We continue to receive expert public health advice which is incorporated in our planning for fall. All students who return to campus will be tested prior to the start of the semester and will continue to be regularly tested throughout the semester. All employees who will work on campus will also need to be tested at the start of the semester and in regular intervals thereafter.

We are working closely with Main Line Health to coordinate the testing plans. Employees who work on campus are required to complete at least four rounds of COVID-19 testing, as follows:

1. The first round of employee testing was conducted in late August by Main Line Health and was available on-campus. There is no charge to the employee for the screening.
2. The second round of employee testing is scheduled for September 9-11. Main Line Health will be on campus to oversee the tests and process the results. There is no charge to the employee for the screening.
3. The third and fourth rounds of employee testing are expected to be scheduled for mid-October and mid-November in a manner similar to Step 2 above. Again, there is no charge to the employee for any of the required screenings.

The COVID-19 Dashboard reflects the sum of positive test results for the on-campus community.

All College employees, both staff and faculty, must watch the Your Campus and COVID-19: The Road Back training course prior to returning or immediately upon return to campus. Details on logging into the training course can be found in the "Fall 2020 Return to Work Protocols" Workday task in your Workday Inbox.

Haverford will phase in a return of staff over time in a coordinated process to ensure appropriate social distancing, availability of personal protective equipment (PPE), and sanitizing supplies.

The need to reduce the number of people on campus to meet social distancing requirements will continue for some time. Employees who can continue to perform the majority of their essential functions while working remotely will continue to do so until restrictions are eased in accordance with directions from the College.

Haverford will assess expanding on-campus staffing based on mission-critical operations, ability to control and manage specific work environments, and necessity to access on-campus resources. These decisions, once approved, will be communicated through your respective Senior Staff Member or the Office of Human Resources.

Expanded on-campus staffing will be coordinated to mitigate potential risks, and ensure the safety of faculty and staff, as well as the communities we serve. No department should increase on-campus staffing levels beyond current needs to support essential on-campus operations without prior approval from your respective Senior Staff Member, in conjunction with the Office of Human Resources. Once decisions to expand on-campus staffing in certain areas have been made, staff should follow the policies and protocols detailed in this guide for returning to work on campus.

As on-campus staffing increases and operations expand, per applicable federal, state, and local guidelines, all individuals will continue to wear facial coverings in public, use hand sanitizers or hand washing, practice social distancing and self-monitor for symptoms daily. If there is an increase in COVID-19 cases, the College will closely monitor the situation, and tighter restrictions and reduced staffing may need to be implemented again.

Remote Work

As PA moves to the green phase, the return of employees to on-campus work will be a slow, phased process. During July and early August, those who can continue to fulfill the majority of their essential functions productively while off campus will continue to complete some or all of their work remotely. This will assist in reducing the number of individuals on campus and the potential spread of the COVID-19 virus. Remote work arrangements should continue to be approved by the immediate supervisor.

Helpful tips for successful remote work:

• Working Remotely (LinkedIn Learning)
• Managing Virtual Teams (LinkedIn Learning)
• Time Management: Working from Home (LinkedIn Learning)
• Transitioning to Remote Work (EDUCAUSE)

Information on IITS remote services:

• Haverford VPN
• Zoom online collaboration
• Checking voicemail from home
  Haverford employees may also request IITS to enable the call forwarding and sending voicemail to email features on their work phones by filling out the IITS Phone Service Request form.
• Best Practices for Securing Your Virtual Classroom or Meeting in Zoom

On-Campus Work

Departments are planning several options to maintain required social distancing measures and to reduce population density within buildings and work spaces for staff members who are scheduled to return to campus.

Alternating Days

In order to limit the number of individuals and interactions among those on campus, departments with large numbers of essential staff should phase the scheduling to full return to work. Where possible, schedules will be arranged so that employees work staggered days, if necessary. Such schedules will help ensure social distancing, especially in areas with large common spaces.

Staggered Reporting/Departure Times

The beginning and end of the workday typically bring many people together at common entry/exit points of buildings. Staggering reporting and departure times by at least 15 minutes will reduce traffic in common areas to meet social distancing requirements. Each department will determine how best to implement staggered reporting and departing (See Entry/Exit in the "Guidance for Workplace Scenarios" section for further details).

Employees at Higher Risk

According to the CDC, individuals with certain conditions may have higher risk for COVID-19 infection. Those conditions may include:

• Older adults (aged 65 years and older)
• People with HIV
• Asthma (moderate-to-severe)
• Chronic lung disease
• Diabetes
• Serious heart conditions
• Chronic kidney disease being treated with dialysis
• Severe obesity
• Being immunocompromised

Staff members who have been instructed to return to work on campus and have concerns about doing so due to their being in a higher risk group, those who are pregnant, or those who wish to seek ADA Reasonable Accommodations related to Returning to the Workplace should email Donna Hawkins in the Office of Human Resources (dhawkins@haverford.edu), or if comfortable, email hc-hr@haverford.edu for guidance.

Face Covering Protocols

Pursuant to guidance from the Centers for Disease Control (CDC) and the recently updated guidance from the Commonwealth of Pennsylvania, all employees (faculty and staff), students, and authorized visitors are required to wear a facial covering or disposable mask while present on College grounds or in campus facilities.

Review the Facial Covering Policy (PDF)

Use and Care of Face Coverings

Putting on the face covering/disposable mask:

• Wash hands or use hand sanitizer prior to handling the face covering/disposable mask.
• Ensure the face covering/disposable mask fits over the nose and under the chin.
• Situate the face-covering/disposable mask properly with nose wire snug against the nose (where applicable).
• Tie straps behind the head and neck or loop around the ears.
• Throughout the process: Avoid touching the front of the face covering/disposable mask.

Taking off the face covering/disposable mask:

• Do not touch your eyes, nose, or mouth when removing the face covering/disposable mask.
• When taking off the face covering/disposable mask, loop your finger into the strap and pull the strap away from the ear, or untie the straps.
• Wash hands immediately after removing.

Care, storage and laundering:

• Keep the face coverings/disposable mask stored in a paper bag when not in use.
• Cloth face coverings may not be used more than one day at a time and must be washed after use. Cloth face coverings should be properly laundered with regular clothing and detergent before first use, and after each shift. Cloth face coverings should be replaced immediately if soiled, damaged (e.g., ripped or punctured) or visibly contaminated.
• Disposable masks must not be used for more than one week and should be placed in the trash after your shift or if it is soiled, damaged (e.g., stretched ear loops, torn or punctured material) or visibly contaminated.

Disposable Gloves

Consistent with CDC Guidelines, the College does not require the use of disposable gloves for most employees: for the general public, CDC recommends wearing gloves when you are cleaning or caring for someone who is sick. In most other situations, wearing gloves is not necessary. Instead, practice everyday preventive actions; washing your hands with soap and water for 20 seconds (or using a hand sanitizer with at least 60% alcohol).

Contact Journaling

All community members are expected to maintain "contact journals" for their time on campus. These can take many forms, from handwritten notes to text entered on a computer or smartphone. These journals will remain private to each individual, but they will allow you to quickly identify contacts in the event there is a positive COVID-19 case in our community. This will be a tool to assist you or a community member who might have been at risk of transmission. For the purposes of journaling, a "close contact" is contact with anyone for greater than 10 minutes within 6 feet of space. By conducting contact journaling we can quickly identify and assess anyone who might be at risk in order to protect that individual and their fellow community members.

Download a Contact Journal Template

Public Transportation/Carpooling

If you must take public transportation to or from campus, or if you carpool with other employees, wear a mask before entering the bus or vehicle and throughout the whole trip, and avoid touching surfaces with your hands. In personal vehicles, put the windows down and do not use the "recycle" setting for A/C. Upon disembarking, wash your hands or use hand sanitizer with at least 60% alcohol as soon as possible and before removing your mask.

Business Travel

Applicable Senior Staff members must approve any staff travel. Faculty travel must be approved by the provost. Download the Travel Policy (PDF).

Working in Office Environments

If you work in an open environment, be sure to maintain at least 6 feet distance from co-workers. If possible have at least one workspace separating you from another co-worker. You should wear a face mask or face covering at all times while in a shared work space/room.

Using Restrooms

The number of people using a restroom should be limited based on size to ensure at least 6 feet distance between individuals. Wash your hands thoroughly afterward to reduce the potential transmission of the virus.

Elevators

No more than one person may enter an elevator at a time, so please use the stairs whenever possible. If you are using the elevator, wear your mask or face covering and avoid touching the elevator buttons with your exposed hand/fingers, if possible. Wash your hands or use hand sanitizer with at least 60% alcohol upon departing the elevator.

Meetings

Convening in groups increases the risk of viral transmission. Where feasible, meetings and communications should be conducted in whole or part using the extensive range of available collaboration tools (e.g. Zoom, e-mail, Google, telephone, etc.).

In person meetings are limited to the restrictions of local, state and federal orders and (50% of the room’s capacity during the green phase), assuming individuals can still maintain 6 feet of separation for social distancing requirements. In-person meetings should not exceed ten (10) minutes in duration. Departments should remove or rearrange chairs and tables or add visual cue marks in meeting rooms to support social distancing practices between attendees.

Entry/Exit

Entry to buildings will be regulated and monitored. Your Haverford OneCard is required for entry to all buildings, and you may not hold or prop open exterior doors for any other person.

Departments and building coordinators should identify usable building access points and coordinate arrival and departure times of staff to reduce congestion during typical “rush hours” of the business day.

If you are scheduled to return to campus, you should report to work or depart work through the designated building access and at the designated time to limit the number of people entering and exiting buildings at any one time.

On-Campus COVID-19 Case

CDC protocols will be followed to trace on-campus contacts and require self-quarantine in the case of a confirmed COVID-19 case for an employee who worked on campus.

Visitors / Volunteers / Contingent Workers

No visitors, volunteers, or contingent workers are permitted on campus, except those approved to be on campus to conduct college business. Where permitted, such persons will be instructed on the College's expectations and guidelines. Review the Campus Access and Guest Policy (PDF) for more information.

All faculty, staff, and students MUST conduct symptom self-monitoring every day that they are present on campus, and for their own health they are encouraged to do so every day regardless of whether or not they will be on campus.

Students will receive regular reminders with a monitoring checklist and instructions for what to do in the case of experiencing any symptoms.

Staff who have been instructed to return to the workplace MUST conduct symptom self-monitoring every day from home prior to reporting to work. Please use this form for daily symptom monitoring. This form is for your personal reference, and should not be submitted to the College. Employees MUST be free of ANY symptoms each day before reporting to work, and should follow the guidance provided on the "Health and Wellness" section for information on seeking medical care, self-isolating, contact tracing, etc.

Employees who are experiencing symptoms at home should contact their supervisor and the Office of Human Resources, and should not report to campus until they have been cleared by a physician.

If you become symptomatic during your work shift, you must contact your supervisor and the Office of Human Resources, alert them to your symptoms, and immediately leave campus. You should not report back to campus until you have been cleared by a physician.

Once an employee has been cleared to return to work, they should contact the Office of Human Resources (hc-hr@haverford.edu) for information on the process and documentation required prior to the return to work. Employees should not return to work until they have received confirmation to do so by the Office of Human Resources.

Daily Symptom Monitoring Checklist (PDF)

Time and Absence Tracking for Staff

Hourly Staff (excluding employees who use the time clock in Dining Services, Campus Safety, and Facilities)

Under the college’s current operation during Fall 2020, Time will be recorded in Workday in the following categories:

• Worked Remotely during Campus Emergency
• Worked On-Site during Campus Emergency

For each work day, hourly staff should enter the total number of hours for each of these time entry types. The total amount of time dedicated to actively working remotely is recorded as Worked Remotely during Campus Emergency. The total amount of time spent working on campus is recorded as Worked On-Site during Campus Emergency.

Time submitted as Worked On-Site during Campus Emergency and Worked Remotely during Campus Emergency will be paid at the regular hourly rate.

Sick, vacation and personal time should be entered and submitted as usual on the Absence Calendar for managers’ review and approval.

Dining Services, Campus Safety, and Facilities

All time recorded on the external time clocks will be paid at the regular hourly rate. Shift differentials and overtime will be accounted for in the pay calculations. Employees should clock-in and clock-out of the external time clock as usual at the start and end of each work shift.

Sick, vacation and personal time should be entered and submitted as usual on the Absence Calendar for managers’ review and approval.

Employees must report any disclosed positive COVID-19 test results or potential infection immediately to the Office of Human Resources (for employees) or to the Student Health Center (for students).

If you had close contact* with a person with confirmed COVID-19, but you do not have any symptoms (fever, coughing, shortness of breath):

• Contact your healthcare provider for direction.
• Stay at home for 14 days after your last contact with the ill person. Do not report to work or come to the Haverford campus. Avoid public places and contact with others.
• Notify your supervisor and the Office of Human Resources that you will be away from work for 14 days. Provide the Office of Human Resource with the expected first and last dates of self-quarantine.
• During the 14 days, monitor your health for fever, cough, and shortness of breath. Take your temperature twice a day.
• Before returning to the campus, your physician should send a confidential fax authorizing return to work. This authorization should be sent to (833) 864-4257. This incoming fax to this number is monitored by two designated staff in the Office of Human Resources. General inquiries can be sent to hc-hr@haverford.edu .
• You may be involved with "contact tracing" to identify others that may have been exposed.

*Close contact is defined as being within approximately 6 feet (2 meters) of a person with confirmed COVID-19 for a prolonged period of time, or having direct contact with infectious secretions of a COVID-19 case (e.g., being coughed on) without wearing personal protective equipment.

If you have developed symptoms of COVID-19 infection (fever, coughing, shortness of breath):

• Call your health provider in advance. Please do not show up at a clinic, urgent care or other health facility without calling first. Your provider will need to take special measures to protect other people in the clinic. Telemedicine may also be available, enabling you to consult a provider from home.
• Stay at home for 14 days from the date that your symptoms developed. Do not report to work or come to the Haverford campus. Avoid public places and contact with others.
• You will be asked to participate in "Contact Tracing" to identify others that may have been exposed.
• Notify your supervisor and the Office of Human Resources that you will be away from work for 14 days and provide the expected first and last dates of self-quarantine.
• During the 14 days, monitor your health for fever, cough, and shortness of breath. Take your temperature twice a day.
• Do not travel while sick.
• Cover your mouth and nose with a tissue or your sleeve (not your hands) when coughing or sneezing.
• Clean your hands often by washing them with soap and water for at least 20 seconds or using an alcohol-based hand sanitizer that contains at least 60%-95% alcohol immediately after coughing, sneezing or blowing your nose. Soap and water should be used if hands are visibly dirty.
• Before returning to the campus, your physician should send a confidential fax authorizing return to work. This authorization should be sent to (833) 864-4257. This incoming fax to this number is monitored by two designated staff in the Office of Human Resources. General inquiries can be sent to hc-hr@haverford.edu .
• More information about potential exposure to COVID-19 can be found on the Montgomery County Office of Public Health.

Visit the HealthAdvocate Coronavirus Resources site to access their materials, videos, and recorded webinars related to COVID-19.

If you test positive for Covid-19, but are asymptomatic (exhibiting no symptoms of Covid-19, such fever, coughing, shortness of breath):

• Call your health provider to inform them you have tested positive, but are not exhibiting symptoms. Please do not show up at a clinic, urgent care or other health facility without calling first. Your provider will need to take special measures to protect other people in the clinic. Telemedicine may also be available, enabling you to consult a provider from home.
• Stay at home for 14 days from the date of your test. Do not report to work or come to the Haverford campus. Avoid public places and contact with others.
• You will be asked to participate in "Contact Tracing" to identify others that may have been exposed.
• Notify your supervisor and the Office of Human Resources that you will be away from work for 14 days and provide the expected first and last dates of self-quarantine.
• During the 14 days, monitor your health for fever, cough, and shortness of breath. Take your temperature twice a day.
• Do not travel while sick.
• Cover your mouth and nose with a tissue or your sleeve (not your hands) when coughing or sneezing.
• Clean your hands often by washing them with soap and water for at least 20 seconds or using an alcohol-based hand sanitizer that contains at least 60%-95% alcohol immediately after coughing, sneezing or blowing your nose. Soap and water should be used if hands are visibly dirty.
• Before returning to the campus, your physician should send a confidential fax authorizing return to work. This authorization should be sent to (833) 864-4257. This incoming fax to this number is monitored by two designated staff in the Office of Human Resources. General inquiries can be sent to hc-hr@haverford.edu.
• More information about potential exposure to COVID-19 can be found on the Montgomery County Office of Public Health.

All employees (faculty and staff) are strongly encouraged to use the identified spaces on the Gathering Spaces map for break times and meals. All employees should maintain social distance and wear their face covering. Removal of a face covering while eating or drinking is permitted when maintaining at least six (6) feet of social distance from others. While the face covering is removed for eating or drinking, please refrain from talking to reduce the risk of transmitting droplets to others.

Map of Gathering Spaces (PDF)

Independence Blue Cross (IBC) is closely monitoring the situation with the respiratory illness caused by the new COVID 19 virus (Coronavirus). IBC is committed to making sure that members can receive appropriate testing and treatment for this virus if needed. Please visit IBC's Care and Services available for COVID-19 (Coronavirus) site for more information.

Below are enhancements that IBC is making to their plans to improve access for members:

Testing will be covered. During this public health crisis, IBC will cover as a preventive service and waive cost sharing (such as co pays and coinsurance) for the COVID 19 test when performed at a hospital or an approved laboratory.

Telemedicine is available. To help reduce potential exposure, IBC is encouraging members to use telemedicine services by waiving cost-sharing on these visits for the next 90 days. Telemedicine is available to support your physical as well as emotional health.

• Telemedicine Information
• Tele-Behavioral Health Information

Treatment will be covered. At this time, there is no specific antiviral treatment or vaccine for COVID 19. Members should receive care from their doctor to help relieve symptoms as they would other viral respiratory infections. IBC continues to cover medically necessary health care costs to treat infectious diseases, including COVID 19, based on the terms of the member’s insurance plan.

Prescriptions can be filled. IBC has lifted prescription refill restrictions on maintenance medications, such as the “refill too soon” limit, for members in states that have declared a state of emergency because of the virus. IBC is carefully monitoring COVID 19 developments and will make adjustments to policies as appropriate. It is recommended that members call the Pharmacy Services number on their ID cards as needed if they require additional medication refills due to a potential quarantine situation.

EPC, working together with colleagues in IITS, the Libraries, and the LACOL initiative, have put together a number of helpful ideas, resources, and contacts that will help you begin to think about how to make the most of a challenging situation.

Online Teaching Resources

The College has implemented a hiring freeze through September 1, 2020, at a minimum. Vacant positions that have not been filled will not be posted. Any exceptions will require approval of the senior staff member who has oversight for the administrative division; there will also be a supplemental review by President Wendy Raymond, in partnership with Senior Vice President Mitch Wein, to provide final approval. A majority of currently vacant positions will remain unfilled through the summer at least. For current searches in progress, and for approved vacant positions, interviews may be scheduled remotely using Zoom.

Please contact jnovack@haverford.edu for additional details about searches or interviews.

Paid Time for Self-Quarantine

Upon consultation with Human Resources, employees who are required to self-quarantine for 14-days due to COVID-19 symptoms, exposure or positive test result will be paid. Exempt employees should enter sick days in Workday with COVID in the comment section to indicate the reason for the absence. Managers of non-exempt employees will need to submit regularly schedule work time in Workday as Did Not Work during Campus Emergency.

Quarantine required as a result of voluntary personal travel to PA restricted states will require the use of vacation, sick and/or personal time.

Information about student summer internships, research assistantships, and employment is available in the Haverford Student Summer Internships, Research Assistantships, and Employment document.

Benefits-eligible fixed-term employees who will not return to Haverford for the FY 2020-21 year will receive scheduled pay and benefits through the scheduled end employment date. For benefits-eligible visiting faculty who will not return for the 2020-21 academic year, pay and benefits will continue through June 30, 2020. At the conclusion of the fixed-term appointment, benefits-eligible fixed-term employees may continue medical coverage through COBRA, which provides a continuation of medical insurance at the individual’s expense. Prior to departure, please contact either the Office of Human Resources at hc-hr@haverford.edu or explore the Health Advocate site for assistance with medical coverage.

Departing fixed-term employees may qualify for Pennsylvania Unemployment Compensation, if they are unable to secure employment. To apply for Pennsylvania Unemployment Compensation, the individual begins the process by filing a claim for benefits with the PA Department of Labor & Industry, Office of Unemployment Compensation. Upon the filing of an application, the department will determine eligibility for benefits and whether the individual will qualify for partial or total benefits. A departing employee who is unable to secure full employment will generally qualify for some level of unemployment compensation benefits.

Applicable Senior Staff members must approve any staff travel. Faculty travel must be approved by the provost. Download the Travel Policy (PDF).