Coronavirus (COVID-19) Resources for Supervisors

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LCC is operating - we're just doing things differently.

Access to LCC buildings is restricted to faculty and staff March 20 - May 31 (exception: medical assisting, nursing, machining and welding students will be allowed to resume critical labs beginning May 5 per order from the Governor) so long as stringent health and safety protocols are followed. Students should check Canvas for details from instructors. Learn more about our campus safety measures.
Professional/Technical students should watch for communication from their instructor/s for other exceptions.
All events and activities are canceled March 20 - May 31.
Spring quarter will run April 20 - June 18 (rather than April 6 - June 18). See the extended dates and deadlines.
Spring quarter instruction will be delivered online as much as possible (all instruction will be fully online for the first two weeks of the quarter). Faculty will provide more specific instructions to their students via email and/or Canvas before the start of the quarter. Check out our free tech tutorials at lowercolumbia.edu/elearning.
Apply for emergency financial assistance if you need help paying for tuition and fees, books, rent, food, childcare, technology, or other emergency or COVID-19 related expenses. Emergency Assistance Funding Request Form.
Childcare: the Early Learning Center is closed until further notice.
Head Start/ECEAP parents: Families will continue receiving modified services through the end of the school year. Classrooms will remain closed, but we remain actively engaged.
Please call (360) 442-2322 or email covid@lowercolumbia.edu for questions.

The Washington State Department of Health has established a call center to address questions from the public. If you have questions about what is happening in Washington, how the virus is spread, and what to do if you have symptoms, please call 1-800-525-0127 and press #.

COVID-19 Response Supervisor Information

In light of the COVID-19 measures LCC is taking, we are sharing resources on how to help supervisors navigate these unchartered waters. See also: March 24, 2020 update for supervisors from Kendra Sprague.

Steps to Take Regarding Daily Operations Until Monday, June 1

Managers and supervisors must take steps to maximize telework options for all employees (including PTH and student employees). For employees who do not ordinarily telecommute, identify tasks that employees can do remotely such as the online training suggestions.
Some staff may be required to work on campus based upon their job duties. Supervisors should identify these positions and inform their Vice President.
Employees who are directed to telework and choose not to must use either sick leave, vacation leave, personal holidays, or leave without pay.
An employee who is directed to Telework and is unable to, based upon certain circumstances, MIGHT qualify for leave based upon this chart. Contact HR if you have questions.
The Resources for Employees COVID-19 webpage lists the types of leave available to LCC employees in a variety of circumstances.

Telework

We are striving to be more lenient, creative, and flexible regarding telework during this time. We encourage you to do the same and to think outside the box about what types of things your employees may be able to do from home (training, reassignment of work, updates to documents, etc.).
A list of training suggestions to provide to employees can be viewed here.
Additionally, due to school closures/lack of childcare, we are allowing employees to work from home even if they are caring for their child(ren) during telework hours.
Refer to our Telework Procedure for more information. Check out some resources to help you manage teleworking employees:

Steps for Requesting to Telework:

** Note if a Telework Agreement was already approved, we will automatically extend it through May 31 based upon the Governor’s “Stay Home Stay Safe” Directive.

All employee types (FT, PTH, Student employees, etc.) must submit a telework request if they plan to telework. Here are the steps for employees that are requesting to telework:

Employee completes the telework agreement form and submits to supervisor (Note: faculty would complete the faculty telework agreement). Completed form is submitted to HR via e-mail.
HR will review the request and may reach out to the supervisor to ensure that telework is feasible for that position.
Overtime eligible employees must keep track of their teleworking hours and report hours accordingly in the Employee Self-Service. To help keep teleworking employees accountable, please utilize the telework activity log. You can create a copy of the Google doc for your employees (path: File > Make a Copy).

Remote Access to Confidential Information

Normal rules and regulations on confidential information (FERPA, confidential files and documents, etc.) remain. Please be mindful about this when approving work to be done at home.

Conferences, Meetings and Business-Related Gatherings

Cancel or adjust non-essential in-person employee meetings and gatherings for the time being.
Please work with staff to develop alternatives for conducting these meetings and use good judgment when determining which meetings are essential.
Work with staff to develop alternatives for conducting these meetings to minimize risk, including the use of remote meeting technology.

Direction Related to Travel

All business travel to impacted areas on the CDC list Warning Levels 3 and 2 is canceled. Exceptions must be approved by the College President. See CDC travel detail and risk assessment by country
Limit all non-essential business travel. Essential travel is determined by the College President.

When determining what is essential travel, the President will consider several factors, including:

Is the travel related to the agency COOP?
What is the destination and is it currently impacted?
What is the mode of travel and does it involve movement through impacted areas described in the CDC link above?
What is the mission, and does it take the person into a higher exposure situation (i.e. large conference)
Are there alternative methods that can still accomplish the mission (video conference, remote access)?

Maintain confidentiality

If working with an employee confirmed to have COVID-19 infection, LCC will inform employees of their possible exposure in the workplace but maintain confidentiality as required by the Americans with Disabilities Act.

Supervisor FAQs

What if I identify someone in the workplace who is sick and I want to send the employee home? Also, what if an employee calls in sick?

What health and medical organizations strongly recommend	How Human Resources should respond to each issue
Employees should stay home if they are sick.	Encourage employees to stay home if they are sick. Employees may be allowed to telework if feasible based on type of work and if the employee is well enough to telework. If telework is not an option, employees may use leave in accordance with the attached chart.
If an employee has a fever and cough or shortness of breath you should send them home.	Employers should engage in a conversation with the employee to explore whether they can telework. If the employee cannot telework – and after the employer gives extensive consideration for workplace safety – direct the employee to go home immediately. Employees may use leave in accordance with the attached chart.
If an employee is sent home because of the above symptoms, you should ask them to remain home for 72 hours after their temperature gets backs to normal and their symptoms are improving.	Allow an employee to telework. If telework is not an option, employees may use leave in accordance with the attached chart.
If an employee has reason to believe they may have been exposed to someone with COVID-19, they should use the CDC guidance on how to self-monitor and when to contact their health care provider.	Allow an employee to telework. If telework is not an option, employees may use leave in accordance with the attached chart. If an employee is required under the Centers for Disease Control and Prevention guidelines to self-quarantine but is otherwise healthy (not testing positive for COVID-19), and the employer has determined there are no telework options for the employee, the employee will be released with no loss of pay for no longer than fourteen (14) days. The employee is not permitted to report to the worksite during the time they are in self-quarantine. An employee may be directed to telework during the self-quarantine period. If an employee is directed to telework and declines to do so, the employee must use their own accrued leave or be in a leave without pay status for the time in self-quarantine. The employer retains the right to request written verification confirming the circumstances warranting the self-quarantine, which may include a signed affidavit from an employee.

What if I find out there is an exposed employee at work?

What health and medical organizations strongly recommend	How Human Resources should respond to each issue
The employer should follow their local public health department and CDC guidance on next steps and direct the employee to go home.	If an employee is required by the Centers for Disease Control and Prevention guidelines to self-quarantine but is otherwise healthy (not testing positive for COVID-19), and the employer has determined there are no telework options for the employee, the employee will be released with no loss of pay for no longer than 14 days. The employee is not permitted to report to the worksite during the time they are in self-quarantine. An employee may be directed to telework during the self-quarantine period. If an employee is directed to telework and declines to do so, the employee must use their own accrued leave or be in a leave without pay status for the time in self-quarantine. The employer retains the right to request written verification confirming the circumstances warranting the self-quarantine, which may include a signed affidavit from an employee.
At the advice of the local health jurisdiction, the employer may consider cleaning the area the employee used with CDC recommended supplies.	At the advice of the local health jurisdiction, take steps to clean the worksite.
The employer may recommend that the employee contact their local health department for guidance on next steps, visit the CDC website or call their health care provider.	The employer should recommend that the employee contact their local health department for guidance on next steps, visit the CDC website or call their health care provider.

What health and medical organizations strongly recommend

How Human Resources should respond to each issue

The employer should follow their local public health department and CDC guidance on next steps and direct the employee to go home.

If an employee is required by the Centers for Disease Control and Prevention guidelines to self-quarantine but is otherwise healthy (not testing positive for COVID-19), and the employer has determined there are no telework options for the employee, the employee will be released with no loss of pay for no longer than 14 days. The employee is not permitted to report to the worksite during the time they are in self-quarantine.

An employee may be directed to telework during the self-quarantine period. If an employee is directed to telework and declines to do so, the employee must use their own accrued leave or be in a leave without pay status for the time in self-quarantine. The employer retains the right to request written verification confirming the circumstances warranting the self-quarantine, which may include a signed affidavit from an employee.

At the advice of the local health jurisdiction, the employer may consider cleaning the area the employee used with CDC recommended supplies.

At the advice of the local health jurisdiction, take steps to clean the worksite.

The employer may recommend that the employee contact their local health department for guidance on next steps, visit the CDC website or call their health care provider.

The employer should recommend that the employee contact their local health department for guidance on next steps, visit the CDC website or call their health care provider.

What if I find out an employee has a underlying health condition identified by the CDC that places them at higher risk?

What we recommend

Ask them if they would like to apply for a High Risk Accommodation per the Governor's Proclamation 20-46:
Specifically:

The employer must offer high-risk employees alternative work assignments, including telework, alternative, or remote work locations, if feasible, and social distancing measures:
If an alternative work assignment is not feasible, or the employee declines, the employer must allow the employee to use any accrued leave or seek unemployment benefits;
The employer must maintain the employee’s health insurance benefits;
The employer is prohibited from permanently replacing high-risk employees.

This proclamation expires on June 12, 2020, unless extended by the Governor.

If you an employee is at high-risk, as defined by the CDC, and would like to request an accommodation under the Proclamation, please fill out this High Risk Employee Accommodation Request Form and send to Human Resources at hr@lowercolumbia.edu.
If the employee asks to take time off to protect their health and cannot telework, you should allow them to do so in accordance with this leave chart.
If an employee is unwilling to report to the worksite, the employer should work with the employee to explore options. Allow an employee to telework if telework is an option. If telework is not an option, employees may use leave in accordance with the attached chart.

What leave should be used if telework is not an option?

Telework is an option for all employee types. Contact your VP if a staff member has technology issues. We will make arrangements for technology. If leave is necessary, leave may be used in accordance with this chart.

What can and can't I ask my staff?

Can I ask my employee if they are experiencing symptoms of fever and cough or shortness of breath?

Yes, you may ask them this question. Don’t ask them to disclose if they have an underlying medical condition. If they are experiencing these symptoms, they need to stay home and not come to work for 72 hours after fever is gone and symptoms get better, whichever is longer.

Can I ask my employee if they are returning from travel in the CDC defined Level 3 travel zones?

Yes, you may ask them this question. Check the CDC website for the latest guidance and recommendations for each country to which employees may travel.

Do I have to provide telework options for my employees? We’ve never done that before.

You should explore every possible option for teleworking.

Is it ok for me to tell my employees that they should follow proper hand washing techniques? What about cough and sneeze etiquette?

Yes. This is something you should be actively encouraging in your workplace. See the Department of Health’s website for cough and sneeze etiquette and hand hygiene.

My employee is diagnosed with COVID-19. Now what?

Download a printable checklist of the steps below a supervisor should take when an employee is diagnosed with COVID-19 [PDF]

If someone you supervise gets diagnosed with COVID-19, there are several steps you can take to help with the administrative side of this event.

Get more information to make decisions about the workplace:
- Make sure the employee is in contact with the local health department and they follow the health guidance/direction.
- Contact your local health department to receive specific guidance to confirm the employee’s status and how to best clean or close your workplace.
Next, identify and notify people they’ve been in contact with at work:
- If possible, ask the employee to review their schedule for the few days before they showed symptoms. Specifically identify those people that could be considered close contacts.
  - Tip: Look for someone the infected person had face-to-face contact with within 6 feet for more than 10 minutes.
- Locate contact information for the people you identified as possible close contacts.
- Contact your local health department and give them names and contact information for the possible close contacts.
  - Tip: Your local health department will make the official determination on who you will need to consider a close contact.
- After you talk to the health department, you or your HR department can begin calling the close contacts to notify them.
  - Tips: Keep the name of the person who tested positive confidential.
- Tell them their local health department will be in contact with further instructions.
- Ask that they go home and telework. If telework is not an option, the employee will receive no loss in pay for up to 14 days for self-quarantine.
- Ask that they follow any guidance that the health department gives them.
- Refer them to any internal resources or guidance available within your agency.
Communicate this event to your workplace:
- Notify your agency’s leadership. You can do this any time in the process, usually, the sooner the better.
- Notify your Human Resources department and they will determine how best to notify the rest of your agency, possibly using one of the statewide notification templates provided on the HR Portal. Make sure this communication goes out after you have notified the identified close contacts.

Finally … take a breath and know you did your best to manage and minimize the health situation.

Contact Safety & Security

The Safety & Security Office is located in the Student Center on the first floor (main lobby). To reach a campus security office call 2911 from a campus phone or (360) 442-2911 from any other phone.

Director or Student Conduct and Security Services

  Jason Arrowsmith
  Student Center Room 106
(360) 442-2270
  jarrowsmith@lowercolumbia.edu

Director of Environmental Health & Safety

  Janel Skreen
  Health & Science Building Room 324
(360) 442-2273
  jskreen@lowercolumbia.edu

Vice President of Administration

  Nolan Wheeler
Administration Building, Rm 203
  (360) 442-2200
  nwheeler@lowercolumbia.edu