Offices & Operations

Safe Return / Offices & Operations

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

Admissions & Campus Tours 

Prospective students and their families are welcome on Calvin’s campus beginning on Monday, July 6. Visitors can check in at the admissions office in the Spoelhof University Center. Campus tours and admissions meetings begin from this location and there will be instruction about campus policies, physical distancing and the use of face coverings sent 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 

This fall semester, reimagination of the library will include furniture rearrangement for appropriate distancing and reduction in walk-in hours to allow for deep cleaning. 

Library research consultations and instruction will continue in virtual formats (chat, email, WebEx, phone), or with face-to-face when requested and able to be done while observing physical distancing guidelines. The library service desk will require six feet distancing. Library events will be modified on a case-by-case basis in accordance with appropriate guidelines.  

Mail Services 

Physical distancing, strategic queuing and a comprehensive communications plan are being developed to ensure efficient operations. Receiving of mail and packages will continue through safe and proper hygienic practices.  

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

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

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

Print Services 

Pickup and delivery will be managed by observing physical distancing guidelines. Safe and secure drop off/pick-up locations for both print items and mail deliveries will be identified in buildings across campus. Delivery and service vendors will 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 design low-touch, high-hygiene protocols. 

  • Technology service and support will be provided primarily by video-visit and phone when necessary; necessary in-person consultations will 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 will be limited to staff access only.  
  • Equipment service and exchange will 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 will be 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 will be sanitized between use. In the case where the occupant is asked to participate in shared responsibilities for sanitization, appropriate cleaning supplies for electronics will be provided.  
  • Classroom support and "rescue" will be available, but initial troubleshooting must occur by phone first, and response may be limited.  
  • Academic technology support and workshops will be 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. Training will be conducted over the summer with faculty to prepare for the new process.  
  • Audio Visual (AV) loaner pool equipment is available by advanced reservation only. Equipment will be cleaned to appropriate standards approved by the university's Safe Return team after each usage.  
  • The AV workroom will be available only by appointment. The concurrent number of users in the room will be limited and proper distancing and equipment sanitization processes will be followed. 
  • Computer labs will operate on limited hours and the number of concurrent students allowed in the labs will be reduced by configuring computers to allow for physical distancing. Some campus computer labs may be closed. Shared responsibilities will be enacted for keeping equipment disinfected before, during and after each use.

Production/Event Technologies  

CIT will continue to provide limited support to productions and events on campus as they are scheduled. Service operations for events may be reduced so they that 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 will have reduced services). Additionally, fewer event staff will be 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 will continue in virtual format or with one-on-one meetings in line with social distancing guidelines. 

On-campus recruiting and company information sessions will 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 will 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 will be available to help students but with more restrictions like attendance limits, mask-wearing, and physically distanced behavior. Furniture in these offices will be reconfigured for spacing, and signage will be instructive of traffic flow. 

Programs and events will continue through a mix of virtual and in-person formats as determined by venue but not all traditional events will occur. Programs are vital in cultivating social connections that support students’ personal and identity development toward thriving individuals. Select events will occur 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 will continue through virtual means and trainings and workshops will be 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 will 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 will continue to monitor and adjust our services and offerings based on industry and regulatory directives. 

HOTEL 

Please note that the following services will be 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 are wearing masks when interacting with guests. 
  • Countertops will be wiped after each guest interaction. 
  • Guest rooms will be 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 will 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 will be deep cleaned prior to check-in with special attention to high-contact points. 
  • Daily room cleaning will be temporarily suspended. Guests will be 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 will be required to follow new check-in procedures that will ensure prescribed health standards are met before their workday begins. Employees will wash their hands and have their temperature checked before entry is allowed.  
  • Appropriate personal protection gear will be worn by all employees based on their role and responsibilities and in adherence with state and local regulations and guidance.  
  • Staff will 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 will be 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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