Offices & Operations

COVID Response / Offices & Operations

Calvin offices and operations have redesigned their programs and protocols using a range of strategies, including: 

  • Reconfiguring furniture and office spaces to ensure physical distancing while continuing to provide excellent service and operation
  • Decreasing attendance at events and using more small group gatherings 
  • Low-touch and paperless procedures 
  • Prioritizing services to students and prospective students 
  • Expanding virtual services 
  • Increasing air turnover as much as possible while maximizing filtration levels for each HVAC system, and encouraging open windows when possible
     

Public Spaces & Classrooms 

Classroom furniture has been reconfigured to allow for appropriate social distancing. Adjusted maximum capacity guidelines for spaces have been posted. Plexiglass barriers are installed where face-to-face interactions are necessary. Additional signage will communicate proper distancing, queuing, and adjusted policies where needed.  
 
Disinfectant and cleaning supplies are freely available for all offices. Additional hand sanitizing stations are positioned throughout campus. All classrooms and high-frequency touch points are disinfected at least once daily. Additional disinfection is scheduled in high-use areas.   

Admissions & Campus Tours 

Prospective students and their families are welcome on Calvin’s campus by appointment only. Visitors can check in at the admissions office in the Spoelhof University Center. Campus tours and admissions meetings begin from this location and information about campus policies, including physical distancing and the use of face coverings, will be communicated to visitors upon registering online.  

Daily meetings with the admissions staff and campus tours will limit the number of people visiting to comply with physical distancing requirements. While Calvin offers on campus visits, there will still be many more options for virtual experiences. 

Please send questions to admissions@calvin.edu or call (800) 688-0122.  

Hekman Library 

The library is available, but library access is limited in certain ways to help mitigate the spread of COVID-19. All of the library's resources are available, either online or for pickup through our online request system. Library users are not able to browse the shelves, and the upper floors of the library are closed at the beginning of the fall term.

Resources not held onsite can be requested through interlibrary loan or through our statewide MeLCat system. Rare and archival resources continue to be available by appointment in Heritage Hall and the Meeter Center.

And due to executive order restrictions regarding density of people, study space in the library is limited. If restrictions lift and the campus environment is stable, we plan to broaden access to the physical library facility. Visit library.calvin.edu for up-to-date information and to access online resources.

Mail Services 

Physical distancing, strategic queuing, and a comprehensive communications plan have been developed to ensure efficient operations. Receipt of mail and packages continues through safe and proper hygenic practices.  

Vendors are required to remain outside the building, wear proper personal protection and if possible, maintain physical distancing.  

Campus mail routes are reduced to one route a day for both delivery and pickup, except for time-sensitive delivery departments. Hours will be expanded during peak usage times at the beginning of the semester.  

Mail pickup service are provided only for campus residents and there is limited office delivery (two or three times weekly depending upon the area). The mail room is closed to general community members, including off-campus and neighborhood residents who can be serviced by the USPS. 

Print Services 

Pickup and delivery are managed by observing physical distancing guidelines. Safe and secure drop off/pick-up locations for both print items and mail deliveries have been identified in buildings across campus. Delivery and service vendors have a common understanding of our updated operational policies and procedures to comply with physical distancing practices in order to allow them to operate on campus.  

Information Technology 

Calvin’s Information Technology offices have created new virtual strategies and designed low-touch, high-hygiene protocols. 

  • Technology service and support are provided primarily by video-visit and phone when necessary; necessary in-person consultations require appointments rather than walk-in visits and will be scheduled in an area that provides safe social distancing. The CIT offices in Hekman Library and Hiemenga Hall are limited to staff access only.  
  • Equipment service and exchange occur in a low or no contact manner, with instructions for different types of equipment service and exchange provided at the time of the initial call. Desk side and office support are limited to items where the technology is a fixed asset (for instance, network jack repair, scientific/research equipment, displays and projectors).  
  • In partnership with facilities, classrooms and their technologies are sanitized between use. In the case where the occupant is asked to participate in shared responsibilities for sanitization, appropriate cleaning supplies for electronics are provided.  
  • Classroom support and "rescue" are available, but initial troubleshooting must occur by phone first, and response may be limited.  
  • Academic technology support and workshops are delivered remotely or by appointment. Scantron grading is temporarily discontinued because of the risk posed to faculty and our student staff handling paper forms and machinery. Moodle quizzes are recommended as an alternative.
  • Audio Visual (AV) loaner pool equipment is available by advanced reservation only. Equipment is cleaned to appropriate standards (that are approved by the university's Safe Return team) after each usage.  
  • The AV workroom is available only by appointment. The concurrent number of users in the room is limited and proper distancing and equipment sanitization processes is followed. 
  • Computer labs operate on limited hours and the number of concurrent students allowed in the labs is reduced by configuring computers to allow for physical distancing. Some campus computer labs may be closed. Shared responsibilities are enacted for keeping equipment disinfected before, during and after each use.

Production/Event Technologies  

CIT continues to provide limited support to productions and events on campus as they are scheduled. Service operations for events are reduced so that they can occur safely, with appropriate social distancing and minimal equipment contact (for instance, events that require multiple technicians and support staff in an operations area have reduced services). Additionally, fewer event staff are allocated to each activity. Please consult the CPT team of CIT to discuss and arrange for event needs well in advance of any scheduled activity.

Calvin Career Center 

Career advising appointments continue in virtual format or with one-on-one meetings in line with social distancing guidelines. 

On-campus recruiting and company information sessions continue through a mix of virtual and in-person formats as determined by employers’ availability and willingness to travel. Staff will provide students with resources for optimizing and gaining from engagement in virtual platforms. 

Workshops and seminars continue through a mix of virtual and in-person formats. Events will be modified on a case-by-case basis, though an option for virtual offerings is recommended across the board. 

Center for Student Success, Intercultural Student Development Office 

The Center for Student Success and Intercultural Student Development Office are available to help students thrive. Each is available to help students but with restrictions like attendance limits, mask-wearing, and physically distanced behavior. Furniture in these offices has been reconfigured for spacing, and signage directs traffic flow. 

Programs and events continue through a mix of virtual and in-person formats as determined by venue but not all traditional events are occurring. Programs are vital in cultivating social connections that support students’ personal and identity development toward thriving individuals. Select events  occurring in a redesigned and culturally relevant approach to connecting students, especially first-year students, with mentors. 

Education and development on inclusive excellence are services that support a pluralistic orientation in teaching and other engagements throughout the university. Consultations continue through virtual means; training and workshops are being modified on a case-by-case basis, with remote offerings as the primary mode of delivery. Staff will provide their expertise in creating an inclusive university pandemic response that is attentive to all, including the most vulnerable and historically marginalized members. 

Prince Conference Center

Ware committed to promoting the health and safety of our guests and associates. We continue to closely monitor and follow guidelines from the CDC and local health departments.  

We have high standards for hygiene and cleanliness and are adding additional steps to surpass the guidelines set forth for our industry. We continue to monitor and adjust our services and offerings based on industry and regulatory directives. 

HOTEL 

Please note that the following services are unavailable until further notice to reduce guest interaction: 

  • Daily housekeeping service 
  • Self-service continental breakfast 

Arrival 

  • Staff is sanitizing all check-in items including room keycards, pens, and credit card terminals. 
  • To ensure social distancing, we have installed floor markers in front of the desk with 6 feet of distance between markers. 
  • Our front desk agents wear masks when interacting with guests. 
  • Countertops are wiped after each guest interaction. 
  • Guest rooms are assigned at every other room on a rotational basis to increase distance between guests.  This measure is based on availability and guest requests. 

Lobby & Corridors 

  • Staff conduct regular cleaning and sanitizing services in the lobby and corridors. 
  • Hand sanitizer stations are available in our lobby and by the guest elevator. 

Guest Rooms 

  • Guest rooms are deep cleaned prior to check-in with special attention to high-contact points. 
  • Daily room cleaning is temporarily suspended. Guests are provided additional linens and toiletries upon request. 

Food & Beverage  

  • Hotel guests may have food delivered from local restaurants to eat in their room or at the picnic tables overlooking the Calvin Ecosystem Preserve & Native Gardens. 

Departure 

  • Guests do not need to check out; they may leave the keys in the room, and a receipt will be emailed after departure. 
  • Hand sanitizer is located near the exit for guests’ convenience. 

Our Cancellation Policy 

It is important to us that you are able to make informed travel decisions, and that you have peace of mind anytime you choose to visit the Prince Conference Center at Calvin University. Please review our cancellation policy. 

  • For a full refund, please cancel 48 hours before your arrival date. 
  • Guests who booked via online travel agents or other third-party travel professionals are advised to contact their booking provider for information on their policies. 

 

CONFERENCE CENTER 

Employees 

  • As a precautionary measure, all employees are required to follow new check-in procedures that ensure prescribed health standards are met before their workday begins. Employees wash their hands and have their temperature checked before entry is allowed.  
  • Appropriate personal protection gear is worn by all employees based on their role and responsibilities and in adherence with state and local regulations and guidance.  
  • Staff conduct regular cleaning and sanitizing services in the lobby, restrooms, and corridors. 

Catering and Events  

  • Standards are being revised, including operational and sanitation procedures.  
  • Food service is limited to individual items, plated meals, or served buffets. No self-service food stations are permitted.  
  • Guests are advised to wear masks upon entry and to remove masks only for dining purposes. 
  • Room capacities have been adjusted to allow for social distancing of 6 feet. 

 

Have a question that was not answered here? 

Please email venues@calvin.edu.  

We will continue to monitor and adjust our services and offerings based on industry and regulatory directives. 

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