Health Advisory: H1N1 influenza - Memo to Departments

Date: September 18, 2009
From: Linda Davidson
Re: Departmental Preparation for Effects of H1N1 (swine) flu

As you know, there has been much talk about the upcoming flu season, especially with the potential effects of the H1N1 (swine) flu. As of September 2, 2009, the University declared that we are under a Health Advisory. This designation will require that we modify certain policies and procedures as it relates to employees. The following provides guidance to Law Center departments in planning for an emergency situation caused by the H1N1 influenza virus pandemic and gives important information concerning provisions for employees and their leave.

1. Each department should update their emergency contact information and develop a plan for contacting employees. Supervisors should have home telephone numbers, cell phone numbers and email addresses for each of their employees in the event they need to reach their staff. Employees, who do not have a Georgetown Law email account, should be encouraged to establish one.
2. Employees should be made aware of the Law Center’s Emergency Preparedness website for updates to the Law Center’s efforts in preparing for the H1N1 virus. The web address is: http://www.law.georgetown.edu/h1n1/. This website will be updated on an ongoing basis with new information as it becomes available from the Centers for Disease Control and Prevention, the World Health Organization, the District of Columbia Department of Health and other relevant health advisories.
3. Departments should maintain a supply of items which will help prevent the spread of influenza. These items include alcohol-based hand sanitizer, antibacterial wipes, and supplies for cleaning desks and phones. Boxes of tissues should also be ordered so that they are readily available.
4. With the University declaring a Health Advisory, employees with influenza-like illness will be asked to leave the campus. The University has established a dedicated phone line which will be staffed by members of University HR to assist supervisors when dealing with this type of situation. The phone number is (202) 784-H1N1.
5. Each department head should know the leave balance status of each of their employees. Please consider leave requests in light of information about the impending health crisis.
6. Every department should evaluate their operations and determine the essential services that will need to continue in the event of increased absenteeism. Cross training of employees and reassignment of staff within the department to meet short term needs should be contemplated.
7. Managers will need to consider how services can be delivered by their employees. Some functions may be delivered at a time other than the regular work hours of an employee or from an alternative work site, such as home. It will be important for each manager to carefully determine which jobs could be performed during an alternative work schedule or from an alternative work site and this should be communicated to the employee whether this would be a viable option. If working off-campus is an option for employees within your department, please take into consideration requirements for accessing the various University computer systems from off-site.
8. For business continuity purposes, department heads will have the responsibility of designating their employees as Essential or Non-Essential. Employees are to be notified in writing of their Essential designation, including their status during each phase of the Influenza Pandemic. Departments should ensure that they have designated enough employees as Essential in order to ensure that critical services will be delivered in the event of increased absenteeism. An employee is classified as Essential if they meet one or more of the following criteria:
   
   • Job is critical to the operation of the department
   • Presence is required to back up or provide additional services that are required for the department.
   • Presence is otherwise required to maintain the business of the University.

   If a department has designated an employee as Essential, they must always report to work on time during the Influenza Pandemic, even if other employees are excused from reporting and/or the University is closed. Supervisors should identify with employees any circumstances that would preclude them from carrying out their duties if they are designated as an Essential employee. Essential employees may be assigned to perform work other than their regular work. If an employee has been designated as Essential and they are unable to report to work because they are experiencing influenza-like illness, they are not expected to report to work. If an employee that is deemed Essential needs to care for an ill family member with influenza-like illness, the employee should discuss the situation with their supervisor regarding how to proceed. The employee in this situation could work during an alternative work schedule or from an alternative work site.

9. If an employee experiences influenza-like illness, they should not report to work until 24 hours after fever has resolved without the use of fever-reducing medication. Supervisors will not require employees with influenza-like illness or employees caring for an ill family member with influenza-like illness to show medical documentation to justify absences.
10. Departments should anticipate that employees may have family obligations to care for an ill family member with influenza-like illness and supervisors should be flexible in responding to this type of situation to help employees balance their family and work obligations. Employees should keep their supervisors well informed in these types of situation.
11. Employees are being asked not to bring children or other family members to work during this Health Advisory.
12. With the exception of the items below, all other University leave policies apply. Excused absences will be charged to an employee’s leave (paid leave, sick and vacation leave, and/or grandfathered sick and paid leave, as appropriate). In addition, regular and term employees that are eligible for leave will be able to obtain paid leave advances as follows:
    • For employees with Paid Leave – If an employee does not have sufficient accrued Paid Leave to cover the period of time when absent from work because of the employee’s own influenza-like illness, or to take care of a family member with influenza-like illness, or to be home to take care of children because normal child care arrangements have been lost or because of school closings, the employee may borrow against future Paid Leave earnings up to 7 working days to cover the time away.
    • For Employees with Sick and Vacation Leave – Employees who have Sick Leave will use Sick Leave in accordance with the normal Policies governing use of such leave. If an employee does not have sufficient accrued Sick Leave or Vacation Leave to cover the period of time when absent from work because of the employee’s own influenza-like illness or to take care of a family member with influenza-like illness or to be home to take care of children because normal child care arrangement have been lost or because of school closings, the employee may then borrow against future Sick and Vacation Leave accruals, as applicable, up to 7 working days to cover the time away.
    • For employees with Grandfathered Sick Leave and Paid Leave – Employees who have grandfathered Sick Leave under HR Policy 605 will use Sick Leave in accordance with the normal policies governing use of such leave. If an employee does not have sufficient grandfathered Sick leave or Paid Leave to cover the period of time when absent from work because of the employee’s own influenza-like illness, or to take care of a family member with influenza-like illness or to be home to take care of children because normal child care arrangements have been lost or because of school closings, the employee may then borrow against future Paid Leave earnings, as applicable, up to 7 working days to cover the time away.
13. As a reminder, all employees, whether they are classified as Essential or Non-Essential must follow the department’s regular call in procedures if they are unable to report to work. If employees do not follow these procedures, they may not be paid for leave during their absence and they may be disciplined for not reporting to work as required during the Influenza Pandemic.
14. To provide health information support for employees and supervisors, a dedicated phone line will be available for faculty and staff. The phone number is (202) 784-H1N1.

As a reminder, if you have not yet completed the H1N1 Business Continuity Planning questionnaire that Shari Walder in the Office of Public Safety distributed on August 25, 2009, please do so as soon as possible.

If you have any questions concerning the information contained in this memo, please let me know. You can also contact Roberta Henderson, the Law Center’s Human Resource Generalist, for any questions concerning the application of the leave guidelines.