Return to Campus Training for Supervisors

The guidance and materials contained within this training are subject to change based on public health official and/or government declarations.

Agenda

• Essential on-campus or remote work stance• Employee training guidelines

• Adherence to signage, hygiene, social distancing, cleaning protocols, travel guidance

• Managing health attestations• Symptom and exposure reporting protocols

• Employee Relations considerations• HIPAA, ADA, and vulnerable populations

• Staggered schedules and phased returns• Welcome your team back to campus• Additional resources

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Essential on-campus or remote work stance

• Employees who are able to work remotely should continue to do so.

• If employees are unable to complete their work remotely, they may return to campus upon approval from your Responsibility Center Head (ex. Dean, Center Director, or Senior Vice Chancellor).

• Be as flexible as possible with employee needs around childcare, transportation, and scheduling considerations.

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Employee training guidelines

• Carefully familiarize yourself with guidance from the general Return to Campus training for employees, including Pitt guidance about:

• You are required to also take the general employee training, in addition to this supervisor training

SignagePersonal hygieneCOVID-19 symptomsEmployee health attestation

Social distancingCleaning protocolsTravel

Hyperlink: https://www.hr.pitt.edu/campus-restart

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Confirming employee training

• Confirm that each of your employees has completed the employee training and that they adhere to guidelines outlined in the training.

• Employee training will be confirmed by digital certificates administered to those who complete the online digital training.

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Managing health attestations

• You are responsible for confirming that each employee you supervise has completed a health attestation every day that the employee reports to campus.

• You can request that your employees include your email on the attestation, which you can review through DocuSign. Alternatively, you may collect paper forms if social distancing guidelines are met.

• DocuSign reporting• Set up rules in Outlook

Hyperlink: https://pi.tt/selfHyperlink: https://support.docusign.com/en/guides/ndse-user-guide-using-reportsHyperlink: https://www.technology.pitt.edu/help-desk/how-to-documents/outlook-creating-rules-versions-2003-2007-2010-and-2013

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Symptom & exposure reporting protocols• Familiarize yourself with University guidelines for responding

to symptomatic individuals and risk assessment for faculty/staff. These guidelines are covered in the following slides.

• Follow this guidance when responding to reports or questions about COVID-19 symptoms or risk on campus.

• Review guidance for supervisors to report suspected or confirmed cases of COVID-19 to EH&S

• Cooperate with EH&S and MyHealth@Work for contact tracing, location closure, and communication to impacted individuals.

Hyperlink: https://www.emergency.pitt.edu/covid-19/personal-risk-symptomatic-individualsHyperlink: https://www.emergency.pitt.edu/covid-19/personal-risk-guidanceHyperlink: https://www.emergency.pitt.edu/covid-19/updates/guidance-supervisors-suspected-or-confirmed-case-covid-19

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Employees anywhere on campus:

1. The symptomatic individual must go home immediately. If the symptomatic individual does not have immediate access to transportation, have them avoid contact with others by waiting alone in a room with the door closed until transportation arrives.

2. The symptomatic individual should promptly call their supervisor and health care provider.

3. The symptomatic individual should call MyHealth@Work (Pitt’s employee health center) at 412-647-4949 upon arriving home.

4. Report the building and room number of the encounter to Environmental Health & Safety at 412-624-9505 so the room of the symptomatic employee can be cleaned by designated personnel.

5. Strict privacy of health knowledge must be maintained due to HIPAA regulations

Hyperlink: https://www.emergency.pitt.edu/covid-19/personal-risk-symptomatic-individuals

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Guidelines for Responding to Symptomatic Employees

Students anywhere on campus other than a residence hall room:

1. Advise the student to immediately return to their residence, avoid contact with others, and call Student Health Services at 412-383-1800. If the student resides in a University residence hall, follow University guidance for students in residence halls.

2. Report the building and room number of the encounter to Environmental Health & Safety at 412-624-9505 so the room of the symptomatic student can be cleaned by designated personnel.

Hyperlink: https://www.emergency.pitt.edu/covid-19/personal-risk-symptomatic-individuals

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Guidelines for Responding to Symptomatic Students

Exposure reporting protocolsFor Employees

If Come to campus? Contact at Pitt?

Clearance to return to campus required?

Other Information

You are confirmed as COVID-19 positive No Supervisor,

MyHealth@Work

Yes,contactMyHealth@Workbefore returning

If symptoms worsen, call health

care provider

Someone you live with is confirmed as COVID-19

positiveNo Supervisor,

MyHealth@Work

Yes,contactMyHealth@Workbefore returning

Self-monitor daily symptoms for 14

days

Someone you know and have spent time with has

been confirmed as COVID-19 positive

Yes Supervisor Not unless you develop symptoms

Self-monitor daily symptoms for 14

days

Someone on campus or a friend has been confirmed

as COVID-19 positiveYes Supervisor Not unless you

develop symptoms

Self-monitor daily symptoms for 14

days

A friend of a friend, or other secondary contact has

been confirmed as COVID-19 positive

Yes No contact required

Not unless you develop symptoms

Continue protective measures

https://www.emergency.pitt.edu/covid-19/personal-risk-guidance

The personal risk assessment is based in CDC guidance as of March 22, 2020

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Employee Relations considerations

• Review guidance for supervisors on COVID-19 precautions, employee privacy, and sick leave.

• Do not ask employees to disclose their personal health status or medical conditions; do not discuss an employee’s perceived medical condition publicly or with third parties.

• Encourage those with “at-risk” or “vulnerable” individuals to self-disclose with the Disability Resources and Services department.

• Practice and promote a healthy workplace.• Explain guidelines with regards to time off, leaves of absence,

HIPAA compliance, etc. with your employees.• Review guidance on suspected or confirmed cases of COVID-19.

Hyperlink: https://www.hr.pitt.edu/news/covid-19-pandemic-university-staff-and-supervisorsHyperlink: https://www.diversity.pitt.edu/accessibility/disability-resources-and-servicesHyperlink: https://www.emergency.pitt.edu/covid-19/updates/guidance-supervisors-suspected-or-confirmed-case-covid-19

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Staggered schedules and phased returns

• Create staggered schedules for employees to assist with avoiding congregating in common areas and to help all social distance. Review OHR guidance on staggered scheduling.

• Consider phased returns for employees, where some employees return one week after another group, based on availability of office space or need.

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Hyperlink: https://pitt.sharepoint.com/sites/human-resources/Shared Documents/Campus Restart/Supervisors/CampusRestart_WorkspaceConsiderations.pdf

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Welcome Your Team Back to Campus

• Things to consider• Expected challenges• Offering emotional

support• Encouraging

adaptability• Hybrid team dynamics• Team exercises to

reconnect

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Things to consider when returning to campusFor an updated University timeline and protocols: www.hr.pitt.edu/campus-restart

Checklist Supervisors Can Share with Individual Employees

• Thoroughly review all safety and protocol materials provided to you.• Wait for instruction from your supervisor before returning to work.• If you have questions or concerns, check in with your supervisor or unit

pandemic safety officer.• Review your unit’s COVID-mitigation plan.• Draft a return to campus plan with your supervisor. Consider space,

schedules and hybrid scenarios.• Express when an arrangement isn’t working. Make team adjustments

accordingly.

Expected challenges

• It will take people time to adjust. Expect that things won’t feel “normal.” Employees will be wearing face coverings, social distancing, and making changes to behaviors. It helps to acknowledge these changes may be challenging.

• There will be awkward social moments. Create an environment where others feel safe to share their feelings with you.

• It took many a while to adjust to remote work. It may take awhile to adjust to campus life. Set reasonable goals for yourself and your team.

• Be a model for the behavior you want from your employees.• Acknowledge all of the above with your team and share

strategies that may work for you as a team and as individuals.

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Offering emotional support

You have emotions related to returning to work—so does your team.

• Hold a team meeting where anyone willing can share their concerns. Allow open conversation.

• Pivot to what was learned while remote, and what may be applied to the campus workspace. Brainstorm forward—thinking of ways to work effectively as a team.

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Offering emotional support(continued)

• Set one-on-one meetings. It is normal for people to withhold personal feelings in group meetings. Devote time to reconnect with your employees.

• For an employee who appears to be struggling emotionally, offer the contact information for Life Solutions.

• 1-866-647-3432 and www.hr.pitt.edu/lifesolutions

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Encouraging adaptability

As things change and evolve, we must remain flexible and adjust to meet those changing needs.

• Communicate this attitude to team members, emphasizing the need for openness and adaptability—as well as a willingness to identify new opportunities.

• Engage in creative thinking exercises and encourage brainstorming.

• Recognize adaptability in the team and elsewhere at the University. People are more likely to repeat behaviors that are recognized.

Hyperlink: https://www.mindtools.com/pages/main/newMN_CT.htm

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Hybrid team dynamics

If the work allows, what if some of your team members work from home, while others prefer to return to campus (and vice versa)?

• Engage your team in conversation and consider the impact this new work arrangement may have on your team and the services you provide.

• Allow your team to identify solutions and processes to resolve any challenges you may face.

• Regularly assess the performance of the entire team. Are things going as planned? Make adjustments as needed.

• Communicate with all team members, whether remote or on campus. Assign equally challenging work and identify development opportunities for everyone.

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Team exercises to reconnect

You haven’t been in a shared or hybrid workspace for awhile, so now what?

• Consider ways that you connected while working remotely. Which of these things should be continued? Think about quick check-ins, fun icebreakers, different people leading team meetings, shared coffee breaks, or other ideas that you can do virtually or while maintaining social distancing.

• Find a teambuilding exercise(s) that fits the culture of your team or stretches them to explore new ways of thinking.

• Ask your team what they want to do. What creative ideas do they have?

Hyperlink: https://www.mindtools.com/search?search_term=team+building+for+remote+teams

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Need more supervisor support?

• For more information or support with welcoming your team back to campus, contact Organization Development: www.hr.pitt.edu/current-employees/learning-development

• For ongoing teambuilding and team development resources: pitt.sharepoint.com/sites/human-resources/SitePages/Organization%20Development%20Resources.aspx

• For the most updated resources from the Office of Human Resources: www.hr.pitt.edu/

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Additional Resources

• COVID-19 Response and Planning: www.coronavirus.pitt.edu

• OHR COVID-19 resources for faculty and staff: www.hr.pitt.edu/covid-19

• Pitt Public Safety & Emergency Management: www.emergency.pitt.edu/

• Pitt Environmental Health & Safety: www.ehs.pitt.edu/

• Centers for Disease Control (CDC): www.cdc.gov/coronavirus/2019-ncov/index.html

• University Alertline:(866-858-4456) pitt.alertline.com/gcs/welcome

• OHR contact form: www.hr.pitt.edu/contact-ohr

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Return to Campus Orientation

Questions: www.hr.pitt.edu/contact-ohr

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The guidance and materials contained within this training are subject to change based on public health official and/or government declarations.