Integrated Response Team

This team was created to provide management and oversight of our daily operations as we continue to operate Suffolk University during the pandemic. They have the appropriate authority in their areas of responsibility to make decisions that ensure our smooth operation, including authority to modify protocols and procedures. They have the support and advice of the COVID-19 Task Force and serve in that group, as described below. The COVID-19 Task Force is advisory to the President on matters related to the pandemic that affect university-wide operations. The Integrated Response Team consists of three positions:

  • Tracy Allen, Director of Medical Operations CHW; Medical Operations Logistics Coordinator
  • Gina Begley, Director of Benefits, Compensation and HRIS; Employee Logistics Coordinator
  • Ann Coyne, VP for Student Affairs & Dean of Students; Student Logistics Coordinator
  • Matt Lagor, Director of Environmental Health and Safety; Health & Safety Coordinator
  • Ashley Lindsey, Director of Facilities; Facilities Operations Logistics Coordinator
  • Sebastián Royo, VP for International Affairs; Academic Logistics Coordinator

Overall Responsibilities for the Integrated Response Team

  • Serving as the University-wide point persons for their respective areas of responsibility
  • Taking action to ensure Suffolk's adherence to government safety guidelines & standards and Suffolk-specific protocols throughout our reopening stages
  • Leading the implementation of the academic business continuity and safety plans that have been approved for Fall20
  • Coordinating with key stakeholders who lead, oversee and manage our core operations: academic activities, student life and services, employee life and services, and physical plant, to facilitate implementation of the changes in our operation that are required during the pandemic, and working with appropriate leaders to ensure community compliance with health, safety and policy requirements related to our pandemic response
  • Working with each other to create a timely, integrated response to issues that emerge on a daily basis, including the authority to require actions needed for our core operations
  • Gathering, organizing and communicating real time information across the University, as well as longer-range communications, as necessary
  • Activating a rapid, orderly scaling back of operations, should it become necessary, and facilitating an expansion of operations, when that becomes possible
  • Providing recommendations to the COVID-19 Task Force and senior leadership of the university on issues related to the pandemic
  • Soliciting and identifying challenges in Suffolk's response to the pandemic

Interaction with other groups

  • Ad hoc advisory or working groups:
    • To carry out their responsibilities, the integrated response team will consult with key stakeholders who may be assembled into advisory or working groups, as needed by the individual coordinator to tackle particular projects or concerns.
    • Unlike the earlier planning groups, most advisory groups will be fluid, called together by the coordinators on an as needed basis.
    • Two standing working groups will support the work of the Health and Safety Coordinator:
      • Campus space/facilities, led by Ashley Lindsey
      • Health advisory group with medical expertise, led by Tracy Allen
  • COVID-19 Task Force:
    • The members of the integrated response team are also members of the COVID-19 Task Force.
    • The Task Force provides support, consultation, and a bridge to the senior leadership of the University.
    • In the early days of re-opening, the Task Force will be on call for daily calls/meetings with the Integrated Response Team to troubleshoot.

Academic/Student Logistics Coordinator Responsibilities

  • Lead the implementation of the academic business continuity plan approved for Fall20
  • Collaborate with the other Logistics Coordinators to implement the recommendations of the SAFER plan approved for Fall20
  • Manage / oversee academic issues in conjunction with key stakeholders:
  • Course scheduling
    • Course modalities
    • Teaching assignments: support deans in assigning teaching and finding flexibility to cover needed F2F teaching
    • Faculty support and training for teaching F2F and online
    • Classroom facilitators
    • Special needs of international students
    • Student academic support
    • Technology enhancements to support teaching: classrooms and remote teaching
    • Academic policy modifications (class participation, absence and others)
    • Accommodations for students with disabilities
  • Coordinate with Student Affairs to help troubleshoot and elevate issues that need consideration by the integrated response team, the Task Force, or senior leadership
    • Student Affairs, led by Dean Ann Coyne, will continue to have primary responsibility for residential life, student activities and support, student health and safety needs during the pandemic, but will have a close working relationship with the Logistics Coordinators as needed

Employee Logistics Coordinator Responsibilities

  • Collaborate with the other Logistics Coordinators to implement the recommendations of the SAFER plan approved for Fall20
  • Manage COVID -19 HR related personal issues for faculty and staff including
    • Coordinate with Human Resource Business Partners, Dean’s Office Staff and Academic/Student Logistics Coordinator to respond to faculty and staff concerns
    • Oversee the confidential consultation process developed and recommended by SAFER for employees who have concerns about working on campus – both medical concerns and other concerns
    • Consult with managers including deans, department chairs, and staff managers to convey the need for alternative working arrangements for any employee and help the manager develop alternatives and assign them
    • Implement required training programs for faculty and staff
  • Engage with key stakeholders to implement employee support as recommended by SAFER, e.g., ways to address transportation challenges
  • Engage with key stakeholders to implement recommendations from SAFER to enhance workplace safety and compliance with requirements about occupancy and remote work, e.g., staggered hours, alternate on-campus work days, etc.
    • Work with the other Logistics Coordinators to develop measures to address non-compliance with health and safety guidelines/regulations

Health and Safety Coordinator Responsibilities

  • Lead the implementation of the health and safety plan approved for Fall20, with the understanding that the course of the pandemic and consequent health and safety plans must be dynamic
  • Collaborate with the other Logistics Coordinators to implement the recommendations of the SAFER plan approved for Fall20
  • Oversee the development and implementation of health and safety protocols in conjunction with key stakeholders including medical experts in CHW, Student Affairs and the other two Logistics Coordinators, to include:
    • Testing
    • Self-attestation of symptoms
    • Contact tracing
    • Isolation/quarantine expectations for students and employees
  • Manage physical plant and safety issues, in conjunction with key stakeholders including Facilities, Procurement, and in coordination with the other two Logistics Coordinators, this includes:
    • Oversee the development of a written control plan that outlines how the University will comply with the mandatory safety standards for operation in the COVID-19 reopening period.
    • Assist departments with COVID-19 Prevention Plans and procedures, including determination of engineering controls and training necessary to ensure safety.
    • Respond to health and safety concerns related to adherence to COVID-19 prevention practices.
    • Implement and manage occupancy capacity monitoring and space coordination, including ingress/egress control and access.
    • Acquire, maintain and oversee distribution of appropriate personal protective equipment (PPE), cleaning supplies and disinfectants, and other supplies as needed by employees and students.