Q. What safety measures have been put in place to protect staff and faculty as they are working on campus?
Our Interim COVID-19 Policy sets expectations regarding returning to work, including wearing a cloth face covering, maintaining six feet of physical or social distancing, and practicing good hygiene habits, like hand washing. We are following best public health practices designed to maintain a healthy and safe environment.
Additionally, we have made significant investments in our campus community, including:
· Reconfiguring work spaces to ensure 6-feet of physical or social distance;
· Installation of plexi-glass barriers in transactional areas where physical or social distancing cannot be achieved;
· Upgrading the filters in our HVAC systems and making other adjustments to HVAC systems such as air flow adjustments;
· Purchasing foggers and other sanitation equipment;
· Increasing our cleaning services in high-traffic areas;
· Creating one-way entrances, exits, and stairs in highly utilized buildings;
Installing hand sanitizer dispensers at high traffic entrances; and
· Making surface cleaning supplies available to students, faculty, and staff.
Q. Can I refuse to work with a mask?
Per our Interim Covid-19 Policy, all employees are required to wear a mask when working indoors, unless alone in a private office, and when working outdoors, when physical or social distancing cannot be maintained. If you cannot wear a mask due to a medical condition, disability, or any other work-related reason, please begin the accommodation request process by completing the Reasonable Accommodation Request Form. HR will begin the interactive process with you to determine a reasonable accommodation. .
Q. Is JCU providing masks? What if I forget my mask?
Yes, the University will be providing masks to employees. The masks are available at the Mail Center or General Stores in the Chemistry Department. Of course, employees are welcome to use their own mask if they choose to.
Q: Can I still meet with/advise students, colleagues, candidates and others face-to-face?
Face-to-face meetings with advisees, colleagues, job candidates, and prospective students can still occur, with appropriate safety measures. During such meetings, you are required to wear a mask, and observe proper hand hygiene. Phone calls, zoom meetings and google chats can also be used as alternative methods to communicate.
Q: If I am invited to an in-person meeting with an external vendor or partner at an off- campus location, should I attend?
Face-to-face meetings with vendors can still occur with appropriate safety measures. During such meetings, you are required to wear a mask, and observe proper hand hygiene. Phone calls, zoom meetings, and google chats can also be used as alternative methods to communicate.
Q. How can I request an accommodation or work adjustment due to health concerns and risk factors?
Requests for temporary or permanent accommodations or work adjustments in essential job duties due to one’s own health conditions and/or risk factors, including being at Higher Risk for Severe Illness, as defined by the Centers for Disease Control (CDC), could fall under the provisions of our Reasonable Accommodation Policy. To begin the accommodation request process, please review the policy and complete the Reasonable Accommodation Request Form, even if you are not sure if your concern or health condition falls under the strict definition of a disability under the Americans with Disabilities Act. Human Resources will process these requests either under the Reasonable Accommodation Policy, when applicable, or under a general work accommodation review process for risk factors or health issues that do not constitute a disability.
Q. What if my child’s school or care provider is temporarily closed due to Covid-19 concerns and I cannot find an alternative for dependent care – can I work remotely? Can I use sick time? Can I use vacation time?
You and your supervisor should discuss expectations for short-term emergencies proactively. It is also recommended that you have a plan for back-up dependent care. If you do need to miss work due to a lack of child/dependent care for reasons related to COVID-19, full-time employees may use sick, personal, and vacation leave. Part-time employees can use available PTO. Inform your supervisor that you need to use vacation or personal time and account for the time on the timesheets or leave reports. If you have exhausted all available leave balances, you can take the time unpaid.
Q. Will there be negative consequences if I need to take time off due to the sudden closure of my child’s school or dependent’s care center?
We are committed to supporting our staff during this time. Our Attendance and Punctuality policy establishes expectations for employees’ attendance, and supervisors are encouraged to be flexible and accommodating with staff during this challenging time. The following are general attendance expectations for all staff employees:
· Give as much advance notice as possible for an absence or curtailed working time (late arrival or early departure).
· Follow call-in procedures.
· Record work time and your use of time off benefits accurately.
· Follow your supervisor’s instructions and directives.
Q. If I’m not feeling well, how do I know whether to stay home? What if a family member is ill?
If you are not feeling well, you should stay home. Full-time employees can use paid vacation, personal, or sick time for use during these circumstances, and part-time employees may use PTO.
Sick time, as well as vacation or personal time, can also be used if you need to stay home to care for a family member who is not feeling well.
Please notify your direct supervisor as soon as possible and make sure that the time away is accounted for/recorded on your timesheets or leave reports. Please contact Human Resources to address specific situations or for additional questions. The University’s sick leave policy can be found via this link: http://webmedia.jcu.edu/hr/files/2017/06/I-4.1-Sick_Leave_6_9_2017.pdf
Q. Can extended absences be covered by Family Medical Leave Act (FMLA)?
If you or a qualified family member have a serious health condition, including COVID-19, an extended absence from work may qualify under FMLA leave. Applicable leave eligibility requirements would apply. Ryan Armsworthy, Director of Total Rewards, administers leaves of absences for staff and is the contact for questions or requests about extended absences due to medical reasons.
Q. Will there be negative repercussions for taking time off related to quarantine or being sick?
There are no negative repercussions for taking time off related to quarantining or being sick due to COVID-19. Any employee needing to take leave should stay home at the first sign of symptoms and notify their supervisor as soon as they can. Our priority is maintaining the health and safety of the JCU community, and we are committed to supporting any of our staff affected by the COVID-19.
Q. If I need to stay home to convalesce or care for a sick family member, can I also do work and not use my sick time?
The priority in any situation requiring sick time is to attend to your own or a family member’s needs. If you are not feeling well, your first priority must be caring for your health, and you should not be working, even remotely. Full-time employees have paid sick time for use during these circumstances, and part-time employees have PTO. Sick time can also be used if you need to focus your attention on the care of a family member who is not feeling well. Please notify your direct supervisor as soon as possible and make sure that the time away is accounted for/recorded on your timesheets or leave reports. Please contact Human Resources to address specific situations or for additional questions. The University’s sick leave policy is also a resource.
If you are asked to self-quarantine due to exposure to COVID-19 but are not experiencing symptoms or been diagnosed with COVID-19, you may discuss with your supervisor the ability for you to work remotely, depending on the nature of your position and job duties.
Q. I am out of sick time, but I have been told to quarantine by a healthcare provider. What can I do?
John Carroll University recognizes that employees may require medical leave, have a family medical emergency, or be otherwise unable to report to work due to the effects of the Coronavirus (COVID-19), resulting in a need for additional time off in excess of their available time off balances. If you recall, we established a time off donation bank from which you can request assistance. For details on this program, please go to CORONAVIRUS EMERGENCY TIME OFF DONATION BANK
Q. Can I be asked to cancel personal travel to a non-restricted or restricted areas based on concerns related to COVID-19?
We have not prohibited personal travel, domestically or abroad, by an employee. However, you are encouraged to educate yourself before you travel to understand current advisories, trends in key COVID-19 metrics in the area you are visiting, and quarantine requirements upon your return. In addition, health officials or Human Resources may ask employees to self-quarantine for 14 days following travel to a location that poses a significant risk of contracting COVID-19. You can be required to utilize time off balances for work time missed due to your need to quarantine.
Q. If I am approved to work from home, are there best practices to consider?
Requirements for working from home are set out in the University’s Telecommuting Policy on the Human Resources website. Here are several basic guidelines for working from home, as described in more detail in that policy:
· Designate “office” space. Create a quiet place to concentrate and spread out. Find an area in which work-related material can be stored and organized and secured.
· Adhere to the same work schedule that is followed on campus. Plan to be available during this time for students, colleagues, customers, etc. via phone and email. If it is impossible to adhere to your schedule, alternatives should be discussed with and approved by your supervisor.
· Communicate early, often and on a schedule. Communication can often be taken for granted when working on campus since people can drop in or ask questions informally. Working from home means that communication must be more formal and intentional. Consider set times each day for calls to discuss progress, check in, or get updates. Explore the use of technology to provide face-to-face interactions so that all the nuances of communication can occur.
· Anticipate interruptions and manage outside demands. Establish rules or guidelines for yourself and others to make it clear that you are engaged on your job/work and not available for non-essential issues.
Q: Can I change my work hours if I telecommute?
Work hours (including breaks and lunches) are defined by your direct supervisor. If you wish to temporarily or permanently alter the established hours, you must obtain supervisory approval in advance. Unless your Temporary Telecommuting Request Form states otherwise, your hours will remain the same as before the Telecommuting arrangement commenced.
Q: Will I need to use my cell phone instead of my office phone?
A working phone at your telecommuting location is a requirement, and you can use a personal cell or landline. Most of the University’s Avaya desk phones offer a call forwarding option and your office voicemail can be accessed remotely. Please see the ITS website for more details.
Q: How do I conduct meetings remotely?
ITS is available to support your technology needs. They have developed a guide to using Zoom and a guide on using remote technology. You are also welcome to use other means of technology including Google Hangouts, Slack, or other virtual meeting platforms. You can also contact the ITS Service Desk via helpdesk@jcu.edu.
Q: I don’t have access to a reliable internet connection for telecommuting. What should I do?
The Telecommuting employee is responsible for establishing and maintaining appropriate telephone communications and internet connectivity. Many service providers are offering free or low-cost options during the pandemic.
Q: Am I allowed to travel domestically and work remotely from there?
Time dedicated to personal travel should be noted as vacation time. Exceptions to this would need to be approved by your supervisor. Our telecommuting policy asks for alternative work site(s) to be identified. Also keep in mind that telecommuters are expected to be available to communicate via phone and internet at any time during the normally scheduled work day and can be called back to campus for any reason.
Q: Whom do I contact if I have other questions?
Your supervisor is an important resource who can address most of your concerns. The HR Team is also available to answer your concerns and our contact information can be found via this link: https://jcu.edu/hr/welcome/contact-hr.
Q. May I ask an employee why they missed work?Yes. Employees can be asked why they missed work. You also can confirm with the employee that they are well and no longer have symptoms that would require them to remain at home.
Q. May I ask an employee who is exhibiting symptoms of illness to leave work?
If an employee is currently showing any signs of illness, please instruct them to go home and stay home and contact their healthcare provider for further instructions and guidance. Employees and supervisors should continue to record the absence as sick time.
Q. What if one of my employees reports they have been diagnosed with COVID-19, been asked by a health provider to self quarantine, or is exhibiting symptoms similar to those of COVID-19?
If a JCU faculty or staff member reports to you that they have been diagnosed with or tested positive for COVID-19, or are exhibiting symptoms of COVID-19, advise them that they may not come to campus. They should consult with their health care provider, and may not return to work until 10 days have passed since the first symptoms arose, 24 hours with no fever without the use of fever-reducing medications.
If the employee has tested positive for COVID-19 but has no symptoms of COVID-19, the employee may return to work 10 days after the positive test for COVID-19.
If they are currently working on campus, they should immediately go home. Inform them that someone from the Human Resources or COVID-19 Response team will contact them shortly. Then, please contact Jen Rick in Human Resources or Garry Homany in Risk Management to report the information. There are specific protocols depending on the situation that the COVID response team will enact to ensure campus safety.
Q. If we learn or suspect that one of our employees has COVID-19, do we have a responsibility to report this information to the CDC or local board of health?
There is no obligation for supervisors or employees to report a suspected or confirmed case of COVID-19 to the CDC or local board of health. The healthcare provider that receives the confirmation of a positive test result will provide appropriate reporting to the federal, state and local health authorities. Supervisors should report any concern about an employee who may have COVID-19 to Human Resources, so the issue can be reviewed.
Q. May an employee refuse to work with or in the same space as a co-worker who has recently returned from travel and who may have been exposed to COVID-19?
Contact Human Resources regarding concerns about safety in the workplace related to a co-worker’s exposure to COVID-19. Health officials or Human Resources may ask employees to self-quarantine for 14 days following travel to a location that poses a significant risk of contracting COVID-19. Absent travel to a location with travel restrictions or that poses a significant risk of contracting COVID-19, generally, a co-worker who traveled to a place reported to have cases of COVID-19 or through an airport, without symptoms, direct exposure or a diagnosis of acute respiratory illness or COVID-19 will not be precluded from coming to work if they have no symptoms of COVID-19. Human Resources can assist with alternative work arrangements or social distancing practices to address employees’ concerns about their health and safety.
Q. May I ask an employee to cancel personal travel to a non-restricted area based on concerns related to COVID-19?
Supervisors should not ask employees to cancel personal travel to a non-restricted area based on COVID-19 concerns. Encourage your employees to educate themselves before they engage in travel. Health officials or Human Resources may ask employees to self-quarantine for 14 days following travel to a location that poses a significant risk of contracting COVID-19.
Q. May an employee refuse to work with a mask?
Per our Interim COVID-19 Policy, all employees are required to wear a mask when working indoors, unless alone in a private office. If the employee states they cannot wear a mask due to a medical condition, disability, or any other work-related reason, please have the employee begin the accommodation request process by completing the Reasonable Accommodation Request Form. HR will begin the interactive process with the employee and will contact the supervisor to discuss findings.