COVID-19 information and updates – current CARES level Alert

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Employee Screening, Travel Guidelines and Ongoing Procedures

Purpose

The health and safety of our students, faculty, staff, and visitors are of utmost importance to Hesston College (the College). As we transition into using the campus more and more following the physical campus closure due to COVID-19, we will start phasing in a screening procedure for when our campus is in use. Hesston College will continue to update our policy following national and local guidelines and pairing it with what we feel is best for the environment in which we work and serve our students.

These guidelines provide screening procedures for employees. This guidance may change as the pandemic guidance changes. The College will use best recommendations from the Center for Disease Control (CDC), Kansas Department of Health and Environment (KDHE), Harvey County Health Department, and any relevant local, state, and federal laws and orders to inform our policies and procedures.

Employee Screening Procedure

Every employee should take appropriate precautions to stay safe and healthy, including using good judgment about where to travel, wearing face masks, and other mitigation strategies recommended by the health and safety guidelines. Travel to locations restricted by the KDHE should be avoided, or upon return, they should follow the KDHE requirement to quarantine for 14 days. Employees should be mindful of the timing of these trips to their return to work, as they may be required to miss workdays as a result of their travel.

Initial Screening

Upon initial return to work each semester, employees should be screened, to include a temperature check. Each employee will be screened privately by someone trained in using a touchless forehead/ temporal artery thermometer. We will not keep records of the employee’s response to the screening questions or the temperature taken at the time of screening. Time spent getting screened will be considered time worked. The questions that will be asked are as follows:

  1. Have you experienced any of the following symptoms since last reporting to work or class: cough, difficulty breathing, fever, chills, muscle pain/aches, headache, sore throat, nausea, vomiting, fatigue, congestion or runny nose, diarrhea, or new loss of taste or smell? (symptoms listed may change as CDC guidelines are updated).
  2. To your knowledge, have you been around anyone for extensive periods of time that is experiencing symptoms listed in #1?
  3. To your knowledge, were you exposed to anyone who may have the coronavirus?
  4. Have you been out of the state or in another country in the last 14 days? If yes, is it on the KDHE list for mandatory quarantine upon entering Kansas?
  5. Is your current temperature 100.4°F or higher?

Employees who answer “yes” to any of the above questions will be sent home. Additional information may be requested if an employee answers “yes” to #2 or #4, and they may be sent home after assessing the details of the situation. The employee should monitor his or her symptoms and call a doctor or use telemedicine if concerned about the symptoms. Moving forward, all employees are expected to conduct daily self-screenings using the same set of questions.

An employee sent home can return to work when:

  • He or she has had no fever for at least three (3) days without taking medication to reduce fever during that time; AND
  • Any respiratory symptoms (cough and shortness of breath) have improved; AND
  • The medical provider and/or local health department has released them to return to work

An employee may return to work earlier if a doctor confirms the cause of an employee’s fever or other symptoms is not COVID-19 and releases the employee to return to work (documentation may be required).

Employees who refuse to be screened will not be allowed on campus. If this refusal is due to a medical condition, the employee should contact Human Resources.

Ongoing Screening

Employees should continue to self-screen at home prior to coming to work daily, asking themselves the following questions:

  1. Have you experienced any of the following symptoms since last reporting to work or class: cough, difficulty breathing, fever, chills, muscle pain/aches, headache, sore throat, nausea, vomiting, fatigue, congestion or runny nose, diarrhea, or new loss of taste or smell?
  2. To your knowledge, have you been around anyone for extensive periods of time that is experiencing symptoms listed in #1?
  3. To your knowledge, were you exposed to anyone who may have the coronavirus?
  4. Have you been out of the state or in another country in the last 14 days? If yes, is it on the KDHE list for mandatory quarantine upon entering Kansas?
  5. Is your current temperature 100.4°F or higher?

Employees who answer “yes” to any of the above questions will be sent home. Additional information may be requested if an employee answers “yes” to #2 or #4, and they may be sent home after assessing the details of the situation. The employee should monitor his or her symptoms and call a doctor or use telemedicine if concerned about the symptoms.

An employee can return to work when:

  • He or she has had no fever for at least three (3) days without taking medication to reduce fever during that time; AND
  • Any respiratory symptoms (cough and shortness of breath) have improved; AND
  • The medical provider and/or local health department has released them to return to work if the doctor or health department has been contacted.

An employee may return to work earlier if a doctor confirms the cause of an employee’s fever or other symptoms is not COVID-19 and releases the employee to return to work (documentation may be required).

Illness Protocol

Exposure

Employees who have been exposed to someone with COVID -19 symptoms or positive diagnosis should contact their manager prior to coming to work. Next steps will be based on the information provided to the employee by their medical provider or local health department, but may include a need to quarantine for a set timeframe.

Symptoms

If an employee experiences one or more of the symptoms listed below and knows of a potential source where they may have been exposed to COVID-19 he/she should stay at home and contact their manager and/or Human Resources: cough, difficulty breathing, fever of 100.4 or above, chills, muscle pain/ache, headache, sore throat, nausea, vomiting, diarrhea, fatigue or new loss of taste or smell.

If an employee has symptoms, they should remain isolated at home until:

  • He or she is tested for COVID and receives a negative test result OR
  • He or she is tested for COVID, tests positive, and completes the isolation requirements of the local health department and/or their medical provider OR
  • He or she has had no fever for at least three (3) days without taking medication to reduce fever during that time; AND
  • Any respiratory symptoms (cough and shortness of breath) have improved; AND
  • The medical provider and/or local health department has released them to return to work

The local clinics that provide testing for COVID-19 are the following:

  • Mid Kansas Family Practice (Hesston) 620-327-2440
    • An appointment is required. They only test those who have symptoms and results will take 7-10 days.
  • Partners in Family Care (Hesston) 620-327-2314
    • An appointment is required, and will determine the need for a test. Results will take 5-8 days.
  • Newton Medical Convenient Care (Newton) 316-281-9700
    • No appointments needed, but call from their parking lot to check in. Results will take 8-10 days.
  • Hesston Pharmacy (Hesston)
    • Go to www.DoINeedACovid19Test.com for screening and online scheduling. Results in 2-5 days.
  • Hutchinson Clinic (Hutchinson)
    • Available by appointment.

If the test results are negative:

  • no further action is required and the employee may resume normal activities once symptoms reside per the above symptom schedule.

If the test results are positive:

  • The Testing Lab will report the results to the county health department in which they reside. That health department may become involved in the contact tracing process.
  • The Health Department will contact the employee who tested positive regarding the length of quarantine remaining.

Notifications regarding isolation and quarantine may include the employees who have been directly impacted, as well as the managers and Vice Presidents involved.

Campus announcements of any positive tests will come through Deb Roth, VP of Student Life, as requested by local health authorities and to comply with the Clery Act.

COVID Testing

There may be situations where we deem it job-related and necessary to test faculty, staff, or specific groups of employees for COVID. Should this occur, the impacted employees will be provided written notice of this request in advance of its occurrence. The testing will need to be completed at a CLIA-certified lab with documentation of the test results provided to Human Resources. Employees will be compensated for the time spent testing. There may be situations in which we have onsite testing availability or where we ask employees to get tested at one of the approved testing locations in the region. Employees will be asked to submit all COVID testing expenses through their medical insurance. Funds will be available if insurance coverage is not available or for reimbursement of expenses if the college required COVID testing cost was passed on to the employee through their medical insurance.

Campus Meeting Procedures

Below are some procedures that may change as the recommendations and guidance changes:

  • Masks are required per the Face Mask/Covering Policy.
  • Employees are asked to screen themselves daily before arriving to campus.
  • Indoor meetings should take place in rooms that provide for the COVID physical distancing capacity requirements stated for that room.
  • If you are unable to find a room that meets your required capacity, please meet via phone or an online tool such as Google Hangouts Meet or Zoom.
  • There may be larger campus meetings in which a larger indoor gathering is approved while keeping the physical distancing maintained.
  • Whenever possible, meetings should be 50 minutes or less or with breaks built into longer meetings. A break allows time to recharge and mentally prepare for your next task. When in-person this also lessens the time together in one room.
  • Employees are encouraged to bring their own beverages to meetings, and individual beverages may be provided.
  • Food as a part of meetings is generally discouraged. Where food will be shared, break from the meeting and go outside to enjoy the food, or ensure that there is more than six feet apart while eating and masks are removed.

Travel Guidelines

Determination of any college-related travel should be made on an individualized basis in consultation with that departmental vice president. The College will use best practices, to include quarantine following return from travel, as recommended by the Center for Disease Control (CDC), Kansas Department of Health and Environment (KDHE), Harvey County Health Department, and any relevant local, state, and federal laws and orders. Employees who chose to go out of state on personal travel should follow these same guidelines in consultation with their manager.

Family First Coronavirus Response Act (FFCRA)

Quarantine or Isolation

If you are unable to work and are self-quarantining per the recommendations from the Center for Disease Control (CDC), the Kansas Department of Health and Environment (KDHE), the local health department, or a medical provider, you may be eligible for paid leave under the Family First Coronavirus Response Act (FFCRA) that took effect April 1, 2020.

Eligibility

The FFCRA may provide you paid leave benefits should you be unable to work for any of the following reasons:

  1. is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
    1. eligible for up to two (2) weeks of paid leave (up to 80 hours, pro-rated for part-time employment)
  2. has been advised by a health care provider to self-quarantine related to COVID-19;
    1. eligible for up to two (2) weeks of paid leave (up to 80 hours, pro-rated for part-time employment)
  3. is experiencing COVID-19 symptoms and is seeking a medical diagnosis;
    1. eligible for up to two (2) weeks of paid leave, pro-rated for part-time employment
  4. is caring for an individual subject to an order described in (1) or self-quarantine as described in (2);
    1. eligible for up to two (2) weeks of paid leave (up to 80 hours, pro-rated for part-time employment)

Leave Process
Hesston College is eligible for tax credits for anyone who has a need for and takes leave under the FFCRA. The only way that we will know if this leave is taken under this law is by you (or your supervisor) contacting Monica Miller, HR Director, monica.miller@hesston.edu or 620-327-8265. At this time, the FFCRA is set to expire 12/31/2020 unless an extension occurs.

Childcare

The FFCRA may provide you paid leave benefits should you be unable to work due to childcare and school closures: is caring for a child whose school or place of care is closed (or childcare provider is unavailable) for reasons related to COVID-19. A full-time employee is eligible for up to 12 weeks of paid leave (up to 40 hours per week, pro-rated for part-time employment) at 2/3 their regular rate of pay.

Eligibility
To be considered for this paid leave, you must provide a written request for this leave. This written request must be via email to Monica Miller and Debbie Jantz, copy to your manager, and needs to include the following information:

  1. Expressed written request that leave is needed
  2. The start date (4/1/20 or after) and anticipated end date of this leave
  3. Whether leave is for all time normally worked, intermittent, or a reduced schedule. If intermittent or reduced schedule, details need to be included as to how much time may be worked during this timeframe.
  4. Confirmation that remote work is either unavailable, not doable given the circumstances, or is available but not for the entire time you would normally work.

Leave Process
Hesston College is eligible for tax credits for anyone who has a need for and takes leave under the FFCRA. The only way that we will know if this leave is taken under this law is by you (or your supervisor) contacting Debbie Jantz, Payroll Manager, debbie.jantz@hesston.edu or 620-327-8219. Human Resources will then work with approved requests on how to report the time under this leave. At this time, the FFCRA is set to expire 12/31/2020 unless an extension occurs.

Supporting Behavior Change

These procedures will succeed if all of us are motivated out of care for each other and our community. We will seek to be kind and supportive, but also accountable, as we respond to one another and change our collective behaviors. Employees with concerns or questions about the health and safety measures put into place, or their personal health and safety, please see your manager or your vice president immediately.