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Protocols for Managers and Department Heads

Departmental RTWC PlanPersonal Protective Equipment | Physical Distancing | Scheduling and Visitors | Breaks and Meals | Temperature Check Process | COVID-19 Case on CampusCommunication

Departmental Return to Work on Campus Plan

Before a department is allowed to return to on-campus work, a department manager must complete the Departmental Return to Work on Campus (RTWC) Plan. The plan document asks the Department Manager a series of questions to describe how the following required protocols will be addressed within the department. The RTWC Plan will be reviewed for approval by a designated team of representatives from: 

  • Human Resources, 
  • Facilities Planning Group, 
  • Workforce Planning Group, 
  • Environmental Health and Safety/ Risk Management and
  • The manager’s President’s staff member or designee

RTWC Plans should be submitted as soon as possible but no later than Friday, August 14 to workforceplanning@swarthmore.edu. Your plan is not considered final until you receive written approval from this group.

Protocol 1: Secure Necessary Personal Protective Equipment (PPE) and Other Necessary Equipment

Do not purchase PPE (masks, gloves, and other protective equipment) as an individual department. Procedures for procuring these materials can be found here. Be sure to plan ahead to ensure you have sufficient materials for employees who are designated to return to work on campus and who require them. 

Please note, departments will be provided with one-time starter kits of basic PPE for distribution to their employees. It will include a cloth mask, a Kooty Key, an individual hand sanitizer. A clear face shield is available by request only.  

If any departmental employee has expressed any limitations or restrictions on wearing protective equipment, contact Human Resources at humanresources@swarthmore.edu. Ensure protective equipment does not otherwise pose a safety concern.

Protocol 2: Partner to Assess the Department's Physical Space for Physical Distancing Adjustments

Coordinate with Events Management and Facilities personnel to identify necessary adjustments to office space to allow for proper physical distancing. Contact the Communications Office or Facilities for guidance on appropriate workplace signage to reinforce safety principles (mask wearing, handwashing, physical distancing, etc.).

Discourage employees from congregating in shared or enclosed spaces before, during, or after work time.

Protocol 3: Establish On-Campus Scheduling that Permits Necessary Physical Distancing  

Identify and distinguish those department responsibilities that may be completed remotely and that must be completed on campus in accordance with each phase of the return to work on campus. Determine which employees may continue to work remotely, either all or part of the time. Define a schedule for employees who will be performing work on campus.

Require essential visitors to your department to adhere to the temperature check process and other health and safety protocols (masking, handwashing, self-monitoring protocols). Unauthorized visitors will not be permitted to enter College buildings.

Protocol 4: Determine Employee Breaks and Meals

Break and meal times should be staggered with shift starts to prevent large numbers of people from congregating in common spaces.

Employees must avoid gathering in common spaces that are easily congested and avoid spaces where the minimum 6' of spacing that cannot be accommodated. 

Limit use of common-area refrigerators, microwaves, etc., and develop guidelines for sanitizing before/after use. Campus dining options are available for lunch for those who prefer to purchase food on campus. Employees are encouraged to use a cooler with ice packs to keep their meal cold. 

All attendees must maintain at least 6' of distance between others, including lines and seating arrangements in break rooms. It is recommended that employees not face one another while eating. Employees are encouraged to take food back to their office area or eat outside, if this is reasonable.

Protocol 5: Implement a Temperature Check Process for Your Department

As a reminder, prior to coming to work, any employee who is feeling sick, or experiencing any COVID-19 symptoms, or has a temperature of 100.4 degrees Fahrenheit or more must not report to work on campus, and must notify their supervisor before returning to work. 

The College has created a template for a temperature check process to help monitor the health of its employees. In consultation with Human Resources, department managers may need to adapt the temperature check process to be appropriate for their work area.

Employees who do not work in a private space or who are in frequent contact with other members of the College community will be subject to a work-site temperature check with a supervisor or designee prior to the start of the work shift.

Employees who report to work in a private office space without any direct contact with others will not be subject to a work-site temperature check. However, they must complete a daily self-monitoring check, as described below, before arrival to work.

Daily Self Monitoring Check

Employees should monitor their health before coming to work. If the staff member’s temperature is 100.4 degrees fahrenheit or higher, or if they have any Coronavirus symptoms, as described by the CDC, they are not permitted to access College facilities and should contact their medical professional before returning to work in-person. The employee must also inform their supervisor and Human Resources. 

Protocol 6: Familiarize Yourself with Response in the Event of a Probable or Confirmed Case of COVID-19

The College will provide details on whom to notify in the event that an employee tests COVID positive. 

To the best of your ability, be prepared to identify employees who were within about six feet for about 10 minutes with a person with a probable or confirmed case of COVID-19 from the period 48 hours before symptom onset to the time at which the employee isolated.

The College will promptly notify employees who had a known exposure to COVID-19 at the worksite, consistent with applicable confidentiality laws, such as HIPAA.

Any employees who are feeling sick or experiencing any COVID-19 symptoms must not report to work on campus, and must notify their supervisor before returning to work.

Consider developing a contingency staffing plan in the event of multiple cases within a department.

Protocol 7: Establish Plan for Communicating Updates with Employees

Request current contact information for all employees in your department, and determine how updates or changes to processes or requirements will be communicated (i.e. email, call, text, etc.).

Establish opportunities for ongoing inter-departmental communications which foster clear and consistent communication across the team. Maintain clear, consistent, and timely communication with employees who are working remotely. For resources on managing remote staff, please contact Human Resources at humanresources@swarthmore.edu.

Review the Ongoing Expectations for All Employees for On-campus Work with employees to ensure everyone’s understanding. Model, encourage, and reinforce appropriate behavior.

Be alert to and discourage offensive or discriminatory comments regarding the coronavirus and vulnerable groups of individuals. For additional guidance, see the Notice of Non-Discrimination.