Screening Requirements for Returning to Work- Phase III

The online Screening and Reporting Tool has had substantive changes made to use requirements:

  1. The process for addressing sanitizing needs when a COVID-19 individual has been in academic or department space has been updated, based on the increased frequency of cleaning and updated transmission data (HSC Return Plan, Section VI.B.2; also in Tulsa and Norman campus Return Plans).
  2. Instructions for who must complete the online Screening and Reporting Tool have been streamlined (Section VIII of the HSC Return Plan; also in Tulsa and Norman campus Return Plans). Travel, 7-day absence from campus, and attendance at events of 10 or more no longer require submission of the Tool. The Tool must be submitted in 4 instances: 

a. When you have symptoms that are consistent with COVID-19
b. When you have a positive COVID-19 test or are awaiting COVID-19 test results
c. When you have been in close contact (defined as being within 6 feet for approximately 15 minutes of
    someone who is COVID-19 positive or who is awaiting COVID-19 test results)
d. When you have a household member who has tested positive for COVID-19 in the last 14 days

The Travel and Visitor/Vendor FAQs have been updated to reflect these changes.  For example, vendors and visitors must complete the online Tool before their first visit to campus and after that, only if they meet the other instances, such as having COVID-19 symptoms.

3. Travel (Section IX of HSC Return Plan; also in Tulsa and Norman campus Return Plans) has been updated to reflect that University domestic and international travel are permitted if determined by the dean to be mission critical, as defined in the section.

Online Screening & Reporting Tool - Use before returning to campus:


Screening Requirements for Returning to Work After A COVID-19 Event

All OU employees, students, residents, and mission-critical campus visitors/vendors returning a COVID-19 related event must be cleared through Employee Health before returning to campus. You must complete the Online Screening & Reporting Tool by using the blue link above. If you have additional questions, contact information for each campus is included below:

Norman Campus: (405) 325-8732
OUHSC: (405) 271-2577 or employee-health@ouhsc.edu
OU-Tulsa: (918) 660-3102 or TulsaStudentHealth@ouhsc.edu

Staff Flexibility Work Requests for Fall 2020 Semester

The Staff Flexibility Work request is for Norman employees who do not have a telecommuting agreement with their supervisor and who have been directed to return to campus by their supervisors. If these employees want to formally request department approval to work remotely, they may complete the Staff Flexibility Work request. To read more about the Staff Flexibility program and download the form here: https://www.ou.edu/together/employees/staff-flexibility

Read more about the Temporary Telecommuting Policy here: https://hr.ou.edu/News/Coronavirus-COVID-19-Information#80991585-telecommuting.

OU Norman Campus COVID-19 Phase III Return Plan

Welcome back to the Norman campus! To prepare for a successful return to onsite working, please read the entire Return Plan. Review the Plan before your return to campus for information on these topics:

  • Continued Telecommuting Guidelines
  • Screening Requirements for ALL Returning Employees
  • Social Distancing and Masking Requirements

FAQs

University leadership has also created a list of frequently asked questions that may address additional questions. You can find the FAQ document here. You can also find a list of FAQs below in the section titled FAQs.

HSC Return to Campus Information

Find information about the Health Sciences Center return to work plan here: https://www.ouhsc.edu/coronavirus

Paid Time Off Requests During COVID-19

Paid Time Off (PTO) Requests During COVID-19

As we approach the summer months, we are entering into the season of rest and rejuvenation for our faculty and staff. We know summer is an important time when people take vacation in order to reset. We continue to support employees taking time off. However, one of the many challenges that COVID-19 presents us with is the additional care and planning managers must take when scheduling and approving their employee time off requests. Staffing levels need to be managed carefully to ensure operations can remain at the appropriate levels.

Currently, employees are required to complete the online COVID-19 Screening & Reporting tool, and receive clearance to return to work, after certain events, including travel. Employees must be prepared to remain away from campus and from on-or off-campus events for up to 14 days following return from travel. Any employee planning personal travel will need to ensure they have enough PTO, which would include any remaining leave entitlement under FFCRA, to cover any self-isolation time required away from campus and from on-or off-campus events, in the event they are not able to telecommute, as determined by their manager. Those employees who are not able to telecommute and who are without sufficient leave to cover self-isolation time will be placed on LWOP status until Employee Health clears them to return to campus. Employees should discuss any potential travel with their managers prior to requesting PTO. Managers may ask if requested PTO will include travel inside or outside the state of Oklahoma. This does not mean that PTO will be denied, but your manager may ask you to be flexible in scheduling your leave, as managers will have to plan for the potential for self-isolation time off, in addition to the requested PTO to ensure staffing levels remain appropriate. PTO requests will be handled on a first-come first-served basis. If you plan to travel, it is recommended that you not purchase or book any non-refundable/non-changeable items, such as transportation tickets or hotel rooms, until your request has been approved. 

Please keep in mind that the State of Oklahoma’s plan for reopening does not impact the potential need to self-isolate away from campus and from on-or off-campus events. Due to the evolving nature of data and public health guidance on COVID-19, OU is regularly evaluating the measures it has in place to mitigate the spread of COVID-19 and protect our campus. These measures may be updated or revised prior to your scheduled PTO. OU will continue to monitor the travel policy and will update as necessary. Current travel guidelines can be found here: travel guidance.

NOTE: NEITHER EMPLOYEE HEALTH NOR HUMAN RESOURCES CAN ADVISE OR MAKE DECISIONS REGARDING THE SELF-ISOLATION PERIOD IN ADVANCE OF TRAVEL.

Questions?

The University continues to assess and monitor the situation and post new information here: http://www.ou.edu/coronavirus for Norman employees and https://www.ouhsc.edu/coronavirus for HSC employees. For additional HR information, employees should speak to their supervisor, Human Resources, or visit the HR website: https://hr.ou.edu/News/Coronavirus-COVID-19-Information.

University Employees asking to Continue Working Remotely After Being Recalled to Campus

University Employees asking to Continue Working Remotely After Being Recalled to Campus


The University of Oklahoma will return to normal campus operations for the Fall 2020 semester. Faculty, staff, and students will be phased back to campus prior to the start of the Fall semester. Some employees who have been telecommuting or who have been on administrative paid leave may have health-related concerns about returning to campus, as normal campus operations are phased in.

Employees who believe they have an underlying health condition that may prevent them from returning to campus and/or resuming their normal job duties are responsible for requesting accommodation through the University’s formal interactive Americans with Disabilities Act (ADA) process. This process requires employees to provide documentation from their health care provider that establishes and documents why normal duties cannot be resumed as assigned, taking into full consideration the mitigation measures the University has put in place. These measures include but are not limited to social distancing, additional sanitizing, masking in designated areas, and providing appropriate personal protective equipment (PPE) to mitigate the spread of COVID-19. Not all employee requests will be deemed reasonable under the ADA. Alternative accommodations may need to be explored; e.g., additional on-campus mitigation measures. The ADA stipulates that employees must be able to perform the essential functions of their position with or without accommodation. The great majority of staff and faculty positions across the University system require employees to be present on campus to perform some or all of the essential functions of their positions.

In the event that additional leave is deemed a reasonable accommodation under the ADA, any leave granted as an accommodation is unpaid leave. An employee who has accrued PTO and/or ESL can utilize their PTO and/or ESL during the approved leave period. Any additional leave provided as a reasonable accommodation under the ADA is not eligible for University Administrative Leave.

For information on the University's ADA policy, visit https://hr.ou.edu/Policies-Handbooks/ADA-Services-for-Faculty-Staff

Social Distancing

Social Distancing

In accordance with CDC guidance, the University is reviewing options to facilitate social distancing. Social distancing includes certain actions that are taken by public health officials to stop or slow down the spread of disease. Examples include limiting events and gatherings of people to 10, with the exception of critical departmental meetings; changing business processes to allow for less face-to-face interaction (e.g., telecommuting); and implementing measures that minimize physical contact, such as refraining from shaking hands.

As part of our effort to mitigate the risk from COVID-19, we encourage as little physical contact in the workplace as possible. For example, polite nods, smiles, or waves are appropriate substitutions for handshakes. 

Only President Harroz or his designee may approve the temporary closure of a work unit. Managers should consult their dean’s or vice president’s office with questions about possible work unit closures.

Workplace Wellness

Responsibilities for Workplace Wellness

It takes effort from everyone to limit the spread of COVID-19. Employees should take Paid Time Off (PTO) and not report to work if they are ill, if they have a fever or COVID-19 symptoms, or if they live with someone who has symptoms. If an employee reports an illness or a fever while at work, the manager may ask them to leave the workplace and take PTO.

To be compliant with University and federal regulations, managers may require employees to follow the screening procedures described here http://www.ou.edu/coronavirus, except where clinic operations require other procedures. Managers must not provide medical advice, speculate about an employee’s medical status, ask employees
health-related questions, or require submission of medical documentation beyond the approved screening requirements. We encourage managers to support their employees who need to be absent for health reasons.

Screening Requirements for Returning to Work After A COVID-19 Event

All OU employees, students, residents, and mission-critical campus visitors/vendors returning a COVID-19 related event must be cleared through Employee Health before returning to campus. Contact information for each campus is included below:

Norman Campus: (405) 325-8732

OUHSC: (405) 271-2577 or employee-health@ouhsc.edu

OU-Tulsa: (918) 660-3102 or TulsaStudentHealth@ouhsc.edu

FAQs

These questions are in answer to Phase II. Any questions relating to Phase III, faculty, or students are not addressed in this list.

If you have additional questions, please send them to ohr@ou.edu.

Telecommuting

Questions During Zoom Session 6/17/2020

If you are quarantined and feel well can you still telecommute/work from home during those 14 days or do you have to take PTO?
Situations such as this will be determined on a case-by-case basis. A person may be able to telecommute, or they may be eligible for the 80 hours provided by the Families First Coronavirus Response Act. Contact the campus Leave Administrator to learn more about your specific situation at ohr@ou.edu

How should OU Tech equipment be managed for employees who may be part-time remote and part-time in office?
Employees should discuss tech questions or issues with their supervisors.

If I am continuing to telecommute but need to come to campus to pick up mail, make a deposit etc. Do I need to do the screening tool each time I come to campus?
Anytime an employee has been away from campus for 7 consecutive calendar days, they must complete the Online Screening & Reporting Tool https://covid19travelscreening.ou.edu/accounts/login/?next=/.

FAQs From Zoom Session 6/17/2020

Will the university consider reimbursing individuals for their WIFI expenses incurred while working from home? 
No, the university will not reimburse WIFI expenses while telecommuting.

A couple of my employees are asking about continuing to work from home fall 2020 due to compromised parents, spouse, or children. Where should I direct them? 
Employees who wish to continue telecommuting should consult with their supervisor. If they feel they have circumstances that would be covered under the Families First Coronavirus Response Act, they should contact their campus Leave Administrator in Human Resources via the Contact Us page.

Returning to Campus

Questions During Zoom Session 6/17/2020

I have a GRA that needs to return his laptop and keys by June 30th. Can I meet him in our office if we follow the guidelines?
Yes, with your supervisor’s approval and after you have both complete the Online Screening & Reporting Tool. https://covid19travelscreening.ou.edu/accounts/login/?next=/

If PEAK or temporary employees cannot complete their work from home should they return on July 6?
The return date for PEAK/temporary employees is a departmental decision. If departments have on-campus work for these employees to perform that they cannot perform remotely, PEAK/temporary employees may be directed to report to campus and will be expected to comply with the guidelines outlined in the COVID-19 Phase II Return Plan.  

My campus is in downtown OKC. We do not plan to open the doors again until August. Do I need to let someone know NOT to deliver bags on July 6th?
Please email jdaniels@ou.edu if you need to request an alternate delivery date for your Welcome Back bags.

When will welcome-back bags for graduate students (GTAs) be delivered? Will they be delivered to the unit or to the individual student's local/home address? FYI, I don't expect many of them (perhaps a few on the Research Campus for research) to return to campus in Phase II.
Phase III guidelines have not been issued at this time. 

What are the conditions that might trigger a future campus closure?
The university is committed to protecting the health, safety, and well-being of our campus community. As such, OU leadership will continue to monitor CDC guidelines and seek advice from medical and public health professionals across the state and nation over the weeks and months ahead in order to determine if changes to existing return to campus plans should be made.

If you have already completed the Online Screening & Reporting Tool and been cleared to return to work, do you need to repeat the screening?
Anytime an employee has been away from campus for 7 consecutive calendar days must complete the Online Screening & Reporting Tool https://covid19travelscreening.ou.edu/accounts/login/?next=/.

Will the university reimburse staff and faculty for their parking fees given that we practically did not park on campus for a few months? If not, can the 2020-2021 parking be reduced to cater for the time we did not park on campus?
The university will not reimburse employees for parking fees.

Will a recording of the Zoom sessions be made available?
This section of FAQs is provided in lieu of a video recording.

Please describe how the bags are being distributed if we aren't on campus to receive them.
Welcome Back bags are given to supervisors to distribute. Contact your supervisor for more information on obtaining your bag.

How soon before you return should you complete this form? 
You may complete the Online Screening & Reporting Tool up to 14 days in advance of your return as long as your circumstances and health do not change, at which point you would need to complete the Screening again.https://covid19travelscreening.ou.edu/accounts/login/?next=/

How prompt is the turnaround for results in response to the online screening form? By what date should employees submit the form in time to return by July 6?
Employees should not submit their Online Screening & Reporting Tool sooner than 14 days in advance and no later than 48 hours before returning to campus.

FAQs From Zoom Session 6/17/2020

If an employee wants to return on July 6th, but wasn’t on COVID-19 Admin Leave and can continue to work remotely, can they return if their supervisor approves it and social distancing, mask guidelines, etc., are followed?
Telecommuting will still be needed in some areas to meet social distancing guidelines. However, it is recommended that supervisors ensure departments are staffed appropriately onsite. Discussions between supervisors and their employees are strongly encouraged.

As the rate of new COVID-19 cases in Oklahoma is increasing, will the university move forward with plans to return to campus? 
The university is constantly monitoring the evolving COVID-19 situation. At this time, the Phase II Plan has not changed, and we are adhering to the schedule set forth in the Plan announcement as shown in the 6/11/2020 email. 

Is every employee required to complete the screening form before returning to campus on July 6th? Or only if they’ve traveled outside the state of Oklahoma during the two weeks prior to July 6th?
Before any employee reports to work on campus, they must complete the Online Screening & Reporting Tool, https://covid19travelscreening.ou.edu/accounts/login/?next=/. It is recommended the Screening & Reporting Tool be completed two weeks before reporting to campus if the employee's circumstances and health have not changed. 

How do we request the initial Welcome Back bags for our department? It isn’t clear if the mask request form is to be used for that.
Facilities will distribute Welcome Back bags for every employee designated FTE .75 or greater prior to July 6. Supervisors who may be lacking enough bags can contact Facilities to order more bags. Contact information will be sent via a letter that will be sent by Facilities prior to July 6.

Masks needed after July 6 may be obtained from the campus’ central inventory. To obtain masks for their employees, managers should complete the Mask Request Form available here: https://apps.hr.ou.edu/dms/GetDocuments.aspx?q=793146616F4148683447666F415A32586375515725326267253364253364

If an employee is required to return to campus before July 6, do they still have to use the Online Screening & Reporting Tool?
Any time an employee is instructed to report to campus, they must be cleared through Employee Health in advance by completing the Online Screening & Reporting Tool https://covid19travelscreening.ou.edu/accounts/login/?next=/.

Published with Return Plan 6/11/2020

What are the dates of each phase for Norman campus return to work? 
Phase II Return to Work will begin on Monday, July 6. On this date, Administrative Leave with pay for COVID-19 will end, and all employees who are unable to work remotely as determined by their supervisor will return to work on the Norman Campus. Please click here for guidelines that must be followed prior to returning to work on campus. 
 
Phase III Return to work is expected to begin Monday, August 3. Additional information about plans for Phase III will be communicated in July. 

What if I want to return to campus earlier than my supervisor tells me I can? 
You should not return to campus until directed to do so by your supervisor. Departmental leadership is asked to determine return to campus timelines for faculty and staff based on several different factors, but most importantly, promoting a healthy campus work environment. Your supervisor will communicate an appropriate timeline for your return to campus, which should be followed. 

What do I need to do before returning to campus for work? 
Employees must have received return-to-campus instructions from their supervisors, and ALL employees must complete the COVID-19 Screening and Reporting Tool https://covid19travelscreening.ou.edu/accounts/login/?next=/ before returning to campus.  

What if I have childcare issues that prevent me from reporting to on-campus work when requested? 
Employees should communicate with their supervisors to identify any available options in these situations. In some cases, supervisors may permit such employees to continue working remotely or allow the employees the option to take PTO, if available. Employees may also contact Human Resources to determine if they are eligible for the Families First Coronavirus Response Act.  Employees may not bring their children to the workplace as a substitute for child care. 

When is it okay for student workers to return to on-campus work? 
Student workers likely will not return to on-campus work until Phase III (August 3), at the earliest.  

Masks

Questions During Zoom Session 6/17/2020

Can we purchase additional cloth masks and if so, how?
Additional masks may be obtained from the campus’ central inventory. To obtain masks for their employees, managers should complete the Mask Request Form available here: https://apps.hr.ou.edu/DMS/documents/files/Mask_Request_Form_-_Norman_Campus/Mask_Request_Form_(Norman_Campus).pdf Masks will be delivered each Friday for employees’ use the following week.

My question is in regard to the mask. I sit in an area that is accessible by my other office team. My area must be entered for the team to access their office. Do I need to wear a mask?
Any employee who does not work alone in an enclosed space with a closed door must wear a mask.

If we are working on campus during Phase II, and a visitor or colleague is in our area without a mask, are we allowed/supposed to give them one of our department disposable masks to wear?
Yes. Everyone on campus is expected to wear a mask unless they are alone in an enclosed workspace with the door closed. 

Will the University have a program to wash/reuse the fabric masks or will that all be on the individual?
Individuals are responsible for washing cloth masks. Instructions for correctly washing a cloth mask can be found here: https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/how-to-wash-cloth-face-coverings.html

FAQs From Zoom Session 6/17/2020

Are employees required to wear OU issued masks, or can they wear their own?
Employees have the option of wearing their own masks or those supplied by the university. However, the mask must cover the nose, mouth and cover the chin. Bandanas and scarves are not acceptable masks. 

On the 5 disposable surgical masks vs. 2 cloth masks: When are we supposed to wear the cloth masks vs. disposable if we are standard office workers (non-lab)? 
If you are working in an office environment, you are allowed to wear the disposable or cloth mask, whichever you prefer.

In the Plan, it reads as if EACH disposable mask is meant to be worn up to 5 days. Is that correct, or should it mean that we wear 1 disposable mask for 1 day with 5 given for the week? 
To help the university conserve funds, it is requested that employees wear disposable masks more than once if the mask is not soiled and is in good condition, up to five days. Cloth masks must be washed after each day of wear. 

Do we order masks weekly? How soon do we have to order each week in order to get them on Friday?
After the initial masks provided in the Welcome Back bags, it is recommended that department supervisors order supplies through the mask order form. Orders placed on Thursday will be delivered Friday so employees will have supplies for the next week. 

Not sure I understand item #7 on the request form: Masks may be used by _______________.
There is a possibility that the university may be reimbursed through FEMA for the cost of the masks. If the masks are going to be used by staff, visitors, or vendors, please specify for which group you are ordering.

Published with Return Plan 6/11/2020

Will face coverings or masks be required while at work or on campus? 
Yes, masks are required. Please refer to the Phase II Return to Work Plan for masking requirements.   

Where can I get a mask to wear in the workplace and/or order masks for my employees? 
Masks may be obtained from the campus’ central inventory. Managers should complete this form to obtain surgical‐style masks for their employees. Masks will be delivered each Friday for employees’ use the following week. Mask orders may be placed using this order form: https://apps.hr.ou.edu/DMS/documents/files/Mask_Request_Form_-_Norman_Campus/Mask_Request_Form_(Norman_Campus).pdf

Building Access & Amenities

Questions During Zoom Session 6/17/2020

Can we use our own signs for department-specific areas, such as offices and classrooms?
Facilities will provide signs where they are deemed necessary.

Will there be signage given to us to display on our incoming doors for the rules that we will be following?
Facilities Management will be installing some signs as they deem appropriate.

Are there any plans to replace any "old-school" water fountains and "touch" bottle filling stations with touch-free water fountains in buildings in the future?
The university has plans to replace water fountains, but certain guidelines state the new water fountains may not be safe either. There is not a definitive timeline for this project yet.

How will the bathroom access be handled? Meaning crowding.
A 6’ distance must be maintained at all times. This may mean limiting the number of people who are in the bathroom.

FAQs From Zoom Session 6/17/2020

Will OU support its employees who work off-campus and apply all of the safety protocols to off-campus buildings? Will we receive weekly protective kits? 
Yes, all employees who are .75 FTE or more will receive protective kits as needed. The university will install or upgrade health safety measures to all buildings and are sending letters to landlords of properties where OU employees work but are not owned by OU, requiring equivalent safety measures in those facilities.  

Other than supervisors, employees work in open cubicles with partial walls. Some employees sit within 2 feet of each other. How will these types of seating arrangements be addressed?
The university requires all employees maintain social distancing of at least 6’ and masks be worn anytime an employee is not alone in an enclosed office with the door closed. Facilities is also installing Plexiglas barriers where possible or needed. In some instances, supervisors may determine that telecommuting and alternating schedules are appropriate.

Sanitizing Facilities & Equipment

Questions During Zoom Session 6/17/2020

Are we looking at adding the same antimicrobial devices they are looking at in the residence halls for all common spaces on campus? Like the Union, libraries, etc.
Please refer to the university’s Clean and Green Plan that provides up-to-date information regarding what the Facilities Management team is doing to keep campus buildings and facilities clean and safe. 

Will spray disinfectant (e.g., Lysol) and wipes be provided to units and individual workers?
Each department/area manager is responsible for obtaining cleaning supplies from Facilities Management that have been EPA-approved and providing for the cleaning of its shared office equipment, furniture, surfaces, and environment. These cleaning supplies can be requested here: https://ousurvey.qualtrics.com/jfe/form/SV_8wvGlcZuXw8Mbbf

Instructions for how to clean electronics before returning would be helpful. Do you wipe them down with a Clorox wipe?
Cleaning instructions for many types of common in-office computers and peripheral devices, including university-owned equipment for individual use as well as shared-use equipment, are available here:
http://www.ou.edu/ouit/workanywhere/get-started/equipment-sanitization

For equipment not listed on the webpage above, individuals should refer to the manufacturer’s recommended instructions or contact their local IT support personnel.

FAQs From Zoom Session 6/17/2020

How should we manage our small kitchen/refreshment area and vending machine area?
Facilities Management is employing enhanced cleaning processes for all common areas, but employees are also asked to clean common areas or surfaces they touch with provided sanitized wipes and cleaning supplies. 

In November our building suffered a horrible spread of “flu” or some type of virus, that was continually passed back and forth throughout the building. Will we receive “Hospital grade filtration systems”?
Yes, all university facilities are being upgraded with hospital grade filtration systems.

Testing, Isolation, and Contact Tracing

FAQs From Zoom Session 6/17/2020

Will employees ever be required to take COVID-19 tests?
At this time, no decision has been made regarding when or if employees will be required to be tested for COVID-19. 

With regards to attending events, do you have to fill out the screening tool after attending church, going to restaurants that have large crowds, etc.?
Large Events - Employees who attend an event or entertainment venue with more than 50 people present must complete the COVID-19 Screening and Reporting Tool if the employee did not wear a mask and practice social distancing (maintaining 6 feet between individuals) during the attendance.

What happens if someone in a department tests positive for COVID-19? Will employees in the department all be asked to quarantine since they will have had contact with someone who tests positive?
The university complies and follows all guidelines set forth by health officials. Employees are expected to follow any instructions issued by city or county health departments in the event an employee tests positive for COVID-19. 

New hires will be required to be screened before reporting to an OU work site. However, it takes a week or so after hire to gain OU credentials (4 X 4). How can they go through the process to ensure compliance?
The university is working to broaden the capabilities of the Online Screening & Reporting Tool. In the meantime, there is a fillable PDF that may be used. Contact ohr@ou.edu to obtain this form.

Published with Return Plan 6/11/2020

What if I am in a high-risk group for COVID-19 or care for a household family member who is at high-risk and I feel uncomfortable returning to campus? 
Once you have been directed to resume your normal job duties on campus, you are expected to return on the date determined by your supervisor. If an employee has concerns about returning to on-campus work and considers themselves to be high-risk for COVID-19 based on current CDC guidelines or cares for a household family member who is considered to be at high-risk, the employee should contact Human Resources to request a possible accommodation through the interactive ADA process or discuss the option of FMLA. Unless and until advised that they qualify for an accommodation or for FMLA, employees should return to campus as scheduled. 
 
What if I don’t have an underlying medical condition, but I don’t feel safe about returning to campus to work? 
Employees should bring their concerns to their supervisor and discuss whether options are available to support the work needing to be done while also addressing concerns of employees, where appropriate. HR can also provide support in facilitating conversations with supervisors and employees to determine whether appropriate options are available, given these unprecedented times. In some cases, continued telecommuting may be an option; however, not all positions are appropriate for long-term telecommuting so, in certain situations, it may not be an option.   

Will COVID-19 PTO and COVID-19 FMLA under the Families First Coronavirus Relief Act (FFCRA) still be an option after July 6? 
Yes, the Families First Coronavirus Response Act (FFCRA) will be in effect until December 31, 2020. 

Monitoring Workforce and Visitors

Questions During Zoom Session 6/17/2020

Are long-term contractors/consultants who routinely work at the university required to use the screening tool?
Yes, all visitors and vendors are required to complete the Screening & Reporting Tool. People who are not employees and are unable to use the online form should email ohr@ou.edu for a fillable PDF form. 

Are long-term contractors/consultants who routinely work at the University required to use the screening tool?
Yes, all visitors and vendors are required to complete the fillable PDF form. Contact ohr@ou.edu to obtain the form.

If we are on the Tulsa campus, who do we go to if we have a sick employee? We can't go to the Goddard Health Center.
Tulsa employees should contact Employee Health for the Tulsa campus.

FAQs From Zoom Session 6/17/2020

It was stated that we could send an employee home if they appeared to have COVID-19-like symptoms. If we send them home and they are cleared to return the next day, how is the time off coded?
In this instance, the supervisor should consult with the campus Leave Administrator. If the employee has not exhausted the 80 hours of leave available via the Families First Coronavirus Response Act, they could be eligible for coverage under that legislation. 

Will there be training available for pandemic safety, either live webinars, pre-recorded videos, or training modules? Topics could include hand washing, testing methods, scientific research, social distancing standards, what to do if someone is sick, etc.
Yes, the university is compiling information on many health safety topics and will make that information available soon. 

Published with Return Plan 6/11/2020

What should an employee do if they believe a co-worker is exhibiting COVID-19 symptoms? 
It takes effort from everyone to limit the spread of COVID-19. Employees should take Paid Time Off (PTO) and not report to work if they are ill, if they have a fever or COVID-19 symptoms, or if they live with someone who has symptoms. If an employee reports an illness or a fever while at work, the manager may ask them to leave the workplace, consult Employee Health, and take PTO.

To be compliant with university and federal regulations, managers must require employees to follow the screening and safety procedures applicable to their work environment. Managers must not provide medical advice, speculate about an employee’s medical status, ask employees health-related questions, or require submission of medical documentation beyond the approved screening and safety requirements. We encourage managers to support their employees who need to be absent for health reasons. 
 
What should I do if a visitor enters my worksite without a mask or doesn’t keep six feet of distance with other people? 
OU encourages students, faculty, and staff to take positive steps when they see others taking actions that are not consistent with university policy. Because it’s not always easy to have a conversation that may appear accusatory or confrontational, and Human Resources have developed some helpful conversation tips, which can be found here. How you say something is just as important as what you say. Empathy and compassion are helpful communication styles and can be an effective approach during these challenging times. 
 
However, it is important to note that vendors, visitors, and patients who refuse to comply with the university’s outlined return plan are subject to having their access to campus suspended or terminated. 

For some conversation tips, read the Communicating Care Tips flyer.

Travel

Questions During Zoom Session 6/17/2020

As a Development Officer, in which travel has normally been required to meet alumni in other states, are we allowed to travel, assuming the alumni are willing to meet with us?
Except as provided in the Commuter Process above, all employees and visitors will comply with the travel guidance maintained here: http://www.ou.edu/coronavirus/coronavirus-faq#travel

Published with Return Plan 6/11/2020

If I travel out of state, will I have to self-isolate for 14 days? 
No, traveling outside the state of Oklahoma will not result in an automatic self-isolation period of 14 days. There are other factors that will be considered, such as your mode of transportation, whether you practiced social distancing while traveling, and whether you and those around you were wearing masks during travel and the activities you participated in on your trip. 
 
If an employee becomes sick while traveling out of the state or country, what should they do? 
Any time an employee experiences symptoms that could be consistent with COVID-19 such as fever, cough, shortness of breath or difficulty breathing, chills, muscle pain, sore throat, new loss of taste or smell, and/or extreme fatigue, they should contact Employee Health for guidance concerning their specific symptoms.  
 
Will employees be allowed to travel for business purposes during the return to on-campus work phases? 
Non-essential business domestic and international travel is not allowed through the summer. Any mission-critical exceptions for university travel must be approved in advance by the appropriate senior administrator. We continue to monitor all federal or state mandates regarding travel both international and domestic and will provide updates as needed. Current travel guidance available here. http://www.ou.edu/coronavirus/coronavirus-faq#travel  

Enforcement

Published with Return Plan 6/11/2020

What if one of my co-workers isn’t complying with our departmental social distancing and/or masking requirements? 
Employees and students who refuse to comply with the university’s outlined return plan are subject to disciplinary action, in accordance with the applicable faculty, staff, or student handbook policy. If an employee indicates compliance is not possible due to medical reasons, the individual should be referred to the appropriate university office to request accommodations on the basis of disability (Human Resources for employees; Accessibility & Disability Resource Center for students). Vendors, visitors, and patients who refuse to comply with the university’s return plan are subject to having their access to campus suspended or terminated. 

COVID-19 Links

COVID-19 Information in the Workplace

Find all information related to the COVID-19 in the Workplace here

Families First Coronavirus Response Act (FFCRA) Information

Find all information related to the FFCRA here


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Questions?

This is an evolving situation. The University will continue to monitor CDC guidelines and seek advice from medical and public health professionals. We will adjust our policies as needed. Again, this is a temporary measure for the current crisis, and will only be in effect as long as is necessary to respond to the impact of COVID-19 on our employees. To stay up to date, you can visit OU’s COVID-19 FAQ page, which is updated with information as we learn more: http://www.ou.edu/coronavirus. Additional questions should be directed to your supervisor, department leadership, and division leadership.

OU COVID-19 Resources
Useful documents and links to COVID-19 Information
2020 TELECOMMUTING POLICY
Campus: Norman, OUHSC, Tulsa
COVID-19 TRAVEL SCREENING FORM
Campus: Norman, OUHSC, Tulsa
HSC COMMUNICATING CARE TIPS FOR COVID-19
Campus: Norman, OUHSC, Tulsa
IT RESOURCES FOR WORKING REMOTELY
Campus: Norman, OUHSC, Tulsa
LEARNING RESOURCES FOR KIDS
Campus: Norman, OUHSC, Tulsa
MAGELLAN HELPING YOUR EMPLOYEES MANAGE WORKPLACE STRESS DURING COVID19
Campus: Norman, OUHSC, Tulsa
NORMAN COMMUNICATING CARE TIPS FOR COVID-19
Campus: Norman, OUHSC, Tulsa
OU'S CORONAVIRUS UPDATES & RESOURCES PAGE
Campus: Norman, OUHSC, Tulsa
RESOURCES FOR VICTIMS OF DOMESTIC VIOLENCE AND CHILD ABUSE DURING COVID-19
Campus: Norman, OUHSC, Tulsa
TIMEKEEPING GUIDELINES DURING THE COVID-19 PANDEMIC
Campus: Norman, OUHSC, Tulsa
COVID-19 Documents for Hiring Managers
COVID-19 Coronavirus Documents for Hiring Managers for University of Oklahoma system-wide hiring procedures.
CORONAVIRUS CANDIDATE QUESTIONNAIRE
Campus: Norman, OUHSC, Tulsa
CORONAVIRUS EMAIL FOR HIRING MANAGERS_03122020
Campus: Norman, OUHSC, Tulsa
Communications from OU Central HR
Emails regarding COVID-19 from OU Central HR
ABOUT THE FAMILIES FIRST CORONAVIRUS RESPONSE ACT_03312020_OU CENTRAL HR EMAIL
Campus: Norman, OUHSC, Tulsa
EMPLOYEE DAY CARE EMAIL_08062020
Campus: Norman, OUHSC, Tulsa
EXPANDED HEALTH CARE COVERAGE FOR BCBS, HSA, AND FSA MEMBERS_04022020
Campus: Norman, OUHSC, Tulsa
FOLLOWUP DAY CARE EMAIL_08142020
Campus: Norman, OUHSC, Tulsa
INFORMATION ABOUT RETURNING TO CAMPUS - HSC EMPLOYEES_05072020
Campus: Norman, OUHSC, Tulsa
INFORMATION ABOUT RETURNING TO THE NORMAN CAMPUS_05072020
Campus: Norman, OUHSC, Tulsa
INFORMATION ABOUT TRAVEL DURING COVID-19
Campus: Norman, OUHSC, Tulsa
INFORMATION ABOUT YOUR STUDENT JOB_03202020
Campus: Norman, OUHSC, Tulsa
OESC FRAUDULENT UNEMPLOYMENT CLAIMS COMMUNICATION
Campus: Norman, OUHSC, Tulsa
PTO REQUESTS DURING COVID-19
Campus: Norman, OUHSC, Tulsa
SAFER-AT-HOME WORKPLACE GUIDANCE FOR COVID-19_03252020ALL
Campus: Norman, OUHSC, Tulsa
SCREENING & REPORTING UPDATE FOR COVID-19
Campus: Norman, OUHSC, Tulsa
TELECOMMUTING AND WORKPLACE GUIDANCE FOR COVID-19_03172020
Campus: Norman, OUHSC, Tulsa
UPDATED EMPLOYEE PERFORMANCE EVALUATIONS
Campus: Norman, OUHSC, Tulsa
UPDATES TO I-9 PROCESS FOR NEW EMPLOYEES_03312020
Campus: Norman, OUHSC, Tulsa
Helpful Resources for Employees
Magellan EAP COVID-19
A GUIDE TO STRESS AND RESILIENCY
Campus: Norman, OUHSC, Tulsa
BETTERHELP VIRTUAL THERAPY WITH MAGELLAN FAQ
Campus: Norman, OUHSC, Tulsa
COVID-19 COMPASSION FATIGUE
Campus: Norman, OUHSC, Tulsa
COVID-19 COPING TIPS FOR ADULTS
Campus: Norman, OUHSC, Tulsa
COVID-19 FINANCIAL RESILIENCE
Campus: Norman, OUHSC, Tulsa
COVID-19 HEALTHCARE WORKER ANXIETY
Campus: Norman, OUHSC, Tulsa
COVID-19 MANAGER FLYER
Campus: Norman, OUHSC, Tulsa
COVID-19 MEMBER FLYER
Campus: Norman, OUHSC, Tulsa
COVID-19 SCHOOL IS CANCELED, NOW WHAT?
Campus: Norman, OUHSC, Tulsa
EXPLORE THE WORLD FROM HOME
Campus: Norman, OUHSC, Tulsa
JULY 2020 MAGELLAN NEWSLETTER
Campus: Norman, OUHSC, Tulsa
JULY 2020 MAGELLAN NEWSLETTER (SPANISH)
Campus: Norman, OUHSC, Tulsa
LEARNING RESOURCES FOR KIDS
Campus: Norman, OUHSC, Tulsa
MAGELLAN AUGUST 2020 NEWSLETTER
Campus: Norman, OUHSC, Tulsa
MAGELLAN AUGUST 2020 NEWSLETTER (SPANISH)
Campus: Norman, OUHSC, Tulsa
MAGELLAN HELPING YOUR EMPLOYEES MANAGE WORKPLACE STRESS DURING COVID19
Campus: Norman, OUHSC, Tulsa
MAGELLAN NEWSLETTER FOR MANAGERS JUNE 2020
Campus: Norman, OUHSC, Tulsa
OU CHILD CARE FLYER
Campus: Norman, OUHSC, Tulsa
TIPS FOR REMOTE WORKERS
Campus: Norman, OUHSC, Tulsa
VISITING AND INTERVIEWING POTENTIAL PROVIDERS
Campus: Norman, OUHSC, Tulsa