Employees & COVID-19

Keep Working workshops

The Keep Working Team will repeat some staff workshops from earlier this quarter. See times and dates of upcoming workshops and see materials from past workshops on the Keep Working training site.

Altered Operations

During the current period of altered operations, your supervisor will be directing you to work on campus, work remotely, or go on paid administrative leave assignment. Your work may include a combination of these options, and it may change over time based on business needs.

See specific information for:

Leave accrual changes

Normal leave balance limits have been removed through June 30, 2020.

  • Compensatory hours maximum balance, normally no more than 160 hours, will not be limited through June 30, 2020.
  • Vacation leave maximum accrual balance, normally more than 240 hours, will not be limited through June 30, 2020.

Expanded sick leave and FMLA leave

We have expanded the appropriate reasons for already accrued sick leave use to include the following:

  1. An employee tests positive for COVID-19
  2. An employee has symptoms of COVID-19 and is seeking a medical diagnosis
  3. An employee has been advised by a health care provide or public health official to self-quarantine
  4. An employee cannot work because their child’s school is closed and/or their child care provider is unavailable due to COVID-19
  5. Employee is in a category of increased risk of severe illness and death as listed in CDC guidelines.

Additional rights are available to you under federal law: Paid Sick Leave and Expanded Family and Medical Leave under the Families First Coronavirus Response Act (PDF).

Download a leave verification form (PDF) or review additional information about expanded leave options.

High-risk employees

On Monday, April 13, 2020, Governor Jay Inslee issued Proclamation 20-46 (PDF), an amendment to Proclamation 20-05. This concerns high-risk employees, as defined by the Centers for Disease Control and Prevention (CDC). The proclamation requires all employers, public or private, to provide accommodations that protect high-risk employees from risk of exposure to the COVID-19 disease while on the job.

If you are at high-risk as defined by the CDC and would like to request an accommodation under the Proclamation, please complete the High-Risk Employee Verification Request form (PDF) and send it to Human Resource Services by email at hrmedical@evergreen.edu or by fax to (360) 867-6823.

Learn more about accommodations for employees in high-risk groups.

Scheduling Remote Events and Class Schedules

You can now use Schedule Evergreen to manage your remote/online events and offerings!

  • Choose activity type “remote/online” when creating events or class schedules, and it will publish to campus calendars and class schedules.
  • For events, please note in the description how the community will participate remotely.
  • To change or edit to schedule events that already had confirmed space, please email Susan Keefe.

The Stay Home — Stay Healthy order

During the Stay Home – Stay Healthy order

  • Employees should work remotely unless they have been approved by their supervisor or dean to work on campus for essential operations.
  • Employees in high-risk health categories should refrain from working on campus if at all possible.

More information is available for employees working on campus.

Collecting essential items from campus

Employees are permitted to return to campus temporarily to collect the following items:

  • Critical medical supplies
  • Living animal (e.g. fish)
  • Personal identification
  • College-owned equipment and supplies for the purpose of approved teleworking
  • Items that may become a pest risk and need to be thrown out

Please ensure your trip is truly necessary. Employees should notify their supervisors if they return for this purpose, and should follow the Guidelines for working safely on campus.

If items are in a locked building or facility and individuals need help retrieving them, they should contact the area managers responsible for that location and ask about the process they have developed for safe distribution of such items in their area.

After Stay Home, Stay Healthy order is lifted

  • Employees in high-risk health categories should refrain from working on campus if at all possible.
  • Employees are advised to wear a cloth face covering when interacting with others, especially when physical distancing is difficult to maintain.
  • When there is work that is essential to the operation of the college, groups (ideally no more than ten people) may meet in larger classrooms and spaces, provided a physical distance of at least 6 feet can be maintained.
  • If conditions allow and a physical distance of 6 feet can be maintained, groups larger than ten people may meet outdoors or in larger lobby spaces.
  • During Spring Quarter, there will be no in-person instruction in classrooms, labs, and studio spaces, even after the Stay at Home --Stay Healthy order is lifted, unless the Provost or designee has approved exceptions, as public health conditions permit. Exceptions would need to meet the above criteria for group meetings.

Payroll Processing

Parking permit and CRC payroll deductions will be put on hold starting April 10 until further notice.

The Payroll & Benefits Office will be processing payroll remotely during the campus closure this Spring. We are checking voicemail several times each day, and can be reached by email.

Paper pay checks are being mailed from the Cashiers’ Office. Please keep your mailing address up to date though my.evergreen.edu, or by emailing payrollDL@evergreen.edu

Please continue to log and certify time cards on or before the 1st & 15th of each month.  We will be communicating with time sheet approvers through Evergreen email to ensure all completed timecards are certified by payroll cut-off dates.

You can submit payroll deduction changes through our after-hours drop-box on campus or by email any time. Remember to keep your identity secure by not emailing social security numbers.

Professional and instructional travel

The U.S. State Department has issued a Level 3 advisory against international travel. In view of this, all study abroad travel through ILC’s, SOS programs, general programs, or Graduate Level Study submitted for Spring Quarter is now canceled.

All college-related travel is canceled until further notice.

We are also advising against making plans for professional travel for the duration of spring quarter, due to the risk that those plans will need to be canceled if public health conditions do not improve in a timely way.

We will be able to provide reimbursement for registration expenses, and any charges for trip cancellation (most airlines are waiving these). If you purchased your own plane tickets, we will not be able to refund the cost of flights, since the credits for future flights accrue to the passenger, not the college.

Instruction and other faculty information

For now please check the Academic Continuity website.

Dealing with stress

We realize this is a stressful time. Please make use of the resources available to you, either through your health care provider or the Washington State Employee Assistance Program (EAP).

The state EAP has also put together a help sheet on coping with disease outbreak (PDF).