Faculty & Staff FAQs
Accountability for Conforming to Flashes Safe Eight: Question and answers
The COVID-19 pandemic has presented numerous challenges, and we have met each one head-on while planning for future hurdles. Keeping Kent State University safe and healthy is reliant on a cooperative effort from all of us. We are thankful to those who have already made a faithful habit of following the Flashes Safe Eight and practicing the behaviors that will ensure that we all get to remain on campuses for the entire semester.
To practice, support and sustain accountability, please refer to the Flashes Safe Eight Accountability web page to find a listing of relevant policies, requirements and ways to share concerns.
Cleaning Enhancements and Requirements: Questions and answers
EMPLOYEES WILL NEED TO CLEAN WORKSPACES
Following the Flashes Safe Eight principles, and as part of the university’s reopening plan, custodial staff have and continue to systematically clean buildings, classrooms and of spaces. If you have work materials or personal items on the surfaces in your office, those areas are not cleaned. You will need to clean those areas yourself before you use them.
Our custodial staff continue to clean all spaces that are accessible to employees as well as the public. These spaces include but are not limited to waiting rooms, seating areas in corridors, conference rooms and bathrooms. In classrooms, instructors are responsible for cleaning their workspace (e.g., podium, keyboard, camera, table). Supplies are available at the entrance to each classroom for student use.
All of the office suites have cleaning supplies available for employee use. If you work on the Kent campus and do not want your office cleaned by custodial staff, then contact Todd Burdette at tburdet @kent.edu (mailto:tburdet @kent.edu) to opt out of any custodial staff cleaning. Employees managing reception counters will need to clean the counter/high-touch surfaces after each guest. Employees who share spaces that are not accessible to the public (e.g., break rooms, copy rooms, supply rooms) are expected to sanitize contact areas in these spaces after each use.
Disinfecting wipes are available through Flashtrack.
If you need disinfecting wipes for your office area, please order them through Flashtrack.
HOW DO I ORDER CLEANING SUPPLIES FOR THE CLASSROOMS IN MY COLLEGE?
You do not need to place an order for cleaning supplies for the classrooms in your college. University Facilities Management (UFM) and custodial staff at the Regional Campuses and the College of Podiatric Medicine will provide the surface disinfectant for each classroom and replenish them as needed.
ARE PAPER TOWELS BETTER TO DRY YOUR HANDS WITH THAN AIR HAND DRYERS?
The CDC recommends drying by either paper towels or air dryers. Using either method, it is recommended that hands be dried thoroughly to reduce the spread of contamination.
WHAT IS THE DIFFERENCE BETWEEN HAND SANITIZERS THAT ARE ON THE MARKET?
Unless hands are visibly soiled, an alcohol-based hand rub is preferred over soap and water in most clinical situations due to evidence of better compliance compared to soap and water. Hand rubs are generally less irritating to hands and are effective in the absence of a sink.
Due to increased sales of isopropyl alcohol-based sanitizers, making them hard to find, most hand sanitizers are ethyl alcohol based, which is the same alcohol used for consumption.
Buyer beware, as percentages can vary. It is important to check the label.
Recently, hand sanitizers have made their way to the market with methanol, a toxic substance that can be absorbed through the skin. The Food and Drug Administration has published a list of banned hand sanitizers.
HOW WILL BATHROOMS BE CLEANED?
All bathrooms will be cleaned daily with an EPA approved disinfectant that kills COVID-19.
HOW OFTEN ARE PUBLIC SPACES (WATER FOUNTAINS, BATHROOMS, GENERAL SPACE, ETC.) BEING CLEANED?
Water fountains and bottle filling stations have turned on and will be cleaned daily.
AIR QUALITY AND CIRCULATION, KENT STATE’S HVAC COVID-19 RESPONSE
In response to COVID-19, the university is following recommendations from the Centers for Disease Control (CDC) and the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) as it relates to the effects of heating, ventilation and air-conditioning systems on disease transmission in the workplace.
Per the CDC, organizations must “Ensure ventilation systems operate properly and increase circulation of outdoor air.” ASHRAE further notes, “principles of social distancing (1 to 2 m or 3 to 6.5 ft), surface cleaning and disinfection, hand-washing and other strategies of good hygiene are far more important than anything related to the HVAC system.” In addition, ASHRAE supports improved filtration and increased ventilation with outdoor air where reasonable as measures to reduce the risk of transmission of an airborne virus. While the primary focus should be on social distancing and personal hygiene, Kent State University is proceeding with increasing the amount of outdoor air brought into buildings where sensible, which will have a beneficial effect on indoor air quality (IAQ) during COVID-19. In addition, HVAC systems will also be run in normal occupancy mode each day for a minimum of two hours after the last building activity to further dilute indoor spaces with outdoor air.
Some questions have come up regarding air filtration and MERV values (MERV=Minimum Efficiency Reporting Value. The type of air filters currently installed varies based on age and type of air handling unit (AHU). Currently KSU utilizes air filters with a rating range of MERV 8 to MERV 12. Using a MERV 13 or greater filter media, which is considered a high-ranking air filter, would reduce the particle size able to pass through the AHU and back to the space. Larger virus particles could be captured by the enhanced media filter. Due to catching finer particles, using a MERV 13 or greater rated filter would require more frequent replacement and the increased cost does not support their minimal advantage. Existing AHU fans also cannot overcome the increased pressure from higher MERV filters. Our filters are typically replaced quarterly unless more outside air and excessive pressure mandates more frequent replacement. As noted above, one recommended method to combat pollution is dilution, or increasing outside air when practical. Any changes to the filters, filter banks, filter changing frequency or operating parameters will greatly increase our operating cost, with questionable impact on the spread of COVID-19.
Most buildings on campus have been operating with temperatures adjusted to save energy during the largely unoccupied COVID-19 closure period since March 16, 2020. As staff and students return to campus, buildings will be adjusted for proper occupied temperature and air flow to maximize safety and system performance during our response to COVID-19.
All HVAC concerns for a facility should be brought to the attention of the Building Curator and entered in Flash Track to be addressed by University Facilities Management (UFM). For questions about Regional Campuses and the College of Podiatric Medicine please contact your facility managers.
Another HVAC technology KSU is using at many dining facilities, athletic facilities, select lecture rooms, select Residence Halls, elevator cabs and all instructional spaces is needlepoint bipolar ionization (NPBI). The devices are installed in select main air handling units, small room HVAC units, in portable rolling fan units, and in elevator cabs of 5-stops or more and select others such as DeWeese Health Center elevator. The devices discharge low power positive and negative ions which are then distributed by the fans into the rooms. The ions do not produce ozone and do not adversely affect indoor air quality. This technology has been proven to inactivate up to 99.4% of the SARS-CoV-2 virus (current COVID-19) virus after 30 minutes of exposure. This is NOT in place of the Flashes Safety principles, but is another tool being used to reduce the spread of COVID-19. This technology is being installed at the Cleveland Clinic and many other institutions. Learn more at: https://globalplasmasolutions.com/
Questions About Use of Face Coverings
Please refer to the Flashes Safety Principles regarding facial coverings. Note that facial covering requirements may change. Therefore, you should be aware of the Facial Covering and Physical Distancing Guidelines.
ARE THERE TIPS FOR CHOOSING A FACE COVERING?
If I am interested in face coverings beyond the one provided to me by Kent State, what should I consider? When selecting a face covering and verifying best practices for how to wear a face covering, please see this CDC web page. Per the CDC, bandanas are not suitable face coverings as they are too thin and too loose to provide the needed protection.
Colleagues who test positive for COVID-19 in my work area: How should I expect that to impact me and/or my work space?
if an Employee Tests Positive
When an employee in a department tests positive for COVID-19, that individual must contact the Covid Response Team, who will work to identify their close contacts.
- Anyone who is COVID-19 positive must be isolated for 10 days from the first day of symptoms or 10 days from the date of testing if showing no symptoms, or until that person is released by their local health department.
- The employee should inform their supervisor of the required isolation and when they are expected to return.
- If an employee is ill and cannot work, they must use sick leave for their absence during isolation.
As a general rule, if the employee is able to work effectively from home during isolation, they should be allowed to do so.
- Employees in this circumstance should discuss their options with their supervisor and all cases should be reviewed on an individual basis.
- If the employee cannot work effectively from home due to the nature of their job, they must use sick leave for this absence
The Covid Response Team or the local health department will notify close contacts of the COVID-19 positive individual of their exposure.
- Close contacts who are fully vaccinated and asymptomatic will continue to engage in normal work practices and adherence to the Flashes Safe Eight principles.
- An unvaccinated individual who was a close contact of someone with COVID-19 will need to be quarantined for 10 days (seven days with negative tests) and released at the end of that period if there are no symptoms.
- If symptoms develop, contact your healthcare provider.
As a general rule, if the employee is able to work effectively from home during quarantine, they should be allowed to do so.
- Employees in this circumstance should discuss their options with their supervisor and all cases should be reviewed on an individual basis.
- If the employee cannot work effectively from home due to the nature of their job, they are required to use sick leave for this absence due to quarantining.
- Because of our Flashes Safe Eight safety principles, there is no need for a department to transition to work from home operations if a colleague in the area tests positive for COVID-19.
- Only close contacts will be notified with quarantine instructions.
- It may be necessary to issue a health alert to a department, at the discretion of the health department.
- COVID-19 Occurrences, Reporting and Testing: What do you need to know?
Employees Returning to Work for Fall Semester 2021: Questions and answers
What Will be Expected of Employees for the 2021 Fall Semester?
Will employees be returning to campus, and if so, when?
- For those employees who have been working remotely during the pandemic, you are welcome to come back to work on campus at any time. All employees returned to work in person as of Monday, Aug. 2, with faculty back on contract beginning Sunday, Aug. 22. All employees should consult with their supervisors about when they are expected to be back on campus.
- As a reminder, any employees who return to campus are required to completed the return to campus form and must continue to follow the Flashes Safe 8.
May I still work remotely if I prefer? What about individuals who are higher risk for severe illness?
- The university has recently shared a policy regarding telecommuting. Please visit https://www.kent.edu/hr/wellness/flexible-work-arrangement to find out more. If you have a health issue and are requesting to work from home, please visit https://www.kent.edu/hr/employee-accommodation-request.
Can I reinstate my parking permit?
- Yes, employees can reinstate their parking permits by contacting Parking and Transit Services at 330-672-4432 or by visiting the department’s website. Parking permits are valid from June 1 to May 31 and will be sold at a prorated rate to anyone who will not be on campus for a full year.
How will my department determine if our workspaces meet the COVID-19 requirements from the CDC?
- During the summer of 2020, all departments worked closely with the Office of the University Architect to ensure workspaces meet the COVID-19 safe workplace requirements from the CDC. If you have questions, please reach out to the Office of the University Architect.
What ongoing safeguards will be in place for employees?
- For up-to-date information on facial covering and physical distancing requirements, please visit the Facial Covering and Physical Distancing Guidelines.
- In addition, the university architect’s office has made many space adaptations across campus to increase safety.
Can employees hold in-person meetings or must they be remote?
- In-person meetings can occur in accordance with health requirements and the Flashes Prevention Information, which addresses facial coverings and physical distancing. Attendees must wear a face covering and all seating in meetings must be at least 3 feet apart. When determining the need for an in-person meeting, consider campus location, number of participants and availability of technology in the room space before scheduling.
This is all very stressful. Where can I get help?
The Employee Wellness Office provides services and resources to support Kent State faculty and staff physically, mentally and emotionally. Because there can be many sources of stress, many of the educational resources, programming and training focus on how to build and enhance stress and resilience. IMPACT Solutions can assist with stress, anxiety, depression, child and eldercare needs, marital concerns, financial planning, substance abuse and a variety of other issues. IMPACT services are confidential and provided by credentialed professionals. Many services can now be offered remotely, which provides additional convenience and flexibility to busy schedules as well as eliminates travel barriers.
To access these online resources, visit www.MyIMPACTSolution.com, click “Member Portal & App,” and enter company code kenteap, on initial login. For more information please visit the Employee Wellness-Impact Solutions page for additional instructions. You can reach IMPACT directly at 1-800-227-6007. IMPACT is available 24 hours a day, 365 days a year. For more information on what additional resources may be available, please contact the Employee Wellness Office at 330-672-7505 or email@example.com. More information can be found on the wellness webpage at www.kent.edu/hr/wellness.
What Changes Can I Expect on Campus for Increased Safety?
What modifications will be made to the heating, ventilation and air conditioning systems to help prevent the spread of COVID-19?
The university is following recommendations from the Centers for Disease Control and Prevention (CDC) and the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) that relate to the university’s heating, ventilation and air conditioning (HVAC) systems in our response to the COVID-19 pandemic. For more information, university Facilities Management has extensively researched these issues and has consulted with appropriate healthcare professionals to prepare the document titled Kent State University – COVID-19 HVAC Response. All HVAC concerns should be brought to the attention of the Building Curator and entered in FlashTrack. At the Regional Campuses and the College of Podiatric Medicine, please contact your facilities manager on-site.
What cleaning requirements must I adhere to?
Please refer to the cleaning enhancements and requirements: questions and answers.
I have my own separate office or work area, who will clean my office/workspace?
Please refer to the cleaning enhancements and requirements: questions and answers.
What is the protocol for using the bathroom in a public building?
Signage is being installed to encourage proper distancing. Hand-washing signage is also being placed in bathrooms. Bathrooms with doors that swing inward will be fitted with a foot handle.
Will signage be provided?
Signage for common areas, such as classrooms, entrances, restrooms, elevators, etc., will be installed at all campuses/locations. Printable signage for individual office suites and workspaces can be found via this link from the Centers for Disease Control and Prevention (CDC): www.cdc.gov/coronavirus/2019-ncov/communication/print-resources.html?Sor...
When I am working/returning on campus, what kind of changes will be in effect?
Consistent with the Flashes Safe Eight principles, you will see additional health and safety precautions in work and classroom spaces. These include the use of face coverings by faculty, staff, students and visitors; increased cleaning protocols; physical distancing; and self-monitoring guidelines. For health questions about COVID-19, call University Health Services at 330-672-2322, or after hours, contact the Kent State Nurse Line at 330-672-2326. Visit the university’s coronavirus information page for more information.
Questions About Use of Face Coverings
If I am alone in my office space, must I wear a face covering?
The answer to this question depends on your office space. If your office space is shared and there are no barriers to prevent air currents between you and others (e.g., a cubicle, open work area), you must continue to wear a face covering. Employees in enclosed workspaces (e.g., a single-person office with the door closed) with no other person in their workspace may remove their face covering. It is very important to note that a face covering must be used when leaving your personal office space and any situation when interaction with other employees will occur.
How do we eat lunch if we can't take face coverings off at desks and the kitchen break areas are closed?
You will need to use good judgment about where you take off your face covering so as to ensure you are not in close contact with someone else.
Can we take face coverings off to drink water throughout the day?
See above about using good judgment.
Where do staff go for a face covering break? How often do they get a face covering break?
There are no designated face covering-free areas. Again, you will need to apply the guidelines and good judgment.
How do we talk on the phone while wearing a face covering?
Depending on where you work, you may or may not need to use a face covering when on the phone at your workstation.
are there tips for choosing a face covering?
If I am interested in face coverings beyond the one provided to me by Kent State, what should I consider? When selecting a face covering and verifying best practices for how to wear a face covering, please see this CDC web page. Per the CDC, bandanas are not suitable face coverings as they are too thin and too loose to provide the needed protection.8.6.1
Employee Vaccination: Getting my shot during working hours
Supervisors are asked to cooperate with their employees if there is a need to take working time off when getting vaccinated. If possible, try to modify work schedules to accommodate this. And, of course, employees can always take sick, vacation, or other earned leave time if necessary. As a general matter it is suggested that employees be allowed up to two hours of paid time (per shot) before having to use any earned leave. For timekeeping purposes for hourly employees, the supervisor will enter job code “University Business” AND a note in Time Clock Plus of “COVID PTO”. Any questions about individual situations can be directed to firstname.lastname@example.org.
Face Coverings: Where can they be ordered or accessed?
Kent State will be providing face coverings to students and employees who attend large events on campus. Faculty and staff will have face coverings available within their unit/department. All units/departments on campus can order additional supplies and face coverings through FlashTrack.
Faculty FAQs for In-Person Instruction
Can I require students to wear a face covering?
Approved face coverings are required indoors for everyone, regardless of vaccination status, on all Kent State campuses, with very few exceptions. Students requesting an accommodation not to wear a face covering should contact Student Accessibility Services (SAS). As always, any accommodation granted by SAS will be communicated to you in writing. You can require students who have not been granted an exception by SAS to wear a face covering.
Do I have to wear a face covering while teaching?
Instructors may choose not to wear a face covering while teaching in-person if they can maintain a safe distance of at least six (6) feet from their students.
What should I do if a student refuses to wear a face covering but has not been granted an SAS accommodation?
Instructors should first remind the student that face coverings are required indoors for everyone, regardless of vaccination status, on all Kent State campuses. If the student does not comply, the instructor should ask the student to leave. If the student continues not to comply, the instructor may dismiss the class for the day. For additional information see, Guidelines for Reporting Students Who are not in Compliance with the Flashes Safety Principles.
Can I ask students for their vaccination status?
Can I move my remote class to in-person?
No. Instructors were given multiple opportunities to elect to teach their class in person and the deadline for doing so has now passed. In most cases, classrooms sufficient to accommodate more than a handful of students have already been assigned to instructors who previously elected to teach in person. Students registered for your class with the expectation that they would be receiving remote instruction and may not be living within driving distance of your campus.
What are the appropriate steps if I no longer feel comfortable teaching my class in person?
You must work with your unit administrator (e.g., department chair, school director, campus dean) to determine how that change will occur with minimal disruption to the learning environment of the students. While no instructor will be required to teach in person, please keep in mind that students registered for your class with the expectation that it would be offered in person. In order not to disrupt students’ existing course schedules, and to live up to our commitments, any change from in-person to remote instruction must be to synchronous remote instruction.
If I teach an in-person course and get COVID symptoms, can I deliver my course remotely for a limited period?
Yes. As with any time when you are sick, you can provide alternative assignments or deliver your course synchronously. Please make sure you notify the unit administrator (e.g., department chair, school director, campus dean) and communicate the alternative arrangement for the course period including how students can access the course remotely (e.g., Teams Link). Also be sure to notify students in the syllabus that this approach could be used to deliver the course if you are unable to meet in person.
What happens if a student in my in-person class tests positive for COVID-19?
If the COVID-19 response team is made aware that a student in your course has tested positive for COVID-19 (note that the student in question has to contact the COVID-19 response team), and if the positive case does not know the names of the close contacts, the COVID Response Team will issue a health advisory to you and the students in the course stating that they may have been exposed to a positive COVID-19 case. The local health department will conduct contact tracing and inform any individual (including the instructor) who may need to quarantine or isolate. The instructor will not be notified about a positive test result by the COVID-19 response team, but instead by the local health department if deemed necessary.
What if a student tells me they have COVID symptoms?
Refer the student to the Flashes Safe Eight principles. Instruct the student to go home and not attend any classes. Also, tell the student to reach out to the COVID Response Team at 330-672-2525 to report symptoms, ask health questions, seek treatment, or arrange for a COVID-19 test.
How should I handle student absences related to COVID?
Please continue to be flexible concerning student absences for COVID-19 related reasons. In any given year, students may miss class for various health reasons. For more information see, Guidelines for Instructors When a Student Becomes Ill During the COVID-19 Pandemic and What it Means to be Reasonable, Flexible, and Equitable When Students are Required to Quarantine or Isolate Due to the COVID-19 Pandemic. Students residing in residence halls are required to get tested for COVID prior to coming to campus. If they test positive, they will remain home for their isolation period. These students will need to work with their instructors during the first one to two weeks before they can come to campus or class.
How can I assist with keeping my classroom safe?
Encourage students to follow the Flashes Safe Eight principles. Encourage students to stay home if they have any COVID-19 symptoms, be flexible around student absences, and wear a face covering indoors when others are present. (Instructors who have opted to teach in-person classes may choose not to wear a face covering while teaching if they can maintain a safe distance of at least six (6) feet from their students.)
In addition, we strongly encourage you to use class floorplans and assigned seating, and record class attendance. Using the floorplan to assign seating will assist the COVID-19 response team to provide helpful information to the local health department if contact tracing is required. The health department efforts to notify students who need to quarantine will be much more accurate and swifter if they have such information from you.
What are class floorplans?
The University Architect has provided digital floorplans for each classroom space on all campuses. These floorplans show the capacity and suggested layouts for your classrooms. We understand that tables, desks, and chairs may be moved, but these are to be used as a template for your course seating assignments and will be accessible to all through an online portal. If you move tables, desks, or chairs during your class, please return them to the indicated position on the floorplan afterwards. Fir instructions on downloading the classroom floorplan and uploading the seating assignments for your course you can click here. If you are team teaching, only one upload per each class section taught is needed.
What if my classroom is not listed on the Classroom Seating Chart Portal?
If you are teaching in a room that is not typically used as a classroom space, and you cannot locate it on the portal, you are encouraged to contact the University Architect at 330-672-3880 for a floorplan of your classroom space.
I teach large lecture classes with high enrollment – how can I manage a seating chart and attendance?
You are encouraged to assign seats at the start of the semester. You can have your students fill out the information on the seating chart to avoid using instruction time. You can inform students that once they have selected a seat and filled in the chart, that is their assigned seat for the remainder of the semester.
Am I required to fill out a classroom seating chart and upload it into the portal?
You are strongly encouraged to update and upload this information, but it is not required. The purpose of this portal is to provide accurate attendance information to the local health authorities in the event a positive COVID-19 case is detected in the classroom and there is a need for contact tracing.
Do I have to take attendance?
You are encouraged to take attendance in your classroom for the purposes of keeping accurate records if contact tracing needs to occur, but it is not required.
How can I assist with keeping my classroom safe if I want to conduct group work?
You can perform group work in your classroom but are encouraged to keep up to date attendance records for use should a positive COVID-19 case be identified in your classroom.
How are office hours impacted by COVID-19?
Your students must have the opportunity to meet with you to discuss any issues, concerns, or questions they may have. See, University Policy 6-18.101. While the policy specifies that instructors teaching face-to-face should hold in-person office hours, in these special circumstances, you should offer office hours in person only if the Flashes Safe Eight principles can be followed. If you are teaching remotely, you are strongly encouraged to hold at least some remote office hours. In general, you should meet remotely with any student who prefers that modality.
How do I hold remote office hours?
When you hold office hours remotely, students must be able to communicate with you synchronously. At a minimum you could be available to receive and respond to student emails in real time during regularly scheduled times. For more direct communication, you can make yourself available to students by phone or in a virtual office using BlackBoard Collaborate Ultra, Zoom, Microsoft Teams or another similar platform. This may be done during regularly scheduled times or using an appointment system, provided the required minimum number of hours of availability is maintained.
How do I hold office hours in person?
Instructors must model safe behavior for students by observing the Flashes Safe Eight principles during class and office hours. You should hold office hours in person only if all the following conditions apply:
- The office space is clean and sanitized.
- The best practice would be to ensure that a facial covering is close by in case you are approached by a colleague or a visitor. For up-to-date information on facial covering requirements, please see Facial Covering and Physical Distancing Guidelines.
If your office does not meet these criteria, you may try to reserve an alternate space on campus to meet with students or hold your office hours remotely.
When academic unit or campus meetings are held in person, will there be an option for remote attendance?
There will be remote meeting attendance options for faculty who would prefer it this Fall semester. However, faculty are encouraged to think of the fall semester as a bridge to what we believe will be a typical semester this Spring with a full array of in-person classes and a vibrant campus life. Full-time faculty, even those teaching remotely, are encouraged to have at least some on-campus presence this semester if at all possible. In person attendance at meetings is one of several ways for faculty to re-engage with campus life.
Resources and Technology: What is available for remote work and how do I safeguard university property, data and documents?
Resources and Technology Available
The Division of Information Technology has created a hub of information to facilitate working from off-site. Access that information, as necessary.
Working from Home
In the event you have been approved to work from home during the current period that Kent State is taking precautionary measures to mitigate the Coronavirus (COVID-19), there are steps that should be taken to safeguard university property, data and documents.
Working from Home with IT Support
Faculty/staff are expected to work with local IT support to verify that your computer is up-to-date and set up to enable you to be productive remotely and that data remains secure.
- Any software you may need, such as Microsoft Office and Teams
- Email access
- Access to shared resources, such as file shares, Microsoft OneDrive and Google Drive
- Global Protect VPN to access some university resources and data (Many systems such as Blackboard Learn, email and Microsoft Teams do not require a VPN for access.)
Please address these items before beginning to work remotely. The current public health situation is a new experience for Kent State and working remotely is unfamiliar to many faculty and staff members. Supervisors should be clear in stipulating work expectations for any of their remote employees and communication should occur no less than weekly between supervisor and their remote-working employee(s). Email communication is sufficient.
To support technology-related questions, the university has assembled a Working from Off-Site website that includes best practices and information about tools and resources available to you. For general questions related to university operations for faculty, staff and students, see the FAQ’s located within this COVID-19 (Coronavirus Disease) information page for Kent State.
Supervisors: If an employee tests positive for Covid-19, please follow these steps
As a supervisor, you should advise the employee to contact the Covid Response Team, who will give the employee a recommendation regarding isolation. You should also coordinate with the employee regarding their ability to work from home, if applicable.
You should not communicate to others that an employee has tested positive. Any communication regarding close contacts will be handled by the local health department, as determined by the employee’s place of residence.
As the supervisor, you do not have the authority to send home someone who may be a close contact. If a close contact needs to quarantine or isolate, a determination will be made by the close contact’s local health department, based on the employee’s place of residence.
If a coworker is concerned about being exposed to someone with COVID-19, they may get a COVID-19 test. Employees who test positive for COVID-19 should go home and notify their supervisor.
Travel Guidelines: Questions and Answers
Temporary Guidelines Related to University-Sponsored Travel during the COVID-19 Pandemic
Guidelines for university-related travel are described in Administrative Policy 7-02.8. During the COVID-19 pandemic, the following additional guidelines are in place:
- Where possible, university-related travel should be replaced by a remote event/meeting and only conducted if required and critical for the job position. In evaluating the necessity of travel, employees are asked to use good judgment.
- If it is necessary to conduct university travel during the COVID-19 pandemic, employees are expected to adhere to the Flashes Safe Eight principles throughout the duration of the travel.
- Any travel should adhere to CDC and state, and destination guidelines, including expectations for health requirements (e.g. testing, quarantine) before/after travel.
- Any university travel is subject to supervisor review and approval.
student group travel
Access guidelines and expectations related to student group travel.
Travel can increase your chance of getting or spreading COVID-19. Anyone traveling should carefully review the continuously updated Centers for Disease Control and Prevention (CDC) guidance regarding travel.
The CDC’s travel website offers detailed information about airline travel, both foreign and domestic, and other travel.
Kent State GUIDELINES
Kent State requires university community members to contact the COVID Response Team in certain instances. Please get familiar with Kent State's COVID-19 reporting guidelines.
I handle the budget for my department. how do I address travel cancellations?
The first step is to ensure that the traveler has exhausted all measures to obtain a refund or credit/voucher toward a future trip. If the traveler receives a refund and the traveler has been reimbursed (i.e., airline tickets, first night’s hotel deposit, etc.) by the university, then the traveler owes the university. Please seek reimbursement from the traveler.
If the traveler receives a refund and the traveler has not been reimbursed, there is nothing else you need to do.
Please note that most airlines are providing transferable vouchers if the travel was canceled, but this differs greatly by the airline and the circumstances related to the travel cancellations. Most if not all hotels will refund for the first night’s deposit.
If your traveler used one of the university’s preferred travel providers, the agency will work with you and provide information on unused vouchers. One of the advantages to using one of the university’s preferred travel providers is the support provided with cancellations and the visibility to unused tickets/vouchers.
If the traveler receives a voucher or credit toward a future trip and the original purchase was not through one of the university’s preferred travel providers, you will need to keep track of it to determine if there could be a use for a future trip either for that traveler or another traveler within your department (if it is a transferable voucher). Currently, airlines are allowing for transferability with some future vouchers. Please keep in mind, there is an expiration date on the airline vouchers.
If the traveler receives a voucher and has not yet been reimbursed, the traveler should seek reimbursement and ensure use on a future trip. If the traveler has been reimbursed, the voucher still needs to be tracked for future use.
If the purchase was made via a department P-card, the same steps apply with respect to receiving and tracking a voucher for future trips.
Vaccine Status and Vaccines: Questions and Answers
Can instructors or supervisors ask to see proof of vaccination?
What are the university's vaccine requirements?
Find information about Kent State's vaccine requirements for students, faculty and staff.
Where can I find vaccine FAQs?
Find helpful information about vaccines, ranging from CCP students requirements and study abroad implications, to health concerns, to logistics around getting a vaccine on our Vaccine FAQs page.
Wellness and Mental Health Offerings for Faculty and Staff: Questions and answers
What physical, emotional and financial well-being resources are available for faculty and staff?
Just because we may be physically distancing, doesn’t mean we can’t stay connected, and make ourselves and our health a priority along the way. A wide range of faculty and staff wellness resources are accessible via our employee wellness web page.Take advantage of some of these highlighted resources, as well as others, which you can access from the employee wellness page:
- Calendar of Events - Displays all faculty/staff in-person and remote events, including faculty and staff Group X classes, well-being workshops, financial wellness and more.
- IMPACT Solutions - Offers a full complement of mental health and counseling services, legal, financial services available to all full- and part-time faculty and staff and their eligible dependents. Live, immediate assistance 24/7, 365 days. Includes a Stress Less Center and complimentary Mindfulness coaching.
- Be Well (physician-owned wellness partner) – Staffed by professionals experienced in patient care and education, including physicians, health educators, diabetes educators and certified wellness coaches. Complimentary telephonic and virtual coaching for all full-time faculty and staff.
- We are on Blackboard! If you missed one of our valuable workshops, we likely have recorded it. To see our previously recorded workshops, go to Blackboard, accessible through FlashLine. Once logged in, go to My Courses and select "Wellness Your Way" to view a variety of our workshops.
- Teleworking Guidelines – Resources to adjust to teleworking during a pandemic. This includes guidance on how to maintain your "work space" as well as vetted resources to support nutrition, physical activity and taking care of your mental health.