Return to Campus Guidelines for Employees
What do I need to do to familiarize myself with the university’s guidance for returning to the workplace?
All employees will be required to take the online Reboarding Training that covers new procedures and guidelines, as well as community expectations, necessary to prevent the spread of COVID-19. (TWU “Reboarding” Training (English), TWU “Reboarding” Training (Spanish)).
Additionally, employees should familiarize themselves with the university’s COVID-19 Self-Screening Form.
The university will continually update the Reboarding Training as federal, state and other guidance is updated and make it available on TWU’s Coronavirus website. We encourage everyone to check back and refresh themselves on current guidance as we continue to navigate the “new normal.”
What if I am fearful of returning to the workplace because of COVID-19?
Discuss with your supervisor the specific reasons causing you to be fearful to return to the workplace. Have your concerns been previously addressed through university guidance? Refer to the question “What do I need to do to familiarize myself with the university’s guidance for returning to the workplace?”
Discuss any additional concerns and possible resolutions with your supervisor. Depending upon the operational needs of the department, an alternative work arrangement and/or the use of accrued overtime, comp time or vacation time may be an option for consideration.
What if I have a high-risk medical condition per CDC or other disability that could be exacerbated by COVID-19?
What if I or a household member are in a high-risk group and am fearful to return to the workplace because of COVID-19?
What if I am in a high-risk group (i.e. employees 65 and older, pregnancy, household member in a high-risk group) and am fearful to return to the workplace because of COVID-19?
If you are 65 and older without a high-risk medical condition per the CDC or other disability that could be exacerbated by COVID-19, please refer to the question “What if I am fearful of returning to the workplace because of COVID-19?”
If you are pregnant but are fearful to return to the workplace because of COVID-19, please refer to the question “What if I am fearful of returning to the workplace because of COVID-19?” If a high-risk medical condition results from your pregnancy, see the question “What if I have a high-risk medical condition per CDC or other disability that could be exacerbated by COVID-19?”
If you have a household member in a high-risk group per the CDC, an alternative work arrangement and/or the use of accrued overtime, comp time or vacation time may be an option for consideration, depending upon the operational needs of the department.
What if I have childcare needs because of day care/school closures due to COVID-19?
Discuss your scheduling needs with your supervisor. Depending upon the operational needs of the department, an alternative work arrangement may be an option.
What if I or someone in my household is experiencing COVID-19 symptoms?
If you or someone in your household is experiencing COVID-19 symptoms, regardless of whether you have been diagnosed with COVID-19 or not, please stay home and contact your health care provider to seek medical attention, as needed. Notify TWU Risk Management.
What if I want to extend my current telecommuting and/or flexible scheduling arrangement for non COVID-19 reasons?
What if I want to extend my current telecommuting and/or flexible scheduling arrangement for productivity/work life balance or other non COVID-19 reasons?
Discuss your request with your supervisor. Supervisors are required to follow the directed guidance of the divisional leadership regarding alternate work arrangements. Therefore, your request may or may not be considered. Depending upon the guidance, your supervisor will review factors such as the operational needs of the department, if the request is fair and equitable to other employees, etc. Refer to the Telecommuting policy and the Flex Work policy.
What's the difference between quarantine and isolation?
You will need to go into quarantine if you have been identified as a close contact of someone who has tested positive for COVID-19 or someone who is suspected of having COVID-19 and is awaiting test results. Quarantine is meant to keep you away from people in case you start to develop symptoms, which can take up to 14 days. Close contact is defined as being less than six feet away from someone for more than 10 minutes. While you may never experience the COVID-19 symptoms, you must keep yourself separate from others and not leave the space where you are staying. Quarantine periods last 14 days from the date of last exposure to a positive case.
If you have tested positive for COVID-19 or have COVID-19 symptoms and are awaiting test results, you need to be in isolation to keep yourself separate from others for 10 days from the day you first started feeling symptoms or 10 days from the date you were tested if you are asymptomatic. People who are in isolation can go back to normal life after 10 days have passed, their symptoms have improved, and they have had no fever without fever-reducing medication for at least 24 hours.
If you are in isolation or quarantine, you should not leave your residence except to seek medical care.
All TWU affiliated individuals in quarantine or isolation must receive written clearance from Risk Management prior to returning to campus or leaving their residential quarantine or isolation space.
Is telecommuting available for faculty and staff employees?
With the approval of their immediate supervisors, faculty and staff members may request to work from home if their job functions support doing so. A formal telecommuting arrangement will need to be made through the supervisor and maintained at the department level.
Staff members should refer to the telecommuting policy for additional guidance.
Supervisors are responsible for ensuring employees are effectively performing the functions of their position while working in any telecommuting arrangement. Supervisors may also modify employee duties based on the current operational needs of the department. Supervisors may request reports of work duties/tasks performed to be submitted by employees.
Telecommuting arrangements may be modified or discontinued any time at the supervisor’s discretion.
How do I submit a request to remove a university asset for telecommuting purposes?
1. Complete the Equipment Loan or Transfer to Out-of-Office Location Form, which requires signature by the Department Head/Director (or a designee).
3. For a seamless transition to work-from-home, IT Solutions (ITS) is ready to assist you! Most of this assistance can be done remotely; however, desktop iMacs and some desktop Windows devices have to be adjusted on campus prior to removal.
a. Please refer to this site for more info about working from home.
b. To access the internet on a TWU desktop PC at home, you will need to connect an ethernet (internet) cable from the PC to your home router.
c. VPN (CiscoAnyConnect) will be required to be installed on the machine to access the following: Colleague UI, Oracle E-Business (Phoenix), Internal Websites, SQL Reports, X-Drive (Map on Windows) (Map on Mac), and OnBase Web Client & GMedia. VPN requires the use of the DUO mobile app which must be installed on a mobile device.
d. If you take your desktop home, you won’t need to use Remote Desktop.
e. After ITS adjusts the computer prior to removal, they will be able to assist with usual issues and requests through the Service Desk, which is and will be fully operational. Elevated rights should not be needed for users.
I’m working from home remotely. What do I need to do?
If you are telecommuting, you are encouraged to make necessary preparations to do so by:
- Determining the equipment, software and supplies needed to work remotely. Employees must seek approval from their supervisor prior to taking any equipment and supplies from their office to their telecommuting work-site.
- Understanding how to connect to necessary network resources as applicable, verifying connecting and logging in capabilities, and ensuring that all protective software and other firewall technology are installed and used on all equipment at the remote location.
- Discussing with your supervisor call-in procedures and your work schedule.
- Establishing with your supervisor expected communication and collaboration procedures using TWU email, phone calls, and virtual tools.
- Determining if any alternate work assignments or tasks are necessary.
Refer to the Telecommuting Policy for additional items to consider regarding telecommuting.
Relevant worksheets to be used during telecommuting:
Telecommuting Task Log (MSWord) (for employee and supervisor use)
Approved Telecommuting Employee List (MSExcel) (for supervisor use only)
Are the Dallas & Houston campuses included in university announcements?
Yes, at this point, all guidance is for all three campuses, as well as the Collin Higher Education Center.
How will new employees go through on-boarding this semester?
To ensure the safety of the TWU community, all new employee orientations (NEO) will be online until further notice. NEO will be modified to comply with CDC recommendations, and further updates will be given via email and through the HR website. The new NEO presentations are available online (https://servicecenter.twu.edu/TDClient/1956/Portal/KB/ArticleDet?ID=32031). NEO should be completed by new employees within two weeks of hire.
Time & Leave
Where can I find out how much leave I have available?
For all leave eligible employees:
- Log in to Pioneer Portal, choose My Info, Payslip Information. Your accrual balance can be found under “Accruals” on your payslip. Note – accruals on the payslip are as of the time payslips were posted. Example – payslips are posted late April for the May 1 pay date and will not yet reflect usage for the month of April.
For staff who complete Oracle timecards:
- Log in to Oracle, TWU Employee Self-Service, Timecard Entry, choose the update icon on your timecard, click “Show Accrual Balances” link in the upper left corner.
I traveled and have some symptoms of COVID-19, should I come to work?
If you or anyone in your household has tested positive for COVID-19 or has similar symptoms (fever, cough, shortness of breath), it is recommended that you and all those living with you stay at home (avoiding work, school, social activities) to prevent the spread of illness. Within the home, the person who is sick should stay away from others in the home as much as possible. Seek advice from your medical provider and follow CDC guidelines for preventing the spread of coronavirus. You should report your travel to Risk Management.
Employees should telecommute as appropriate. If your duties do not allow you to telecommute as determined by your supervisor, you may be eligible for Emergency Paid Sick Leave under the Families First Coronavirus Response Act. Please refer to the Time Reporting During COVID-19 Flowchart. More information about telecommuting can be found under Is telecommuting now available for faculty and staff employees?
Can I return to work after testing positive or caring for a member of my household with confirmed COVID-19?
Essential personnel in this situation may return to work if your supervisor deems it necessary for your duties and if you meet the following three qualifications:
- You must provide a medical release from your medical provider to Risk Management;
- You have documented and completed the steps from the CDC on how to discontinue home isolation; and
- You must be asymptomatic before returning to work.
Telecommuting employees should talk with their supervisors for guidance for returning to work.
If my medical provider deems I need to be out for more than three days, what do I do?
For staff, as provided in URP: V.14.d Staff Attendance Vacation and Sick Leave Policy, absences due to illness continuing for three work shifts or more will require a doctor’s certificate showing the cause and nature of the illness or some other written statement of the facts concerning the illness which is acceptable to the supervisor. Employees should telecommute as appropriate and more information about telecommuting can be found under Is telecommuting now available for faculty and staff employees?
If I become sick at work, can my supervisor make me leave work?
Yes. You are required to leave. Due to the contagious nature of COVID-19, maintaining safety is of the upmost importance.
Do I have to work if I am fearful of becoming infected by COVID-19?
Yes. However, employees should telecommute (unless designated as essential personnel) and more info can be found under Is telecommuting now available for faculty and staff employees?. Flex time, approved vacation, overtime and compensatory time usage may be used as appropriate. However, supervisors will continue to make decisions based on the business operational needs of the department.
What do I do if I have underlying medical condition(s) and am afraid to work?
Employees should telecommute as appropriate (unless designated as essential personnel) and more info can be found under Is telecommuting now available for faculty and staff employees? Additionally, seek medical advice from your medical provider. If your medical provider determines you should not work because of your health condition, you are eligible to use your sick leave. If your medical provider determines you are able to work yet you don’t want to, you are eligible to request to use other approved leave such as vacation leave, overtime and compensatory time.
What if I am feeling sick or think that I have COVID-19?
If you become ill, regardless of if you have been diagnosed with COVID-19 or not, please stay home. Contact your health care provider and seek medical attention, as needed.
If any of the following COVID-19 conditions are present, you MUST stay home and notify TWU by completing the COVID-19 Reporting Form. Follow CDC guidelines, as they may evolve, to self-isolate for 14 days.
- You, someone you live with, or someone you have been in close, prolonged contact with is sick and exhibiting COVID-19 symptoms (can include cough, fever, shortness of breath)
- You, someone you live with, or someone you have been in close, prolonged contact with is considered a Person Under Investigation (PUI) for COVID-19
- You, someone you live with, or someone you have been in close, prolonged contact has tested positive or been diagnosed with COVID-19
- You, someone you live with, or someone you have been in close, prolonged contact has been instructed by public health officials to self-isolate due to COVID-19
Close is generally defined as within 6 feet, and prolonged is any exposure greater than a few minutes, according to the CDC. If any of the situations described above apply to you, complete the COVID-19 Reporting Form. For further information, contact TWU Risk Management.
To assist with self-screening and provide more information for residential students, please read the COVID-19 Self-Screening document.
What can I do if I have a medical issue but cannot see my PCP?
If you can't see your primary care physician (PCP) a 24-hour nurse line is available through all medical plans plus virtual visits through HealthSelect and Consumer Directed HealthSelect. Their number is 1-800-252-8039.
What can I do if I can’t see my PCP but need urgent care without an ER?
Contact the customer service number on your medical card or the number of your plan listed above to locate urgent care facilities. Network providers can also be located by logging on to BCBS of Texas webpage. Network urgent care facilities located anywhere in Texas can treat you at a $50 copay for HealthSelect and 20% after meeting your deductible through Consumer Directed HealthSelect.
If an emergency occurs and I am not near primary care facilities, how can I receive emergency care?
Emergency care received at a non-network hospital is covered at the network level, until your physician determines that it is medically appropriate to transfer you to a network hospital.
How do I fill a prescription if I am away from the main pharmacy I use?
If you are able to reach your primary care physician, s/he can call a prescription into any network pharmacy. If you are unable to reach your physician and need a new prescription you may need to see a physician.
If I lost my medical and/or prescription card, how can I get a new card?
Visit your plan’s website and print a temporary card or call the customer service number. If you are at a provider’s office or pharmacy and need coverage verified, provide your plan customer service number, group number and social security number to your provider or pharmacy. The provider can contact the plan administrator for coverage details.
What resources are available for employees for non-medical situations?
All benefits-eligible staff and faculty have access to the Employee Assistance Plan (EAP) services at no cost to the employee, employee’s spouse and dependent children. Licensed clinicians are available 24/7, 365 days a year to help with any type of situation. All guidance counseling is confidential. EAP: 1-800-343-3822 or visit their website at awpnow.com.
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Page last updated 1:21 PM, June 14, 2021