If you have a specific question regarding general University procedures, please email email@example.com.
The COVID-19 Task Force and the University’s Executive Leadership Team have been monitoring the spread of the COVID-19 Delta variant. In response to anticipated spread of this variant and updated guidelines from the CDC, state and local health departments, the University will begin to base its campus COVID safety protocols on a color code system that will be updated and communicated to the campus community if and when the alert colors change. This will begin on August 9.
Daily, the COVID-19 Task Force will monitor the WV DHHR’s County Alert System to determine the current level of COVID-19 in Marion County. The DHHR County Alert System color map can be accessed here. Two separate operating procedures have been created based on the county’s daily color designation.
GREEN, YELLOW and GOLD
When Marion County is listed as Green, Yellow or Gold on the WV DHHR’s map, the University will operate under standard COVID-19 campus safety protocols.
ORANGE and RED
When Marion County is listed as Orange or Red on the WV DHHR’s map, the University will operate under increased COVID-19 campus safety protocols.
NOTIFICATION OF STATUS CHANGE
If the daily county map color results in a change in the COVID-19 Campus Safety Protocol for Orange and Red, the following will occur.
ON-CAMPUS VACCINE CLINICS
The University strongly recommends all students and employees be vaccinated for COVID-19. On-campus vaccination clinics will be held throughout the fall semester. Details will be sent in the near future. Vaccines continue to be readily available across the country. Vaccine availability can be found at vaccines.gov, regardless of your current location.
Fairmont State’s highest priority is the safety and wellbeing of all students, faculty and staff. The University will continue to act out of an abundance of caution to protect our campus and surrounding communities. Additional changes to campus protocols may be announced.
AS A REMINDER
At this time, vaccinated individuals will no longer be required to wear a mask on campus (GREEN, YELLOW or GOLD status).
Social distancing protocol is discontinued.
COVID health screenings will no longer be solicited from campus visitors.
You will be responsible for taking several steps if you choose not to register your vaccine.
What does this mean for you? If you do not register your vaccine, you will be directed to do the following:
Supervisors will be encouraged to assist with policy compliance of their staff.
Please note, the guidelines outlined above are subject to change depending on directives from the Office of the Governor, the CDC or the Marion County Health Department.
If needed, Fairmont State will reinstate health and safety procedures that allowed for the University to remain open for in-person instruction for the entirety of the 2020 – 2021 academic year. As we have done throughout the entire pandemic, the University will act out of an abundance of caution to ensure the safety of the Falcon Family.
Quarantine spaces will be designated in the residence halls, including specific areas for those testing positive for COVID, those displaying symptoms related to COVID and those identified for quarantine through contact tracing.
The University will continue to closely monitor COVID-19 numbers on campus in coordination with the Marion County Health Department and will adjust current health and safety protocols as needed. The COVID-19 Task Force and Executive Leadership Team are prepared to reinstate further protocols that have safeguarded our campus throughout the pandemic.
We thank you for your continued cooperation as we work to follow the guidelines set by the Centers for Disease Control and the Marion County Health Department.
As of March 17, 2021
Following recent changes to travel restrictions imposed by the State of West Virginia, restrictions related to state employee travel are being lifted. All employees are encouraged to continue to follow COVID-19 safety protocols including the wearing of masks, washing of hands, and observance of social distancing at all times, including during travel.
The domestic travel restrictions, shared with campus in January, will now be lifted. In general, approaches to employee travel will revert to pre-covid-19 operations.
The COVID-19 Task Force will continue to monitor cases on campus and should a spike be found, travel restrictions for work-related travel may be put back in place.
As a general reminder, employees are encouraged to continue to follow the travel safety guidelines.
Be sure to take these steps during your trip to protect yourself and others from COVID-19:
Testing could improve traveler safety.
The safest thing to do is to stay home, but if you do decide to travel, testing can help you do so more safely. You and your travel companions (including children) may feel well and not have any symptoms, but you can still spread COVID-19 to others in busy travel environments like in airports, and bus and train stations. You can also spread it to family, friends, and your community after travel. Testing does not eliminate all risk, but it can help make travel safer.
Faculty and Staff:
All employees and any student who has registered for one or more in-person class, regardless if you attend in-person or through the synchronous broadcast, must be tested at the start of the spring semester through the campus testing program. Fairmont State’s COVID-19 testing program is a directive of WV Governor Jim Justice communicated through DHHR and State Health Officer and Commissioner Ayne Amjad. All costs associated with on-campus testing are paid for by the State of West Virginia. Employees with previous exemptions should contact HR with any questions.
Exemptions to this policy will be rare and are outlined below.
Testing exemptions will be granted for:
If after reading the details below you have questions, please email firstname.lastname@example.org.
Below are instructions on how to register for testing and details on what to bring with you when you arrive. Please plan to arrive on time for your scheduled test. The testing line may back up. You should plan to be away from your office/work duties for 45 minutes in order to be tested.
You will receive a confirmation email for your scheduled COVID-19 test. Please retain this for your records.
Because this is a saliva-based test you should not eat, drink, smoke, use tobacco products, chew gum or use mouthwash 30 minutes prior to your test.
Below are some general reminders about your test.
For more information, including Frequently Asked Questions, visit the COVID-19 Testing Program page.
Wear your mask according to the mask guidelines available on our website.
Faculty and Staff:
The safety of the Falcon Family is a priority at Fairmont State, and the University remains vigilant in our crusade to stop the spread of COVID-19. In order to ensure safety, all non-essential travel is strongly discouraged. If traveling becomes necessary, there are guidelines all faculty with an in-person course or staff reporting to work on campus are required to follow.
Attached are two sets of guidelines relating to domestic and international travel. These were established to provide employees a guide to follow to ensure safe travels and a safe return to work. In addition, these outline University expectations for employees traveling outside of West Virginia or to any high-risk area within the state but also international travel.
Please review the attached guidelines to make proper accommodations for returning to work from domestic or international travel. We are grateful for your continued cooperation as we navigate the current pandemic climate together. Any additional questions related to travel requirements should be directed to email@example.com.
As our campuses reopen and we plan for the return of students soon, we recognize that, as it’s only early August, many employees may still have vacation and travel plans on into the fall.
This is to provide employees with information on quarantining and work from home after your personal travel.
Employees who work on campus will self-quarantine for 5 (FIVE) days IF:
Employees who work on campus will self-quarantine for 14 (FOURTEEN) days IF:
Immediately after your travel, and without returning physically to campus, fill out the linked form and send it to Human Resources in 324 Hardway; or scan and email to firstname.lastname@example.org. Notify your supervisor as well.
No. If you are not experiencing COVID symptoms and are not otherwise ill or too ill to work, continue to teach or work remotely. If you are or become too ill to work, contact HR at 304-367-4386 or at email@example.com to discuss leave options available to you.
No, unless you become too ill to continue to work remotely/teach online. Should this happen, contact HR at 304-367-4386 or at firstname.lastname@example.org to discuss leave options available to you.
Yes, if you physically work all or part of the time on campus. Those employees who fail to comply with this guidance may be subject to discipline.
Fairmont State takes the health and safety of our employees and students very seriously. If we feel it is necessary and prudent, we will require stricter standards than other authorities have imposed, as we are doing with self-quarantining after travel.
Yes, these provisions will stay in place until we notify employees otherwise. Those with personal travel plans through the end of the calendar year should abide by these quarantine guidelines until the University rescinds them.
Thank you for abiding by these guidelines. If you have further concerns or questions that were not answered here, please contact Human Resources.
During today’s state press briefing, Gov. Justice directed funds to all of the state’s higher education institutions in order to test all students, faculty and staff for COVID-19. We are working with state leaders and the National Guard to make plans that can quickly be operationalized. We anticipate being able to finalize plans throughout the weekend and will provide additional information to you early next week.
You should continue to report to work as directed by your Dean or Supervisor during this time. However, if you begin to feel ill with any of the symptoms of COVID-19, please contact your PCP or local health department and alert your Dean or supervisor.
We are looking forward to safely welcoming the Falcon family back to campus for the fall 2020 semester. Over the past few months our Emergency Management team has worked closely with the Marion County Health Department, West Virginia National Guard, West Virginia HEPC, and the West Virginia Department of Health and Human Resources to create guidelines that will help to keep our campus community safe.
Throughout this process of preparation and implementation, our decisions continue to be guided by public health guidelines and the health, safety, and wellbeing of our students, faculty, staff and communities.
The health, safety, and wellbeing of our faculty, staff, and students is our top priority. The Emergency Management team has met with Interim Provost Dr. Richard Stephens and all school and college Deans. In the coming weeks, your Dean and Department Chairs have been empowered to work with you to ensure that you are prepared, confident, and ready to return to the classroom for the fall 2020 semester.
Fairmont State is a face-to-face institution. While taking necessary health and safety precautions, we look forward to safely welcoming our students back to campus, fully engaged in the classroom, laboratory, clinical, experiential, and co-curricular environments. Yes, things will be a little different but the same Falcon spirit will remain.
The Emergency Management team, in partnership with the Marion County Health Department, will continue to closely monitor the ongoing pandemic situation to ensure the safety of the campus community. The Emergency Management team and campus administration will continue to work with the faculty, staff, students, and all constituents and send updated information as it becomes available or guidelines change.
Please review the Faculty FAQ below. These were questions provided from the faculty through the deans to the Emergency Management team. This document is intended to answer many commonly asked questions about health and safety plans for the fall semester 2020.
While we have tried to answer a wide range of commonly asked questions in the below FAQ, please understand that this is an ever-evolving pandemic. We are pivoting on the spot to make decisions and implement ‘best in practice’ knowledge and/or directions from the medical and health community.
Will faculty be tested for COVID-19 before the semester begins? added 7/29
Gov. Justice directed funds to all of the state’s higher education institutions in order to test all students, faculty and staff for COVID-19. We are working with state leaders and the National Guard to make plans that can quickly be operationalized. We anticipate being able to finalize plans throughout the weekend and will provide additional information to you early next week.
You should continue to report to work as directed by your Dean or Supervisor during this time. However, if you begin to feel ill with any of the symptoms of COVID-19, please contact your PCP or local health department and alert your Dean or supervisor.
What physical distancing protocols will be put in place in classrooms?
At the Marion County Health Department's recommendation, and now the Governor’s mandate, everyone is required to wear a mask while in the classroom and in open spaces. According to the Marion County Health Department, social distancing is not necessary in the classrooms when all students and faculty are wearing masks. However, physical distancing will be observed in all instances when possible. Cleaning supplies in the form of a refillable spray bottle of cleaning solution and a microfiber cloth will be located in each classroom and lab.
Will hand sanitizer and masks be provided?
Faculty, staff, and students will be provided at least one hand sanitizer in their welcome back package. Hand sanitizing stations and hand sanitizing refill stations will be located throughout campus in building common areas.
Faculty, staff, and students will be provided with two reusable masks.
A supply of disposable masks will also be provided to academic areas. Deans will provide faculty information relative to where students can go to get a mask if a student has forgotten to bring one to class.
Inexpensive masks will be sold at the campus Bound for Success bookstore and at the library Starbucks.
How often will cleaning be done on campus?
Custodial services will continue to clean each day. High-touch areas such as door handles, light switches, furniture, student desks, tables, and railings — will first be cleaned and then sprayed with an electrostatic disinfectant spray approved to kill the virus by the Centers for Disease Control and Prevention (CDC). High-touch areas and public restrooms in densely populated buildings will receive extra cleaning throughout the day with an approved disinfectant.
What cleaning measures will be taken in classrooms? Will classrooms be cleaned after each class?
Spray bottles containing disinfectant and microfiber cleaning cloths (custodial staff will collect these at the end of the day, replace with a clean one, and they will be laundered on-site), approved by the CDC, will be placed in all classrooms. Masks will be required by all faculty, staff, students when in the classroom. Faculty may develop seating plans and layouts for classrooms and labs to allow for physical distancing where possible. Custodial cleaning and sanitization will be conducted daily, at a minimum. In addition to nightly cleaning, the cloths may be used if a faculty member wishes to clean their area between classes.
I am in a high-risk group and am supposed to social distance. That is not possible in the classroom I teach in. What should I do?
The Marion County Health Department has advised that social distancing is not necessary as long as masks are worn by all. However, if you require special accommodations, please work with Human Resources. Special Accommodation requests may invoke the interactive process under the Americans with Disabilities Act (ADA), may require physician documentation, and may be assessed for reasonable accommodations and/or undue hardship on the Department or the University. You should discuss any medical concerns you have with your supervisor, your physician, and/or Human Resources.
How many people can be in a lab at once?
Each classroom and lab will be addressed individually. Deans are working with Emergency Management staff to review classrooms and lab configurations. Please remember that according to the Health Department, social distancing is not necessary as long as masks are being worn by everyone.
What protocols are being put in place on campus to observe physical distancing?
Floor markers are being placed around campus in high traffic and common areas. Directional signage intended to encourage physically distanced traffic flow and building entry is being installed on campus. Separate entrances and exits will be used for higher traffic areas. All physical distancing protocols will be adhered to, when possible.
Will there be spots on the floor that encourage physical distancing where students wait for class?
Yes. Floor markers are being placed around campus in high traffic and common areas to encourage physical distancing.
Will the extra furniture in the classrooms be removed?
Furniture will remain in classrooms as-is. However, configurations may be created to limit the use of certain furniture to observe physical distancing, where possible. This is up to Deans, Chairs, and faculty.
Can we require face masks for entering/standing in the doorway of offices?
The state of West Virginia has mandated that face coverings be worn in all buildings. Fairmont State will require the use of face coverings at all times when in the classroom and in all public spaces. To further protect faculty, staff, and students, the University will allow and encourages faculty to conduct all student meetings and advising sessions remotely via WebEx.
Will painter's tape or other floor marking items be provided for lab spaces?
Upon request, yes. Please work with your department Chair to submit a request to the Facilities department.
Some faculty may feel that the best way to distance socially is to teach online and remotely. Is this an option?
The University will allow and encourages faculty to conduct all student meetings, faculty meetings, and advising sessions remotely via WebEx. This should limit the amount of time faculty are on-campus to class instruction time only. Office hours for virtual appointments should be posted physically on-campus and in your syllabus.
Fairmont State is a face to face institution. Faculty will need to be present for face to face class instruction.
For classes where students can't physically distance in the scheduled classroom, what is the plan?
Where possible, the Provost and Deans will look at enrollment and class size to shift classrooms to a larger space, thereby modifying classroom assignments.
The Provost will work with the Deans, Chairs, and the Faculty to look at creating alternative teaching days to reduce class size further, should this be necessary.
Can faculty with large class sizes alternate groups of students on different days, with others attending virtually?
Yes. The Provost will work with the Deans, Chairs, and the Faculty to look at creating alternative teaching days to further reduce face-to-face class size.
What happens if a student demands to attend each class, and it is not their class day?
This will be addressed on a case by case basis. Please notify your department Chair.
What if they read lips and cannot do this as well on a webcam, so they must attend class?
This will be addressed on a case by case basis. Please notify your department Chair.
What technology has been purchased to support the blended class (or alternating attendance). Web cams, document cameras?
All classrooms will have a webcam, although the exact setup will vary by classroom. The majority of rooms will have a webcam built into the computer, while others may have a stand-alone webcam. IT staff are working directly with science and nursing faculty to determine the needs of those specific areas and labs.
Will there be training on how to use said technology?
A video that explains the technology available and how to use it will be recorded after the classrooms have been set up for the fall semester. These resources will be available on the Tech Commons website. https://www.fairmontstate.edu/it/tech-commons
Is there any provision for recording the class session for later viewing by students? What software will be used?
Big Blue Button is available within the Blackboard environment to record videos. Each faculty member also has the option of using WebEx and/or Teams to record the lecture, and then post it to the Ensemble video server, with a link in Blackboard. Instructions for doing this are being compiled and will be available to faculty on the Tech Commons website.
Will microphones to clip to clothing be available? It may be difficult to hear instructors with a mask on in the back of the classroom especially if they already have a low voice volume.
There will be boundary microphones in the classrooms to assist with recording in-class lectures. However, these microphones will not amplify the faculty member in the physical classroom. Faculty experiencing problems with sound in the classroom, and/or requiring speakers should contact Tech Commons.
Will there be staggered class dismissal times to decrease traffic in buildings?
At this time, no changes have been made to class schedules.
Who will be required to wear a mask in the classroom?
Fairmont State will require all faculty, staff, students, and visitors to wear face coverings while on any of Fairmont State's campuses, or during any University sanctioned event when social distancing cannot occur. Face coverings will be required at all times when in the classroom and in all public spaces.
Will there be any shields between the faculty and the students, such as plexiglass-like material in front of the lecterns?
The Fairmont State Emergency Management team is currently assessing limited areas on campus where plexiglass-like guards may be installed. These will be limited in nature, and at this time, there is no plan to install these in classrooms because face coverings will be required.
What if my student relies on lip reading?
Requests for accommodations should be submitted to the Office of Accessibility Services. The Office of Accessibility Services will review documentation and determine a process to distribute clear face coverings to the faculty of that student.
Can we require that our students wear masks in class and lab as a safety issue?
Fairmont State will require all faculty, staff, students, and visitors to wear face coverings in all classrooms and teaching spaces.
Will masks be required in all common spaces (hallways, etc.)?
The state of West Virginia has mandated that face coverings be worn in all buildings. Fairmont State will require the use of face coverings at all times when in the classroom and in all public spaces.
What if a student will not wear a mask?
Fairmont State University requires all students to wear facemasks while on any of Fairmont State’s campuses. Students with a disability who are unable to wear a facemask may request a reasonable modification to the University’s mandatory facemask policy. To begin this process, students should contact the Office of Accessibility Services at email@example.com to schedule an appointment. Students will be required to provide documentation that verifies they meet the ADA definition of a person with a disability and describes the needed modification. A facemask modification/exemption will be noted on the student’s academic accommodation letter for their professors. Other Fairmont State University employees who need to confirm that a student is approved for a facemask modification/exemption may use StarRez (medical flag) in the Residence Halls, Fusion in the Falcon Center, or Banner (GOAMEDI). Employees who do not have access to these platforms may reach out to the Office of Accessibility Services ((304) 333-3661) to verify a facemask modification/exemption. The University has the responsibility to mitigate any direct threats on campus and the notation on these platforms provides verification of the approved modification/accommodation. No confidential information regarding a student’s disability will be shared on any of these platforms.
Failure of students to comply with the University’s Student Code of Conduct regarding facemasks will result in disciplinary measures. Employees who need to report a student’s failure to comply with the University’s facemask policy should complete the Fairmont State University Student Conduct Complaint Form. Jack A. Clayton, Interim Director of Student Conduct, will initiate the student conduct process at that point.
Individuals with questions regarding student facemask modifications/exemptions for students may contact Amy Snively in the Office of Accessibility Services at Amy.Snively@fairmontstate.edu or (304) 333-3661. Faculty and staff who want to seek a facemask modification should contact HR@fairmontstate.edu to discuss their needs.
Will student study areas (computer labs and study spaces) be closed? Will signs be posted that encourage physical distancing?
While some common area furniture has been removed from campus or rearranged to ensure physical distancing, labs and study spaces will remain open. Precautions such as removing every other chair, taping off areas, and posting of signage have been put in place.
Are all local field trips canceled?
Under current guidance, all K-12 trips are suspended. Should guidance from state and local officials change, additional information will be provided.
Can we bring in outside groups for training if we require them to wear a face mask?
All visitors to campus must wear a face covering. It is the responsibility of the sponsoring faculty and/or academic unit to inform all visitors of these protocols and to ensure compliance with the University's safety protocols.
June 25, 2020 9:00 a.m.
This message is to provide an update to Fairmont State University employees regarding returning to work on campus.
The Emergency Management Team, in consultation with the Marion County Health Department, has developed this Return to Campus Roadmap for employees to return to the workplace at Fairmont State.
We have also included a list of frequently asked questions you may find helpful.
Although it is expected that employees will be returning to university offices over the next several weeks, buildings will continue to be secured to limit entry by the public until further notice.
Information is forthcoming regarding return to work and the fall semester.
May 11, 2020 6:00 p.m.
Please find information on the federal Families First Coronavirus Response Act (FFCRA) regarding employee leave below.
As a state institution, Fairmont State University is a public employer.
Employees who qualify for and wish to apply for leave under the eligibility guidelines as described on the attached federal poster provided by the Department of Labor MUST complete and return the attached application to HR by mail or by scanning to firstname.lastname@example.org. Employees will be notified by email of approval.
Leave benefits as described under the FFCRA may be used only once through December 31, 2020.
Regular sick and annual leave usage guidelines continue to apply for other conditions not covered under the FFCRA.
April 21, 2020 12:00 p.m.
As University Leadership continues to evaluate the impact COVID-19 is having on our students, we have decided to extend the withdrawal period (for one or more courses) to Monday, April 27, 2020. In addition, we have modified the Fairmont State Incomplete (I) policy for the Spring 2020 term only.
If a student approaches you about withdrawing from a course please first consider the option of giving them an incomplete for the course. This may be especially beneficial for students who had a strong mid-semester grade and may be struggling with digital course instruction. In these cases, an incomplete would allow the student to complete the course at their pace and not fall behind in their academic progress.
INCOMPLETE COURSE MODIFICATION
Under the temporary modification, students who have completed 50% of the course requirements have the option to request an Incomplete grade to temporarily replace a standard grade at the completion of the semester for a Spring 2020 course. Students will have until May 8th to request a grade of Incomplete and work with the course instructor to develop a written plan for completion of the course requirements.
No changes will be made to the duration in which an Incomplete grade can be assigned a standard letter grade before it converts to an F grade. Students will continue to have 12 months to complete the requirements associated with the Incomplete grade. This is a one-time modification for this term only and is not intended to modify the Military Deployment policy.
Students will have the ability to withdraw from one or more classes until close of business Monday, April 27th, by following the process outlined below. Please keep in mind that dropping below full-time status (12 credit hours) could have negative effects on any future financial aid a student is expecting.
If providing an incomplete is not an option, please share the below procedure with your student. Please remind them that they may withdraw from one or more courses and that falling below full time status may have negative effects on any future financial aid a student is expecting. We hope this exception will help to alleviate some concerns your students are expressing during this unprecedented time.
March 24, 2020 1:15 p.m.
In response to Governor Justice’s address yesterday afternoon ordering a stay-at-home mandate, and indicating that all non-essential employees should work from home. Fairmont State’s campus will be closed to all non-essential personnel until further notice. Please know that “facilitating distance learning” has been identified as essential and to that end, Fairmont State will continue to deliver academic content remotely.
Thanks to your flexibility and foresight, Fairmont State has already made accommodations for this directive by moving our operations remotely. This transition allows us to deliver courses digitally and for our faculty and staff to remain operational while minimizing the potential for contracting the COVID-19 virus.
All employees should continue to work from your remote location as directed by your supervisor or vice president. The majority of employees have been deemed non-essential to Emergency Operations of the campus and are prohibited from entering campus at this time. While each of our employees are important to the institution, if you have not already been advised that you are considered “essential,” then you are a “non-essential employee” in this instance and are not permitted on campus.
During this time, if you need access to your work area, please request access through your direct supervisor or vice president. The request will be vetted with the Emergency Management Team and accommodations made, if appropriate.
The delivery of mail will be suspended for the next two weeks. On or before, April 6, you will be notified regarding mail delivery on an anticipated limited schedule. If you have orders currently in production that have not yet shipped, you are encouraged to delay delivery until at least after April 6. Likewise, if you are expecting delivery of an item which needs immediate attention, please notify Lenora Montgomery at email@example.com.
As of March 25 at 2:00 p.m., the library will be closed to all on-site traffic until further notice. In addition, the Starbucks and Starbucks computer lab in the library will also now be closed starting at 2:00 p.m. Digital library resources are still available at https://library.fairmontstate.edu/. If you need to access the textbooks currently in the library’s collection, please complete the Textbook Reserve Request Form, and we will post resources to a secure E-reserve page for online access.
Dining services will continue for our residential students only. Further information regarding residential student food services is forthcoming to those individuals affected.
Employees needing to access internet service may do so in a drive-up capacity. Extended internet has been installed that will allow wi-fi access on the top deck of the parking garage near Jaynes Hall. Additionally, the parking spaces near Hardway Hall can also access this internet. Please stay in your vehicle if you are coming to campus to access the internet.
Campus continues to be closed to all community members. This includes all campus facilities and all recreational use of the campus grounds.
We fully anticipate that you will encounter roadblocks and concerns as this process unfolds. Please continue to report these issues to your direct supervisor or vice president so that you receive the guidance and assistance necessary.
We will continue to be in touch in the coming days. Again, thank you for your flexibility and dedication to delivering high quality education and services to our students, even in this time of a global pandemic.
March 24, 2020 8:30 a.m.
Dear PEIA Policyholder,
We wanted to give you an update on how PEIA is responding to the pandemic.
In accordance with Governor Justice's order, PEIA's office is closed. Much of our staff is working remotely, but we are unable to answer phone calls directly. If you need assistance, you have several options:
You may call the office at 1-888-680-7342, and leave a message. A staff member will return your call within 3-5 business days.
You may send us an e-mail at firstname.lastname@example.org.We are monitoring that e-mail and will respond as soon as we can.
Follow PEIA on Facebook at PEIA - West Virginia Public Employees Insurance Agency. You can private message us on Facebook, and a staff member will respond.
Check our website at www.wvpeia.com or peia.wv.gov. We are updating information there as quickly as we can.
UMR is receiving, processing and paying health claims, and they continue to perform the other vital functions they provide us. You can reach UMR at 1-888-440-7342.
You can check out PEIA's COVID-19 policy on our website at https://peia.wv.gov/news_center/Pages/COVID19.aspx
You can also find contact information for all of our vendors on our website, just click on the Partners tab, then click on the vendor you want.
We are printing the Shopper's Guide now and will mail it next week. It is already available on our website at https://peia.wv.gov/Forms-Downloads/Pages/Shopper%27s-Guides.aspx
Because there are very few changes in health plans this year, we plan to conduct Open Enrollment as scheduled. The dates are April 2 through May 15. Open Enrollment transactions can be completed online via the Manage My Benefits portion of the PEIA website or you can request a transfer form by phone at 1-877-676-5573 beginning on April 2.
We will be conducting benefit fairs via conference call this year. There will be no face-to-face benefit fairs. Here's the conference call schedule:
|Date||Time||Dial-in Number||Conference ID|
|Thursday, April 9, 2020||4:00 p.m.||304-420-0513||26632|
|Tuesday, April 14, 2020||6:00 p.m.||304-420-0513||26632|
|Thursday, April 16, 2020||6:00 p.m.||304-420-0513||26632|
|Tuesday, April 21, 2020||4:00 p.m.||304-420-0513||26632|
We encourage you to follow the guidance issued by the CDC and our state health officials. Please stay safe, stay distant and wash your hands!
We look forward to the day when we can get back to business as usual.
Your PEIA Team
P.S. If you need assistance, please e-mail email@example.com
The campus is transitioning to full remote operations. If you need items from your work location to deliver courses digitally or complete your assigned work functions, beginning Monday, March 23, campus buildings will be open Friday, Saturday and Sunday from 8 a.m. – 4 p.m. to allow you to retrieve these items.
Employees who have traveled internationally or out-of-state over the last 14 days or have symptoms associated with COVID-19, should not be on campus. For those employees who have traveled but have no symptoms, if you require access to your office prior to the end of your 14-day quarantine period, please contact your Dean or Supervisor to request access. The emergency management team can then assess if/how accommodations can be made.
Campus emergency management is working to confirm those people that are “essential” to campus emergency operations. Therefore, beginning Sunday at 4 p.m., only employees who have been deemed essential will be allowed on campus and in campus buildings/offices. If you have not been formally identified as “essential,” then you should assume that you are non-essential.
For non-essential employees who need access to work locations AFTER Sunday at 4 p.m., please send an email to your Dean, Chair, or Supervisor requesting access and providing details related to the basis for your request and any associated timeframe. The Dean will then work with the Provost and Campus Emergency Management to determine if the request can be accommodated. If you have traveled internationally or out-of-state in the last 14 days, please include that information in your request.
No one should be on campus after Sunday at 4 p.m. unless you have received written approval from your Dean or Supervisor.
Please continue to access the following Fairmont State website for up-to-date communication and information. www.fairmontstate.edu/coronavirus
Thank you for all you are doing to ensure our students continue in their education during these unprecedented times.
March 20, 2020 8:40 a.m.
As many of you transition to working off campus today, here is some additional guidance and reminders to aid in the process.
All assigned phone extensions should continue to be monitored while you work remotely. You may either forward your phone to your home phone/cell phone or record a voice mail instructing the caller to leave a message. Messages should be responded to within the same workday.
Call Forwarding Instructions:
Remove Call Forward:
Note: If you handle a large volume of telephone calls, please contact Tech Commons at (304) 367-4810 or email HELP@fairmontstate.edu. An alternative phone option may be available to you.
If you are not forwarding your phone, please record this message:
Thank you for calling Fairmont State University. You have reached, NAME, TITLE. In response to the COVID-19 pandemic, many University employees, including myself are working remotely. We remain committed to keeping the University operational. For the fastest response, please email me at INSERT EMAIL ADDRESS. Otherwise, leave a message and I will get back to you as quickly as possible.
Set for outside of the organization only:
Hello and thank you for your email. In response to the COVID-19 pandemic, many University employees, including myself are working remotely. We remain committed to keeping the University operational and I will respond to your email as quickly as possible. For questions related to the University’s response to COVID-19, please visit www.fairmontstate.edu/COVID19 or email firstname.lastname@example.org.
Below are a few items to keep in mind when preparing to vacate your office.
NOTE: If you are leaving your desktop computer in your office and plan to access your files using Remote Access, DO NOT turn off or unplug your desktop computer. This will need to be left on in order for Remote Access to work.
For more information, click here.
March 19, 2020 4:30 p.m.
Beginning March 20, Fairmont State University is directing all supervisors to begin to transition all non-essential (as classified by your Vice President) faculty and staff to start working from home, with the expectation that all non-essential employees will be working from home beginning Monday, March 23. No end date has been set at this time.
In order to maintain University Operations, all online courses will continue and face-to-face courses will begin to be delivered digitally on March 23.
Deans and Chairs are asked to hold regular check-ins with faculty via telephone or email to ensure that course delivery is continuing and so that issues can be reported to the Provost.
Prior to Monday, March 23, all non-essential employees (faculty, staff, and students) must complete the Telework Agreement and have it authorized by their immediate supervisor (Dean or Chair) or Vice President (Provost). Digital signatures are acceptable for this document. Work with your Dean or Chair if you have any questions.
Attached are several resources to aid in the transition.
Please note; documents have been created for use by all employees of Fairmont State University, any reference to “supervisor” will mean your Dean, Chair, or Provost.
Also attached is the Supervisor’s Guide. This guide was created primarily for those who manage and supervise staff. It is attached here in the event it can be helpful to you.
This is a rapidly developing situation and we will continue to provide information as we move forward.
March 18, 2020 5:30 p.m.
Beginning March 19, Fairmont State University is directing all supervisors to begin to transition all non-essential (as classified by your Vice President) staff to start working from home, with the expectation that all non-essential staff will be working from home beginning Monday, March 23. No end date has been set at this time.
In order to maintain University Operations, all online courses will continue and face-to-face courses will begin to be delivered digitally on March 23. Staff should work with their supervisor to determine appropriate tasks that can be completed from home.
Supervisors are asked to hold regular check-ins with employees via telephone or email. An employee’s work hours generally should replicate their standard working day (e.g., 8 a.m. to 4 p.m.). However, it may be necessary to flex an employee’s schedule to an alternate shift during this time due to school closures.
Non-exempt employees must obtain prior written approval from their supervisor before occurring any overtime (time worked greater than 37.5/week). Exempt employees are not eligible for overtime.
We understand that this is an unprecedented transition for all of us. Tomorrow, you will receive multiple resources to aid in this transition. They will include a supervisor toolkit, telework agreement, information on taking equipment home and other resources. Please direct all questions related to this transition to your supervisor, vice president and human resources.
This is a rapidly developing situation and we will continue to provide information as we move forward.
Updated March 15, 2020 11:20 a.m.
University leadership has continued to meet multiple times a day since early last week and we want to keep you as updated as possible to this quickly changing situation.
As previously communicated, beginning Monday, March 23 through April 24, all class instruction will be delivered digitally. All online classes and previous hybrid courses which have already converted to online instruction will continue as originally scheduled beginning Monday, March 16. We will continue to assess the spread of COVID-19 in order to decide how instruction will be delivered beyond 4/24/2020.
Although campus is closed to the community, the University will continue operations at this time. Below is additional guidance on topics that may impact you.
All assessment activities should continue as scheduled. Consistent forward movement towards completion of assessment goals is critical to our accreditation. Please contact Merri Incitti, Merri.Incitti@fairmontstate.edu, with any questions.
We have scheduled mandatory training for all faculty in a variety of topics related to the continuity of instruction as you transition your courses to a digital format. Faculty must report the week of March 16-20, 2020 for training.
A complete schedule and registration can be found at https://fairmontstate.libcal.com/calendar/training.
If you have traveled internationally or out-of-state over spring break or if you exhibit symptoms associated with COVID-19, you must take the training remotely. To request remote access to the mandatory training sessions, faculty must first register for their chosen sessions and then send this list to your dean. Deans should then gather all requests and send them to Joy Hatch.
Whenever possible, we wish to encourage faculty and staff to attend the training in-person so they are best prepared to work remotely and they have one-on-one support from our facilitators.
DIGITAL DELIVERY OF COURSES AND REMOTE WORK
In addition to the training offered the week of March 16, links and resources for remote work tools can be found at https://www.fairmontstate.edu/it/remote-work-tools. This list is ever-evolving and will be updated regularly. If you have concerns or questions regarding the digital delivery of your courses, be sure to address those with your dean or chair, and at the mandatory training this week.
CAMPUS CLEANING AND PRECAUTIONS
The OP SHOP (campus vendor for cleaning and custodial services) is working hard to increase their efforts of disinfecting offices, hallways, door handles, and frequently touched surfaces across campus. By following CDC guidelines regarding handwashing, social distancing, and keeping hands away from your face, you can help prevent the spread of germs. Click here for additional CDC recommendations.
If you must travel or have traveled within the last 14 days for professional or personal reasons, we ask that you voluntarily report your trip here so that we may monitor our travel footprint and share critical information with you upon your return.
Faculty and staff who continue to travel out-of-state, do so with the understanding that upon their return they may be required to self-isolate for 14 days. Please notify your chair or dean if you are not able to report to work due to an illness or self-isolation/quarantine. Consult the March 13 email regarding Employees Certification of Illness/Self-Quarantine for more information.
STUDENT EMPLOYEES (INCLUDING GRADUATE STUDENTS and PAID INTERNS)
Student employment should continue during the semester, when possible. Students who are unable or uncomfortable with returning to campus should contact their supervisors for options and further direction. The following options are available to supervisors for this purpose: (1) students who do not have a position conducive to a work-at-home assignment may choose not to report but will not be compensated. (2) in cases where work-at-home assignments are appropriate, please work with your student to make reasonable assignments. (3) for areas or assignments in which work-at-home options are not available or students are not needed, please consult with your dean or division vice president to determine options for reassignment to other areas.
Students who are completing work-at-home assignments should fill out this timesheet and send it to their supervisor on Friday. Supervisors will then need to enter a student’s time worked into Kronos.
If you know that your student employee has traveled to a region with confirmed COVID-19 cases including any international location, you may request that they work from home. Please click here for the CDC’s updated map of confirmed cases. Any questions related to student employment should be directed to Human Resources.
This is a rapidly changing situation and Fairmont State will continue to make decisions based on the safety of our students, faculty, and staff. We will continue to contact you as new information becomes available. You can also stay up-to-date at www.fairmontstate.edu/coronavirus.
If you have a specific question regarding general University procedures moving forward, please direct it to email@example.com.
March 13, 2020 1:00 p.m.
Due to the outbreak of COVID-19 in surrounding states, Governor Justice has issued a memo suspending all official state business travel, both out-of-state and internationally, until further notice. There is currently no timeline regarding when this suspension will be lifted.
If you have any questions regarding travel on behalf of Fairmont State University please contact your supervisor or dean. If you have a specific question regarding general University procedures moving forward, please direct them to firstname.lastname@example.org. For the most updated information, visit www.fairmontstate.edu/coronavirus.
March 13, 2020 12:00 p.m.
Fairmont State University is following the guidance of the Centers for Disease Control regarding steps to diminish the spread of COVID-19/coronavirus. The CDC is encouraging all persons who have cold/flu-like symptoms to self-isolate until the illness has passed. (See guidance on health care at fairmontstate.edu/coronavirus)
If you are sick, please stay home. As the CDC Guidance explains, any person with fever or any difficulty or pain in breathing should contact their doctor immediately. It is always appropriate for anyone who is sick to consult their doctor, even if the symptoms are mild. The CDC hopes that self-isolation strategies will slow the spread of coronavirus around the country. If you are ill, stay at home and contact your supervisor regarding your absence and the submission of sick leave in KRONOS.
The CDC has urged colleges and universities to modify, where possible, policies that make it difficult to follow the recommendation of self-isolation. In support of that guidance, Fairmont State University has adopted a CERTIFICATION OF ILLNESS or QUARANTINE form which employees can use during this period in lieu of medical documentation when absent due to illness.
This form can also be used if you need to self-quarantine for a specific coronavirus risk. Due to the extreme communicability of coronavirus, the CDC is also encouraging certain persons with no current symptoms of illness to nevertheless self-quarantine. Therefore:
If an employee is confirmed to have been: a) directly exposed to a known coronavirus case, or b) traveled to a location considered “level 3” or higher by the CDC, or c) traveled to a place where health authorities are formally requesting self-quarantines to be used, you should avoid coming to campus and advise the supervisor that you will self-quarantine, and use the CERTIFICATION form.
The self-quarantine would continue 14 calendar days away from campus without requiring any medical documentation; only the CERTIFICATION is required. Staff may apply either sick leave or annual leave.
Leave-eligible employees are not eligible for catastrophic leave in these cases. If an employee does not have enough leave to cover their time off, and they cannot telework, they will not be paid. The institution will work with you to determine whether a remote assignment is appropriate.
Employees are advised that the use of/signing of this form constitutes a legal certification that they genuinely isolated themselves for the period that they designate. Completion and submission to HR of the form by persons who did not engage in self-isolation due to flu-symptoms or coronavirus risk is a fraud on the University.
March 12, 2020 12:41 p.m.
Coronavirus 2019 (COVID-19) is a respiratory illness caused by a novel coronavirus designated SARS-CoV-2. The outbreak of COVID-19 originated in Wuhan City, Hubei Province, China. With thousands of confirmed cases being reported in a rapidly growing number of countries worldwide and the number of national cases growing, the West Virginia Public Employees Insurance Agency (PEIA) is establishing a policy to define the benefit and reimbursement regarding COVID-19 testing and treatment.
Effective March 1, 2020, PEIA will cover COVID-19 testing at 100% of the contracted allowance, at a network provider, for members who meet CDC guidelines for testing. This will apply to PEIA PPB Plans A, B, C and D. This means that members will have no out-of-pocket expense for the actual test. Deductibles, copayments, and coinsurance will also be waived for any physician or facility services incurred in the process of being tested.
Treatment of any members, who test positive for the virus, will be covered at normal benefit levels.
The CDC is periodically updating who should be tested. Please refer to the following link for the latest updates. https://www.cdc.gov/coronavirus/2019-nCoV/hcp/clinical-criteria.html
If you believe you have been exposed to or have symptoms consistent with COVID-19, please call your local health department, primary care provider or iSelectMD 844-433-8123 for further instructions.
West Virginia has set up a hotline for its citizens and providers for up to date and accurate information regarding COVID-19. The hotline is toll-free, and operators are available 24/7 at 800-887-4304.
In addition, Optum, part of UnitedHealth Group, is opening its Emotional-Support Help Line. Professionally trained, mental health staff are there to support people who may be suffering from fear or stress created by COVID-19. Optum's Emotional-Support Help Line number is 866-342-6892 and will be open 24 hours a day, seven days a week. The service is free of charge and open to all PEIA members.
Updated March 12, 2020 11:05 a.m.
Fairmont State University has extended Spring Break for face-to-face classes to ensure that faculty are positioned to deliver courses online should the university need to close. We have scheduled mandatory training for all faculty in a variety of topics related to the continuity of instruction. Faculty must report the week of March 16-20, 2020 for training on the resources available to enhance instruction, including OneDrive, Microsoft Teams (video and chat), Outlook, Blackboard, Respondus, Big Blue Button, etc.
You will receive additional information from your deans relative to School and College meetings as we are holding Monday, March 16 at 8:30 a.m. as a meeting time prior to the start of training. Schools and Colleges will also have special training sessions to review online needs.
Hands-on training sessions will be held every day from 9:30 a.m.-11:30 a.m., 2 p.m.-4 p.m., and 6 p.m.-8 p.m. to ensure availability for all faculty.
A complete schedule and registration can be found at https://fairmontstate.libcal.com/calendar/training. As a reminder, training is mandatory for all faculty members. Required courses may differ between departments so please check with your dean prior to registering.
More information regarding remote work tools can be found at