Colleges and universities are currently facing the challenge of ensuring that their students comply with all COVID-19 isolation and quarantine regulations. Numerous resources have been deployed with the task of monitoring and managing self-isolating students - checking up on them sometimes daily to ensure that they are still following the rules.
While they are trying their best to keep track of students’ isolation protocols, a few staff members cannot check on hundreds or thousands of students on a daily basis. From collecting arriving or returning students’ data to manually reminding them about self-isolation/self-quarantine protocols is a tremendous job. We all know that this job must be done accurately to avoid future consequences. With limited staff and resources and under current circumstances, it is nearly impossible to pull this job off manually.
That is why universities/colleges/schools need to automate the student self-isolation check-in process.
Now, it might seem a bit too difficult but with the right technology,the entire process can be automated easily. Here is a 5-step plan to automate the self-isolation check-in process for students:
Step 1: Collecting data
Everything begins here. Schools need to collect every student’s information about their arrival, where they are isolating/quarantining, their contact information, etc. Sending out paper forms to students and importing information into the system manually will not work here. Instead, schools can gather students’ information digitally. They can send students a shortlink or URL that redirects to a self-isolation check-in online form. Or, students can send an SMS keyword to a designated shortcode to obtain the form. In extreme circumstances where neither SMS or internet are accessible, students can request paper copies of the form.
Step 2: Initial information release
Once students submit the form, they will automatically receive a personalized verification email + SMS based on the information they provided.
Step 3: Informing students
Everyone is traveling to the school from different province/states or countries. Based on the location of the school, students must adhere to the local COVID-19 self-isolation protocol. Now, upon analyzing the information submitted by the students, it can be determined if they need to undergo a quarantine/isolation period or whether they can be exempted from isolating/quarantining themselves. Separate sub-databases can be created in the central system where students’ contact numbers will be allocated based on their responses. An automated campaign will be triggered as soon as a student is moved onto a list, and he/she will receive an introductory email/SMS regarding the current situation, protocols, and what they needs to do.
Step 4: Self-isolation daily alerts
Students can break the COVID-19 isolation protocol either knowingly or unknowingly. This is why it is important to remind them daily reminders about their isolation status. Although it is up to the local authority if they want to follow up with the isolating students regularly, schools should leave no stone unturned. Now, again, manually making hundreds of phonecalls every day to check on every student’s isolation status is difficult. So, an automated alert campaign can be launched. Students will receive highly personalized automated voice calls to check on them and provide them with additional guidelines. Students must confirm that they have received the alerts by pressing a button to confirm that they are isolating.
Step 5: Completing isolation confirmation
Once a student completes, say, a 14-day isolation period, his/her contact information will be removed from the sub-databases so he/she does not get alerts anymore. If someone confirms their isolation alert receipt every day for 14 days straight without any exceptions, he/she will get a final notification that states that the student’s isolation period is complete. They can also get an email/SMS containing short URL with any further instructions.
So, using this five-step process, schools can easily check up on students, so they do not end up breaking the protocols and spread COVID-19, not only within the school but also in the local community because the consequences can be too severe. Even one leaked case can be a reason for a massive outbreak.
Therefore, going for an automated student isolation check-in system is a reasonable solution.
I know what you are thinking! How it is possible to pull off such an effective system that works on its own? Well, don’t worry! We have the right solution ready for you.
SimplyCast has designed a unique solution particularly for this scenario. Combining our 360 automation platform, multi-channel alert system, email, voice, SMS, and online form tools, you can complete all five steps easily. Our solution is flexible so it can fit your needs based on your local COVID-19 travel restrictions and regulations.
SimplyCast is a hyper-scalable software. We are an ISO 27001:2013 certified company with data centers in the USA and Canada. Which means, we will keep your and your students’ information safe.
Sounds interesting? Don’t wait!
Speak to our experts to learn more about it today and click the button below to request a one-on-one demo!