Rome Program COVID-19 Operations Plan

• U of A
• Rome Center
• Rome Program COVID-19 Operations Plan

All faculty & staff involved in the University of Arkansas Rome Program are enthusiastic about the possibility of students returning to Rome. The information outlined below is intended to be an overview of the plan to receive students in Italy and serve our students and faculty in the time of COVID-19. The initiatives detailed in this document have been set in place to promote a safe study and work environment for the students, faculty, and staff of our center. Our goal in presenting this information is to be comprehensive, knowing however that the circumstances surrounding the pandemic, including travel policies, and operating regulations are subject to constant change.

For a quick glance at Frequently Asked Questions, please scroll to the bottom of this page.

Travel

Prior to Travel to Rome

It is strongly recommended that students self-quarantine for 14 days prior to the arrival date to minimize the likelihood of exposure to COVID-19, thereby minimizing potential impact to travel. Refer to the Study Abroad Coronavirus Updates page for more recommendations on traveling in good health. 

Additionally, vaccination for COVID-19 is strongly recommended, including "booster" doses as available and recommended by your healthcare provider. See more details about the Green Pass and "Super Green Pass" and equivalent below. 

Arrival in Rome

Italian border entry guidelines distinguish between persons vaccinated for COVID-19 and those who are not vaccinated. See the Italian Ministry of Health and US Embassy in Italy for more details and updates. Changes to arrival rules were last updated December 2021. New vaccination guidelines were effective Feb 1, 2022. We continue to monitor all updates and update travelers as appropriate. 

All travelers arriving in Italy from the U.S must present a negative COVID test. Rapid antigen tests must be taken within 24 hours of arrival in country, or PCR tests within 72 hours of arrival (NOT departure). Travelers must also complete a passenger locator form and other personal declarations. Airlines will review this information before boarding in the US (the Passenger Locator Form is available on paper and electronically. Airlines should provide the most up-to-date version upon checking in to your flight). Travelers entering Italy from other countries should refer to the Italian Ministry of Health for specific requirements. 

Vaccinated travelers, who are able to verify their negative COVID-19 test and vaccine documentation (white CDC card) are permitted to enter Italy with no further quarantine or testing requirements. As of February 1, 2022, Italy requires vaccine to be current within 6 months.

Non-vaccinated travelers will be required by Italian authorities to maintain a 5-day quarantine/isolation period and submit a negative COVID-19 test on their fifth day in Italy. Students, faculty, and staff traveling to the Rome Center will need to arrange their travel, lodging, and quarantine arrangements independently so they can begin the program at the same time as all participants. Please note that non-vaccinated persons are generally unable to rent rooms in hotels and boarding flights without vaccination could be greatly restricted/limited. 

The Rome Center strongly encourages all students to book travel together as a group. The Study Abroad office has reviewed options and made recommendations for travel for each cohort traveling to Italy. Planning an itinerary with one or more connections in other EU or non-EU countries will increase the risk of being stuck in the connecting airports should the local authorities decide to modify the rules for travelers. In such an event, students might find themselves either stuck in a foreign country or needing to go through quarantine on return. Any cost incurred by this inconvenience would be at the student's own expense.

Safety Guidelines and Requirements

Green Pass Requirements

Green Pass status or equivalent is required in Italy to attend university classes and go to the grocery store. SUPER Green Pass status is necessary to visit museums and cultural sites, use public transportation, and dine in restaurants.

1. The Super Green Pass is available to those who received their last COVID vaccination shot (or booster) in the previous 6 months. We recommend all travelers consider 'booster' shots as available before travel to make sure they maintain this status during their entire program.
2. Non-vaccinated persons are only eligible for “regular” Green Pass, through Negative COVID-19 testing in the last 48 hours. Non-vaccinated persons, regardless of religious or medical exemption, will be required to obtain testing at their own expense, to maintain this 'Green Pass' status to attend classes or get groceries, and they will remain barred from most other aspects of public life. COVID-19 testing is widely available at pharmacies in Rome (fixed fee of €22, ~USD$25). 

Face coverings - indoors/outdoors

According to the current Italian Legislation, all people are required to wear a mask outside of the domicile. Students will need to follow this directive. Police regulate the adherence to this face covering rule. Fines can be issued by Italian Police for non-compliance.

Students will be required to always wear a mask (FFP2/KN95) while occupying the University of Arkansas’ spaces in Palazzo Taverna and while participating in all co-curricular and extra-curricular activities with the UARC Program. Masks should only be removed eat/drink. Students with a pre-assigned desk will be required to eat their lunch at their desk. Students without a pre-assigned desk will be required to respect the 1.5 meter social distancing rule when having lunch in one of the student spaces or vacant classrooms.

Students will need to follow the directions of the faculty or Rome Center Staff on field trips and other program activities outside Palazzo Taverna.

The Rome Center will create a welcome kit which will include

• Hand Sanitizer
• 2 washable face masks (UofA Design)
• 3 disposable masks

Students will have the ability to buy disposable face masks directly from the Rome Center. The masks will be purchasable from the receptionist in Gabrielli, for 0.50€. However, students are advised to bring adequate masks and sanitizing supplies to last for the duration of their program.

Social Distancing

The Rome Center has been configured to allow students to adhere to social distancing measures. Students will follow assigned seating in studio and classroom settings throughout the period of study. A seating chart will be posted at the entrance to each classroom. Classes will be staggered to reduce the possibility of large groups congregating at the entrance and to limit the amount of people moving around the center at any given time.

Classroom Flexibility & Modes of instruction

Classrooms will be utilized in such a way as to create homogenous groups, where the same students are using the spaces and being seated at the same desks/seats. While students are expected to attend classes in person daily, accommodations for remote learning (synchronously and/or asynchronously) will be provided for students needing to quarantine for a period up to 2 weeks (in the case of symptomatic students, close-contacts, or confirmed COVID-19 positive students).

Daily Checks on Body Temperature and PPE

Students will enter through the student gate and will need to sign in prior to starting classes. All classes, including those which have a field trip will start from Palazzo Taverna.

In Gabrielli, students will enter the reception area and complete the following procedure

1. Sanitize their hands (automatic dispenser)
2. Check to make sure they are wearing their masks properly
3. Have their temperature taken by the receptionist (using a contactless thermometer)
4. Sign the entry log for that day
5. Go to their class, studio, or study space as appropriate

Access to Medical and Mental Health Treatment

Medical Health Access

During orientation upon arrival, an Italian physician will meet with the students to discuss the importance of looking after their physical health.

The Physician will discuss what would happen in the following travel health considerations and special circumstances surrounding COVID-19:

• Italian Health System Access
• Dangers of overseas travel and current local/regional/continental conditions
• Circumstances surrounding COVID-19 exposure & infection
  • If a student shows symptoms and needs testing
  • If a student tests positive for COVID-19
  • If a student is confirmed, or expects they are a close contact

Semester students will be enrolled in the National Health System and will receive the tessera sanitaria “Health Card”, which entitle the bearer to the same benefits as Italian citizens. This cost is included in the program fee.

The health card will allow our students to:

• Get the COVID-19 rapid test at the nearest Pharmacy (fixed fee of €22, USD$25); results within 1 hour
• Schedule a PCR Test with the closest regionally authorized testing center, free of charge; results within 2 or 3 days
• Enjoy all of the services provided by the National Health System

Mental Health Access

The Rome Center works with mental health professionals who will be introduced to students during the first week of orientation. They will be available throughout the program to meet with students either as a group or on an individual basis. Some of the costs associated with this work will be covered by the Rome Center.

Students might incur additional costs, which will be partly offset by their CISI travel insurance, should they need extra one on one sessions with the health professional.

 

Rome Center (Palazzo Taverna) Operations

Routine Cleaning

Rome Center classrooms and common spaces, including toilets and the kitchenette will be cleaned daily, and an additional deep sanitization will be performed once a week. All Rome Center users (staff, faculty, and students) will be asked to collaborate in keeping all common areas clean. Sanitizing and cleaning products will be available where needed.

Cleaning High-touch areas

High touch surfaces will have a disposable cloth and disinfectant spray bottle on hand for the students to use as soon as they have finished using the item. There will be signage notifying the student that they are about to use a contact surface and the need for them to sanitize after use. Such items will include the following:

• Vending Machines
• Water Dispenser
• Handles and railings

Automatic Sanitizers

Hand sanitizers will be posted next to the Rome Center entrances and inside all classrooms. Students are required to use the sanitizers as they enter from outside the center and are encouraged to use the machines as they see fit throughout the day.

All hand sanitizers, most taps and hand dryers have been automated to minimize the need for students to touch multiple surfaces.

Rome Center classrooms and common spaces, including toilets and the kitchenette will be cleaned daily, and an additional deep sanitization will be performed once a week. All Rome Center users (staff, faculty, and students) will be asked to collaborate in keeping all common areas clean. Cleaning products will be available for individuals to sanitize their individual spaces before and after use. High touch surfaces like vending machines should be sanitized by each person after each use.

Hand sanitizers will be posted next to the Rome Center entrances and inside all classrooms. Students are required to use the sanitizers as they enter from outside the center and are encouraged to use the machines as they see fit throughout the day. All hand sanitizers, most taps and hand dryers have been automated to minimize the need for students to touch multiple surfaces.

Dining

The availability and practicality of dining out in Rome is subject to frequent changes given the ongoing circumstances of COVID-19 spread locally. The Rome Center has partnered with the management of Palazzo Taverna to make use of their catering services to provide practical, affordable options to students.

Given ever-changing restrictions on dine-in restaurants, we expect students will bring food to Palazzo Taverna to eat, or choose local catered options. Students are expected to always wear masks unless eating, when they shall maintain social distancing. All spaces and surfaces should be cleaned and sanitized before and after use.

Signage

Similar to the Fayetteville campus, signage will be posted around the center and within apartments:

• COVID-19 Symptom Reminder
• Correct ways to-
  • Wash hands
  • Wear a mask
  • Register for the days class
• How to report when you get sick
• How to contact both doctors (Dr. Andrea & Dr. Ludovica)
• How to contact UARC staff
• Correct use of the trash cans or recycling bins
• What happens if you have to get a COVID-19 test

 

COVID-19 Testing, Reporting, Tracing & Quarantine

Testing milestones: On arrival, following travel outside Rome, and before repatriation

All participants traveling from outside Italy will be advised on current procedures for legal entry to Italy at the time of travel. Students, Staff and Faculty will be tested at the following milestone points of the term:

• Prior to departing the US (according to regulations at time of travel)
• On arrival
• Following any multi-day trip outside Rome included in program activities
• Prior to return to the US (according to regulations at time of travel)

Appointments for testing

All students will be tested each Monday morning at Palazzo Taverna for the entire duration of the term abroad. The test will take place at Palazzo Taverna; an external provider sends a trained nurse to perform the rapid test.

The Antigen Test (Rapid Test) can be done without an appointment at certain pharmacies that have been equipped to administer the service. The list of the closest pharmacies will be shared with the students on arrival. Students will need to show their National Health Card (Tessera Sanitaria) to  access this service.

The Molecular Test (PCR Test) must be reserved through the region Lazio website, and requires an official document released by a General Practitioner. Students will have access to a General Practitioner thanks to their National Health Card. The Rome Center will assist with this process.

The Antibody Test (Blood Test) can be obtained at several authorized clinics, after scheduling an appointment with a doctor’s request. The Rome Center will assist with this process.

Experiencing Symptoms

According to the Centers for Disease Control (CDC), people with COVID-19 have had a wide range of symptoms reported – ranging from mild symptoms to severe illness. Symptoms may appear 2-14 days after exposure to the virus. People with these symptoms may have COVID-19:

• Fever or chills
• Cough
• Shortness of breath or difficulty breathing
• Fatigue
• Muscle or body aches
• Headache
• New loss of taste or smell
• Sore throat
• Congestion or runny nose
• Nausea or vomiting
• Diarrhea

This list does not include all possible symptoms. CDC will continue to update this list as we learn more about COVID-19. Students need to have a clear understanding of what the symptoms are and under what conditions we would step in and have a test done.

Upon arrival, An Italian physician will reiterate and clearly explain the symptoms of COVID-19at the beginning of the term. Rome Center staff will be very transparent as to how students are going to be supported should they need to be isolated and tested.

UARC staff cannot accompany students to the hospital should it be necessary for a student to be admitted for care. Students would be transported in an ambulance that is able to provide care and follow COVID-19 protocols.

Reporting Process

Students will need to report any changes in their health condition that have been flagged as pre-cursors to someone who might have contracted COVID-19, or report if they believe they have been exposed to COVID-19. Reporting will take place through the office of the student coordinator, who will:

• Notify the Rome Center Director in his capacity as COVID Manager
• Notify the student’s teachers, so that their absence is noted
• Contact the doctor so that testing can take place

If a student, faculty, or staff tests positive for COVID-19, the COVID Manager will report the positive case through the U of A’s self-reporting form. The designated staff member will also report the positive case to Study Abroad Office in Fayetteville.

Thermometers

Students will have a contactless thermometer in their apartment and will be asked to test themselves whenever they feel ill. Students must communicate immediately with the Student Coordinator when the thermometer shows a reading over 99.5F (37.5C)

This will allow us to alert the doctor and possible isolate any potential close contacts among our academic community.

 

Housing

General flat arrangements

Student housing in Rome will be secured within walking distance of Palazzo Taverna. Apartments will come furnished and include wi-fi access and clothes washers. All student housing will provide basic furnishings including bed linens, towels, and basic kitchenware. Apartments are cleaned weekly subject to the condition of the apartment (i.e. floors covered in dirty clothes will not be washed). In consideration of COVID-19, where possible, each flat will be limited to four or five students with double occupancy rooms. Flats will have more than one shared bathroom.

No visitors in housing at any time. This includes friends or family members who may be visiting. Students should respect their housemates as part of their household ‘bubble’ and practice social distancing and wear masks when around others. Nuclear family members visiting from home or close friends on the program living in other households should be included in social distancing.

As available, the Rome Center will offer single rooms for students who make the request in advance and agree to additional housing charges. Single rooms will be limited and assigned on a first-come, first-served basis. Students who are assigned a single room might not be able to live with their preferred housemates.

Roommates should make every effort to communicate openly about their risk tolerance and concerns about the behaviors of fellow roommates. All students will complete a roommate agreement and will be accountable to their fellow household members for their behavior relevant to social distancing & maintaining health precautions. UARC reserves the right to request that a student wear a mask in their housing for a two-week period.

Quarantine and isolation procedures

In Rome, students will share common areas with each other and form a “household” or a bubble for purposes of quarantine. It should be noted that quarantine is a precautionary measure that can be done in a group, with social distancing and mask-wearing.

UARC will ensure that students who test positive isolate in their own bedroom with their own bathroom and procure food delivery at their own cost. Students testing positive will avoid shared spaces (including kitchens). Periodic health & welfare checks will be performed throughout quarantine or isolation. Students in quarantine will have wrap-around support to the extent that it is feasible. UARC resident staff will ensure students understand local food/grocery delivery options during this time.

UARC will make every effort to protect the confidentiality of a student diagnosed with COVID-19, but to conduct contact tracing, staff may need to disclose the student’s name to program faculty and staff, as well as other students who may have had some form of close contact with the sick student.

Beyond normal housing procured for students as described above, the UARC will maintain additional isolation housing as needed to maintain isolation/separation of infected and non-infected students. Students and Faculty visiting Rome will be instructed to maintain a ‘COVID-bag’ with basic necessities to retrieve in case isolation/quarantine/hospitalization requires them to relocate. Any decision a student makes to seek their own accommodations outside UARC housing will be entirely at the students’ own discretion and expense.

At the end of the isolation period the Covid-Area will be sanitized, and the proper certification of the cleaning procedure will be kept on file.

Insurance policies included in the program fee do not cover the cost of early departures home, even if quarantine and/or shelter-in-place policies are enacted. Should a participant choose to travel home early due to local circumstances, all related expenses would be their responsibility. If local requirements for quarantine or shelter-in-place necessitate that a participant stay beyond the established end date of the program, UARC will extend housing contracts wherever possible, but any additional costs associated with extra days will be the responsibility of the participant.

 

Student Services / Education

Orientations

Pre-Departure Orientation Series will be held regularly prior to the students leaving the US, in close coordination with the U of A Study Abroad Office. Resources, including documents, links, discussion groups, will be available through a Blackboard site managed by RC Student Services Staff & UA Study Abroad Staff. Synchronous meetings will be held through appropriate platforms and recorded for review. Pre-Travel Orientation Objectives include:

• Students will prepare for Travel in COVID context
  • New airline rules & considerations for airport transfer
  • Packing and planning for travel & life in COVID - including preparing for quarantine as necessary
  • Financial liabilities of choosing to travel, including CFAR/IFAR insurance)
  • Understand opportunities for group travel/movement in Italy and opportunities/restrictions on personal/free mobility
• Students will understand Arrival & Entry Requirements, first 48hrs in Rome
  • Pre-departure requirements (COVID testing requirements, medical records documentation, travel documents demonstrating student status, etc, as required)
  • Airport meet-up/transfer procedure. Students will know how to contact program leaders upon arrival
  • Testing upon arrival, isolation as required
• Students will demonstrate knowledge of local COVID context in Italy, including:
  • Norms or laws for masks & social distancing (shops, restaurants, transit, etc)
  • Key vocabulary for COVID accommodations (mask, gloves, sanitizer, entry, exit, etc)
  • Quarantine/isolation requirements, testing and other procedures
  • Local Laws, special circumstances, consequences for non-compliance (fees, arrest, etc)
• Students will learn about their destination and prepare to acculturate to Rome
  • Rome Center facilities, personnel, and services
  • Cultural (food, history, and civilization)
  • COVID in Italy
  • Getting around Rome (on foot, public transportation procedures in COVID, etc)
  • Language (emphasis on vocabulary related to COVID)
  • Exploring Italy (re-emphasizing expectations for limited travel, facilitated weekend experiences, etc.)

On-Site Orientation

• Academic Orientation
  • Academic Calendar for period of study (course meetings, scheduled outings & breaks)
  • Faculty & Course Introduction
  • Discuss Absence Protocols & COVID-19 quarantine considerations for course attendance.
• COVID-19 Procedures Orientation
• Explain how students will participate in classes while in quarantine.
• Identify staff & faculty contacts for managing COVID-19 response.
• How to contact health professionals.
• How to use local grocer / food delivery services in quarantine.
• Explain the extracurricular activities we will be running with the students.
• Rome Center Orientation
  • Rome Center Facilities & Services introduction (include expectations for use & cleaning of common spaces)
  • Neighborhood tour and services introduction, emphasizing:
    • Shopping
    • Public transportation
    • Pharmacies
    • Current rules surrounding COVID-19 in Italy

Tech Support and Computer Resources

Students are expected to travel with their own personal devices (laptop, phone, tablet as needed for coursework and personal communication) to access course materials, remote delivery (as needed), and general communication with RC and home during their program in Italy. Computer resources will be set up in the quarantine apartments at PT, to ensure that any student who needs to use the facilities will have access to the tools needed to continue with the classes.

The availability of general access computing areas and shared printers will be restricted/reduced to avoid unnecessary contact with objects & surfaces in common areas.

Students needing to print work will request the assistance of Fabio to print documents, drawings, or other materials. Every effort will be made to remain paperless where practical, with digital submission of assignments, etc.

Local Customs and coronavirus

Extensive information will be provided to the students, both theoretical and practical, regarding the social practices here in Italy. As circumstances are constantly evolving, students will receive information and training:

• Prior to departure
• Upon arrival
• If circumstances change
• As needed throughout the period abroad

Sick Leave Policy & Procedure

For students

Students will work with the Student Services coordinator in Rome to access testing, treatment, and other care as needed from Italian physicians. The student services coordinator will work with students and faculty to identify students who will be absent from class or participating remotely.

For faculty/staff

Faculty will continue with their class through remote instruction (synchronous/asynchronous as practical) as necessary. If faculty are no longer able to offer courses due to illness, faculty will work with the Director to identify alternate instructors or projects for students to continue coursework until the faculty member is able to return to teaching.

Staff will follow their normal procedure for sick leave.

 

Program Events & Activities, Group & Independent Travel Policies

Calendar

The University of Arkansas Rome Center Calendar will be published one month prior to students arriving in Rome. The Rome Center might need to alter the calendar should the conditions surrounding Italian Legislation or issues involving the pandemic arise.

Students will be notified in real time to any changes that need to be made to the official calendar.

Social Activities

The Rome Center will organize activities throughout the week which allow students to participate in social activities, in safe and controlled environments. As available and appropriate under current local conditions, this will include sport-related activities (yoga, climbing, fitness & games) and cultural opportunities (cooking, pottery, language practice). All events will follow current local best practices for masking, social distancing, etc.

Independent Travel

Due to possible issues regarding travel under COVID-19, students are strongly advised against travel outside of Italy. Students might find themselves either stuck in a foreign country or needing to go through quarantine on return, should the virus break out at their travel destination. Any costs incurred by this inconvenience would be at the student’s own expense.

If permitted by the Italian Authorities, the Rome Center will organize multiple one-day regional didactic tours to explore the surroundings of Rome and the region of Lazio. Transportation for these trips might involve the use of public transportation if this does not compromise the safety of our students.

 

Frequently Asked Questions

General

Life in Rome

Quarantine & Isolation

Sanitation & Safety

Money

Considerations for Fay Jones Students