city of dallas covid-19 manager/supervisor toolkit · 2020-06-05 · to assist you in this effort,...

COVID-19 MANAGER/SUPERVISOR TOOLKIT CITY OF DALLAS HUMAN RESOURCES

Updated June 5, 2020 The intent of this document is to provide City employees with information, guidance and point-of-contact about the COVID-19 outbreak and workplace protocols. Residents are encouraged to visit https://dallascityhall.com/Pages/Corona-Virus.aspx for up-to-date facts on COVID-19, and to avoid misinformation.

The most up-to-date information for all City of Dallas Employees is located at https://dallascityhall.com/departments/humanresources/Pages/COVIDEMP.aspx

https://dallascityhall.com/Pages/Corona-Virus.aspx

https://dallascityhall.com/departments/humanresources/Pages/COVIDEMP.aspx

Updated 6/5/2020


City of Dallas COVID-19 Manager/Supervisor Toolkit

Table of Contents

MESSAGE TO MANAGERS/SUPERVISORS ............................................................................. 3

HR PROCEDURES .......................................................................................................................... 4

MEDICAL EXCEPTIONS/REASONABLE ACCOMMODATIONS ........................................ 4

BE SAFE AT WORK AND AT HOME ......................................................................................... 5 Employee Training/Department Specifics/Addressing Concerns ............................................... 5 Daily Employee Entry Check Point(s) ........................................................................................ 5 Exposure/Close Contact/Becoming Ill/COVID-19 Positive ....................................................... 6 Employees in Isolation/Quarantine .............................................................................................. 8 Returning to Work after Quarantine ............................................................................................ 9

FAQ’s ................................................................................................................................................. 9

APPENDIX A: WEBLINKS AND RESOURCES ......................................................................... 9

APPENDIX B: ONLINE & ADDITIONAL RESOURCES ....................................................... 11 NEOGOV Work from Home Best Practices ............................................................................. 11 Harvard Business School ........................................................................................................... 11 LinkedIn Learning ..................................................................................................................... 11

APPENDIX C: PRINTABLE SIGNAGE AND FLYERS .......................................................... 12

APPENDIX D: EMPLOYEE ENTRY CHECK POINT(S) ....................................................... 12

APPENDIX E: CONTACT TRACING ........................................................................................ 16


COVID-19 Manager/Supervisor Toolkit

Updated 5/27/2020


MESSAGE TO MANAGERS/SUPERVISORS As COVID-19 continues to spread globally and the world is grappling with the impact of the coronavirus, HR wants you to know that we are here to help you through these challenging times.

As many of your employees continue to work in essential roles across the city and others work from home, we need you as leaders to make sure you communicate and engage

with your employees regularly and frequently to provide up to date and accurate COVID-19 information, including the City of Dallas Return to Work Plan.

To assist you in this effort, the COVID-19 Manager/Supervisor Toolkit is designed to help you manage and engage your employees through these trying times. The toolkit includes resources, information, and guidance for leaders to assist employees in successfully understanding and navigating all the COVID-19 information. As leaders, we want to remind you to practice ethical principles in the treatment of your employees. During this time, you must commit to be the example and continue to demonstrate our core ethical principles which are the foundation of our Values of Service:

• Empathy in our treatment and understanding of others • Ethics in our decisions and actions • Excellence by providing exceptional services to residents • Equity in providing fair and impartial services to every resident so that outcomes improve

for all

This is an ever-evolving situation and there is plenty of uncertainty right now, but with your support, there is no doubt that we will see our way through this pandemic and continue to serve our community. We will continue to evaluate and update the resources needed to support the safety of our employees during this critical time. We thank you for your commitment and your support of our employees and the needs of our City.

We have a dedicated Human Resources Department microsite to provide you with ongoing information about COVID-19. On the microsite, you can also find a complete HR Contact List and a list of department HR Partners. Click here to access the page.

Dallas is a resilient city. When we work together, we can overcome anything – Together!




Updated 5/27/2020


HR PROCEDURES Human Resources has a dedicated website for procedures, including a list of frequently asked questions. Please visit the website or contact Human Resources for a copy. Navigate your web browser to http://bit.ly/covidcodemployees for the information listed below. COVID-19 Related

• City of Dallas COVID-19 – Procedures for City Employees • City Driver Guidance on Preventing the Spread of COVID-19 • Face Mask Differences and General Guidance • City Travel Ban and Cancellation of City Departmental Events Memo

Family First Coronavirus Response Act (FFCRA)

• FFCRA Employee Rights • FFCRA City of Dallas COVID-19 Emergency Paid Sick Leave • FFCRA Eligibility Chart and Contact Information • FFCRA Application for FMLA Leave • FFCRA Department of Labor Website

Additional Toolkits

• City of Dallas Employee Toolkit – May 26, 2020

Frequently Asked Questions • Combined into one document

• COVID-19 Workplace Practices • Family and Medical Leave Act (FMLA) • Families First Coronavirus Response Act (FFCRA)

• Emergency Paid Sick Leave (EPSL) • Expanded FMLA

• Benefit and General COVID-19

MEDICAL EXCEPTIONS/REASONABLE ACCOMMODATIONS

Employees seeking a workplace accommodation because the employee has a serious underlying health condition and must take extra precautions to avoid exposure to COVID-19 can contact HR at [email protected] to obtain a request form to submit to their department director, or call Laura Campos-Martinez at 214-671-6947, Option 7. Documentation from a physician will be required for all requests, which will be evaluated on a case-by-case basis. The employee should be given 10 calendar days to obtain documentation from their physician and should be temporarily accommodated while the requested documentation is pending. This link includes a list of conditions that the Centers for Disease Control considers high risk: www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/people-at-higher-risk.html.


http://bit.ly/covidcodemployees


mailto:[email protected]

http://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/people-at-higher-risk.html


Updated 5/27/2020


Employees who are 65 or older seeking a workplace accommodation due to high risk of complications from COVID-19 exposure should request an accommodation from their supervisor or HR at [email protected].

BE SAFE AT WORK AND AT HOME

Employee Training/Department Specifics/Addressing Concerns Employees have been provided with guidelines and tips to minimize their risk of exposure at work and at home. See Employee Toolkit on the Human Resources dedicated website for more details. Before leaving home, all employees are asked to consider if they have any symptoms of COVID-19. If they have a thermometer, they are encouraged to take their temperature before leaving home and to stay home and notify their Supervisor if they are sick. Supervisors and Managers needing additional ideas to minimize employee risk as the full workforce returns to the office, should review the COVID-19 Employee Health and Safety Orientation in Learning Zen. Login to Learning Zen online at http://cityuniversity.learningzen.com.

Employees with any concerns related to COVID-19 protocols or adherence to the established protocols, or even with an idea regarding enhancing protocols in the workplace, have been referred to their Supervisor or Manager. Supervisors and Managers are expected to address concerns/ideas quickly and escalate when needed to a Department Director. When appropriate, also notify an HR Partner or Elaine Chandler, Employee Relations Manager.

Daily Employee Entry Check Point(s)

All employees will enter City of Dallas buildings or work sites through designated entry points. Some employees, especially those in public facing roles, will be required to complete a daily health check, which includes a temperature check and CDC based screening questions. Every employee should be screened for any potential symptoms associated with coronavirus prior to entering. Supervisors may need to designate a staff member to screen employees on their way into the workplace.  Staff that will be screening will be provided training and should be provided with the appropriate PPE, as well as ensuring they have also met the screening criteria. Refer to Entry Check Point(s) in Appendix D of this Document.  If an employee presents with a temperature at or above 100.4° F, they should not be permitted to work. In this instance, the employee will need to inform their Supervisor, record time off as “sick leave” and immediately be sent home to contact CareATC at 800-993-8244 for further screening. [Note that the employee may be eligible for Emergency Paid Sick Leave (EPSL) under the Families First Corona Response Act (FFCRA). See below for additional information.] If after hours, leave a message and also email [email protected].




http://cityuniversity.learningzen.com/



Updated 5/27/2020


NOTE: CareATC has been contracted to assist with medical evaluation and monitoring of employees who may have had a close contact, have COVID-19 symptoms or are ill. This does not preclude an employee’s right to contact their own Primary Care Provider for evaluation. Upon notification, Supervisor should email [email protected] and include employee name and ID along with their phone contact information and department. If symptomatic, include the date the symptoms began and if temperature was checked, include the result. NOTE: In compliance with the ADA and HIPAA, all health information must remain confidential.

If the employee has been tested for COVID-19, or elected to contact their own Primary Care Provider, they are directed to email  [email protected]  to update and, if applicable, begin the process to request EPSL using the Emergency Paid Leave form.   Employees seeking a diagnosis of COVID-19, employees who tested positive for COVID-19, or employees who are advised by their medical provider to quarantine due to concerns related to COVID-19 may be eligible for EPSL and, when appropriate, should be advised that they may make a request for EPSL by emailing [email protected].

Exposure/Close Contact/Becoming Ill/COVID-19 Positive

Employees and Supervisors should refer to the Return to Work Guidelines for Employees below to determine next steps when an individual may have had an exposure, close contact, has become ill or tested COVID-19 positive. It’s important to note the difference between Exposure and Close Contact:

• Exposure - Being more than 6 feet (2 meters) from a COVID-19 case for a limited period (usually minimal or incidental, e.g. passing in the hall or brief conversation at a distance)

• Close Contact - defined as follows: being less than 6 feet (2 meters) of a person with COVID-19 for 10 minutes or more; or having significant exposure to shared spaces such as





Updated 5/27/2020


conference room, break room, kitchen or restroom, or if they coughed or sneezed on/around you.

1. If the employee has been in close contact with an infected person, or the employee has symptoms or is ill, the employee should leave the workplace and go to the best place to isolate themselves from others and contact their supervisor immediately. Employees should then contact CareATC at 800-993-8244 for a virtual screening to determine the health guidance and next steps. After hours, leave a message and, if medically necessary, contact other telemedicine options.



Updated 5/27/2020


Note: The City has contracted with CareATC to assist with medical evaluation and monitoring of employees who may have had a close contact, have COVID-19 symptoms or are ill. This does not preclude an employee’s right to contact their own Primary Care Provider for evaluation. 2. If at any time the employee is having trouble breathing, has blue lips, or feels very sick,

call 911. 3. Supervisor should email [email protected] and include employee name and ID

along with their phone contact information and department. If symptomatic, include the date the symptoms began and if temperature was checked; include the result.

a. If applicable, employee should contact  [email protected] to begin the process for requesting Family First Coronavirus Response Act (FFCRA) paid leave. See Eligibility Chart for Emergency Paid Sick Leave and Frequently Asked Questions on the Human Resources dedicated website for more details.

Employees in Isolation/Quarantine

Supervisors notified of an employee who has been directed to quarantine: 1. Supervisor will discuss with Manager and make determinations regarding added sanitation of

work area and deep cleaning.

NOTE: In compliance with the ADA and HIPAA, all health information must remain confidential.

2. Follow City of Dallas COVID-19 Communication, Risk and Compliance Protocol 3. Employees with questions regarding Exposure vs Close Contact should be referred to CareATC

at 800-993-8244. Note: When an employee tests positive, the vendor responsible for testing handles the contact tracing from a community standpoint. See Appendix E for a high-level explanation of the process. It may be helpful for Supervisors to better understand the process in addressing anxiety from other employees in the department.

CareATC will monitor employees from a medical standpoint during quarantine/isolation. Departments should be committed to bringing currently isolated members back to work safely and efficiently. To that end, employees shall return to work under the following conditions:

• CareATC will monitor employees in quarantine until they meet the criteria on the Return to

Work from Quarantine Checklist, which ensures: o No fever for at least three days without taking medication to reduce fever during that

time; AND  o Any respiratory symptoms (cough and shortness of breath) have improved; AND  o If tested positive, at least ten days have passed since symptoms began or date of positive

test if symptom date not known o If tested negative or not tested, 14 days have passed since quarantine started.

Once complete, CareATC will notify [email protected], and advise employee to notify their supervisor so that return to work plans can be finalized.







Updated 5/27/2020


Returning to Work after Quarantine

Employees ready to return to work should contact CareATC to review the Return to Work after Quarantine checklist. Once confirmed they medically meet the criteria listed above, CareATC will notify [email protected] and employee will notify their supervisor regarding return to work planning.

FAQ’s

Frequently Asked Questions are maintained in a separate document on the Human Resources dedicated website.

APPENDIX A: WEBLINKS AND RESOURCES

• Human Resources COVID-19 Website. Continuously updated with information and

resources for City of Dallas Employees.






Updated 5/27/2020


o https://dallascityhall.com/departments/humanresources/Pages/COVIDEMP.aspx • Dallas Area Rapid Transit COVID-19 Website. DART provides information about

transit closures in and around the metroplex. o https://www.dart.org/health/default.asp

• Centers for Disease Control and Prevention Website. Provides information from the CDC regarding what to do if you are sick and guidelines for how to prevent becoming sick.

o https://www.cdc.gov/coronavirus/2019-nCoV/index.html • White House, CDC, and FEMA National Command Center Website. The

federal government provides a collection of information regarding COVID-19. o https://www.coronavirus.gov/

• Dallas County Health and Human Resources Website. Information about COVID-19 at the County level.

o https://www.dallascounty.org/departments/dchhs/2019-novel-coronavirus.php • Texas Department of State Health Services (DSHS) Website. State level information

and response to COVID-19. o https://dshs.texas.gov/coronavirus/

• Cigna Employee Assistance Program o Cigna EAP consultants are available for all employees to help with your concerns,

assist you with problem-solving, and connect you with available resources. • Phone: Call Anytime, 1-877-622-4327 • Website: Login to www.mycigna.com and select “Employee Assistant

Program” Employee Health and Well-Being on Employee Website • Cigna Resource Center Website. Cigna Healthcare provides information about health

benefits and information for those enrolled in the Cigna Health Plan through the City of Dallas as well as resources and updates regarding COVID-19.

o https://www.cigna.com/coronavirus/ • Texas Council on Family Violence. Information and resources for safety during the

COVID-19 crisis. o https://tcfv.org/covid-19/

• National & County Resources & Guidance o For general information regarding COVID-19, see links to CDC (Centers for Disease Control)

and DCHHS (Dallas County Health and Human Services). • https://www.cdc.gov/coronavirus/2019-ncov/index.html • https://www.dallascounty.org/departments/dchhs/2019-novel-coronavirus.php



https://www.dart.org/health/default.asp

https://www.cdc.gov/coronavirus/2019-nCoV/index.html

https://www.coronavirus.gov/

https://www.dallascounty.org/departments/dchhs/2019-novel-coronavirus.php

https://dshs.texas.gov/coronavirus/

http://www.mycigna.com/

https://www.cigna.com/coronavirus/

https://tcfv.org/covid-19/

https://www.cdc.gov/coronavirus/2019-ncov/index.html

https://www.dallascounty.org/departments/dchhs/2019-novel-coronavirus.php


Updated 5/27/2020


APPENDIX B: ONLINE & ADDITIONAL RESOURCES NEOGOV Work from Home Best Practices

https://dallascityhall.com/departments/humanresources/Documents/Neogov%20Working %20From%20Home%20Tips.pdf

The COVID-19 pandemic presents its own unique set of challenges for public sector employees. Between keeping your employees safe, providing them with up-to-date information, and providing the resources they need to work remotely, it can seem overwhelming. This guide is designed to relieve some of that burden by sharing the top tips for transitioning from working in an office to working from home.

Harvard Business School https://www.harvardbusiness.org/resources-effectively-lead-amid-covid-19/

Harvard Business School has developed a resource page for leaders to help you and your teams navigate and manage these challenging and uncertain times. This resource contains helpful information on the following critical topics:

• Leading Through a Global Epidemic • How to Communicate in a Crisis • When Remote Work is the Only Option

LinkedIn Learning https://dallascityhall.com/departments/humanresources/Documents/LinkedIn%20Learnin g%20Resources.pdf

LinkedIn has provided “Work from Home” learning resources to help us navigate and manage these challenging and uncertain times. Topics include:

• Working Remotely • Leading at a Distance • Managing Virtual Teams • Leading Virtual Meetings • Time Management: Working from Home • Productivity Tips: Finding Your Productive Mindset • Developing Resourcefulness • Microsoft Teams Tips and Tricks • Learning Skype • Learning WebEx


https://dallascityhall.com/departments/humanresources/Documents/Neogov%20Working%20From%20Home%20Tips.pdf

https://dallascityhall.com/departments/humanresources/Documents/Neogov%20Working%20From%20Home%20Tips.pdf

https://www.harvardbusiness.org/resources-effectively-lead-amid-covid-19/

https://dallascityhall.com/departments/humanresources/Documents/LinkedIn%20Learning%20Resources.pdf

https://dallascityhall.com/departments/humanresources/Documents/LinkedIn%20Learning%20Resources.pdf

https://www.linkedin.com/learning/working-remotely-2

https://www.linkedin.com/learning/leading-at-a-distance

https://www.linkedin.com/learning/managing-virtual-teams-4/managing-people-at-a-distance

https://www.linkedin.com/learning/leading-virtual-meetings/welcome-to-better-virtual-meetings

https://www.linkedin.com/learning/time-management-working-from-home

https://www.linkedin.com/learning/productivity-tips-finding-your-productive-mindset

https://www.linkedin.com/learning/developing-resourcefulness

https://www.linkedin.com/learning/microsoft-teams-tips-and-tricks

https://www.linkedin.com/learning/learning-skype-2

https://www.linkedin.com/learning/learning-webex


Updated 5/27/2020


APPENDIX C: PRINTABLE SIGNAGE AND FLYERS Printable Signage is available online at the City of Dallas Human Resources COVID-19 microsite. If you are in need of printable flyers and do not have access to print them, please reach out to your Human Resources Partner. Scroll to the end of the page and click on “Printable Signs and Flyers”. Website: http://bit.ly/covidcodemployees

APPENDIX D: EMPLOYEE ENTRY CHECK POINT(S) PROCEDURE:

All procedures outlined below are required, without exception for all individuals arriving at a COD facility:

1. First and foremost, ANYONE experiencing COVID-19 related symptoms (i.e. fever, sustained cough, shortness of breath), has been exposed to someone that is exhibiting symptoms, or has tested positive, SHOULD NOT attempt to enter any COD facility.

2. Entry to COD facilities will be through designated, clearly marked entrance(s). Other entrances must be secured to prevent their use.

3. Each entrance will have a staging area, where individuals will be required to wait patiently, a minimum of 6 feet apart, until prompted to proceed to the next stage of the screening process.

4. In the event that large groups of individuals arrive at the same time, they will be required to wait either outside the facility, in an organized manner, a minimum of 6 feet apart, or in their transport vehicles, until instructed to enter the facility.





Updated 5/27/2020


5. All screeners should be provided with the necessary Personal Protective Equipment (PPE), including surgical mask and gloves. Screeners will successfully complete questions and temperature check prior to screening others.

6. The screening process will consist of questions related to COVID-19 symptoms and testing, and a temperature check. This screening will be sufficiently private that responses to questions cannot be overheard by others.

7. Individuals pass the screening if they answer “No” to all questions and do not have a fever at or above 100.4ο. NOTE: External factors such as outside air temperature, hats, smoking, or drinking hot/cold beverages can influence the accuracy of the temperature reading. Avoid these during the 5 minutes prior to the screening. NOTE: A fever temperature is defined as at or above 100.4 degrees Fahrenheit (actual). If the temperature is at or above that threshold, recheck after 5 minutes of rest. If the second reading is below the threshold, the individual will be considered fever-free.

8. Individuals who do not pass the screening cannot enter the facility. If someone needs an immediate medical assessment or appears unstable, call 911. Otherwise, in the case of an employee who does not pass:

• The employee will be sent home and directed to 1. Notify their Supervisor 2. Contact CareATC at 800-993-8244 for health assessment and 3. Email HR at [email protected].

• If the employee is tested and is positive, they will 1. Notify Supervisor, 2. Contact CareATC and 3. Email [email protected], where they can determine if the employee qualifies for the Families First Coronavirus Response Act (FFCRA).

In the case of a non-employee who does not pass: • It will be suggested that they go home and contact their healthcare professional. • If it is a contractor, they will also notify their COD contact.

NOTE: In compliance with the ADA and HIPAA, all health information must remain confidential. NOTE: CareATC has been contracted to assist with medical evaluation and monitoring of employees who may have had a close contact, have COVID-19 symptoms or are ill. This does not preclude an employee’s right to contact their own Primary Care Provider for evaluation.

9. Any employee who has been sent home due to close contact or to the results of the screening will be monitored by CareATC until they meet the return to work criteria. CareATC will notify [email protected] when the employee has met the return to work criteria and employee will notify their Supervisor.




Updated 5/27/2020


Key points of this procedure as it pertains to employees are summarized here:

Screening Questionnaire:

Upon arrival, employees or visitors will enter through a designated entrance and will be asked the following set of questions, or they may attest on their own if self-check station:

Is employee experiencing symptoms or has been

exposed since last at work?

If no, employee reports to

workplace and gets screened (4

questions and temperature check).

Passes screening? Employee begins work, using safe

workplace practices.

Did not pass screening? Employee goes home and self-

isolates, and follows algorithm(s).

If yes, employees stays home, self-isolates, notifies

supervisor, and follows algorithm(s).

In the past 14 days, have you traveled to or from any county, region, state or area with active COVID-19?

In the past 14 days, have you been notified or aware of any exposure to a suspected or confirmed case of COVID-19?

In the past 14 days, have you been in close contact with someone suggested or confirmed to have the coronavirus? Close contact is 6 feet for more than 10 minutes.

In the past 14 days, have you experienced any of the following: fever (at or above 100.4°F), chills, body aches, cough, runny nose, sore throat, shortness of breath, difficulty breathing, loss of taste

and/or smell, and/or diarrhea?



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Use the alcohol swab and wipe thermometer before

use.

Hold the thermometer a few inches from forehead

and press scan.

Read temperature:* If temperature over 100.4°F, exit the building, quarantine, call CareATC for health assessment and notify supervisor.

* If temperature less than 100.4°F, cleared for entry.

Wipe the thermometer down with an alcohol or

sanitary wipe and dispose of in the waste basket.

If you have any health related questions, call CareATC at 800-993-8244, or email [email protected] for HR.

Temperature Screening Process: Each station will either be equipped with a kiosk station or a touchless thermometer and will follow the processes below for each: Screening using the WelloStationX Kiosk (Align. Read. Identify.):

Note: WelloStationX may also have a touchless thermometer available as a back-up or re-check.

Screening using touchless thermometers:

To initiate a temperature reading, first remove hats and

eyeglasses.

Align your eyes within the circles located on screen. It is important to hold still during the scan to avoid interference of the temperature reading.

At the completion of the scan, the on-screen indicator will

alert the user that it is safe to step back. The temperature

reading will be displayed on the screen.

If the temperature reading is above the threshold, a red box will appear. A time and date

stamped photograph are emailed confidentially to the

Supervisor.

If individual passes screening, prints out an “I’m wello”

sticker they can wear during the workday, making their ”wello”

status clear.



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APPENDIX E: CONTACT TRACING The core principles of Contact Tracing as described by the CDC include the following:

• Contact tracing is part of the process of supporting patients with suspected or confirmed infection.

• In contact tracing, public health staff work with a patient to help them recall everyone with whom they have had close contact during the timeframe while they may have been infectious.

• Public health staff then warn these exposed individuals (contacts) of their potential exposure as rapidly and sensitively as possible.

• To protect patient privacy, contacts are only informed that they may have been exposed to a patient with the infection. They are not told the identity of the patient who may have exposed them.

• Contacts are provided with education, information, and support to understand their risk, what they should do to separate themselves from others who are not exposed, monitor themselves for illness, and the possibility that they could spread the infection to others even if they themselves do not feel ill.

• Contacts are encouraged to stay home and maintain social distance from others (at least 6 feet) until 14 days after their last exposure, in case they also become ill. They should monitor themselves by checking their temperature twice daily and watching for cough or shortness of breath. To the extent possible, public health staff should check in with contacts to make sure they are self-monitoring and have not developed symptoms. Contacts who develop symptoms should promptly isolate themselves and notify public health staff. They should be promptly evaluated for infection and for the need for medical care.

https://www.cdc.gov/coronavirus/2019-ncov/php/principles-contact-tracing.html


https://www.cdc.gov/coronavirus/2019-ncov/php/public-health-recommendations.html

https://www.cdc.gov/coronavirus/2019-ncov/php/principles-contact-tracing.html