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 Centers 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.

Upon initial return to work, 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. Are you experiencing any of the following: cough, difficulty breathing, fever, chills, muscle pain, headache, sore throat, nausea, vomiting, fatigue or new loss of taste or smell?
  2. Are you caring for someone who is experiencing any of the 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. Those who have visited a highly impacted region recently per question #4 may be sent home after assessing the details of the visit. 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
  • At least ten (10) days have passed since the symptoms began or following the expiration of mandatory quarantine.

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 in writing.

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.

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 for 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. Pre-packaged food is encouraged.

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 Centers 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)

If you are unable to work and are self-quarantining per the recommendations from the Centers for Disease Control (CDC) or the Kansas Department of Health and Environment (KDHE), then 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.

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.