Guide for Returning to the Workplace
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Contents Guiding Principles Return to the Workplace Workplace Expectations and Guidelines Daily Health Screening Requirement Health and Safety Guidance – Workplace Safety Practices Face Masks Social Distancing Meetings Guidance for Specific Workplace Scenarios Return to Work Scenarios Reasonable Accommodation Request or Leave of Absence Inquiry Health and Safety Guidance – Personal Safety Practices Handwashing Workspace Hygiene Coughing/Sneezing Hygiene Resources Employee Assistance Program Human Resources
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Guiding Principles Providing a safe and healthy workplace is always a top priority for Hofstra University, and is especially critical during this time. Our policies and protocols for responding to the COVID-19 pandemic have been designed to protect the health and welfare of our community. Hofstra’s plans are aligned and consistent with New York state’s Reopening guidelines, and also follow the guidance of our partner, Northwell Health, and recommendations from the federal government and Centers for Disease Control and Prevention. Our knowledge and understanding of the COVID-19 virus continue to evolve, and our policies and plans will be updated as appropriate as more information becomes available.
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Return to the Workplace Workplace Expectations and Guidelines: To ensure a safe workplace for all, employees are expected to fully comply with the policies, protocols and guidelines outlined in Hofstra’s “NY Forward Safety Plan”, and as outlined in this document.
Daily Health Screening Requirement: Employees who have been instructed to return to the workplace must complete the daily mandatory health screening questionnaire before reporting to work. You must be free of ANY symptoms potentially related to COVID-19 to be eligible to report to work. At this time, these symptoms include but are not limited to: • • • • •
Fever or chills Cough Shortness of breath or difficulty breathing Fatigue Muscle or body aches
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Headache New loss of taste or smell Sore throat Congestion or runny nose Nausea or vomiting Diarrhea
If you have any symptoms, do not come to work, or leave campus and return home if you become ill at work, consult CDC guidelines and seek medical attention by calling a medical professional. Inform medical professionals of your symptoms and any potential exposure before going to the health facility. You should self-isolate until cleared by the Office of Human Resources to return to work. Please contact them at benefits@Hofstra.edu. If you have had close contact with a person with COVID-19, but you are not symptomatic, you must complete a 14-day self-quarantine. Contact Human Resources for more information. Individuals who are alerted that they have come into close or proximate contact with a person with COVID-19, and have been alerted via tracing, tracking or other mechanism, are required to self-report to their manager at the time of the alert. You must complete a 14-day self-quarantine.
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Health and Safety Guidance – Workplace Safety Practices Face masks: Face masks must be worn by all employees working on campus when in the presence of others and in public settings where other social distancing measures are difficult to maintain (e.g., common work spaces, meeting rooms, classrooms, etc.). Appropriate use of face masks is critical in minimizing risks to others near you. You could spread COVID-19 to others even if you do not feel sick. The face mask is not a substitute for social distancing. Face masks will be provided by Hofstra University. They should only be worn for one day at a time, and be properly laundered before use again. Disposable masks should only be worn for one day and then must be placed in the trash. Use of face masks: Putting on the face mask: • • • • •
Wash hands or use hand sanitizer prior to handling the face mask. Ensure the face mask fits over the nose and under the chin. Situate the face mask properly with nose wire snug against the nose (where applicable). Tie straps behind the head and neck or loop around the ears. Throughout the process: Avoid touching the front of the face mask.
Taking off the face mask: • • •
Do not touch your eyes, nose, or mouth when removing the face mask. When taking off the face mask, loop your finger into the strap and pull the strap away from the ear, or untie the straps. Wash hands immediately after removing.
Social Distancing: Keeping space between you and others is one of the best tools we have to avoid being exposed to the COVID-19 virus and slowing its spread. Since people can spread the virus before they know they are sick, it is important to stay away from others when possible, even if you have no symptoms. Employees at work on-site should follow these social distancing practices: • • • •
Stay at least 6 feet (about 2 arms’ length) from other people at all times Limit close personal contact Do not gather in groups Stay out of crowded places and avoid mass gatherings
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Meetings: •
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Convening in groups increases the risk of viral transmission. Where feasible, meetings should be held in whole or part using the extensive range of available collaboration tools (e.g. Zoom, WebEx, Microsoft Teams, telephone, etc.). During your time on-site, you are encouraged to communicate with your colleagues and supervisors as needed by email, instant message, telephone or other available technology rather than face-to-face. You can also use a range of available collaboration tools (e.g. Zoom, WebEx, Microsoft Teams, Jabber, etc.).
Guidance for Specific Workplace Scenarios: If you work in an open environment, be sure to maintain at least 6 feet distance from co-workers. You should wear a face mask at all times while in a shared work space/room. If you work in an office, no more than one person should be in the same room unless the required 6 feet of distancing can be consistently maintained. If more than one person is in a room, face masks should be worn at all times. If you work in an individual office, consider working with office doors shut. Face masks should be worn by any employee in a reception/receiving area. Masks should be used when inside any Hofstra facility where others are present, including walking in narrow hallways where others travel and in break rooms, conference rooms and other common/public areas. Alter or limit congregating factors or spaces where the virus could be easily spread. Examples include: •
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Discontinue the use of office coffee pots. Post signage to require disinfecting handles on refrigerators, microwaves and water coolers, as well as control panels of microwaves and vending machines. Post signage discouraging drinking from water fountains. Alter break room setups to increase social distancing. Limit the number of people who can be present where gatherings often occur such as lunch or break rooms. Encourage outdoor break periods. Consider eating in a location that allows for appropriate physical distancing (e.g., outdoors, in an enclosed or private space, in an office with the door closed, etc.). Insure adequate space between personal items in areas of shared storage such as coat closets.
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Return to Work Scenarios: Once employees have been instructed to return to work on-site, there are several options departments should consider to maintain required social distancing measures and reduce population density within buildings and work spaces. Remote Work: Those who can work remotely to fulfill some or all of their work responsibilities may continue to do so to reduce the number of individuals on campus and the potential spread of the COVID-19 virus. These arrangements, which should be approved by the immediate supervisor, can be done on a full or partial day/week schedule as appropriate. Alternating Days: In order to limit the number of individuals and interactions among those on campus, departments should schedule partial staffing on alternating days. Such schedules will help enable social distancing, especially in areas with large common workspaces. Staggered Reporting/Departing: The beginning and end of the workday typically bring many people together at common entry/exit points of buildings. Staggering reporting and departure times by at least 30 minutes will reduce traffic in common areas to meet social distancing requirements.
Reasonable Accommodation Request or Leave of Absence Inquiry: Employees who have been instructed to return to work on-site and have concerns about doing so due to a medical condition, or those who wish to seek ADA Reasonable Accommodations related to Returning to the Workplace should contact The Office of Human Resources at benefits@Hofstra.edu. In addition, if you or a member of your immediate family is sick, where applicable, you may take sick leave, short term disability and FMLA leave (and if eligible, NY PFL if your family member is sick). If you are under a mandatory or precautionary order of quarantine or isolation issued by the State, New York Department of Health, local Board of Health or other authorized government entity you may be eligible for up to 14 calendar days of job-protected, NY State paid sick leave. Generally, however, employees are not entitled to take FMLA to stay at home to avoid getting sick. Please contact the Office of Human Resources at benefits@hofstra.edu to determine FMLA/PFL/Paid Sick Leave/Short Term Disability eligibility. Additional information about the new NY State paid sick leave is available at https://paidfamilyleave.ny.gov/newyork-paid-family-leave-covid-19-faqs.
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Health and Safety Guidance: Personal Safety Practices Handwashing: •
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Wash your hands often with soap and water for at least 20 seconds especially after you have been in a public place, or after blowing your nose, coughing, sneezing, or touching your face. If soap and water are not readily available, use a hand sanitizer that contains at least 60% alcohol. Cover all surfaces of your hands and rub them together until they feel dry. Avoid touching your eyes, nose, and mouth, and wash your hands after touching your face.
Workspace Hygiene While custodial crews will continue to clean office and work spaces based on CDC guidelines, additional care should be taken to wipe down commonly used surfaces. Before starting work and before you leave any room in which you have been working, you must wipe down all work areas with EPA-registered 60% alcohol solution. This includes any shared-space location or equipment (e.g. copiers, printers, computers, A/V and other electrical equipment, coffee makers, desks and tables, light switches, door knobs, etc.). Limit the sharing of objects, such as tools, laptops, notebooks, telephones, touchscreens, and writing utensils, as well as the touching of shared surfaces. If not possible perform proper hand hygiene before and after contact, and sanitize shared equipment before and after use.
Coughing/Sneezing Hygiene: If you are in a private setting and do not have on your face mask, remember to always cover your mouth and nose with a tissue when you cough or sneeze or use the inside of your elbow. Then throw used tissues in the trash. Immediately wash your hands with soap and water for at least 20 seconds. If soap and water are not readily available, clean your hands with a hand sanitizer that contains at least 60% alcohol.
Resources Mental and Emotional Wellbeing Employee Assistance Program: The University Employee Assistance Program (EAP) is available to all employees and is a valuable resource during these challenging times. Additional information regarding resources and updates can be found on the University’s COVID-19 dedicated webpage. Human Resources: Contact Human Resources at Benefits@Hofstra.edu with any questions or if you suspect you may have COVID-19 or are being tested. 8/12/2020 page 8