Difference between revisions of "Policy Directory"

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(Added a new sub title to implement new COVID-19 Policy)
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====[[V.K. BSC Emergency Preparedness Plan]]====
 
====[[V.K. BSC Emergency Preparedness Plan]]====
 
====[[V.L. Health and Safety Specifics to COVID-19]]====
 
====[[V.L. Health and Safety Specifics to COVID-19]]====
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==V.K.1. COVID-19 CO-LIVING POLICY==
 +
In response to the COVID-19 Pandemic, the BSC must adopt enforceable protocols to follow local and state orders and protect the health of BSC Members and Staff.  This proposal explicates BSC-wide, enforceable member requirements for COVID-19 infection control and outlines recommendations.  It defines (1) the BSC Social Distancing Protocol and (2) the BSC Health and Safety Protocols, and includes other Protocols that require every BSC Member and Staff to minimize the spread of COVID-19 in the BSC. This Policy includes enforcement mechanisms and empowers the BSC Emergency Response Team to further develop these Protocols as more government-issued orders and public health orders become available.
 +
 +
'''REQUIRED PROTOCOLS'''
 +
 +
'''General'''
 +
:1.) In order to protect employees and members, BSC members and staff must do one of the following whenever they come into contact with outside vendors, professional staff, student staff, or unit-level managers performing essential job functions:  (a) wear a mask and practice social distancing or (b) leave all space/s where essential work is being performed until the individual at work departs.
 +
 +
::a. The onus of this guideline is on BSC members and staff (i.e. members and staff should do this without being asked to).
 +
::b. Masks must snuggly cover the face from the bridge of the nose over the chin and be made of a double layer tightly woven fabric.
 +
::c. Student/professional staff, unit-level managers, and outside vendors should feel empowered to and are encouraged to request that members and staff follow this protocol.
 +
::d. If an individual refuses to do (1) or (2), staff, unit-level managers, and vendors have the right to notify their supervisor and leave the environment until employee safety can be ensured.
 +
::e. Members and staff who are able to safely wear masks are expected to have a mask with them at all times.
 +
 +
:2.) Masks must be worn at all times inside Central Office, Central Food & Supplies, the Rochdale Fenwick Office, BSC vehicles, and while performing central-level job duties, except for the following exceptions:
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::a. When employees are alone in private offices where others are not likely to enter.
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::b. When speaking on the telephone or video conferencing, provided others are not within six feet and they are not at a shared desk.
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::c. In designated break areas when eating and drinking.
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 +
:3.) Staff, members, and/or vendors who are not able to wear masks for health-related reasons should contact the Human Resources Manager (for staff/vendors) or the Housing Supervisor so that appropriate accommodations can be made to provide services while also protecting the health and safety of others present.
 +
 +
:4.) Members must wear masks in the common space of all units whenever possible (e.g. not required in showers, when brushing teeth, eating, etc. provided that occupancy limits and social distancing requirements are observed).
 +
 +
:5.) Members must practice social distancing (6 feet distance) in common areas whenever possible.
 +
 +
:6.) Unit Presidents must notify the Cooperative Experience Manager by the end of Week 2 of any unit-level policies their Council passes related to COVID-19.
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:7.) Non-resident guests at Houses are not allowed, unless House Council votes to make an exception.
 +
 +
:8.) Members at apartments at Northside, Rochdale and Fenwick must receive approval from all roommates prior to a guest visiting.
 +
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:9.) Exceptions to these guest policies for health or disability reasons can be made by contacting Betsy, the Housing Supervisor.
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:10.) All guests must abide by relevant BSC and unit-level COVID-19 policies and member hosts are responsible for ensuring compliance as a prerequisite to maintain guest privileges.
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 +
:11.) Non-resident guests at Houses are not allowed, unless House Council votes to make an exception. Houses must have a bathroom assignment plan that includes provisions for high-risk members and guests. This bathroom assignment plan will be made in consultation with their liaison for a House to have guest exemptions.  Houses must comply with all applicable local ordinances and laws.
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'''Events and Informal Gatherings'''
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:1.) All common spaces (indoor and outdoor) in houses will have a maximum occupancy limit of 6 people. Occupancy limits of greater than 6 people for large common rooms and/or outdoor areas may be proposed by Unit Presidents and approved by the ERT. Accordingly, all gatherings within common space must abide by the occupancy limits. 
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:2.) Apartment managers will work with their Unit Liaison and the ERT to determine the occupancy limits of their common space. 
 +
 +
:3.) Unit-level Managers may not organize, assist, or encourage in-person indoor events or gatherings of any kind, including parties, dinners, and Council if larger than established occupancy limits for the indoor space.
 +
 +
:4.) Unit-level Managers may organize, assist, and encourage in-person outdoor events and gatherings under the following circumstances:
 +
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::a. On BSC property: Exclusively outdoor and within the occupancy limit of that space. Members should wear masks and practice social-distancing at all times. Guests from outside of the unit are not allowed.
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 +
::b. Off BSC property: Members should wear masks and practice social-distancing at all times, including following any COVID-19 guidelines listed for that space.
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:5.) Unit-level Managers may organize, assist, and encourage virtual events (e.g. virtual council).
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:6.) The Member Resources Supervisor (liaison for Social Managers) and the Social Manager Coordinator are empowered to make temporary adjustments to Social Manager job duties to meet the unique needs of members and manager teams during the pandemic.
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::a. These adjustments should be reported to  the Experience & Training Committee so that ETCom may review them, if needed.
 +
 +
'''Food Service'''
 +
:1.) Cooks, members serving dinner, and kitchen workshifters must wear masks at all times.
 +
 +
:2.) Houses must implement staggered meal times, serving dinner “cafeteria style”, (with one person serving each food item to everyone else), or other strategies to minimize risk during meals, (e.g. serving dinner outside if possible).
 +
 +
:3.) Houses will issue individual utensils and dishware and implement policies to give extra care to sanitizing communal utensils and kitchenware.
 +
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:4.) Do not share drinks, eat off of others’ plates, or share utensils with others without thoroughly washing them.
 +
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:5.) Do not touch any bulk food items (e.g. cereal, bread, dried fruits/nuts, etc.) with bare hands.
 +
 +
:6.) Do not leave food out on “free tables”.
 +
 +
'''Free Piles'''
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:1.) Managers will continue to keep all free piles closed.
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:2.) Members will not deposit or take items from the free pile.
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'''Self Isolation & Quarantine Procedures'''
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:1.) Members directed by University Health Services or the Berkeley Public Health Division to self-isolate or quarantine must follow the instructions given by the ERT and/or Covid Action Team.
 +
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:2.) All residents moving in for the Fall 2020 contract who did not reside in the BSC during the summer must sequester for 7 days. This includes:
 +
 +
::a. Staying in their room as much as possible. Members may not spend time in indoor common space, but can use outdoor common space if they are alone.
 +
 +
::b. Using their designated bathroom.
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::c. Wearing a mask whenever they are outside of their bedroom.
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::d. Staying out of the kitchen. Food will be delivered to them. [Required for Room & Board houses only]
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:3.) The ERT will create a small working group to support African American Theme House, Person of Color Theme House, Sherman, and/or other units with a high number of new members with their new-resident sequestration protocols.
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::a. Group must seek input from incoming managers at each of the above units
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::b. The working Group will consist of the Cooperative Experience Manager, unit liaison, and Covid Action Team.
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'''Education for Required Protocols'''
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To ensure that all members understand these requirements and have opportunities to ask questions and provide feedback:
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:1.) Signage displaying the requirements must be posted in a visible location at every BSC property prior to the Fall 2020 move-in day. Central-level staff are responsible for creating the signs and Health Workers are responsible for posting them.
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:2.) Manager teams must review these requirements during their unit’s first council meeting.
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:3.) All members will be emailed a copy of these requirements by the Housing Department within a minimum of 7 days prior to the Fall 2020 move-in day.
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:4.) The Member Resource Supervisor is directed to include this information in New Member Orientation materials.
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'''RECOMMENDED PROTOCOLS'''
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:1.) Members are encouraged to seek testing prior to or immediately upon arrival during their self-sequester period.
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:2.) Members who test positive, experience symptoms, were directed by a medical or public health provider to get tested, or were exposed to someone who tested positive should heavily consider following BSC protocol for reporting to the ERT and unit-level managers.
 +
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:3.) Development of “social bubbles” within houses.
 +
 +
:4.) Unit-level managers should support and encourage frequent COVID-19 testing by members.
 +
 +
:5.) Unit-level managers should support non-UCB membership in identifying COVID-19 testing resources with the support of the ERT and the Covid Action Team.
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:6.) Members are encouraged to socialize in outdoor spaces whenever possible.
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:7.) Opening windows (to increase ventilation) while socializing indoors when possible.
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:8.) Members should be mindful of their activities outside the house (i.e. attending large parties or gatherings in other places) and should shower and change clothes upon returning.
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:9.) Follow the guidelines given in the BSC Health and Safety Protocol
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'''[December 17, 2020]'''
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'''Under the current shelter-in-place order (https://www.berkeleyside.com/2020/12/04/alameda-county-berkeley-covid-19-new-rules-december-outdoor-dining-closed), the ERT interprets this (with guidance from public health officials) to mean that functionally guests should not be allowed at any unit (including apartments), except for the relevant exemptions, which includes workers who need to enter the house for essential duties.'''
  
 
==VI: Member Services & Education==
 
==VI: Member Services & Education==

Revision as of 20:14, 17 December 2020

I: Governing Structures

I.A. Board of Directors Elected Positions & Board Positions

I.B. Committees

I.C. Board of Directors Procedures

I.D. Referenda & Petitions

II: Administrative Code (AdCode)

Section II of the Policy Manual, the Administrative Code, was formerly called "Membership and Housing"

I: BSC Membership

II: Admission of New Members

III: Reservations by Existing Members

IV: Contract Termination and Disposition of Deposits

V: Assignment of Spaces

VI: No-Shows

VII: Points and Assignment of Rooms

VIII: Check-out Procedures

IX: Semester Rates

X: Non-School Periods

XI: Guests

XII: Payment of Bills

XIII: Delinquent Bills

XIV: BSC Payment Extensions

XV: Administrative Team

XVI: Summer Operations

XVII: AdHoc Committee

XVIII: Appeals

XIX: Firearms

XX: Habitability

XXI: Missing Persons Policy

XXII: Apartment Assignment Procedure

XXIII: Boarders

XXIV: BSC Pet Policy

XXV: Conduct Committee

XXVI: Terminations

XXVII: Conflict of Interest

XXVIII: Unit-Level Conduct Committee

III: Operations

III.A. Unit Operations

III.B. Central Level Operation

III.C. North American Cooperative Community

III.D. Parking Spaces

III.E. Appropriate use of Technology and Electronic Communications

III.F. Operational Review of Centralized Services

III.G. Operational Review of Centralized Goods

III.H. Theme House Support Initiative

IV: Finances

IV.A. Central Level Procurement Policy

IV.B. Budgets

IV.C. Apartments

IV.D. Houses

IV.E. Government Returns

IV.F. Energy Discounts and Rebates

IV.G. Business Conduct Policies

IV.H. Minimum Meeting Minutes Policy

IV.I. Construction Approval Process

IV.J. Investment Management

IV.K. General Expense Reimbursement Policy

IV.L. Capitalization Policy

IV.M. BSC Unit-Level Internet Technology Fund--BSCIT

IV.N. Staff Credit Card Policy

IV.O. Habitability Accounts

IV.P. BSC Scholarship Program

IV.Q. BSC Emergency Grant Program

V: Physical Plant, Maintenance, & Safety Policies

V.A. BSC Habitability Code

V.B. HAPs Procedure

V.C. Habitability Improvement

V.D. Board Approved Projects & House Level BAPs (HLBAPs)

V.E. Unit Retrofit Closure Policy

V.F. Use of Co-op Vehicles

V.G. Room Dimension Requirements

V.H. BSC Injury and Illness Prevention Program

V.I. BSC Injury and Illness Prevention Program-Workplace Security

V.J. Sustainability Policies

V.K. BSC Emergency Preparedness Plan

V.L. Health and Safety Specifics to COVID-19

V.K.1. COVID-19 CO-LIVING POLICY

In response to the COVID-19 Pandemic, the BSC must adopt enforceable protocols to follow local and state orders and protect the health of BSC Members and Staff. This proposal explicates BSC-wide, enforceable member requirements for COVID-19 infection control and outlines recommendations. It defines (1) the BSC Social Distancing Protocol and (2) the BSC Health and Safety Protocols, and includes other Protocols that require every BSC Member and Staff to minimize the spread of COVID-19 in the BSC. This Policy includes enforcement mechanisms and empowers the BSC Emergency Response Team to further develop these Protocols as more government-issued orders and public health orders become available.

REQUIRED PROTOCOLS

General

1.) In order to protect employees and members, BSC members and staff must do one of the following whenever they come into contact with outside vendors, professional staff, student staff, or unit-level managers performing essential job functions: (a) wear a mask and practice social distancing or (b) leave all space/s where essential work is being performed until the individual at work departs.
a. The onus of this guideline is on BSC members and staff (i.e. members and staff should do this without being asked to).
b. Masks must snuggly cover the face from the bridge of the nose over the chin and be made of a double layer tightly woven fabric.
c. Student/professional staff, unit-level managers, and outside vendors should feel empowered to and are encouraged to request that members and staff follow this protocol.
d. If an individual refuses to do (1) or (2), staff, unit-level managers, and vendors have the right to notify their supervisor and leave the environment until employee safety can be ensured.
e. Members and staff who are able to safely wear masks are expected to have a mask with them at all times.
2.) Masks must be worn at all times inside Central Office, Central Food & Supplies, the Rochdale Fenwick Office, BSC vehicles, and while performing central-level job duties, except for the following exceptions:
a. When employees are alone in private offices where others are not likely to enter.
b. When speaking on the telephone or video conferencing, provided others are not within six feet and they are not at a shared desk.
c. In designated break areas when eating and drinking.
3.) Staff, members, and/or vendors who are not able to wear masks for health-related reasons should contact the Human Resources Manager (for staff/vendors) or the Housing Supervisor so that appropriate accommodations can be made to provide services while also protecting the health and safety of others present.
4.) Members must wear masks in the common space of all units whenever possible (e.g. not required in showers, when brushing teeth, eating, etc. provided that occupancy limits and social distancing requirements are observed).
5.) Members must practice social distancing (6 feet distance) in common areas whenever possible.
6.) Unit Presidents must notify the Cooperative Experience Manager by the end of Week 2 of any unit-level policies their Council passes related to COVID-19.
7.) Non-resident guests at Houses are not allowed, unless House Council votes to make an exception.
8.) Members at apartments at Northside, Rochdale and Fenwick must receive approval from all roommates prior to a guest visiting.
9.) Exceptions to these guest policies for health or disability reasons can be made by contacting Betsy, the Housing Supervisor.
10.) All guests must abide by relevant BSC and unit-level COVID-19 policies and member hosts are responsible for ensuring compliance as a prerequisite to maintain guest privileges.
11.) Non-resident guests at Houses are not allowed, unless House Council votes to make an exception. Houses must have a bathroom assignment plan that includes provisions for high-risk members and guests. This bathroom assignment plan will be made in consultation with their liaison for a House to have guest exemptions. Houses must comply with all applicable local ordinances and laws.

Events and Informal Gatherings

1.) All common spaces (indoor and outdoor) in houses will have a maximum occupancy limit of 6 people. Occupancy limits of greater than 6 people for large common rooms and/or outdoor areas may be proposed by Unit Presidents and approved by the ERT. Accordingly, all gatherings within common space must abide by the occupancy limits.
2.) Apartment managers will work with their Unit Liaison and the ERT to determine the occupancy limits of their common space.
3.) Unit-level Managers may not organize, assist, or encourage in-person indoor events or gatherings of any kind, including parties, dinners, and Council if larger than established occupancy limits for the indoor space.
4.) Unit-level Managers may organize, assist, and encourage in-person outdoor events and gatherings under the following circumstances:
a. On BSC property: Exclusively outdoor and within the occupancy limit of that space. Members should wear masks and practice social-distancing at all times. Guests from outside of the unit are not allowed.
b. Off BSC property: Members should wear masks and practice social-distancing at all times, including following any COVID-19 guidelines listed for that space.
5.) Unit-level Managers may organize, assist, and encourage virtual events (e.g. virtual council).
6.) The Member Resources Supervisor (liaison for Social Managers) and the Social Manager Coordinator are empowered to make temporary adjustments to Social Manager job duties to meet the unique needs of members and manager teams during the pandemic.
a. These adjustments should be reported to the Experience & Training Committee so that ETCom may review them, if needed.

Food Service

1.) Cooks, members serving dinner, and kitchen workshifters must wear masks at all times.
2.) Houses must implement staggered meal times, serving dinner “cafeteria style”, (with one person serving each food item to everyone else), or other strategies to minimize risk during meals, (e.g. serving dinner outside if possible).
3.) Houses will issue individual utensils and dishware and implement policies to give extra care to sanitizing communal utensils and kitchenware.
4.) Do not share drinks, eat off of others’ plates, or share utensils with others without thoroughly washing them.
5.) Do not touch any bulk food items (e.g. cereal, bread, dried fruits/nuts, etc.) with bare hands.
6.) Do not leave food out on “free tables”.

Free Piles

1.) Managers will continue to keep all free piles closed.
2.) Members will not deposit or take items from the free pile.

Self Isolation & Quarantine Procedures

1.) Members directed by University Health Services or the Berkeley Public Health Division to self-isolate or quarantine must follow the instructions given by the ERT and/or Covid Action Team.
2.) All residents moving in for the Fall 2020 contract who did not reside in the BSC during the summer must sequester for 7 days. This includes:
a. Staying in their room as much as possible. Members may not spend time in indoor common space, but can use outdoor common space if they are alone.
b. Using their designated bathroom.
c. Wearing a mask whenever they are outside of their bedroom.
d. Staying out of the kitchen. Food will be delivered to them. [Required for Room & Board houses only]
3.) The ERT will create a small working group to support African American Theme House, Person of Color Theme House, Sherman, and/or other units with a high number of new members with their new-resident sequestration protocols.
a. Group must seek input from incoming managers at each of the above units
b. The working Group will consist of the Cooperative Experience Manager, unit liaison, and Covid Action Team.

Education for Required Protocols To ensure that all members understand these requirements and have opportunities to ask questions and provide feedback:

1.) Signage displaying the requirements must be posted in a visible location at every BSC property prior to the Fall 2020 move-in day. Central-level staff are responsible for creating the signs and Health Workers are responsible for posting them.
2.) Manager teams must review these requirements during their unit’s first council meeting.
3.) All members will be emailed a copy of these requirements by the Housing Department within a minimum of 7 days prior to the Fall 2020 move-in day.
4.) The Member Resource Supervisor is directed to include this information in New Member Orientation materials.

RECOMMENDED PROTOCOLS

1.) Members are encouraged to seek testing prior to or immediately upon arrival during their self-sequester period.
2.) Members who test positive, experience symptoms, were directed by a medical or public health provider to get tested, or were exposed to someone who tested positive should heavily consider following BSC protocol for reporting to the ERT and unit-level managers.
3.) Development of “social bubbles” within houses.
4.) Unit-level managers should support and encourage frequent COVID-19 testing by members.
5.) Unit-level managers should support non-UCB membership in identifying COVID-19 testing resources with the support of the ERT and the Covid Action Team.
6.) Members are encouraged to socialize in outdoor spaces whenever possible.
7.) Opening windows (to increase ventilation) while socializing indoors when possible.
8.) Members should be mindful of their activities outside the house (i.e. attending large parties or gatherings in other places) and should shower and change clothes upon returning.
9.) Follow the guidelines given in the BSC Health and Safety Protocol

[December 17, 2020] Under the current shelter-in-place order (https://www.berkeleyside.com/2020/12/04/alameda-county-berkeley-covid-19-new-rules-december-outdoor-dining-closed), the ERT interprets this (with guidance from public health officials) to mean that functionally guests should not be allowed at any unit (including apartments), except for the relevant exemptions, which includes workers who need to enter the house for essential duties.

VI: Member Services & Education

VI.A. Member Services Guidelines

VI.B. Guidelines for Appropriations Immediate Access

VI.C. Guidelines for Sending E-mails

VI.D. Hal Norton Cooperative House Award

VI.E. House Level Management Working Group

VI.F. The Member Education Framework

VI.G. BSC Owner's Manual Program

VI.H. Courtesy Room Policy

VI.I. BSC Guidelines on Accommodating Service and Assistance Animals

VI.J. BSC Programs Board

VI.K. Co-Oper of the Month Award

VI.L. NASCO Institute Scholarship Program

VI.M. Member Resources Educators Program

VI.N. Community Improvement Program

VII: Conduct Code (ConCode)

Note: the ConCode frequently refers to an "Enforcement Committee" in its policies. The "Enforcement Committee" isn't an actual committee--rather, it is a placeholder term which may refer to either Cabinet, Conduct Committee, the PNG Review Committee, or the Clear and Present Danger Committee, depending on the circumstances of the individual case.

All alleged violations by current BSC members of the BSC Conduct Code (i.e. Section VII of the BSC Policy Directory) and/or conduct-related provisions outlined in the BSC Member Contract or related addendums shall be adjudicated per the process outlined in the VII.F. BSC Grievance Procedure.

All alleged violations of the BSC Conduct Code (i.e. Section VII of the BSC Policy Directory) and/or conduct-related provisions outlined in the BSC Member Contract or related addendums by a person who is currently not under a BSC Membership Contract shall be reviewed by the Central-Level PNG Review Committee as outlined in the VII.M. BSC PNG and Unit-Level PNG Policy.

All potential administrative and/or operational violations of Section II of the BSC Policy Directory, BSC Member Contract and/or related addendums, shall be adjudicated per the process outlined in the BSC Administrative Code.

“Responsible employees” are individuals who must report Conduct Code violations and other safety concerns that may pose a danger to an individual or others. Once made aware of such issues, the responsible employee must notify the BSC Central Office of the known details related to the event, as well as the names and contact information of parties involved. This notification must be made to the responsible employee’s supervisor, liaison, and/or the Member Resources Supervisor within 24 hours of finding out about the incident via email, in phone, or in person. As a result, this may reveal details about the person reporting, a person who has reached out to a responsible employee, and/or the person who has allegedly violated a Conduct Code policy. This may also reveal information about a person who is possibly a threat to themselves or others. Many BSC employees are considered responsible employees including all BSC professional staff, Board Directors, and the following unit-level managers: Presidents, Assistant Apartment Managers, House Managers, Kitchen/Food Managers, Maintenance Managers, Workshift Managers, Theme Managers, Social Managers, and Health Workers.

Approved by Board 3/21/19


VII.A. Jurisdiction

VII.B. BSC Antidiscrimination Policy

VII.C. BSC Harassment Policy

VII.D. Sexual Harassment and Sexual Violence Policy

VII.E. BSC Assault Policy

VII.F. BSC Grievance Procedure

VII.G. BSC Whistleblower Policy

VII.H. BSC Alcohol Policy

VII.I. BSC Substance Abuse Policy

VII.J. Distribution/Manufacturing/Cultivation Policy

VII.K BSC Party Policy

VII.L. Staff-Issued Conditional Contracts

VII.M. BSC PNG and Unit-Level PNG Policy

VII.N. Host Policy

VII.O. Member Right in the Conduct Process

VII.P. Workplace Harassment and Discrimination Prevention Body

VII.Q. BSC Anti-Bullying Policy

VII.R. Tenant Protections

VII.S Theft Policy

VII.T Vandalism and Destruction of Property Policy