Building Occupant Shared Cleaning Guidelines and Responsibilities for COVID-19 Prevention

This document contains the following information:

  1. Building occupant shared COVID-19 cleaning responsibilities and cleaning supplies for: 
    1. Classrooms
    2. Personal offices and workstations
    3. Public, common areas and spaces within departmental offices
      1. Waiting/reception & counter/transaction service areas
      2. Departmental break rooms/staff faculty lounges/kitchenettes
    4. Libraries, teaching labs, computer labs, studios & Conservatory
    5. Locker rooms - closed
    6. Water and bottle refill fountains - closed
    7. Public areas ice machine - closed
  2. Building occupant shared COVID-19 cleaning responsibilities and cleaning supplies summary table
  3. Additional custodial supply, source control equipment or personal protective equipment (PPE) requests.
  4. Summary of Regional campus shared COVID cleaning baseline standards and procedures
  5. Frequently asked questions

Regional Campus Building Occupant Shared COVID-19 Cleaning Responsibilities and Cleaning Supplies

WE MUST ALL DO OUR PART.  ALL REGIONAL CAMPUS FACULTY, STAFF, STUDENTS, AND VISITORS MUST PLAY A ROLE IN PREVENTING THE SPREAD OF COVID-19 ON OUR CAMPUSES. IT IS A COLLECTIVE RESPONSIBILITY THAT MUST BE SHARED BY EVERYONE TO KEEP ALL AREAS OF OUR CAMPUSES CLEAN.

**PLEASE NOTE** THAT THESE PROCEDURES, SHARED RESPONSIBILITIES, AND PRODUCTS PROVIDED ARE IN RESPONSE TO THIS CURRENT SITUATION. THESE ARE NOT INTENDED TO BE PERMANENT AND THE APPROACH MAY CHANGE IN THE FUTURE.

REGARDLESS OF THE TYPE OF PHYSICAL SPACE, ANY HIGH TOUCH ITEMS ARE RECOMMENDED TO BE DISINFECTED WHENEVER POSSIBLE BEFORE AND AFTER USE.  THIS IS ESPECIALLY TRUE OF ITEMS THAT MIGHT BE SHARED.

Regional Campus custodial staff will provide daily cleaning, sanitization and disinfection of high touch surfaces in shared spaces. However, WE MUST ALL DO OUR PART to keep our facilities clean to prevent the COVID-19 virus spread.  

Therefore, centrally supplied spray disinfectant and paper towels for use by building occupants to wipe down high touch areas BEFORE AND after ever use will be provided by Regional Campus custodial staff in the below identified areas.

IT IS OUR GOAL TO PROVIDE SUFFICIENT ACCESS TO SUPPLIES FOR KEEPING AREAS CLEAN. SUPPLIES NEED TO REMAIN STORED IN A CENTRALLY LOCATED SPACE WITHIN THE DEPARTMENT UNIT SO THAT REGIONAL CAMPUS CUSTODIAL STAFF CAN MONITOR AND REPLENISH AS NEEDED.

PLEASE USE CLEANING SUPPLIES JUDICIOUSLY AS THEY ARE IN HIGH DEMAND AND SHORT SUPPLY GLOBALLY.

PLEASE DO NOT DISCARD BOTTLES, PUMPS AND SPRAYERS SO THAT THESE CAN BE REFILLED.

Classrooms

  1. Prior to each classroom room occupant change, it is recommended that all high touch surfaces (e.g., light switches, door knobs, computer panels, keyboards, desks and arm rests) be disinfected prior to beginning each class. Instructors will be responsible for cleaning the instructors' work station high touch areas. Students will be responsible for cleaning their own desks/arm rests before class commences.
  2. Each classroom space will receive paper towels and an EPA approved disinfectant (NO GLOVES OR OTHER PPE REQUIRED)
  3. Cleaning supplies are expected to remain in these designated spaces
  4. Regional Campus custodial staff will continue their routine of standard cleaning practices on a daily basis and will provide cleaning supplies as needed.

Personal Offices or Workstations

It is recommended that in-person meetings with guests occur in large open spaces within the building (if available) to minimize as much as possible meeting in small confined personal office space.

  1. It is the responsibility of each occupant of a personal office or workstation to:
    1. keep the space disinfected, with a particular focus on high touch surfaces such as door knobs, door frames, mice, keyboards, light switches, arm rests and desk tops. 
    2. take trash to common publicly located receptacles.
  2. Regional Campus custodial staff will disinfect door handles on the exterior of office doors daily. Vacuuming, sweeping in office work spaces will be limited to every two weeks.
  3. Each departmental office area will receive an allotment of cleaning supplies and hand sanitizers based upon the number of offices in the department. This will include paper towels, EPA approved disinfectant (NO GLOVES OR OTHER PPE REQUIRED) and hand sanitizer.  Regional Campus custodial staff will replenish as needed on a weekly basis.
  4. The cleaning supplies and hand sanitizer will be centrally located in each departmental office.

Public, Common Areas & Spaces within Departmental Office Spaces

  1. Applies to the following spaces: waiting/reception areas, counter/transaction-reach through service areas (Cashiers, OneStop, Library circulation desk, Information Desk, Admissions, etc).
    1. It is strongly recommended that all high touch surfaces (e.g., light switches, arm rests, countertops, door knobs, copiers) be disinfected on a frequent basis during normal business hours by the employee staffing the location.
  2. Applies to the following spaces: Office/Departmental break rooms and kitchenettes.
    1. It is required that all high touch surfaces (counters, sinks, faucets, coffee maker, microwave, etc.) are wiped down with disinfectant by the individual who touched the various surfaces after they finish using the space. 
  3. The supplies allotted to each department for office cleaning should also be used for these purposes. 
  4. Regional Campus custodial staff will continue their routine of standard cleaning practices in public areas on a daily basis.

Libraries, Teaching Labs, Computer Labs, Studios, & Conservatory

  1. The Regional Campus libraries, labs, studios, Conservatory, and other MUR Departmental areas/spaces with unique equipment, chemicals, plants, animals, machines, instruments, etc may have specific cleaning instructions that are required to be followed as directed by users of the respective spaces.
  2. In addition to the centrally supplied cleaning supplies, these areas may require special cleaning materials to be used as directed.
  3. Regional Campus custodial staff will continue their routine of standard cleaning practice in these areas on a daily basis.

Locker Rooms - Closed

  1. The Regional Campus locker rooms will be closed and will NOT be in operation to employees or the general student population.

Water and Bottle Refill Fountains - Closed

  1. The Regional Campuses water bottle refill fountains will be turned off and will NOT be in operation.

Public Area Ice Machines - Closed

  1. The Regional Campus public area ice machines will be turned off and will NOT be in operation.

In addition to the Regional Campus custodial staff standard cleaning practices, the below table provides guidelines and expectations for shared cleaning responsibilities.

Building Occupant Shared COVID-19 Cleaning Responsibilities and Available Cleaning Supplies
Space Type Building Occupant Shared Responsibility Responsible Person Paper Towels Disinfectant Hand Sanitizer Supply Location Supply Replenishment Cycle
Classrooms/Instructor stations Disinfect high touch surfaces with each class change Instructor YES YES YES Each classroom Daily, Monday-Friday
Classrooms/ students work areas Disinfect high touch surfaces with each class change Students YES YES YES Each classroom Daily, Monday-Friday
Office Disinfect surfaces as needed Office Occupant YES YES YES Central departmental office Weekly
Conference Room Disinfect high touch surfaces at the conclusion of each meeting Meeting Organizer YES YES YES Each conference room Weekly
Public waiting/reception/ transaction counters areas Disinfect high touch surfaces frequently

Office occupants – frequently

Users before and after each use

YES YES YES Central departmental office Weekly
Office/Dept break rooms/kitchenettes Disinfect high touch areas after each use User of the space upon completion of their use. YES YES YES Central departmental office Weekly
Libraries, teaching labs, computer labs, studios, Conservatory AS DIRECTED AS DIRECTED YES YES YES AS DIRECTED Daily, Monday-Friday

HAND SANITIZER STATIONS WILL BE PROVIDED AT ALL PRIMARY ENTRY AND EXIT POINTS TO BUILDINGS AND WILL BE MAINTAINED BY PHYSICAL FACILITIES STAFF.

ADDITIONALLY, THE REGIONAL CAMPUS DEAN’S OFFICE WILL PROVIDE EACH REGIONAL CAMPUS EMPLOYEE AND STUDENT AN INDIVIDUAL BOTTLE OF HAND SANITIZER AND ONE WASHABLE FACE MASK FOR YOUR PERSONAL USE.

Additional Custodial Supply, Source Control Equipment, or Personal Protective Equipment (PPE) Requests

IF YOU REQUIRE OTHER CLEANING OR PPE SUPPLIES BEYOND WHAT IS PROVIDED CENTRALLY, departments may submit a request through the following link which will be routed to the appropriate Regional Campus building point of contact (BPOC):

Regional Campus COVID-19 Cleaning Items Request

THE REQUEST SHOULD BE FOR WHAT YOU REASONABLY EXPECT TO NEED FOR ONE MONTH 

PLEASE REFRAIN FROM PROCURING SUPPLIES ON YOUR OWN.  The Office of Strategic Procurement has vetted our suppliers to verify product quality, effectiveness and availability at the best available price.  Many COVID-19 products now available in the marketplace are of suspect quality and unreliably delivered by vendors.

Regional Campus custodial staff will monitor the centrally provided disinfectants, towels and hand sanitizers and replace them as needed. Your department will be charged for any products NOT provided centrally. Departmental Index code being charged must be provided prior to request being ordered. Requests should only be placed for products the departments wish to procure beyond the items which are centrally provided. The following products are available at cost upon order request. All requested items are subject to availability and an ETA and cost will be provided when received by the respective BPOC:

  • Disposable Surgical Mask
  • Cloth Mask
  • Disinfectant
  • Hand Sanitizer
  • Gloves (Medium, Large, XL)
  • Paper Towels
  • Sanitizing Wipes

BECAUSE OF THE HIGH DEMAND FOR THESE PRODUCTS, SPECIFIC SIZES, MANUFACTURERS AND QUANTITIES AVAILABLE ARE SUBJECT TO CHANGE.  THEREFORE, A QUOTE WILL BE PROVIDED WITH COSTS AS WELL AS THE TYPE OF PRODUCT CURRENTLY AVAILABLE TO FULFILL THE REQUEST.

Summary of Regional Campuses COVID Cleaning Baseline Standards & Procedures

Using the CDC COVID-19 Cleaning and Disinfection Guidelines FAQ's

What is routine cleaning? How Frequently should facilities be cleaned to reduce the potential spread of COVID-19.

  • Routine cleaning is the everyday cleaning practices that businesses and communities normally use to maintain a healthy environment. Surfaces frequently touched by multiple people, such as door handles, bathroom surfaces, and handrails, should be cleaned with soap and water or another detergent at least daily when facilities are in use. More frequent cleaning and disinfection may be required based on level of use. For example, certain surfaces and objects in public spaces, such as shopping carts and point of sale keypads, should be cleaned and disinfected before each use. Cleaning removes dirt and impurities, including germs, from surfaces. Cleaning alone does not kill germs, but it reduces the number of germs on a surface.  

Based on the Miami University - Oxford’s cleaning procedures and the above CDC guidelines and definition, below is a summarization of the Regional Campuses commitment to providing the following baseline standards of cleaning:

  1. Restrooms will be cleaned twice daily.
  2. All restrooms will be checked between cleaning and any evident issues will be addressed.
  3. All public space frequently touched surfaces door handles, push bar/pads, handrails, elevator buttons etc. will be wiped and disinfected daily.
  4. Vacuuming, sweeping in work spaces and personal offices will be every two weeks. Personal work spaces and offices will be wiped down by users. Trash and recycling will be taken to common publicly located receptacles by users and removed by custodial staff
  5. Public transaction locations (i.e. Cashiers, OneStop, library circulation desk) will be wiped down with disinfectant after each transaction by the person staffing the location.
  6. All public floor spaces will be vacuumed, mopped or swept as appropriate daily.
  7. Classrooms will be cleaned daily by Regional Campus custodial staff. Students and instructors will wipe down their respective classroom work areas prior to usage with centrally provided disinfectant spray and paper towels. 

Frequently Asked Questions

How do I get classroom disinfectant and paper towels refilled?

Regional Campus custodial staff will replenish disinfectant, hand sanitizer and paper towels as part of their routine cleaning process, either on a daily or weekly basis

Who do I contact if I need more hand sanitizer?

If the centrally provided hand sanitizer is out and was not refilled by the custodial staff, please contact the Regional Campus Building Point of Contact responsible for your building. If you would like to purchase additional bottles of hand sanitizer beyond those centrally provided, email the request to your Regional Campus Building Point of Contact. Please be aware there will be a charge for additional supplies ordered in this manner.

Is the disinfectant provided effective against Covid-19?

Yes, our disinfectants are EPA registered and effective against Covid-19.

Do I need to wear gloves or other PPE when using the disinfectant provided?

No, although gloves may be purchased by a department if desired.

What if I need custodial supplies or PPE not listed in this document?

Email the request to your Regional Campus Building Point of Contact with your request.

I found a cheaper price online for supplies.  Can I just purchase the items directly?

NO. The Office of Strategic Procurement has vetted these suppliers to verify product quality, effectiveness and availability at the best available price.  Many COVID-19 products now available in the marketplace may be of suspect quality and unreliably delivered by vendors.

What about areas of the University not covered by this document?

Certain auxiliaries, such as Dining, should use the vendors vetted by the Office of Strategic Procurement.  However, the auxiliary will be responsible for receipt and distribution of product to their work areas.

What if I see a significant sanitation issue that I cannot address?

Please inform your building point of contact. 

What are the differences between cleaning, sanitizing and disinfecting a surface?

Cleaning removes dust, debris and dirt from a surface by scrubbing, washing and rinsing. Sanitizing reduces the bacteria identified on the product’s label on surfaces and in laundry. Disinfecting destroys or inactivates both the bacteria and viruses identified on the product’s label (like influenza and Covid-19) on hard, nonporous surfaces.

Will the disinfectants and hand sanitizer always be provided centrally?

This change has been made to respond to the current pandemic. While the pandemic may change our approach and services over a long period of time, they may not always be the same.