will happen.
• Know that you are going to have to rely on all your experience, trust your instincts, and be prepared to pivot on a dime as there is no way to anticipate everything we will need to deal with, but using the adage “Plan for the worst, and hope for the best” is a good start.  And pray…… a lot!!
• Absolute requirement for campus-wide, coordinated planning teams developing multiple scenario plans with associated exit plans at multiple points in each plan. Requisite ability to field similar, smaller scale planning teams on short notice if conditions deteriorate.
• Be flexible.  We can’t plan for every situation so be ready to react.
• Stay home when you don’t feel well.  Bank your medical time for emergencies.
• Stay ahead of the supply chain.
• These are new waters for everyone.  Trust your leadership.  Be thankful for the support everyone is getting from their institutions and co-workers.
• It’s temporary (sure, maybe for a year or two) but it isn’t permanent.  So don’t insist on fancy solutions.
• Time spent in planning and training caretaking staff for a pandemic influenza outbreak was essential to our response to COVID-19.
• Research all your resources and take the lead.
• Order early for supplies.
• Follow these simple rules: wash your hands, wear a face covering, and practice physical distancing.
• Be prepared for just about anything.
• That it’s not as bad as the media makes it out to be and if we all do a little work to prevent the spread now, it will reduce prolonged issues going forward.