Employee FAQ

How does the Emergency Order issued by the Michigan Department of Health and Human Services for Wednesday, November 18 impact current practices?

The COVID Taskforce met Monday, November 16 to discuss the implications of the new Emergency Order issued by the Michigan Department of Health and Human Services.

These are trying and complicated times. The safety of our students and employees is our primary concern.

Our plans to comply with the most recent emergency order, which takes effect Wednesday, November 18 are detailed below.

• Instruction will move fully online for all courses, with the exception of labs in medically-related programs (the lecture portions will move online). Clinical instruction will also continue in person. Contact the Deans with questions about online instruction, using on-campus technology, and remote services.
• The Testing Center will remain open by appointment
• Campus Stores will remain open per their normal operating hours.
• We will also keep each campus open so students can use computers and Wi-Fi in the hallways.
• Most offices on campus will be operating remotely during normal business hours during this three-week emergency order period.
• The Campus Cupboard will remain open (students can submit requests online) and student wellness and support services will be available remotely.
• Mid employees will remain off campus and work remotely as much as possible. Of course, some employees must come to campus to work and others will need to visit campus on occasion to maintain departmental operations. All employees will work with their supervisors to discuss schedules and to ensure that each department’s unique needs are met.
• Student employees may work remotely if there is meaningful work to be done. Student employees may also work on campus, with appropriate supervision, if absolutely necessary. Due to the nature of their work, student employee hours may be reduced during this time.

At this time we plan to return to normal operations on Wednesday, December 9.

Contact your supervisor for details specific to your department.

What do I do if I am sick, am at elevated risk, or face COVID-19-related barriers to working?

To keep employees safe, Mid is implementing the following changes to in-person interactions and physical contact.

• Until further notice in-person meetings will be minimized to the extent possible and replaced by virtual meetings.
• In-person employee gatherings should adhere to social distancing guidelines.
• Employees are to refrain from sharing workspaces within areas.
• Meal times and breaks should be staggered to avoid having larger groups of employees together at one time.

To minimize the number of employees on a campus at a given time, supervisors will adjust employee scheduling. Some options for employee scheduling could include:

• Shift rotations of who works on campus vs remotely each day.
• Faculty scheduling based on the in-person courses/labs required for the semester.
• Any scheduling alternations should be made in collaboration with the employee’s supervisor.

Each department will prepare a schedule and share the schedule with their respective VP/AVP.

Employees should work with supervisors and the HR office to discuss leave allowances and needs, along with accommodations, and remote work expectations.

What healthcare provisions and BCBSM benefits should I know about?

• BCBSM will waive prior authorizations for diagnostic tests and for covered services that are medically necessary and consistent with CDC guidance if diagnosed with COVID-19. BCBSM will also make dedicated clinical staff available to address inquiries related to medical services, ensuring timeliness of responses related to COVID-19.
• BCBSM will cover the full cost of medically necessary diagnostic tests that are consistent with CDC guidance related to COVID-19. BCBSM will cover, with no cost share to the member, the appropriate medically necessary diagnostic testing for COVID-19, where it is not covered as part of the Public Health Service response, and ensure patient testing and any subsequent needed care are done in close coordination with federal, state and public health authorities.
• BCBSM will increase access to prescription medications by waiving early medication refill limits on 30-day prescription maintenance medications (consistent with members' benefit plan) and encouraging members to use 90-day mail order benefits if available. BCBSM will also ensure formulary flexibility if there are shortages or access issues. Patients will not be liable for the additional charges that stem from obtaining a non-preferred medication for COVID-19 Treatment.
• BCBSM will expand access to telehealth and its 24-hour nurse hotline. Given the nature of the COVID-19 epidemic, seeking in-person medical care may lead to further spreading of the virus. BCBSM will encourage the use of virtual care and will also facilitate member access and use of nurse/provider hotlines.

Mid Michigan College's BCBSM plan already includes a free 24 Hour Nurse Line (1-800-775-BLUE / 1-800-775-2583) and covers online doctor visits. Seeking virtual consultations for flu-like symptoms is a safe step for members who want to talk with board-certified doctors and can help avoid the spread of illness in physician offices and emergency room settings. For more information about BCBSM's free 24-Hour Nurse Line and signing up for BCBSM Online Visits, click here.

If you have any questions or concerns about these changes, or any other aspects of your BCBSM Simply Blue PPO qualifying High Deductible Health Plan, contact HR.

What guidance is there for work-related travel and conferences?

Many conferences have already been canceled, but for those that remain scheduled, the decision about whether or not to attend is up to you. We understand if you want to cancel.

If you need to cancel reservations made through the Purchasing Office, please do so soon. If you purchased reservations/conference fees using a College card or personal card, request refunds directly from the contracted parties.

If you have recently canceled travel plans through the purchasing office, the Purchasing Office is working diligently with the respective airlines and conference providers to secure refunds and flight credits/vouchers for all scheduled trips. As we process various reservations, the purchasing team will forward the results to you.

If there are any questions, feel free to contact Dennis Adler.

How should I respond to student questions about Mid's COVID-19 response?

There are Student FAQ pages available for specific upcoming semesters that have a lot of answers that you can use to respond to students. If you don't see a question listed, submit a question form on that page so that we can get it added.

Students asking questions about individual instructor plans or courses are best handled by the course instructor. Please refer the student appropriately.

If you are unsure what communications have been sent to students or you would like additional help, contact Matt Miller.

How will the College communicate with me about important changes and updates?

We want you to stay informed and aware. The College will continue emailing updates to employees as they are available. In order to maintain consistent, real-time updates to all employees, we’ll be managing this Employee FAQ page.

How can I get answers to my questions or share my ideas?

It is a busy time, and we are grateful for the patience and respect already shown by the College’s employees. We want to make sure that you are heard!

Please complete the Employee Questions and Ideas Form to submit your thoughts and questions. This way, we can share answers with all employees at once.

Your ideas will be directed to the appropriate department, division, or committee for review and consideration.

Beyond that, please continue to participate in shared governance meetings and departmental/divisional meetings.

What College-sponsored events have been canceled?

In light of the increasing number of infections in our communities, the taskforce has decided to put additional limitations on Mid events. As you know, external groups are not allowed to hold meetings or events on campus. The intent is to limit the number of people gathering together and to reduce the risk of exposure and spread.

Starting October 27, 2020, attendance at Mid-sponsored events will be limited to necessary students and employees only. Community members are not allowed to attend Mid-sponsored events. In addition to social distancing, food and/or drink should not be served at these events so that masks may be worn at all times.

Lifelong Learning Classes: Visit the Lifelong Learning web page for complete class schedules and information.

Short-Term Training and Professional Development Workshops: Visit the appropriate page on the Corporate and Continuing Education site to learn about these offerings.

Are there any special provisions for medical leave and pay during this time?

Yes.

Emergency Fund Resources

Recognizing that COVID-19 has added new burdens to some employees, we are making an interest-free loan of up to $250 available to each employee of the College. These loans may be paid back through small increments using payroll deduction. Please contact me or Vice President Lillian Frick if you would like to arrange for such a loan confidentially.

Hour Borrowing for Sick Leave

Employees who have exhausted their leave time, or who are still on their probationary employment period may borrow up to 80 hours of leave time, specifically for situations resulting from COVID-19.

What about the campus grounds and trails?

Events are not being scheduled at this time. However, the College's trail system and restroom access in the Poet Family Outdoor Education Center remain open and available.

Can I bring home College technology to support my working remotely?

Yes.

Employees who would like to take home office or other technology equipment to support their remote work should complete this request form. The Tech Team will work with you on getting your requested equipment.

Can I come to campus? Are any buildings open to me?

Campus main entrances are open to students, visitors (community members, vendors, etc.), faculty, and staff based on course scheduling. These hours of operation are likely to differ from pre-COVID operating hours. If you need to access campus facilities, contact Safety & Security to ensure access will be available. All students, visitors, faculty, and staff are required to wear a face covering and practice social distancing.

How can I come to campus safely?

Employees while within their office areas/suites may remove face coverings so long as they can consistently maintain at least 6ft of distance from co-workers. Face coverings/shields must be worn in common areas, including during in-person meetings and in restrooms and hallways.

Check-In/Health Screening Protocols

• All students, visitors (community members, vendors, contractors, etc.), and employees must complete a self-screening for COVID-19 symptoms and risk factors. If any of these symptoms are present, individuals are advised not to come to campus.
• Sign-in is not required.
• Main entrance doors are open based on course scheduling. These hours of operation are likely different from pre-COVID operating hours. If you need to access to campus facilities, contact Safety & Security to ensure access will be available.
• Face coverings and practicing social distancing are required inside all campus buildings.
• Signs on Health Screening are also posted on all entry doors.

• If coming to campus is permitted and necessary, complete a self-screening. Before coming to campus, all students, employees, and visitors must conduct a self-screening for COVID-19 symptoms. If you have any of the following symptoms do not come to campus.

  • Fever
  • Shortness of Breath or Difficulty Breathing
  • Coughing
  • Chills
  • Repeated Shaking with Chills
  • Muscle Pain
  • Headache
  • Sore Throat
  • Recent loss of the sense of taste or smell
  • In the last 2 weeks, did you travel internationally, or live in or visit a place where COVID-19 is widespread?
  • Do you have a chronic lung disease, asthma, serious heart condition, diabetes, weakened ability to cough, weakened immune system, liver disease, or are receiving dialysis, pregnant, or severely obese?

  If you answer yes to any of the screening questions, do not come to campus. Please inform your supervisor of your absence. Thank you for doing your part in making Mid a safe and healthy environment for everyone!

Accommodations

• If a student is unable to wear face covering of any type, they will be referred to Accommodations.
• If an employee is unable to wear a face covering of any type, they will be referred to Human Resources.
• If a campus visitor is unable to wear a face covering of any type, they will be referred to Safety & Security.
• Medical documentation will be required in order to receive an accommodation for not wearing a face covering.
• The Coordinator of Student Accommodations or the AVP of Human Resources will provide Safety & Security a list of those who are not required to wear face covering while on campus.

Enforcement of Face Coverings Inside Campus Buildings

• Safety & Security is responsible for monitoring and enforcing the use of face coverings inside all campus buildings, and will approach anyone not wearing a face covering, without an accommodation, inside any campus building. Faculty and employees may call Safety & Security if they have a student or visitor who is not wearing a face covering.
• Safety & Security will inquire if the individual has some type of face covering available and if so request that they wear it. If they do not have a face covering available, one will be provided.
• If the individual says they cannot wear a face covering, Safety & Security will refer them to Accommodations or Human Resources.
• If the individual says they do not want to wear a face covering, Safety & Security will inform them that face coverings are required inside any campus building and provide them with a face covering.
• If the individual refuses to wear a face covering, Safety & Security will escort them to the closest exit. If they refuse to leave, the police will be called and they will be escorted out of the building.
• Safety & Security will then complete an Incident Report for tracking purposes and a Maxient Report will be submitted.

How do I report a Pending or Positive COVID-Test?

Cases of pending and positive COVID-19 tests should be reported immediately through our online COVID-19 Self Report Form for all people who have been in a campus facility while in the exposure risk period. This maxient form allows the College to ensure documentation of all cases, along with a consistent practice for assessment, response, and communication in each case.

Should an employee learn about someone who has been tested for COVID-19 due to exposure or symptoms or who has tested positive to COVID-19 after having been physically present in a campus facility, they should direct that individual to complete the online form.

The exposure risk period is defined below.

• For symptomatic individuals, the exposure risk period is from two days prior to symptoms first appearing until ten days after the COVID-positive testing date.
• For asymptomatic individuals, the exposure risk period is from two days prior to the COVID-positive testing date until ten days after the testing date.

How is the College handling pending and positive cases?

1. Case Receipt and Assignment

Maxient self-report is received and assigned.

• For employees who are not teaching an in-person class, the report will be assigned to HR.
• For students and instructors teaching in-person classes, the report will be assigned to Safety and Security.

2. Assessment of Situation

Immediate follow up by phone should be made by HR or Safety and Security (depending on the nature of the report). The COVID-19 assessment form should be used to ensure that all pertinent information is collected and assembled. If the report involves an on-campus/in-person class, the course instructor(s) should also be contacted as part of this assessment. All collected information is compiled, and the assessor writes a recommendation for operational adjustments to present to the COVID-19 Care Team.

3. Engagement of Covid-19 Care Team

The COVID-19 Care team assembles to learn about the situation and make decisions about operational changes that may be necessary. This team is briefed on the details of the situation and the recommendation by the assessor. The team finalizes decisions about any operational needs or changes (ie adjustments to work or course delivery, special cleaning and facility needs, etc).

4. Communications

Communications go out according to the positive case communications plan, and additional communications are engaged if directed by the COVID-19 Care Team.

Reference: (Section X. College Message Sent to Potentially-Exposed Individuals.)

5. Case Closure

Each reported case needs to be closed upon completion of these steps and when results of pending tests are known. All materials related to the reported matter, including copies of assessments, recommendations, actions, and communications should be included in the Maxient case.

How is the College communicating positive cases on campus?

Public information about the College’s management and communications regarding confirmed COVID-19 cases is available on our Confirmed COVID cases management webpage. This page also maintains a week-by-week total of confirmed cases.

What are the cleaning protocols and expectations for employees?

Mid’s custodial teams will disinfect during their night shift. Facilities will provide Sanitizer/ Virucide/Cleaner spray, and towels in all classroom areas and in centralized office areas. Because the sanitizer provided is safe for use without gloves, gloves and other disinfecting wipes are not being provided. In the event of an allergy or sensitivity requiring gloves, please make a request to facilities.

Employees and students should wipe down their workstations, phones, copy machines, light switches, desks, etc. within their own office/classroom areas prior to using and before leaving the space each day.

Example: A classroom is used for a staff meeting. Employees should wipe surfaces prior to sitting down and clean them again once the meeting has ended. This would be the same for a class. Students should clean the area that they use.

What about eating and drinking on campus?

Employees with private work stations or access to employee areas can eat and drink according to the Employee Return to Work guidelines.

There are established common areas in all facilities for eating and drinking. These areas have been marked. Within those areas, masks may be removed while social distancing is maintained and while someone is eating or drinking. These are not intended to be mask-free areas for reasons other than eating and drinking.

Students and instructors are permitted to bring water bottles or drinks into classrooms and to take drinks from them throughout class as long as masks are only removed to take a drink and at times when social distancing is ensured.