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COVID Workforce Update

OSU is preparing for employees to return to on-campus work in a phased-in approach anticipating normal operations for fall 2021.

 

Returning to Work On Campus 

OSU continues to monitor information related to COVID-19 from the Centers for Disease Control (CDC), the State of Oklahoma, University Health Services (UHS), and the Payne County Health Department. Accordingly, policies, expectations, guidelines, and best practices will be updated as appropriate. OSU is taking reasonable actions to help employees remain healthy while continuing to engage in our higher education mission.

 

  • Returning to Campus

    As we look ahead at returning to on-campus operations in full force, doing our part to protect the health and wellbeing of our fellow Cowboys in the face of COVID-19 has never been more critical. We urge everyone to take personal responsibility in following recommended guidelines, as only through a collective, cooperative effort can we help protect our campus community.

     

    College/division leadership should create a phased approach in bringing employees back to on-campus work prior to the fall 2021 semester allowing for prioritization of work activities and effectively communicate those expectations with their employees.

     

    Accommodations needed beyond May 14, will require updated medical documentation from the appropriate treating physician and will be reviewed on an individual basis through the Office of Equal Opportunity. 

     

    Supervisors are responsible for communicating with employees regarding the anticipated date of return to on-campus work, including a timeline and department/job specific instructions to prepare for the transition.

  • Employee Self-Screenings

    Employees should continue to perform daily self-screenings before reporting to on-campus work to check for new or worsening symptoms of possible COVID-19. Below is a list of currently reported symptoms, but it is important to note this list does not include all possible symptoms. Refer to the CDC website or your healthcare provider for the most current information.

    • Fever or chills
    • Cough
    • Shortness of breath or difficulty breathing
    • Fatigue
    • Muscle or body aches
    • Headache
    • New loss of taste or smell
    • Sore throat
    • Congestion or runny nose
    • Nausea or vomiting
    • Diarrhea

    To help prepare for returning to work on campus, please review this employee checklist.

  • Higher Risk Considerations

    In preparation for return to on-campus work, employees are encouraged to assess their risk for severe illness from COVID-19.

     

    If you consider yourself to be high-risk for COVID-19 based on CDC guidelines and have concerns returning to on-campus work, please have discussions with your supervisor and/or contact the Office of Equal Opportunity at 405.744.9153 or eeo@okstate.edu. The Office of Equal Opportunity may ask for medical documentation to assess the need for a reasonable accommodation.

  • Positive COVID-19 Case on Campus

    As employees continue to return to on-campus work, OSU will continue to follow the guidance of national and local health officials in our response to a positive diagnosis on campus. If we receive confirmation that an OSU student or employee has had a positive COVID-19 diagnosis, there are important measures that will be promptly taken including quarantine or isolation, contact tracing, communication, and facility disinfection. When a member of the OSU community self-reports they are symptomatic or tests positive for COVID-19, please contact University Health Services at 405.744.7287 immediately. Additionally, supervisors are asked to continue to report employees who test positive for COVID-19 and require additional assistance to complete the COVID reporting form.

  • Swab Pod

    Employees are encouraged to use the COVID-19 testing resource available through University Health Services. 

     

    UHS Testing Information

  • Contact Tracing

    Timely identification of potentially impacted individuals is critical during a public health crisis. OSU uses a range of methods for contact tracing to aid in notification of individuals at risk for COVID19. 

     

    Learn More

  • Cleaning of University Facilities

    OSU Facilities Management will continue to provide touch-point cleaning and disinfecting in campus buildings and within areas of increased-use or higher risk. OSU maintains alcohol-based hand sanitizer and replacement wall-mount dispensers to refill the currently installed hand sanitizers located throughout campus.

     

    Facilities Management (FM) has also purchased electrostatic and hydrogen peroxide vapor disinfection equipment for applying preventive disinfectant coverage to targeted areas. If an emergency response is required, FM has several third-party professionals ready and available to treat or remediate campus locations.

 

Guidance for Workplaces

  • Technology Equipment

    Ensure all Information Technology equipment used to telework is packed and ready to return to campus. If assistance is needed with setup, contact your department’s technical support unit.

  • Returning to Work After COVID-19

    Consider how you will transition and reengage your employees. It’s important to understand that the work environment post-COVID-19 will not be the same as the one you left.

     

    Additionally, employees may display varied emotions as they return to work. Paying attention to these emotions that could disrupt a successful return to on-campus work can be helpful. Some of the most common feelings may be:

    • Irritation or anger
    • Lacking drive or motivation
    • Chronic fatigue, being overwhelmed, or even burned out
    • Unusual sadness or depression
    • Insomnia or unusual disruption to sleep patterns
    • Difficulty focusing or concentrating

    Supervisors are encouraged to provide support to their employees. When supervisors show an understanding of employee needs, and circumstances they are more likely to respond in a more positive manner. This also creates an atmosphere of trust and understanding that motivates employees to apply themselves more fully to work.

  • Mental and Emotional Wellbeing

    While returning to work on-campus includes logistical and operational planning, supervisors must consider their employee’s emotional and psychological health.

    COVID-19 impacts the way we work and interact with one another. These changes can be difficult and can lead to anxiety. If employees have concerns around COVID-19, the university has a number of resources available to help provide support. It’s important to not suffer in silence.

     

    Employees may have also experienced the loss of a loved one, job loss, and/or financial strain due to the pandemic. Assisting employees in managing their mental health will help employees reengage in the workplace. Contact your HR Consultant for assistance in supporting your employees. 

     

    OSU is committed to supporting our employee’s well-being. This pandemic can be stressful both personally and in the workplace. Some resources available to employees are:

    • OSU’s Employee Assistance Program (EAP) offers employees and their dependents confidential support, resources, and information for personal work-life issues. These services are part of your benefits package and are available at no additional cost to you. Learn more by clicking here.
    • University Health Services provides free and confidential initial assessments, short-term counseling, and referral services for employees and their household members via the Employee Assistant Program (EAP).
    • TAO Self-Help is an online library of engaging, interactive programs to learn life skills and to help you bounce back from disappointments or stumbling blocks. TAO is free and available to anyone at OSU with a working @okstate email address.
    • The CDC has published information about Coping with Stress during this time.
    • Center for Family Services is an on-campus, outpatient mental health clinic open to individuals, couples, and families. Their mission is to provide high-quality, low-cost marriage and family therapy services to OSU faculty, staff, students, and the Stillwater community within a training environment for graduate students in marriage and family therapy.
    • Psychological Services Center (PSC) provides services to children, adolescents, and adults. Services are available to residents of Stillwater and the surrounding community, as well as OSU students, faculty, and staff.

    Employees are encouraged to visit the Department of Wellness for a full list of mental health resources by clicking here.

  • Travel Policy

    Due to the risks associated with the COVID-19, OSU is installing these temporary guidelines to assist you in planning for domestic and international travel activities.

     

    University-Related Travel:

    Given the continuing guidance of state, federal and world health organizations, the university’s domestic and international travel guidelines are as follows: 

    • All restrictions on in-state travel have been lifted and normal processing of requests and approvals should be followed. 
    • All out-of-state and international travel for university-related business or academic purposes will remain suspended until further notice, unless such travel is essential to the university and approved by the appropriate dean, appropriate vice president, or administrative designee. Reimbursement will not be processed from any funding source for out-of-state travel that does not include approval by the appropriate dean, appropriate vice president, or administrative designee. 
    • All travel requests should be processed through the AIRS system: https://airs.okstate.edu/.

    Please Note: All requested travel to a Department of State country with a Level 3 or 4 travel advisory will need to complete a request for a travel waiver as part of the AIRS submission process.

    • All university-sponsored domestic and international travelers must review CDC guidance for travelers and understand their associated travel risks before, during, and after travel. 
    • All travel approvals are subject to change and possible revocation based on evolving public health and university guidance.

    Administrative processes for travel can be found by visiting: https://adminfinance.okstate.edu/travel/index.htm

     

    These changes will be in effect until further notice.

 

Hiring

  • Are we still hiring?

    At this time, we must limit hiring to fill critical needs of the university as they may arise. We will continue to adjust our ability to hire in response to the pandemic. Please continue to explore the career opportunities with Oklahoma State University on our career site.

  • How is OSU handling interviews during this time?

    Many hiring managers have adapted to recruitment in a virtual environment. In many cases, an interview may occur over the phone or through video chat (Zoom or Skype for example). Visit a website such as this one, 7 Tips for Conducting a Seamless Video Job Interview, for tips to navigate the technology.

     

    In preparation for in person interviews, please visit the Campus Operations Guidance for the latest guidelines and expectations for visitors.

     

    The following safety measures are currently in place:

    • Continue good hygiene practices:  wash hands with soap and water for at least 20 seconds frequently; do not shake hands; cover your cough/sneeze; clean all high-touch areas in your office; do not touch your eyes, nose or mouth with unwashed hands
    • If symptoms of COVID-19 develop, please follow CDC guidance and do not come to campus 
  • Background Check Screening Update

    Our background check screening vendor, Truescreen, has continued to monitor and report on the status of sources for information as the situation changes daily due to the spread of COVID-19. Reports of county court offices closing in some parts of the nation may cause an interruption to the background check screen. Due to this, we may receive reports with a partial verification of the entire background check as a result of those court closures. Our vendor, Truescreen, is sending daily updates to monitor the closures and tracking our cases.

     

    In the meantime, we have the following plan of action in place: OSU HR will determine employment eligibility based on the available information on the background check. You will receive an email from osu-hr@okstate.edu to notify you if there is a full clearance or if further screening will occur once the county court office resumes business. As we await Truescreen’s completed verification, you may decide to do one of the following:

    1. Allow the employee to begin work knowing the employee has not successfully completed the background check.
    2. Continue to wait for the final employment determination from us before the employee may begin working.

    At this time, we are unable to estimate the turnaround time for a completed verification. We will continue to monitor the situation and adjust our plan of action accordingly.

     

    Remember all offers of employment are contingent upon the successful completion of the entire background check. OSU reserves the right to rescind offers of employment based on the review of the background check information.

     

    Refer to Policy 3-0771, Background Check Policy for Faculty and Graduate Assistants/Associates (Teaching and Research), for information.

 

 

Face Mask FAQ's

 

Vaccine FAQ's

OSU Human Resources developed this information for the convenience of OSU employees. It is a brief interpretation of more detailed and complex materials. If further clarification is needed, the actual law and policy should be consulted as the authoritative source. OSU continually monitors benefits, policy, and procedures and reserves the right to change, modify, amend, or terminate programs at any time, with or without notice. 

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