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What You Need to Know: Employee Expectations

We've developed plans and guidelines for faculty and staff to ensure we're working in as safe a manner as possible amidst the COVID-19 pandemic.

Operations

Phased Return to On-Campus Work

WVU will return staff to on-campus work over time in a coordinated process to ensure appropriate physical distancing and availability of personal protective equipment (PPE).

  • Supervisors currently are notifying employees of whether they will return to on-campus work or continue to work remotely this fall. If you have questions about your status, contact your supervisor or HR partner.
  • The University will assess expanded staffing levels for campus-based on operations that must be completed on site, the ability to control and manage specific work environments and the necessity to access on-site resources.
  • The need to minimize the number of people on campus (i.e., density) to meet physical distancing requirements and preserve PPE will continue for some time.

COVID-19 Testing

  • Faculty and staff who will be working on campus this fall will be required to complete COVID-19 testing.
  • If you've been notified that you're an on-campus or hybrid employee but have not received the COVID-19 testing registration email, please contact your supervisor or HR partner.
  • For specifics on who will/won't be tested, the test schedule, registration info and further guidance, see What You Need to Know: Testing.

Return to On-Campus Work Playbook

On-Campus Staffing Levels

  • Expanded on-campus staffing will be controlled and coordinated to mitigate potential risks and ensure the safety of employees and WVU's broader campus community.
  • Departments and units that can effectively work remotely likely will continue to do so until restrictions are eased for larger gatherings.
  • Departments and units should not increase staffing levels on campus beyond current needs to support on-site operations.
  • As on-campus staffing increases and operations expand, University officials will closely monitor and assess the potential spread of COVID-19, as well as existing policies and procedures to mitigate the spread of the virus.
  • If localized outbreaks emerge, tighter restrictions and reduced on-campus staffing levels may need to be implemented.

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Parking

Parking and Transportation

Parking

  • Transportation and Parking is offering a special temporary parking program for employees who are working exclusively remotely this fall.
    • Remote employees’ parking permits will be suspended from Aug. 1 through Dec. 31.
    • Parking fees that are included as an automatic payroll deduction will be suspended beginning Saturday, Aug. 1.
  • Employees working on campus or in a “hybrid” capacity (i.e., splitting their time between on-campus and remote work) this fall may cancel their parking permits before they are automatically renewed on Aug. 1.
  • Visit Parking for more about employee options.

WVU Buses

  • The University will operate 35-40 additional buses to transport our campus community between Downtown, Evansdale and Health Sciences areas.
  • Buses will operate weekdays from 6:30 a.m. to 10:15 p.m.
  • View bus routes and safety guidelines.

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Flexible Work Arrangements

Supervisors are encouraged to continue to be flexible with their employees. Once employees have been instructed to return to on-campus work, there are several options departments and units should consider.

Remote Work

  • Employees who can work remotely and fulfill their work duties should continue to do so to reduce the number of individuals on campus and the potential spread of COVID-19.
  • These arrangements, which should be approved by the employee’s immediate supervisor, can be done on a full or partial day/week schedule as appropriate.
  • Employees who work remotely must complete a Telecommuting Agreement.

Alternating Days

  • To limit the number of individuals and interactions on campus, departments and units may consider scheduling partial staffing on alternating days.
  • These schedules support physical distancing (especially in areas with large common workspaces).

Staggered Reporting/Departing

  • The beginning and end of the workday typically bring many people together at common entry/exit points of campus buildings.
  • Staggering reporting and departure times by at least 30 minutes may reduce traffic in common areas, which supports physical distancing requirements.

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Required Self-Monitoring

All faculty, staff and students are required to conduct symptom self-monitoring each day before reporting to campus. You must be free of any symptoms potentially related to COVID-19 to be eligible to report to campus.

At this time, symptoms for COVID-19 include one or more of the following:

  • Cough
  • Shortness of breath or difficulty breathing
  • Fever
  • Chills
  • Repeated shaking with chills
  • Runny nose or new sinus congestion
  • Muscle pain
  • Headache
  • Sore throat
  • Fatigue
  • New gastrointestinal symptoms
  • New loss of taste or smell

This list does not include all possible symptoms. CDC will continue to update this list as more is learned about COVID-19.

If you have any symptoms of COVID-19, do not report to campus for work or class. You should immediately notify your supervisor and/or professor, and follow guidelines for seeking medical care and self-quarantining.

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COVID-19 Workplace Accommodations and Modifications

Who's at Increased Risk

According to the CDC, individuals with certain conditions may have a higher risk for COVID-19 infection. These conditions include:

  • Older adults (aged 65 years and older)
  • Having HIV/AIDS
  • Asthma (moderate to severe)
  • Chronic lung disease
  • Diabetes
  • Serious heart conditions
  • Chronic kidney disease being treated with dialysis
  • Severe obesity
  • Being immunocompromised

Accommodations and Modifications

  • Medical conditions that necessitate reasonable accommodations related to COVID-19 are being addressed as Americans with Disabilities Act (ADA) Accommodations.
  • In accordance with the ADA Amendments Act, certain factors do not meet the definition of a disability (e.g., age, pregnancy and the caregiving of vulnerable family members). In these cases, employees will be referred to WVU Medical Management.
  • Reasonable modifications will be determined on a case-by-case basis.
  • When applicable, other provisions may run concurrently with accommodations such as FMLA, FFCRA, leave and other University programs.

How to Seek Accommodations

Faculty and staff should contact coronavirusmodification@mail.wvu.edu if they have been instructed to return to on-campus work and:

  • have concerns due to a medical condition that places them in a higher-risk group,
  • have members of their household who are considered higher-risk,
  • are pregnant or
  • wish to seek ADA Accommodations.

Visit the Division of Diversity, Equity and Inclusion website for more information and to access the COVID-19 Modification Request Form.

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wiping a surface

Personal Safety Practices

All faculty and staff working on campus are required to wear face masks or cloth face coverings and practice good personal hygiene, including frequent hand-washing, maintaining physical distance and cough/sneeze hygiene.

In addition, employees should follow these guidelines for PPE and cleaning:

Gloves

  • Healthcare workers and others in high-risk areas should use gloves as part of PPE.
  • According to CDC guidance, gloves are not necessary for general use and do not replace good hand hygiene.
  • In general, if the employee’s on-campus work duties previously required the wearing of gloves, they should continue to wear them.

Goggles/Face Shields

  • Employees do not need to wear goggles or face shields during general activities on campus unless these items are required as part of their work duties (e.g., labs).

Personal Disinfection of Work Spaces

  • While Facilities and Services crews will continue to clean offices and workspaces based on CDC guidelines, additional care should be taken to wipe down commonly used surfaces.
  • Before starting work and before leaving any room in which they have been working, employees must wipe down all work areas with EPA-registered 60% alcohol solution.
    • This includes any shared-space location or equipment (e.g., copiers, printers, computers, audiovisual equipment, coffee makers, desks and tables, light switches, doorknobs, etc.).
  • Tissues, hand sanitizer and disposable wipes may be requested from your building supervisor or may be purchased in Mountaineer Marketplace (using the PPE Request Form).

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Guidance for Specific Workplace Scenarios

Working in Office Environments

  • If more than one person is in a room, wear a face mask or cloth face covering at all times, including while in a shared workspace (e.g., cubicles, reception/receiving areas, hallways, break rooms, etc.).

Restrooms

  • Use of restrooms should be limited based on size to ensure at least six feet of distance between individuals.
  • Wash hands thoroughly afterward to reduce the potential transmission of COVID-19.

Elevators

  • All riders should wear face masks or cloth face coverings, avoid overcrowding elevators and exercise extreme caution.
  • Riders should only board elevators if they feel comfortable with occupancy.
  • Additional signage will be placed to direct flow to stairwells.

Meetings

  • All meetings must include an option for remote participation (e.g., Zoom, Microsoft Teams, conference line, etc.).

Meals

  • Before and after eating, wash hands thoroughly.
  • If dining on campus, wear a mask or cloth face covering until ready to eat and then replace it afterward.
  • Take food back to your office area or eat outside whenever possible.
  • Wipe all surfaces (e.g., tables, refrigerator handles, coffee machines, etc.) after using common areas.

WVU/Mountain Line Bus Service

  • If using WVU/Mountain Line bus transportation, wear a face mask or cloth face covering before entering the bus and avoid touching surfaces.
  • Upon disembarking, wash your hands or use hand sanitizer with at least 60% alcohol as soon as possible and before removing your mask or cloth face covering.

Travel

  • All non-essential University travel will be extremely limited. All employee travel must be submitted to their vice president or dean for approval.
  • If you travel for any reason, refer to the current University travel guidelines and follow self-quarantine/self-monitoring rules before returning to campus.
  • If a self-quarantine/self-monitoring period is required after your travel, you must notify your supervisor and work with them for a remote work assignment. If a remote assignment is not available, contact your HR Partner for additional options.

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Essential Campus Visitors

Visitors whose physical presence is required on campus to perform certain services must follow recommended CDC and OSHA guidance as well as federal, state and local guidelines. They are also required to comply with the University's COVID-19 policies and procedures.

  • All visits to campus must be coordinated with the appropriate WVU host with as much advance notice as possible.
  • The host is responsible for sending the Visitors and Contractors Self-Screening Checklist and asking the visitors to complete the checklist prior to the visit.

Interviews with Job Candidates

  • All initial screenings should occur via telephone or video conference (e.g., Zoom or Microsoft Teams).
  • In-person interviews should be limited to final candidate pools and follow the appropriate interview guidelines.

Suppliers, Contractors and Vendors

  • All non-essential visits are strongly discouraged.
  • Discussions or interviews for bid proposals should be conducted via telephone or video conference and continue to follow procedures outlined by WVU procurement guidelines.

Contractors/Construction Workers

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Stop the Spread

Personal accountability is the key to our safe return to campus. Do your part to keep everyone safe.

Do Your Part

Ask a Question

We’ll be adding information on different topics throughout the summer, so check this site frequently for updates. If you can’t find the answer to your question, email returntocampus@mail.wvu.edu.

Common Questions Answered Communication Timeline

Return to Campus Conversations

You’re welcome to join live discussions on Thursdays at 10 a.m. — or watch recordings of previous conversations whenever it’s convenient.

Schedule