Employees

Thank you for all that each of you has done to sustain the mission of the college through this unprecedented moment in history. The year ahead will no doubt be deeply challenging but we are confident in our people and our ability to navigate this time, and lead our students through it successfully. We will continue to take the public health measures in place since March 2020, and we will introduce new measures. Details about both existing and new measures are provided below.

All employees are expected to review and comply with all information contained under Health and Safety Expectations for All Community Members and to follow Oregon Health Authority and Centers for Disease Control and Prevention’s guidance on COVID-19 at all times.

Employee Testing (revised 1/14/21)

Employees (including staff from contracted vendors such as A&A, our custodial services provider, and Bon Appetit, our food services provider) who are expected to work on campus between January 15 and February 2, have been contacted via email about mandatory COVID-19 testing on either Friday, January 15, or Tuesday, January 19. Please see this FAQ for further information.

Telecommuting

In order to de-densify College workplaces and reduce the number of persons on campus, the College will promote telecommuting for employees in situations where telecommuting is a viable option for both the employee and their department. Telecommuting can be done on a full basis, partial basis (e.g., certain days of the week, certain hours of the day), or on an episodic basis. Revised work hours, staggered shifts, etc. are also tools available to units in order to reduce density and enhance social distancing.

Requests for Alternative Work Arrangements

Employees seeking alternative work arrangements or accommodations related to COVID-19 should review the Policy Regarding COVID-19-Related Alternative Work Arrangements.

Self-Screening (revised 11/19/20)

All members of the LC Community are responsible for a daily self-check for COVID-19 symptoms before coming to a campus. Individuals are to stay at their residence if they have COVID-19 symptoms. COVID-19 symptoms are as follows:

  • Primary symptoms of concern: cough, fever or chills, shortness of breath, or difficulty breathing
  • Note that muscle pain, headache, sore throat, new loss of taste or smell, diarrhea, nausea, vomiting, nasal congestion, and runny nose are also symptoms often associated with COVID-19, but are non-specific. More information about COVID-19 symptoms is available from CDC here.
  • Emergency signs and symptoms that require immediate medical attention:
    • Trouble breathing
    • Persistent pain or pressure in the chest
    • New confusion or inability to awaken
    • Bluish lips or face
    • Other severe symptoms
  • Those who have a chronic or baseline cough that has worsened or is not well-controlled with medication should stay at their place of residence.

More information about COVID-19 symptoms can be found on the CDC webpage.

In order to assist you with self-screening, all employees are asked to use the #CampusClear app. Your participation in #CampusClear will provide the College with actionable information to manage emergent risks on campus. By using the app, you will have a journal of your daily survey answers and the College will have useful data for monitoring trends. After answering the daily survey question, the app will tell you whether or not you are cleared to come to campus. We ask all employees to use the app on days you are on campus (although it can also be used on days that you are telecommuting). The app is available for Apple or Android devices or can be used on the web. Click here for detailed information about how to download and use the app.

Employees with the symptoms identified above are expected to stay at their residence and may not come to campus. Employees should notify their supervisor and/or HR, should seek medical advice from their regular health care provider or public health authority, and are expected to comply with the COVID-19 Monitoring, Isolation and Quarantine Plan for Lewis & Clark Employees, Academic Year 2020-21.

The Oregon Health Authority has launched a website to help Oregonians find COVID testing locations in the state. The website has an English language version, and a Spanish-language version.

Positive Case Notification Protocol (updated 11/17/20)

In the event of a confirmed case of COVID-19 in our community, Wellness Services staff will be working to identify “close contacts,” who are generally only those who have been within six feet of the infected person for 15 minutes or more. Wellness staff will work with County Health Department personnel to notify anyone who is deemed at risk because of exposure as a “close contact,” whether the site of that contact was in a residence hall, a classroom, office, or elsewhere. Close contacts will be notified as soon as possible after the College becomes aware of the situation.

In addition to direct notification of close contacts, the College will notify employees and students on a particular campus (College of Arts and Sciences, Graduate School and/or Law School) by email within 24 hours of becoming aware that a person with COVID-19 was on the campus when likely to have been contagious. This email notification will include a link to the COVID-19 Confirmed Cases Status Report for more detailed information.

Lewis & Clark follows Oregon and federal privacy laws, including the Family Education Rights and Privacy Act (FERPA).

Face Coverings (revised 10/27/20)

Consistent with executive orders from Oregon Governor Kate Brown JD ’85, face coverings are required whenever indoors (other than in private areas of your residence hall or when alone in your own single-occupancy office) and in all areas—indoors or outdoors—where social distancing is difficult to maintain. Face coverings are required in classrooms, meeting rooms and the dining hall. Face coverings can be removed while eating or drinking. Cloth face masks are the preferred type of face covering. However, face shields can be used either (a) as a supplement to a face mask; or (b) when a face mask cannot be worn for equity or accessibility reasons. Use of a face shield alone should only be done on a very limited basis. Wearing a face shield alone without a mask or face covering increases the potential for transmission of viruses to those in the same room as the individual without the mask or face covering. It is recommended that wearing a face shield alone be limited to situations when wearing a mask or face covering is not feasible, such as: (a) when a person has a medical condition that prevents them from wearing a mask or face covering; (b) when people need to see mouth and tongue motions in order to communicate (e.g., for communicating with children in certain developmental stages or people with hearing impairments); or (c) when an individual is speaking to an audience for a short period of time and clear communication is otherwise not possible.

Any student seeking an accommodation related to this requirement due to a disability must contact Student Support Services. Any employee seeking such an accommodation must contact Human Resources.

The College will provide two reusable cloth face masks to all students, staff and faculty. Please review this short video from the World Health Organization about the proper use of cloth face masks.

Social Distancing in the Workplace

Work stations must provide at least 35 square feet per person and six feet of distance between workers.

Modifications to Work Stations

Work stations will be modified as necessary. Departments should consider reconfiguration of office layout to accommodate non-contact work flow. Transparent plexiglass barriers are appropriate in high-traffic areas where social distancing is difficult to maintain and visual contact is required (i.e. reception areas, cashier desks, circulation desks, department admins). In other cases, non-visual barriers between work stations may be an appropriate protective measure. Facilities will work with departments to make necessary workplace alterations.

Shared Work Spaces and Equipment

Cleaning of shared work spaces, common areas (such as breakrooms) and high-touch equipment (such as copy machines) will be a shared responsibility. It will be necessary for each user to clean the area and/or equipment with supplied cleaning materials with each use.

Delivery of Face Masks and Cleaning Supplies

Facilities will deliver cloth face masks and cleaning supplies to all work areas prior to employees returning to campus. If you do not have necessary face masks or cleaning supplies, or if you run out of cleaning supplies, in your work area, please submit a request to Facilities through a Facilities Work Order.

Employees Who Become Ill at Work

Employees who appear to have symptoms upon arrival at work or who become sick during the day should immediately be separated from other individuals and sent home. An employee who cannot immediately leave will be isolated until appropriate transportation arrangements can be made. The employee’s supervisor is to immediately notify HR, and HR will follow-up with the employee.

Employee Vaccinations

The college has engaged Kaiser to come to campus in October to offer flu shot clinics for employees. Employees are highly encouraged to be vaccinated against the seasonal flu.

Research Labs

Principal Investigators are responsible for making sure their research laboratories and facilities comply with applicable regulations; state, local public health, OHA, and HECC guidelines; and institution-wide expectations for the Lewis & Clark community as indicated on these webpages. Prior to reopening an on campus laboratory for research activities or resuming fieldwork, each PI is required to submit a Research Reopening Application to their department chair for consideration. The department chair will make a recommendation to the SPARC Office, which will issue approval; the Dean’s Office will be consulted as necessary. In addition, students who will participate in research in each lab need to complete and sign a Return to Laboratory Research Agreement, which PIs will collect and keep on file. Research involving Human Subjects requires additional review and approval by the IRB. All activities should ensure appropriate physical distancing and limit the total person density on campus as much as possible. Non-essential travel is not allowed, and any permitted activities must be able to quickly transition to an earlier stage if required.

Public Access to Campus

Per the Governor’s Executive Order, campus spaces and buildings will be closed to the general public until applicable state restrictions are lifted. Libraries and recreation facilities that are ordinarily available to the public will be limited to members of the Lewis & Clark community only. Please review our Interim Policy Regarding Campus Visitors Policy During COVID-19 Pandemic for more detail. 

Events

In-person events and gatherings are limited to “mission-critical events” that are approved by the relevant dean or vice president and that can be conducted in a safe manner that complies with all applicable public health requirements. Events must be planned with care to limit potential exposure and spread of COVID-19. Event attendance is limited to those invited to participate in official College business and is not to be open to the general public. For more information, please see our Interim Policy Regarding Events During COVID-19 Pandemic.

Employee Travel

Non-essential College-sponsored travel is not permitted. “Essential travel” is work that cannot be adequately accomplished through remote methods, cannot be postponed, and which is essential to the performance of an employee’s job and/or the mission of the College. Deans/VPs will be required to approve any essential travel in advance, and such travel is expected to be minimal.

International Travel by Employees

Lewis & Clark requires that employees complete a 14-day period of self-isolation following international or cruise ship (including river cruise) travel prior to returning to campus and to follow CDC recommendations for the period of self-isolation. Employees must demonstrate compliance with this requirement to Kris Codron in Human Resources before returning to campus. Individuals who test positive for COVID-19 are expected to follow college policy for subsequent isolation.

Conference and Meeting Rooms

Most meetings will be conducted remotely and those conducted in person should include a remote option. Reduced occupancy limits will be established by Facilities for conference and meeting rooms, providing at least six feet of distance between persons. Maximum occupancy will be posted on entry doors for clarity.

Parking

Parking rates and rules will remain in effect. Employees who decide to not purchase a full-semester parking permit because they are coming to campus less frequently can choose a different parking option (such as daily passes, or 2 day per week passes).