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.  

This includes:  

• Unvaccinated individuals must wear masks indoors. 
• All classes held at full capacity.  
• All classes face-to-face, synchronously broadcast and recorded.  
• In person meetings, activities and events may proceed.  
• Faculty may continue to hold advising sessions remotely and limit time on campus.  
   

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.  

This includes:  

• Masks required by all individuals on campus, even if vaccinated, including outdoor areas and events.  
• Individuals working in an office alone, with the door closed, may remove their mask. 
• Faculty may choose to reduce classroom density up to 50%.  
• All classes face-to-face, synchronously broadcast and recorded.  
• Faculty should hold advising sessions remotely and limit time on campus. 
• In-person meetings should not be held.  
• Events of 25 or more will be postponed or canceled.  
   

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.  

• Text alert sent to anyone enrolled in the campus Emergency Alert System. (To enroll go to my.fairmontstate.edu and click on “Emergency Notification”) 
• E-mail sent to all students and employees 
• Website banner will be updated. 
• Social Media post will be made.  
   

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).   

• Fairmont State University values health, safety and honesty.  We believe that this expectation will be honored by our campus community and visitors; 
• Faculty, staff and students are encouraged to register your vaccination status to assist with tracking of the University’s vaccination percentages; 
• Vaccination “Buddy Cards” which can be worn along with your Fairmont State identification will be available for those individuals who wish to share their vaccination status with others. “Buddy Cards” may provide comfort to students or co-workers who may be anxious about the vaccination status of others on campus, and encourage others to get vaccinated. If you have voluntarily registered your vaccination status, you may pick up your Buddy Card along with your new Fairmont State identification; 
•   Employees: To register and upload your vaccination card, visit  www.fairmontstate.edu/employeevaccineverify 

  
Social distancing protocol is discontinued.   

• Dining halls will open at 100% capacity; 
• The Falcon Center will open at 100% capacity; 
• Student organizations can organize and gather at 100% capacity; 
• Club and intramural sports can resume practice and competition without restrictions: and 
• Campus visits and tours will resume at full capacity; 
• Athletic events will open at 100% capacity; and  
• Classrooms will operate at full capacity. 

  
COVID health screenings will no longer be solicited from campus visitors.  

• We are no longer requiring a COVID health screen from campus visitors and contractors Instead, you are advised to ask them to “Please wear a mask unless you are fully vaccinated.”  

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: 
  • Participate fully in contact tracing; 
  • Complete the Illness Reporting Form if symptomatic or if exposed to someone who is COVID-19 positive; 
  • Quarantine if exposed to someone who is COVID-19 positive or if symptomatic; and 
  • Continue to wear a mask while indoors except when alone in your private office
  • 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

Employees:

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.

This includes:

• All current requests for employee/class travel to the Director of Emergency Management are approved and future requests do not need to be made.
• Travel out of the state no-longer requires a five-day quarantine upon return.
• Employees do not need to complete the Travel Form.
• Employees are required to complete all non-COVID institutional procedures in advance of travel.
• Employees should not seek approval for travel where options for virtual attendance are available.
• There are no changes to COVID guidelines for those who test positive, who have symptoms, or who are identified as a primary exposure through contact tracing.

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:

• Check travel restrictions before you go.
• Get your flu shot before you travel.
• Bring extra supplies, such as masks and hand sanitizer.
• Know when to delay your travel.
• Do not travel if you or your travel companions are sick.
• Wear a mask to keep your nose and mouth covered when in public settings, including on public transportation and in transportation hubs such as airports and stations.
• Avoid close contact by staying at least 6 feet apart (about 2 arm lengths) from anyone who is not from your travel group.
• Wash your hands often or use hand sanitizer (with at least 60% alcohol).
• Avoid contact with anyone who is sick.
• Avoid touching your eyes, nose, and mouth.

​Consider testing

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.

• If you are traveling, consider getting tested with a viral test 1-3 days before your trip. Also consider getting tested with a viral test 3-5 days after your trip and reduce non-essential activities for a full 7 days after travel, even if your test is negative. If you don’t get tested, consider reducing non-essential activities for 10 days after travel.
• Keep a copy of your test results with you during travel; you may be asked for them.
• Do not travel if you test positive; immediately isolate yourself, and follow public health recommendations.
• You may have been exposed to COVID-19 on your travels. You and your travel companions (including children) may pose a risk to your family, friends, and community. Regardless of where you traveled or what you did during your trip, take these actions to protect others from getting COVID-19 for 14 days after travel:
  • Stay at least 6 feet/2 meters (about 2 arm lengths) from anyone who did not travel with you, particularly in crowded areas. It’s important to do this everywhere — both indoors and outdoors.
  • Wear a mask to keep your nose and mouth covered when you are in shared spaces outside of your home, including when using public transportation.
  • If there are people in the household who did not travel with you, wear a mask and ask everyone in the household to wear masks in shared spaces inside your home.
  • Wash your hands often or use hand sanitizer with at least 60% alcohol.
  • Avoid being around people who are at increased risk for severe illness.
  • Watch your health: Look for symptoms of COVID-19, and take your temperature if you feel sick.

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:  

1. Those who tested positive for COVID-19 within 90 days of the required testing date   
2. Those who are in quarantine at the time of testing   
3. Those who meet other criteria outlined by the Vault COVID testing instructions 

If after reading the details below you have questions, please email hr@fairmontstate.edu.  

General Reminders 

• ALL Faculty (including adjuncts) and Staff must be tested. 
• Employees who fail to take the COVID-19 test by the end of day on January 6 will be subject to employee disciplinary actions until they take the test. Discipline may include, but is not limited to, being placed on administrative leave without pay. 
• Tests must be done during the University testing. No outside tests will be accepted.  
• Employees will be paid for the time it takes to be tested. Hourly employees should not clock-out for their test.  
• Allot 45 minutes for your test.  
• Testing will be administered through our Surveillance Testing program and is a saliva-based test.  

Faculty and Staff Testing Schedule and Location 

• Monday, January 4 
  • 8:00 a.m. - 4:00 p.m. 
  • Falcon Center, Gym 1 
• Tuesday, January 5 
  • 8:00 a.m. – 4:00 p.m. 
  • Falcon Center, Gym 1 
• Wednesday, January 6 
  • 8 a.m. - 4:00 p.m. 
  • Falcon Center, Gym 1   

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.  

How to Schedule Your Test 

• Go to the Fairmont State COVID-19 Testing Calendar.
• Select a date and time 
• Click “Begin Registration” 
• Complete the form and click “Register” 

You will receive a confirmation email for your scheduled COVID-19 test. Please retain this for your records.  

WHAT TO BRING TO MY COVID-19 TEST 

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. 

• It is important that you arrive during your scheduled appointment time to help manage wait times and facilitate physical distancing. 
• Please bring your Falcon ID to the testing site and have it ready to show at check-in. You will not need a health insurance card and there is no cost to you for these tests.   
• Head to your testing location (at the Falcon Center – Gym 1) and follow signs for surveillance testing. You will be required to enter through the outside doors near the quad area. Testing will occur with physical distancing and masks required. Only those who need to complete testing, or are assisting in the testing process, will be permitted in the testing area.  
• Surveillance testing will be saliva- based. It is recommended that you hydrate in the hours before your test, however, you should not eat, drink, smoke, use tobacco products, chew gum, or use mouthwash 30 minutes prior to your test.  
• If possible, please bring your smartphone to pre-register and complete patient consent documents. Laptops will be available for anyone needing a device.  

For more information, including Frequently Asked Questions, visit the COVID-19 Testing Program page.

WHAT TO EXPECT AFTER MY TEST 

• Employees may return to their regular work duties following their test. If you are working remotely due to a quarantine related to travel, you may come to campus to be tested and then immediately return to your home.  
• You will receive email updates on the status of your test directly from VAULT Health. Your test result will also be emailed directly to you. Communication will be sent to the email used to create your VAULT Health account. Test results should be available to you within 48 hours of your testing time. If you do not receive your test results within 72 hours, please email coronavirus@fairmontstate.edu.  
• Please maintain physical distance and continue to follow campus guidelines.  

• Wear your mask according to the mask guidelines available on our website.

FACULTY AND STAFF WITH A POSITIVE TEST 

• Faculty and staff with a positive test result will be notified by Vault.  
• Representatives from the local health department will conduct a case investigation for all positive cases and initiate contact tracing. 
• The University will assist with contact tracing and also work with local health departments to determine if there is a need to decontaminate a specific facility or implement any additional mitigation measures. 
• A member of Human Resources will be in touch regarding work options.  
• Testing information regarding patients is regulated by the Health Insurance Portability and Accountability Act (HIPAA) guidelines and will be kept confidential. 

IF YOU HAVE COVID-19 SYMPTOMS AFTER BEING TESTED 

• Do not come to campus 
• Contact your Primary Care Physician or the Marion County Health Department 
• Report your symptoms on our Illness Reporting Form.

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. 

• Employee Domestic Travel Guidelines
• Employee International Travel Guidelines

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 hr@fairmontstate.edu. 

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.

When should I self-quarantine?

Employees who work on campus will self-quarantine for 5 (FIVE) days IF:

• You have traveled domestically outside of West Virginia is subject to a 5-day self-quarantine/self-monitoring period. This does not include commuting to work.

Employees who work on campus will self-quarantine for 14 (FOURTEEN) days IF:

• You have traveled INTERNATIONALLY

How do I give notice that I am self-quarantining?

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 hr@fairmontstate.edu.  Notify your supervisor as well.

Must I take leave or a leave of absence to quarantine?

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 hr@fairmontstate.edu to discuss leave options available to you.

I teach online/work remotely and never come to campus.  Do I need to quarantine or fill out this form after personal travel?

No, unless you become too ill to continue to work remotely/teach online.  Should this happen, contact HR at 304-367-4386 or at hr@fairmontstate.edu to discuss leave options available to you.

I just got back from an out-of-state trip to the beach this past Sunday.  Should I quarantine?

Yes, please.

Is quarantine mandatory?

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.

If the Governor hasn’t designated any areas as “hot spots,” why do I have to quarantine?

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.

I won’t be taking my vacation and traveling out of state until October.  Do the quarantine provisions still apply to me?

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.

Certification of Quarantine Form

Faculty/Staff: 

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. 

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. 

If you have any questions, please contact Human Resources at HR@fairmontstate.edu our emergency management team at emergencymanagement@fairmontstate.edu

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 hr@fairmontstate.edu.  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.

• FFCRA Poster
•  FFCRA Leave Application Form

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 lenora.montgomery@fairmontstate.edu.

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 peia.help@wv.gov.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:

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.

Thanks!

Your PEIA Team

P.S. If you need assistance, please e-mail peia.help@wv.gov

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.

OFFICE PHONE

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:

1. Select the "CFwdAll" button
2. Dial the "8" plus the phone number where you wish the call forward to

Remove Call Forward:

1. Select the "CFwdAll" button

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.

VOICEMAIL MESSAGE 

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.

OUT-OF-OFFICE EMAIL MESSAGE

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 coronavirus@fairmontstate.edu.

For instructions on how to set up an automatic reply, click here.

OPERATIONAL REMINDERS

Below are a few items to keep in mind when preparing to vacate your office.

• Unplug computers and all electronic items (including appliances and space heaters) from electrical outlets, if accessible

  • 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.

• Set thermostat to 68°
• Clean out all food from refrigerators
• Ensure there is no trash, empty food containers, and the alike left in the offices
• Take home plants that may go un-watered

March 19, 2020 4:30 p.m. 

As you have been notified (via email on March 18), the institution must immediately begin the process of transitioning employees to remote work (work-at-home) arrangements.  At present, we do not yet know the duration of these arrangements and appreciate your cooperation as the situation unfolds.

For Fairmont State University to continue to thrive, it is vital for all non-essential employees to work from an alternate location. The institution will make decisions regarding which employees are deemed essential. Until that time or unless you are directly notified, please consider yourself and your staff to be non-essential. 

Prior to Monday, March 23, all non-essential employees (faculty, staff, and students) must complete the attached Telework Agreement and have it authorized by their immediate supervisor or Vice President. Digital signatures are acceptable for this document.

Attached are several resources to aid in the transition.

• Certificate of Illness or Quarantine
• Hourly Timesheet
• Telework Agreement
• Supervisor’s Guide

Supervisors

Please thoroughly read the attached Supervisor’s Guide as you lead your team through this transition. Please contact HR with any questions you may have.

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 14, 2020 8:00 p.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 communicated earlier today, 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. The University remains open and staff should continue to report as scheduled, unless other arrangements have been made with supervisors. Below is additional guidance on topics that may impact you.

ACCOMMODATING K-12 CLOSURES
On March 13, Gov. Jim Justice announced closing all K-12 schools indefinitely. Fairmont State encourages supervisors to work with employees if accommodations need to be made. Some options include the possibility of flexibility to schedules or potential work from home assignments. Supervisors should ensure that departments have adequate coverage during the hours the university is open, and work with their Vice President if they have any questions.

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.

TRAINING
We have scheduled mandatory training for all staff the week of March 16-20 in order to prepare for a continuity of services if we need to move to a remote work schedule.

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 are exhibiting symptoms associated with COVID-19, you must take the training remotely. To request remote access to the mandatory training sessions, first register for your chosen sessions and then send this list to your supervisor. Supervisors should then gather all requests and send them to their Vice President.

Whenever possible, we wish to encourage all of our staff to attend the training in-person so they have one-on-one support from our facilitators. 

TRAVEL
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. Also, contact your supervisor to notify them of your travel. Based on the location of your travel, you may be advised to self-isolate.

On March 13, Governor Justice announced that all out-of-state travel was prohibited, therefore all University based travel is cancelled.  Staff who continue to travel out-of-state for personal reasons, do so with the understanding that upon their return they may be required to self-isolate for 14 days. Please notify your supervisor 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)
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 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.

ADDITIONAL INFORMATION
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 coronavirus@fairmontstate.edu.

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 coronavirus@fairmontstate.edu. 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:

1. 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.

2. 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.

3. 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.

Updated March 12, 2020 3:01 p.m.

This communication is aimed at providing additional information and details related to yesterday’s announcement that spring break will be extended next week for face-to-face classes. You each serve as the heartbeat of this campus and our operations cannot continue without you. We will continue to keep you updated on any changes to our normal operating procedures.

This communication covers several different topics. Please take the time to carefully and fully read through the below information. All questions should be directed to your supervisor unless stated otherwise.

Training

Next week, mandatory training will take place for all faculty and staff. These hands-on training sessions are to ensure that you have the knowledge to complete some work-at-home assignments should we need to move toward that model of work. These training sessions are also helpful if you need remote Banner access or other similar access. Work with your supervisor to ensure coverage and direction on which sessions are required for you.

The training schedule and registration can be found at— https://fairmontstate.libcal.com/calendar/training.

Student Employees (including Graduate Assistants)

Student employment should continue during the spring break extension, March 16-20, 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.

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, you may request that they work from home during the spring break extension. Please click here for the CDC’s updated map of confirmed cases.   Any questions related to student employment should be directed to Human Resources.

Work Schedule

As communicated, campus is open and will remain open the week of March 16 through March 20. Please report to work as regularly scheduled. At this time, employees should continue to work from their on-campus location unless other arrangements have been made with your supervisor. Any questions related to employment should be directed to Human Resources.

Increase in Remote Student Services

Please prepare your on-campus work environments and processes for increased phone traffic related to student services. Students are being encouraged to call for assistance related to student services rather than visiting campus in person. Please be reminded that since campus is open you will likely continue to see in-person traffic next week.

Coronavirus (COVID-19) Questions

If you receive any questions related to Fairmont State’s handling of COVID-19 please direct those questions to coronavirus@fairmontstate.edu. This allows us to uniformly answer questions and provide one source of information across our many channels.

As this situation continues to develop, we will keep you updated via your campus email. Thank you for your continued flexibility and support.  

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