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 extensively following the physical campus closure due to COVID-19, we will phase 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 when appropriate or required, and other mitigation strategies recommended by the health and safety guidelines. Travel to locations restricted by the KDHE should be avoided, or upon return, the KDHE requirement for quarantine should be followed. 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.

Employee Self Check

Employees should continue to self-screen at home daily prior to coming to work, 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 required quarantine?
  5. Is your current temperature 100.4°F or higher?

Employees who answer “yes” to any of the above questions should stay at home to monitor their symptoms and call a doctor or use telemedicine if concerned about the symptoms. An employee may return to work when certain that the cause of symptom(s) is not COVID-19 or another communicable illness.

Illness Protocol

Exposure

Unvaccinated 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, vaccinated or unvaccinated, 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 stay at home to monitor their symptoms and call a doctor or use telemedicine if concerned about the symptoms. An employee may return to work when certain that the cause of symptom(s) is not COVID-19 or another communicable illness.
The local clinics that provide testing for COVID-19 are the following:

  • Hesston Pharmacy (Hesston)
  • 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.

If the test results are negative – no further action is required and the employee may resume normal activities once symptoms reside.

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 isolation 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. Hesston College has testing capabilities on site and will utilize those resources should the college require any testing.

Campus Meeting Procedures

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

  • Employees are asked to screen themselves daily before arriving to campus.You don’t have to wear a mask when you and those that you are around are fully vaccinated.
  • Masks must be worn if someone in the group is not vaccinated.
  • If you are not vaccinated, you must wear a mask whenever you are around others
  • Masks need to be within reach and available to use, and then used when necessary
  • Visitors that are not fully vaccinated must wear a mask when inside buildings
  • 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.

Outdoors:

  • Masks are not required outdoors if distance is maintained or if you are fully vaccinated.
  • It is strongly encouraged that meetings take place outdoors. Additional outdoor seating options will be placed around the Administration Center to increase our outdoor meeting opportunities.

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.

American Rescue Plan Act of 2021 (ARP)

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 American Rescue Plan Act of 2021 (ARP) that took effect April 1, 2021. The expiration of this paid leave is September 30, 2021.

Eligibility
The ARP 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)
  5. leave taken by employees to receive or recover from COVID-19 vaccinations

Leave Process
Hesston College is eligible for tax credits for anyone who has a need for and takes leave under the ARP. 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 ARP is set to expire September 30, 2021.

Childcare

The ARP 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 e-mail to Monica Miller, copy to your manager, and needs to include the following information:

  1. Expressed written request that leave is needed
  2. The start date (4/1/21 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 ARP. 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. Human Resources will then work with approved requests on how to report the time under this leave. At this time, the ARPis set to expire September 30, 2021.

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.