MOVING FORWARDMANAGER PLAYBOOKCovid-19 & Employee Campus Re-entry Informational ToolHuman Resources DepartmentFall 2020


1 OVERVIEWThere is no question that COVID-19 has impacted every aspect of how we work andlive our everyday life. The impact to NKU has created many challenges but alsoopportunities to reimagine how to best serve faculty, staff, students, and ourcommunity. The transition from on-campus to remote schooling and work was swiftand instilled, in many of our students and employees, a mix of emotions due to thedisconnectedness of not being on campus to a sense of uncertainty as this is aunique time in our history of social distancing. But Norse Nation is strong and hascome together to meet the challenges experienced and develop solutions to ensureNKU is.1.1. About NKU moving Forward planThe Centers for Disease Control & Prevention (CDC) and other governmentalhealth agencies have provided guidelines for how business, educational entities,and other organizations ought to manage the work environment in response tothe COVID-19 pandemic. Our top priority is the health, safety and security of ourfaculty, staff, students, and the community. NKU Moving Forward is a flexible planthat can incorporate new health guidelines and allow us to adjust our responsebased on the COVID-19 situation.1.2. Purpose of PlaybookHow you manage your team has never been more important than in today’senvironment. As a supervisor, manager, or leader, you will play a critical role inhow we successfully transition to an open campus. The ask is that you not onlymodel the way for how your direct reports are to show up on campus but to alsobe available, flexible, and empathetic as we continue to adjust and develop dailyrhythms in how we are to function in this new environment.The purpose of this playbook is to provide you with the tools and resourcesnecessary to assist with the phased approach of returning to work on campus.2

2 PHASED APPROACH TO REOPEN CAMPUSNKU’s campus is opening with a blended, flexible environment that includes some inperson interaction with modifications to minimize risk. All departments will determineminimum staffing levels in order to serve faculty, staff, and students on campus.Some offices may offer extended hours to serve post-traditional students. Employeesnot required to be on-campus per their job responsibilities will continue to workremotely.2.1. NKU Hybrid Phased ApproachPhase 1(Jun 15 – Jul 3)Phase 2(Jul 6 – Aug 14)Phase 3(Aug 17 – Dec 20) Those needed tomaintain currentcampus operationsand to prepare for anincrease in operationsmay be on campus.Others workingremotely. Selectstudent workers oncampus or workingremotely. Prior to August 3,remote work willcontinue. Only thoseemployees needed tomaintain currentcampus operationsand to prepare for anincrease in operationswill be working oncampus. StartingAugust 3, 2020,those departmentsthat have beenworking remotely willdetermine minimumstaffing levelsnecessary to havetheir on-campuslocations open toserve on campus.Select studentworkers on campus orworking remotely.Faculty report towork on August 10and participate inconvocations,meetings, and NorseEducators Summit ina mostly remotefashion. Those necessary foron-campus operationsand student supportwill be on campus.Student workers oncampus as needed.For a more detailed version of the phased approach of other campus elements(i.e. students, academics, research and creative activities, athletics,3

events/student activities, and visitors), please go to the Moving Forward –Timeline page for COVID-19.2.2. Operational ConsiderationsIn light of the phased approach listed in 2.1, managers will need to considerdevising a plan for how best to service their customers (e.g. students, families,NKU faculty and staff, etc.) in bringing employees back to work on campus aswell as maintaining a healthy work environment.In order to help departments to prepare for a phased reopening and to bestprotect all those on NKU campuses, department leaders/directors/managersmust complete the Qualtrics Moving Forward Departmental Plan as soon aspossible or before August 13th.Below is a listing of questions to consider in devising your departmental plan.Refer to the next section of this document for additional preventive measures toconsider as part of your plan. What work or activities need to be done on-site or at another locationaway from your home? Why? What location(s), on-site or away from your home, (e.g. buildings, rooms,etc.) is/are required for you to conduct your work or activities? Why do you believe your return to the workplace may be executed incompliance with the University’s return plan and other Universityguidance? What precautions will you take to ensure your health and safety and thehealth and safety of others in your workspace (methods and means forsocial distancing, PPE, etc. in alignment with the university plan)? Are there others who will need to return with you on-site vs. workingremote to allow you to conduct your work or activities? If yes, who andwhy? Do you have any relevant documentation towards your plan for returningon-site or another location away from your home?If you have any questions or need additional guidance, please [email protected] [email protected]: NORSE NINE PREVENTATIVE MEASURESThe importance of preventative measures cannot be stressed enough. The way inwhich to minimize or prevent COVID-19 from spreading is by practicing thetechniques as suggested by the CDC and other governmental health agencies.4

Therefore, much has gone into the careful planning by NKU's COVID-19Preparedness Team regarding the preventative measures we must take to ensure ahealthy work environment, whether at home or on campus. One of the outcomes ofthis careful planning included an initiative called [email protected] One focus of thisinitiative was the development NKU’s operating principles called Norse Nine (asillustrated below), which is an easy-to-remember list of guidelines to help keepeveryone on campus healthier.NORSE NINE1. Continue Virtual Operations When PossiblePlease utilize Zoom or Teams meetings, remote instruction, or work-fromhome as much as possible. If you do not need to be on campus, please stayhome.2. Always Wear Your Face CoveringsFacial coverings are required. The university will provide facial coveringsfor faculty, staff, and enrolled students (NKU ID required). For moreinformation on facial coverings, see the Facial Coverings FAQs.3. Wash Your Hands FrequentlyWash your hands often with soap and water for at least 20 seconds,especially after you have been in a public place, or after blowing your nose,coughing, or sneezing. Avoid touching your eyes, nose, and mouth withunwashed hands. If soap and water are not available, use a hand sanitizerthat contains at least 60% alcohol.4. Clean and SanitizeAll faculty and staff will be required to clean and sanitize their workspaces.This includes tables, doorknobs, light switches, countertops, handles, desks,phones, and keyboards. Classrooms will be cleaned on an enhancedschedule.5. Stay at Least 6 Feet ApartIndividuals should maintain at least 6 feet of separation from others, whetherinside, outside, or masked. Campus space has been reconfigured to maintainappropriate social distancing.5

NORSE NINE6. Know the SymptomsCOVID-19 symptoms include cough, shortness of breath or difficultybreathing, fever, chills, muscle pain, sore throat, a new loss of taste or smell,nausea, vomiting, diarrhea, headache, and sinus congestion. Faculty and staffshowing COVID-19 symptoms should leave work immediately and seekmedical evaluation by a health professional. Students showing COVID-19 symptoms shouldimmediately isolate from others and also seek medical evaluation.7. Monitor Your HealthAll members of the university community must self-screen symptoms eachtime they come on campus using the [email protected] app within myNKU.Students living in on-campus housing will also self-screen daily. Always callahead before seeking in-person medical help. Faculty, staff, and studentsdiagnosed with probable or confirmed COVID-19 will be contacted by the Northern KentuckyHealth Department and given additional guidance and instructions.8. Get Additional Information or AssistanceFor questions or concerns about COVID-19 and safe practices, [email protected] Other sources of assistance include:1FUEL NKU2Student Emergency Fund3Employee Benevolent Association4NKU Police5Employee Assistance Program (EAP)6Health, Counseling, and Student Wellness9. Norse Protects NorseNKU is a community, so we need to take care of one another. Pleasedemonstrate kindness and respect in all that we do.With these guidelines in place, your help is essential to the implementation andmonitoring of these preventative measures. This section describes your role inmanaging your team’s completion of COVID-19 training and adherence to theguidelines.6

3.1. Covid-19 TrainingOn June 16, initial insight into the expectation for returning to campus wasissued as suggested training. This initial training served to provide those whowere already on campus and to be on campus prior to July 6. This training wasa quick introduction and reference to the Norse Nine and related information towork on campus.A more thorough training of NKU’s expectations and resources will be issuedon July 6. This training is mandatory for all faculty and staff members. Acommunication will be issued with a link to the training, which will be availablein SafeColleges and listed as part of your assignments.As a supervisor or manager of people, you will be responsible for: Emphasizing the importance of completing the training to your directreports, which is to protect each other from the virus while on campus.Ensuring that everyone on your team completes the mandatory trainingprior to coming to the office or no later than August 31 (whichevertakes place first).Replying to any follow-up emails from Human Resources regardingany gaps in the completion of the training by your team.100% compliance is the expectation for this training to ensure that NKU iscompliant with state regulations and all faculty and staff are aware of NKU’sexpectations for working on campus in this time of change.If you have any questions regarding the training, please contact HumanResources ([email protected]).3.2. Self-Screening & ReportingBefore coming into the office, all faculty and staff are to self-screen fortemperature and symptoms and then report to NKU to ascertain if appropriate tocome onto campus or must stay home. Norse Nine #7 reads as follows:All members of the university community must self-screensymptoms each time they come on campus using [email protected] app within myNKU. Students living in on-campushousing will also self-screen daily. Always call ahead beforeseeking in-person medical help. Faculty, staff, and students diagnosed withprobable or confirmed COVID-19 will be contacted by the Northern KentuckyHealth Department and given additional guidance and instructions.Our IT Department created an app that all faculty, staff, and students are to useprior to coming into the office or on campus called [email protected], which isavailable via myNKU Employee Self-Service portal. For ease of accessibility, the7

app is available for both standard platforms and mobile devices. Within the app,there are four questions that individuals must respond, which include:[email protected] Self-Screening Questions: Have you had any of the CDC-recognized COVID-19 symptoms (listedbelow) in the past 3 days? Is there anyone in your household who is showing COVID-19 symptoms orwho has been diagnosed with COVID-19? Have you been in close contact with anyone experiencing signs orsymptoms of fever, persistent cough or shortness of breath consistent withCOVID-19 who has not been tested or is still awaiting testing results? Have you had a temperature above 100.4 F or 38 C in the past 24 hours?If your employee answers yes to any of these questions, the employee will: be prompted to stay home and not come to campus contact their supervisor contact their healthcare provider for further instruction and possible testingAs a s