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Important COVID-19 Reminders from HR

Friday, 12/18/2020

Dear Supervisors and Managers:

The winter holiday break is just ahead of us, so HR wanted to send some reminders to all those in a supervisory role regarding the responsibilities of employees when it comes to COVID-19.  As you know, COVID cases are on the rise again in Riverside County as well as the state, and increases are also being reflected all across the country.  I know we are all quite weary of the restrictions and so very tired of COVID, but we have to continue following guidelines until vaccines are readily available and cases dwindle.  It is more important than ever to follow the guidelines from the District, CDC, county and state both at work and at home to keep those around us healthy and safe. 

Please review the following reminders related to COVID.  The items below apply to all supervisors, managers, faculty and classified employees:

-          Guide: Please re-read the Returning to Campus (Return to Work) Guide for Employees that was last updated in October.  Re-read the Guide yourself, then review it with your employees.  It will be helpful to refresh everyone's memories on the processes to follow.  REMEMBER, NO MATTER WHERE AN EMPLOYEE WORKS (ON CAMPUS OR AT HOME) THEY MUST NOTIFY HR IF THEY ARE OFF WORK FOR ANY REASON, ESPECIALLY DUE TO COVID.  Employees are being paid to work their full schedule, thus must take leave time whenever they are unavailable to work for any reason.

-          COVID Self-Check: Please assure that all employees are checking in each and every day they are on campus, for any length of time. Even if someone is dropping by campus briefly, they must check in.  If you have employees who do not have regular access to technology prior to arriving to campus to work, they can print out the self-check form found in the guide as a reminder of the questions asked, then check in electronically once they arrive to a campus computer (as long as the answers to the key questions are "no").  Remember, employees cannot come on campus at all if they have had close contact with a COVID positive person, are experiencing symptoms, or someone they live with has been diagnosed with COVID.  HR should be contacted right away if there are any "yes" answers to the self-check questions.  Note: Our COVID self-check form is being updated over the next few weeks.  Keep an eye out for another e-mail near the start of the semester that will highlight the upgrades/changes to the form.  

-          Deadlines for Reporting: The District has very strict deadlines that it is required to adhere to regarding reporting cases to our insurer, to CalOSHA, and to employees.  The clock starts ticking the moment we are notified of a COVID case, even if someone "forgets" to notify us or provide detailed information.  We get no extension of the deadline if employees aren't timely with information.  Delayed reporting leads to noncompliance and hefty potential fines ($10,000/each).

-          Contact tracing:  This piece of the COVID puzzle is challenging, time consuming, and only as good as the information we receive from employees via the COVID self-check form and responses from them.  If an employee is on campus and has checked in to one building, then goes to another – they must check in again (or HR will not know you were there).  Unfortunately the self-check form isn't editable after the fact, so a new form is needed.  Should HR have to contact trace and an employee did not check in at all, or did not check into the correct building(s), HR cannot know where they were to provide accurate notifications. Because the health and safety of our employees is paramount, those not following the guidelines may face disciplinary action. 

-          Response Time: When HR reaches out to you or your employee for information about reported COVID issues (diagnosis, close contact, etc.), the employee/supervisor need to respond very quickly.  Please know that HR will reach out directly to anyone who has been reported to have had close contact with a COVID positive person on campus as soon as we can.  It takes many hours to gather all of the facts, verify facts, then get the word to everyone (please, be patient with us!).  We ask that you remind employees to be responsive to Nicole, myself, Jeannine, and/or Lisa McAllister or anyone else in HR when we reach out for information.  It is critical to get details quickly so we may act!  

-          Close Contact Definition: Close contact is defined as 15 minutes or more of close physical proximity (6 feet or less) with a person who is COVID positive and/or symptomatic.  Should there be a COVID positive case on campus, those employees who had "close contact" will be notified.  We will do our best to notify others who were (or may have been) in the area, but those with direct contact are the priority.  HR will do its best to notify others we have been made aware of who may have walked through an area or been in the vicinity of a case as quickly as possible.  Again, we may not always know where an employee was if the self-check form is not being utilized or completed correctly.

-          Accuracy:  HR must rely on the COVID positive employee to accurately and completely report who they were in contact with.  Again, we are looking for those individuals who meet the "close contact" criteria. Keep in mind that HR will not direct any employee to test for COVID other than those meeting the definition of close contact.  If an employee was not contacted by HR, but is still concerned about potential exposure, even though they do not meet the definition of close contact, they are welcome to go to their own healthcare provider for advice/assessment or be tested at one of the free County testing locations.

In summary, supervisors/managers should assure all employees on campus are: 1) working in the same cohort group each week without changing schedules to limit exposure, 2) wearing a face covering at all times, 3) socially distancing, 4) hand washing/sanitizing frequently, and 5) completing the COVID self-check every time they are on campus for any length of time. 

COVID can be the source of anxiety and stress, but we will get through this challenging time by supporting each other and our employees.  Please keep an eye on your staff and check in with them frequently to be certain they are following all the steps above, following the guidance from the Keenan Safe Colleges training, and the Return to Work Guide.  Lastly, please remind employees of their responsibility to communicate with or reply to HR if they are experiencing symptoms, have had close contact, or have tested for COVID.  These instances should be reported to HR immediately and the employee may need to take leave time in order to recover or quarantine.  If HR is not made aware of the employee's illness/contact, we cannot assist them with getting the resources they need.  Remember, if an employee is sick or unavailable to work for any reason, even working from home, they are required to utilize leave if they are not available to (or able to) work.

HR will continue to keep you posted on any major changes.  We are here for you - let us know if you have questions or concerns. The contact information for COVID issues/questions is:

• Nicole Pina (NPina@msjc.edu)
• Ann Jensen (AJensen@msjc.edu)
• Jeannine Stokes (JStokes@msjc.edu)
• Lisa McAllister (LMcAllister@msjc.edu – for student related questions/concerns)

Have a restful break and we look forward to seeing you refreshed and ready to go in 2021.  Thanks for all you do for the MSJC community! 

Best,

Ann