Kenyon College is committed to lowering the risk of COVID-19 transmission and illness and working to protect the health and safety of our employees, students and guests. In accordance with state and federal orders and recommendations, including the Responsible Restart Ohio Plan and guidance from the Ohio Department of Health (ODH), all employees are required to follow our Return to Campus Protocols (RTCP).
The support of our employees is critical to the successful implementation of our RTCP. Below are the steps employees are required to take until the College deems the RTCP no longer necessary. We encourage the continuation of telework arrangements wherever possible. By agreement with their supervisor, employees who have been performing their duties successfully via telework may continue to do so until further notice.
Jump to a section:
- Mandatory Daily Health Assessment
- Reporting Instructions for Symptomatic and Potential Exposed Employees
- Pay and Time-Reporting for Staff for COVID-19 Quarantine or Illness
- Mandatory Testing
- Masks or Facial Coverings
- Social Distancing Requirements
- Hand Washing and Hygiene
- Environmental Cleaning and Disinfection
- Meetings and Gatherings
- Accommodation or Variance Request
Mandatory Daily Health Assessment
All employees are required to complete a daily health assessment, described below, prior to reporting to work on campus. All employees must also follow the reporting instructions that follow depending on the results of their health assessment.
- Daily Temperature Checks: Take your temperature each day before reporting to work.
- Daily Symptom Checks: Consider whether you are experiencing any symptoms associated with COVID-19. Employees are responsible for checking the CDC website for the most up-to-date list of symptoms. As of July 24, 2020, the Centers for Disease Control (CDC) has identified the following symptoms of COVID-19:
• Fever or chills
• Shortness of breath or difficulty breathing
• Muscle or body aches
• New loss of taste or smell
• Sore throat
• Congestion or runny nose
• Nausea or vomiting
- Daily Exposure Checks: Consider whether you have been exposed to someone with
confirmed COVID-19 within the last 14 days.
- Take Action: If you have a temperature of 100.4 degrees Fahrenheit or higher, are experiencing symptoms, have been exposed to someone with confirmed COVID-19, or are subject to or living with someone subject to a quarantine or isolation order, follow the reporting instructions below.
Reporting Instructions For Symptomatic and Potentially Exposed Employees
If you have a temperature of 100.4 degrees Fahrenheit or higher, or if you are experiencing any of the above COVID-19 symptoms:
- Do not report to work;
- Immediately notify your supervisor and the Office of Human Resources;
- Monitor your symptoms and call a doctor or use telemedicine if your symptoms concern you; and
- Return to work only when all three of the following are true: (1) you’ve had no fever above 100.4 degrees Fahrenheit for at least three full days without taking medication to reduce fever, (2) there is improvement in your respiratory symptoms, if any, for three full days, and (3) at least ten days have passed since your symptoms began.
If you have been exposed to someone with confirmed COVID-19:
- Do not come to campus or report to work on campus;
- Immediately notify your supervisor and the Office of Human Resources;
- If you are not experiencing symptoms, you may return to work 10 days after the time you were exposed; and
- If you are experiencing symptoms, you may not return to work on campus for at least 14 days after the time you were exposed. Once this 14-day period has passed, you may return to work when a doctor confirms that the cause of your symptoms is not COVID-19 and approves your return to work, or all three of the following are true: (1) you’ve had no fever above 100.4 degrees Fahrenheit for at least three full days without taking medication to reduce fever, (2) there is improvement in your respiratory symptoms, if any, for three full days, and (3) at least ten days have passed since your symptoms began.
Confidentiality: Any medical information you share with your supervisor or Human Resources will be kept confidential. While we have an obligation to notify employees of their potential exposure to someone who is confirmed or suspected to have COVID-19, our policy is to not reveal the identity of the individual with confirmed or suspected COVID-19.
Pay and Time-Reporting for Staff for COVID-19 Quarantine or Illness
By reporting to on-campus work you are certifying that you are fit for duty and do not have an elevated temperature or symptoms of COVID-19 and have not been exposed to someone who has COVID-19. (Employees who, by agreement with their supervisor, are able to continue to telework, please do so until further notice.) If you are unable to report to on-campus work based on the results of your daily health assessment; have been exposed to someone with confirmed COVID-19 and will be in quarantine; or are diagnosed with COVID-19. Kenyon will provide paid COVID-19 Health Leave. This paid leave will apply to all benefit-eligible staff; can only be utilized for COVID-related illness and is in addition to paid leave (SPF, Vacation) already provided. Part-time or on-call non-benefit-eligible employees will also receive paid COVID-19 Health Leave but will only be paid for the hours they were already scheduled during the quarantine or illness period. Hourly, non-exempt employees using the COVID-19 Health Leave should use the “COVID” pay code when entering the applicable hours. Please contact the Office of Human Resources for more information.
To protect the health and safety of all employees and students, employees may be required to undergo mandatory COVID-19 testing. In the event of mandatory COVID-19 testing, employees are still required to observe infection control practices, such as social distancing, regular handwashing, and mask wearing.
Masks or Facial Coverings
Employees are required to wear a mask or facial covering while on campus unless otherwise instructed by the department head or the employee’s doctor. At a minimum, facial coverings should be cloth/fabric and cover the individual’s nose, mouth and chin. The print of facial coverings must be in good taste and professional.
All employees are required to wear masks or facial coverings, except for the following reasons:
- Masks or facial coverings are not advisable for health reasons;
- The employee works alone in an assigned work area (office or cubicle where social distancing of at least six feet is possible);
- Masks or facial coverings are in violation of documented industry standards or Ohio Rules or Regulations.
- There is a functional (practical) reason for the employee not to wear a mask or facial covering when performing their job duties and the supervisor has given the employee written permission to opt-out of wearing a mask while completing certain tasks. Employees who qualify for this exception will be notified.
Employees must provide written justification, upon request, explaining why they are not required to wear a mask or facial covering while on campus for any of the listed reasons. The College will need to provide this written justification if/when questioned by the Department of Health.
Social Distancing Requirements
Maintain a distance of at least six feet from other individuals whenever possible.
Maintain social distancing when waiting for an elevator or on an elevator.
Do not gather or congregate in groups while on lunch or rest breaks.
Remove shared candy dishes from desks and avoid other communal foods.
Limit the number of people in common areas (work/copy center, copy rooms, conference rooms, collaboration space) to ensure appropriate social distancing.
Movement through hallways should be done with social distancing considerations.
Conduct meetings via telephone or videoconference whenever possible. If telephonic or electronic meetings are not possible, attendees should maintain a distance of six feet during the meeting.
Limit the number of individuals in kitchens and break areas to ensure social distancing.
Individuals using kitchens are to wipe down all items before and after use.
Use of drinking fountains will be prohibited and ice machines will be turned off.
Employees should frequently wash their hands with soap and water for at least 20 seconds or use hand sanitizer when hand washing is not possible.
Employees who need to cough or sneeze should do so into a tissue (and then quickly and properly dispose of the tissue) or into their elbow or sleeve if a tissue is not readily available, and then wash or sanitize their hands.
Environmental Cleaning and Disinfection
- All frequently touched surfaces in the workplace, such as workstations, keyboards, telephones, handrails and doorknobs, will be routinely cleaned and disinfected.
- Employees are encouraged to refrain from using others’ phones, desks, offices, or other work tools and equipment, when possible. If necessary, clean and disinfect these items before and after use.
- Disposable wipes will be provided so that commonly used surfaces (for example, doorknobs, keyboards, remote controls, desks, other work tools and equipment) can be wiped down by employees before each use.
- If a sick employee is suspected or confirmed to have COVID-19, maintenance and facilities staff will follow CDC cleaning and disinfecting guidelines.
Meetings and Gatherings
Carefully consider whether travel is necessary.
Consider using videoconferencing or teleconferencing when possible for work-related meetings and gatherings.
Consider canceling, adjusting, or postponing large work-related meetings or gatherings that can only occur in-person.
Consider taking lunch and rest breaks alone.
Anyone traveling out of state must notify their supervisor in advance of their travel and may be asked to quarantine (working from home if possible) for a period of 14 days upon their return. Currently, Ohio implemented a COVID-19 travel advisory where those entering Ohio after travel to states reporting positive testing rates of 15% or higher for COVID-19 are advised to self-quarantine for 14 days. Employees are responsible for checking the Ohio Department of Health COVID-19 Travel Advisory website for an up-to-date list of states.
Accommodation or Variance Request
The Ohio Department of Health recommends that those who consider themselves to be in the Vulnerable Individuals classification should continue to stay in their residence to the extent possible. Vulnerable Individuals as defined by the CDC are: 1) older adults, and 2) people with certain health conditions including but not limited to: cancer, chronic kidney disease, COPD (chronic obstructive pulmonary disease) immunocompromised state (weakened immune system) from solid organ transplant, obesity (body mass index [BMI] of 30 or higher), serious heart conditions, sickle cell disease and type 2 diabetes mellitus. Please check the CDC website for the most up-to-date list of those who are considered at an increased risk for severe illness.
Employees who need an accommodation or variance from any workplace requirement (that has not already been met by teleworking or other arrangement approved by the supervisor) should reach out to the Office of Human Resources (staff) or the Office of the Provost (faculty) to make a request. The request must be submitted in writing and employees will be required to provide written documentation to support their request. All requests, including requests for work from home and teleworking arrangements, will be evaluated in accordance with federal and state laws and College policies.
As local, state and federal guidance and requirements regarding COVID-19 continue to evolve, our directives may change. Thank you for agreeing to read these guidelines and protocols and any future updates in their entirety. Any questions or concerns should be directed to your supervisor, the Office of Human Resources (staff) or the Office of the Provost (faculty).