Managers and Supervisors: On-Campus Work Procedures for Fall

As campus leaders, we are looking to you to model Kent State’s core values of kindness and respect.  We ask that you remind your staff to be mindful of others’ feelings and respect each other's concerns.  

We want to share with you our protocols for keeping the Kent State community safe. The information below follows the best science-based advice available from the Centers for Disease Control and Prevention (CDC), our state and local health departments and the experts from our College of Public Health.

Some key elements of our strategy for maintaining a healthy campus community amid COVID-19 are below.  These items should be shared with your staff.

• As of May 19, face coverings will be required in all of our healthcare settings and  the Child Development Center on the Kent Campus.  
• There will be no physical distance requirements for events, gatherings and classes.  
• All must have received a COVID-19 vaccine and reported it to the university or must have secured an approved exemption from the university.
• Those who have an approved exemption must participate in regular screening testing.
• Those who fail to comply with our vaccine requirement will face disciplinary action.

These requirements 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.

• As of May 19, face coverings will be required in all of our healthcare settings and the Child Development Center on the Kent Campus.    
• There will be no physical distance requirements for events, gatherings and classes.  
• All must have received a COVID-19 vaccine and reported it to the university or must have secured an approved exemption from the university.
• Those who have an approved exemption must participate in regular screening testing.
• Those who fail to comply with our vaccine requirement will face disciplinary action.
• We believe that diligent planning and the Kent State Safety Principles will enable everyone in our university community to continue to have a vibrant campus life.
• In addition to the Kent State Safety Principles, the CDC offers additional online resources that address how to protect yourself and others.

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  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 are expected to know and observe the Safety Principles.

COVID-19 Absences

If an employee has been advised to self-isolate, the employee should be allowed to stay home and isolate per medical professional advice. Report any known or potential employee absence due to COVID-19 immediately to the COVID Response Team by calling 330-672-2525 and your manager.  This includes Regional Campuses and CPM.

In general, an employee will be required to use their own leave time (sick or vacation) when not able to work.  There may be a few situations where this will not be the case. For example, if an employee is asked to quarantine at home because someone at work tested positive and it was determined that the employee is a close contact of the person who tested positive, then the employee does not have to use their own leave time. Another example would be if the person who must be home is able to work from home and has approval from the supervisor to work from home.

Returning to Work

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

• In the case of an employee who was diagnosed with COVID-19, note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team) and follow the medical professional advice received regarding when the employee can return to work.

• 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 should follow the medical professional advice received regarding when the employee can return to work.  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 notified by a medical professional that the employee has been in close contact as defined by the CDC with a person who is considered to have probable or confirmed COVID-19 ,that they should not return to work on campus until the end of their self-quarantine period as determined by the CDC , health department, or the Covid Response Team. 

QUESTIONS

Any questions regarding the duration of quarantine can be directed to the Covid Response Team by calling 330-672-2525. Please note that supervisors and employees should also report to the COVID Response Team by calling 330-672-2525 (COVID Response Team). 

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

• Employee Accommodation Request
• Flexible Work Arrangement
• Telecommuting Work Arrangement
• Employee Assistance Program – Impact Solutions

• 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

Leadership

Throughout the challenges of the past year, Kent State’s managers and supervisors have demonstrated a high level of leadership.  Our managers and supervisors were essential to the university’s success during a time when our work lives were significantly disrupted, and we sometimes felt disconnected and isolated in our remote workplaces.  The mantra to be “reasonable, flexible, and equitable” in all decisions guided this important work.

Keep in Mind

We ask that managers and supervisors keep the following principles in mind:

• Continue to be “reasonable, flexible, and equitable” in all management and supervisory decisions and actions.
• Listen to your colleagues.  Some may have experienced difficulties during the past months, while others may have difficulty adjusting to making another significant shift in their work lives.
• Remember, the pandemic is still with us.  Some employees may have ongoing issues:  childcare availability, residual health problems, vaccination worries, or “just not feeling OK.”
• Offer your support and university resources to your colleagues who need help.
• Take care of yourself and seek assistance from the Division of Human Resources whenever you need help to assist a colleague or to keep yourself well. 

Never forget:  “Flashes Take Care of Flashes” and that means you, too!