Managers and Supervisors: On-Campus Work Procedures for Fall

ON-CAMPUS WORK PROCEDURES FOR FALL

These protocols and requirements are consistent with state of Ohio orders for responsible reopening and guidelines from the Centers for Disease Control. These protocols and requirements are subject to change based on Ohio Gov. Mike DeWine’s orders, the CDC and the university’s business needs. These procedures are provided for the health and safety of the university community, should be viewed as temporary in nature and are subject to change based on appropriate medical advice and the needs of the university.  

Review the on-campus work procedures for fall

  • Managers
  • Supervisors

    Download or Print Procedures for Managers and Supervisors (DOC)

PRIOR TO RETURNING

All managers/supervisors are required to follow the safety measures outlined in the guidelines below and must provide their acknowledgement that they have read, understand and agree to follow these procedures. Provide your acknowledgment prior to returning to campus using the form linked here. The form can also be found at the bottom of this page.

Please note that all employees are required to acknowledge a similar form. As the manager/supervisor, it is your responsibility to ensure that all of your employees acknowledge the form.


PRIOR TO RETURN 

  Based on the guidelines described in the phased approach to return to campus, determine the essential need to be on campus for your area and discuss the ability of your employees (including student employees) to return to on-campus work according to the proposed departmental timeline. Keep in mind, some employees, including student employees, may continue to work remotely as their role allows. Supervisors may want to consider alternative work methods including modifying work schedules, increasing your use of technology and offering extended service hours for vulnerable populations. Evaluate employees’ ability to continue to work remotely, in accordance with HR policy. Once the need and the ability have been determined, develop a plan and schedule for which employees return and when. 

  DO NOT attempt to identify and target employees who may be in the Centers for Disease Control and Prevention (CDC’s) high-risk categories. However, if an employee voluntarily discloses this information, it should be kept confidential in accordance with university policies and the Health Insurance Portability and Accountability Act (HIPAA). If an employee voluntarily self-identifies as being high-risk for COVID-19, is living with someone considered high-risk based on the CDC guidelines or is following self-quarantine protocol, contact Human Resources at 330-672-2901 or hrweb@kent.edu for further direction. In addition, the following resources are available:

Workspace & Protective Equipment

  Consider your area’s workspace, workflow, constituent flow and work priorities to determine if there is adequate spacing to maintain physical distancing. If not, determine what changes need to be made, including which positions can continue to work remotely, which roles are absolutely needed in the office and if flexible hours may be used for physical distancing and diminished density.       

  • Protective Equipment will be centrally funded.  The university will provide each employee with two cloth face coverings, as well as cleaning supplies for each unit. As described in these guidelines, protective equipment refers to washable face coverings (i.e., masks), hand sanitizer spray mist, disposable gloves (plastic food grade and nitrile gloves, based on risk) and sanitizing cleaning products for workspaces.  Coordinate the protective equipment needs of your employee(s) with the person responsible for ordering for your department or campus to ensure your employees have sufficient supplies prior to returning to work. More information about protective equipment can be found in our Faculty and Staff FAQs. By indicating your department’s anticipated return date in your protective equipment order, University Facilities Management (UFM) will ensure the heating and cooling systems are properly adjusted.               
  • Wearing face coverings are a critical component to the Flashes Safe Seven principles. All who can safely wear face coverings are required to do so. We understand that not everyone may be able to wear a face covering. If you are concerned about wearing a face covering, please submit the Pandemic Adjustment Request. In addition, face coverings should never be worn by or placed on people who are younger than 2, have difficulty breathing, or are unconscious, incapacitated, or otherwise unable to remove them without assistance.
  • Assess other common offices spaces, i.e. conference rooms, break rooms, storage spaces, etc. These areas need to be evaluated in order to ensure physical distancing guidelines can be followed. Document and communicate what common area procedures and practices are to be used upon returning to the workplace to include  identifying maximum occupancy of conference rooms following the physical distancing guidelines. Entrance and exits must be in compliance with fire codes and university guidance. Identify any space modifications needed such as sneeze guards, additional signage, etc. and submit a work order through Flash Track or call 330-672-2345.  Managers and supervisors on Kent State’s Regional Campuses and College of Podiatric Medicine (CPM) should contact their facility or business manager.         
  • Identify the need for signage within your office space to encourage healthy habits. Ensure signs are posted in visible areas in the workspace. Please use painter’s tape to avoid damaging doors and walls. Enter a work order through Flash Track to obtain appropriate tape to hang signage or call 330-672-2345. Managers and supervisors on Kent State’s Regional Campuses and CPM should contact their facility or business manager. Signage will be provided for common spaces and the link for printable signage from the CDC can be found online in the CDC Print Resources section.
  • Discuss your plan with the appropriate divisional leadership for feedback and approval.
  • Note: UFM custodial staff have been methodically cleaning buildings, classrooms and offices, including carpeting. All offices have been cleaned and are ready for use. Horizontal surfaces that contain work or personal items that require moving before cleaning, should be cleaned by the employee before use. 

Communication & Expectations

  Communicate the return to on-campus work plan for your department to your employees and ensure they understand their expected return to on-campus work date and policies and expectations to include the Flashes Safe Seven principles.              

  • In addition to the Flashes Safe Seven principles, the CDC offers additional online resources that address how to protect yourself and others.                

  If you need assistance reconnecting IT equipment used to work remotely, including cables and accessories, or assistance continuing to work remotely, please contact your local IT support person. Here is a list of all support staff by department.

  Practice the Flashes Safe Seven principles and encourage employees to self-monitor daily before leaving home for any symptoms of possible COVID-19. 

Healthcare Guidelines

  Employees who are experiencing symptoms or those who have been in close contact as defined by the CDC with a person who is considered to have probable or confirmed COVID-19, should leave work immediately and seek medical evaluation by calling their Primary Care Physician, DeWeese Health Center at 330-672-2322 or their local urgent care center. Always call ahead before seeking in-person medical help. Please inform your supervisor and contact Human Resources at 330-672-2901 or hrweb@kent.edu for further guidance. Please note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team). 

  Employees and students who are diagnosed with probable or confirmed COVID-19 will be contacted by their local health department and will be given additional guidance and instructions. If an employee has been advised to self-isolate, the employee should be allowed to stay home and isolate per medical professional advice. The employee may perform remote work dependent upon the nature of work and manager guidance. If you are unable to perform remote work, please contact the University Benefits Office (330-672-3107 or benefits@kent.edu) so as to receive 
further instructions about the leave process.

Download Printable Procedures for Managers and Supervisors (DOC)

WHILE AT WORK 

  Notify employees they must practice the Flashes Safe Seven principles

Workspace & Personal Equipment

  Following the Flashes Safe Seven principles and as part of the university’s reopening plan, custodial staff has been systematically cleaning buildings, classrooms and offices.  All offices are now cleaned, including carpeting, and ready for use.  Please note:  If you have work materials or personal items on the surfaces in your office, those areas were not cleaned.  You will need to clean those areas yourself before you use them.  

Our custodial staff will 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 will be available at the entrance to each classroom for student use.  

All office suites will 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 tburdet1@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.  The office(s) responsible for the space should post guidelines in or near these shared spaces to ensure that the employees who have access to the spaces understand the expectations for entering and using shared spaces.   Some examples of appropriate guidelines include the following: (i) one employee in this space at a time; (ii) do not share food or drink; or (iii) use the secure print option when printing to the copier. 

  Ensure the workspace adheres to physical distancing guidelines and have employees maintain at least 6 feet of separation from other individuals. If such distancing is not feasible, other measures such as utilizing personal equipment are required for your protection as well as theirs. More information about how to wear and wash face coverings can be found at the CDC’s Use of Cloth Face Coverings to Help Slow the Spread of COVID-19

  Protective Equipment will be centrally funded.  The university will provide each employee with two cloth face coverings, as well as cleaning supplies for each unit. As described in these guidelines, protective equipment refers to washable face coverings (i.e., masks), hand sanitizer spray mist, disposable (plastic food-grade and nitrile gloves, based on risk) and sanitizing cleaning products for workspaces.  Coordinate the protective equipment needs of your employee(s) with the person responsible for ordering for your department or campus to ensure your employees have sufficient protective equipment supplies prior to returning to work. More information about protective equipment can be found in our Faculty and Staff FAQs. By indicating your department’s anticipated return date in your protective equipment order, University Facilities Management (UFM) will ensure the heating and cooling systems are properly adjusted.    

  Wearing face coverings are a critical component to the Flashes Safe Seven principles. All who can safely wear face coverings are required to do so. We understand that not everyone may be able to wear a face covering.  If you are concerned about wearing a face covering for one or more of these reasons, please submit the Pandemic Adjustment Request.  In addition, face coverings should never be worn by or placed on people who are younger than 2, have difficulty breathing, or are unconscious, incapacitated, or otherwise unable to remove them without assistance.

  Replace in-person meetings with video- or tele-conference calls when possible. If you have questions regarding remote conferencing, see https://www.kent.edu/keeponworking.

  Do not provide or share food or drink in the workspace or at events or meetings. Aramark is available for approved university-funded functions.

  Discourage employees from sharing other employees’ desks or equipment and remind them to wipe down desks and equipment between uses. It is not recommended to share break room kitchen equipment, i.e., toasters, coffee pots, etc. Access to copy machines should be limited. 

Self-monitor Health

  Encourage employees to self-monitor their health daily before coming to campus. Employees should not come to campus if they have symptoms. If they are on campus, and begin showing symptoms, they should contact their supervisor, leave work immediately and seek medical evaluation by calling their Primary Care Physician, DeWeese Health Center Telemedicine line at 330-672-2322 or their local urgent care center. Always call ahead before seeking in-person medical help. Employees who are diagnosed with probable or confirmed COVID-19 will be contacted by their local health department and will be given additional guidance and instructions. Please note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team). Employees should contact the University Benefits Office (330-672-3107 or benefits@kent.edu) so as to receive further instructions about the leave process.

Healthcare & Precautions

  If an employee has been advised to self-isolate, the employee should be allowed to stay home and isolate per medical professional advice. The employee may perform remote work dependent upon the nature of work and manager guidance.

  Report any known or potential employee absence due to COVID-19 immediately to the COVID Response Team at 330-672-2525 and your manager.  This includes Regional Campuses and CPM.

  Allow employees to utilize leave time to consult with their healthcare provider, monitor symptoms, self-quarantine or self-isolate due to a possible or confirmed COVID-19 diagnosis. Employees should also contact the University Benefits Office at 330-672-3107 or benefits@kent.edu. Please visit Kent State’s Families First Coronavirus Response Act website for more information about leave related to COVID-19.

Return to Work Requirements 

  Advise employees with new or worsening symptoms listed above that they are not permitted to return to work until: 

  • In the case of an employee who was diagnosed with COVID-19,  the employee should contact the University Benefits Office (330-672-3107 or benefits@kent.edu) so as to receive further instructions about the leave process. The employee may perform remote work dependent upon the nature of work and manager guidance. Please note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team).
  • In the case of an employee who has symptoms that could be COVID-19 and does not get evaluated by a medical professional or tested for COVID-19, the individual is assumed to have COVID-19, and the employee should contact the University Benefits Office (330-672-3107 or benefits@kent.edu) so as to receive further instructions about the leave process. The employee may perform remote work dependent upon the nature of work and manager guidance. Please note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team).   

  Instruct all employees who have been in close contact as defined by the CDC with a person who is considered to have probable or confirmed COVID-19 that they may not return to work on campus until the end of the 14-day self-quarantine period from the last date of exposure. Please note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team). The employee should be in contact with the University Benefits Office so as to receive further instructions about the leave process. The employee may perform remote work dependent upon the nature of work and manager guidance.

Check-ins

  Conduct check-ins regularly with employees working both onsite and remote to discuss their challenges, concerns or questions.  Offer support during this transition. Resources below are available: 

Vendors

  Ensure vendors and contractors are compliant with guidance provided by the State of Ohio. Find more information about vendors and contractors.

QUESTIONS OR CONCERNS?

  For health-related questions, contact DeWeese Health Center at 330-672-2322

  For leave and benefit information, contact Human Resources at 330-672-2901 or hrweb@kent.edu

Download Printable Procedures for Managers and Supervisors (DOC)


Manager and Supervisor Signature REQUIRED

I acknowledge that I have read, understand and agree to follow the guidelines as detailed in this document.

Submission options:

  • Sign using the digital form below.
  • Alternatively, print and sign using the PDF available at the top of this page. 

These will be kept on file within the department.