Managing in a Time of Social Distancing Guidelines
Managers play an essential role in maintaining proper protocols as set forth by the university to help reduce the spread of COVID-19. Offering flexible options and creative solutions can help ensure the mental and physical wellbeing of our faculty and staff. Managers are required to emphasize the importance of and ensure adherence to these guidelines to promote the safety and health of our employees.
Hygiene Protocols
Managers must ensure that measures and supplies are in place to support appropriate hygiene practices for employees, customers, and worksite visitors. These measures include the following:
- Enforcement of Guidelines – Ensure employees are following guidelines as set forth by the university including stopping work that may create a health or safety concern, adhering to processes that maintain social distancing, and wearing face coverings in public settings and in work spaces where social distancing measures are difficult to maintain.
- Clear Communication – Clearly communicate unit progress and changes to your staff.
- Hand Hygiene – Ensure employees are able to wash their hands when needed. Soap and water is always the first choice, especially if hands are visibly dirty. If soap and water are not readily available, use alcohol-based hand sanitizer that is at least 60% alcohol. Ensure adequate supplies are maintained.
- Signage – Ensure that your offices have the proper signage that encourages social distancing/mask wearing at the entrance to your workspace and throughout other areas where highly visible to employees, students, and visitors. The University has created WVSU approved COVID-19 signage.
- Greetings – Discourage handshaking. Encourage the use of other non-contact methods of greeting.
- Supplies – WVSU has a variety of personal protective equipment (PPE) for all employees on campus. Individual bottles of hand sanitizer, face shields, and masks are all available upon request. An employee must submit a Track-It ticket to Physical Facilities in order to receive it.
Track-It:
http://trackit.wvstateu.edu/TrackIt/SelfService/Account/LogIn?ReturnUrl=%2fTrackIt%2fselfservice
-Log in and click on Create New Ticket.
Additionally, every Vice President/Athletic Director on campus will be equipped with a supply of disposable masks.
Work Flexibility
WVSU supports the following strategies for work flexibility to support social distancing. Supervisors must utilize these strategies in a way that ensures the fulfillment of job responsibilities and minimizes contact with others:
- Allow remote work when possible
- Implement flexible work hours (e.g., staggered shifts)
- Increase physical space between employees at the worksite
- Increase physical space between employees and customers (e.g., partitions, etc.)
- Implement virtual meeting options through the use of web or telephonic meetings
- Deliver products and services through alternative measures such as phone, video, web, curbside pick-up, or delivery
Keep in mind that some employees perform functions that cannot be accomplished remotely or whose presence in the workplace ensures continuity of operations and, therefore, these employees are unable to telecommute.
Employees at Higher Risk
The CDC has provided guidance regarding factors and conditions that create a higher risk for severe illness from COVID-19.
Employees who are at higher risk may complete the ADA Reasonable Accommodation Request Form and the ADA Medical Release Form during COVID-19 to request continuation of remote work, where possible, or a personal leave of absence without pay, as approved by the University President if remote work is not possible. All forms will be routed to Human Resources. Human Resources will notify managers when accommodations are required.
Leave During COVID-19 & FFCRA
Signed into law March 18, 2020, the Families First Coronavirus Response Act requires public agencies,
(federal/state governments, political subdivisions, schools) of any size and private employers with fewer than 500 employees to provide job-protected leave for qualifying needs related to a public health emergency under the Family and Medical Leave Act and paid sick leave under the Emergency Paid Sick Leave Act to eligible employees affected by the COVID-19 pandemic. Provisions of the Act, Emergency Family and Medical Leave Act and Emergency Paid Sick Leave Act, go into effect April 1, 2020, through December 31, 2020. You can read more about the the law and how to apply by clicking here.
When in Doubt
These are unprecedented times, and managers may sometimes need additional guidance. Please contact Human Resources for support. The decisions and direction provided to employees may seem confusing or unfair or cause frustration.
The outbreak may be stressful not only for you, but for your faculty and staff as well. Fear and anxiety about COVID-19 can be overwhelming and cause strong emotions. During this time, encourage your team to:
- Take breaks from watching, reading, or listening to news stories
- Take care of their physical and mental health
- Make time to unwind and to connect with others
scenarios
Scenario 1:
An employee 65 years of age or older is notified to return to the worksite and they request to continue to work remotely because they face an elevated risk from COVID-19 due to age.
Response: An employee who requires a reasonable accommodation must complete the required ADA forms. Human Resources will work with the employee and the manager throughout the interactive process. Managers are strongly encouraged to make every attempt to allow the employee to work remotely, if possible.
Scenario 2:
An employee is notified to return to the worksite but they report that they are unable to do so because of child care issues (schools and/or day care is closed) resulting from COVID-19 related reasons.
Response: The department should attempt to work with the employee to adopt a work schedule either remotely or on-site that satisfies the employee’s childcare issues. If the department decides to allow the employee to work remotely, the manager will need to document the alternative work arrangement and specify any arrangements that have been made (e.g. how long the work arrangements will last). A copy of the arrangements should be given to the employee. If the employee is still unable to satisfy their work requirement, the employee may be entitled to leave under the Families First Coronavirus Response Act (EPSL and/or EFMLA).
Scenario 3:
An employee is notified to return to the work-site but they object stating they have a valid health condition or serious illness/injury that places them at greater risk of serious illness if they contract COVID-19.
Response: Assuming remote work is not available, Human Resources shall require medical documentation to substantiate the illness/injury/health condition. If the employee is able to produce medical documentation, they will be entitled to Emergency Paid Sick Leave (EPSL). If the employee is unable to produce medical documentation, the employee may request to use other accrued leave (annual leave and/or comp time) or request a personal leave of absence without pay.
Scenario 4:
If an employee when notified that they are being required to return to the worksite objects stating that they are uncomfortable returning to work due to personal concerns associated with COVID-19.
Response: Assuming remote work is not available, the employee may request to use other accrued leave (annual leave and/or comp time) or request a personal leave of absence without pay.
For additional information and guidance on what supervisors should and should not do, please click here.