Smart Restart Information for Supervisors

Employees who are working on-site are required to follow the workplace safety procedures outlined in the COVID-19 Workplace Safety Policy and the UW–Madison Reopening Public Health Protocols, in addition to any procedures or expectations from their college, school, or division leadership as they return to the workplace. Some employees may need to follow additional or more specific workplace safety procedures based on their duties, the work environment, and/or workplace needs.

In situations where UW−Madison employees are working in facilities owned or controlled by another entity, these policies continue to apply to UW–Madison employees. UW−Madison employees working in facilities controlled by other non-UW entities may be subject to additional workplace expectations. In the event that there is conflict between these policies and the expectations of another employer or facility, the employee should consult with their UW−Madison supervisor or human resources representative immediately.

Employees should review and become familiar with the COVID-19 Workplace Safety Policy. They are expected to:

• Stay home or leave the workplace immediately if they have symptoms commonly associated with COVID-19 and notify their supervisor of their absence.
• Report to the workplace only if directed to do so by their supervisor.
• Adhere to the most current workplace safety guidance, including wearing a face covering, practicing physical distancing, and engaging in frequent hand washing and sanitizing.
• Complete the COVID-19 Training for On-Site Workers before returning to the workplace.
• Stay up to date regarding changes in workplace safety expectations, guidance, or procedures.

Supervisors should promote understanding of the COVID-19 Workplace Safety Policy and ensure compliance with the policy. They are expected to:

• Direct an employee to leave the workplace immediately if they show symptoms of a severe cold, flu, or COVID-19.
• Explain to employees that the guidelines to use sick leave and report time off still apply. If an employee is unwell and unable to work, they should use sick time.
• If an employee requests leave based on a medical condition, provide any necessary information to the Divisional Disability Representative (DDR). Employee medical information is confidential and should not be shared beyond those who need to know.
• Encourage a healthy workplace by requiring employees to wear face coverings, engage in regular and good personal hygiene practices, and regularly clean and disinfect their workstations.

Please see the COVID-19 Workplace Safety Policy for more information.

Yes. Employees will be provided with training in the policies and procedures in the COVID-19 Workplace Safety Policy. Every UW-Madison employee will need to successfully complete the COVID-19 Training for On-Site Workers, including employees who are returning to the workplace and those who are already performing work on-site. This training will support a safe and healthy working environment for you and your colleagues.

Employees who do not follow the COVID-19 Workplace Safety Policy or associated policies, protocols, or procedures may be subject to disciplinary action, up to and including termination of employment, in accordance with the relevant policies and procedures applicable to their employee category.

If an employee expresses hesitancy about wearing a face covering, it is important that UW–Madison supervisors and HR professionals respond appropriately. In general, face coverings are a requirement at the workplace. Please see the quick reference guide on Employee Hesitancy to Use a Face Covering for more information.

Withholding compensation is considered a disciplinary action. Prior to taking disciplinary action, the university must follow relevant policy on discipline. Please see the quick reference guide on Employee Hesitancy to Use a Face Covering for more information.

Each unit is responsible for the regular cleaning and disinfection of offices, laboratories, conference rooms, workstations, and other unit-specific spaces. Each unit is also responsible for the removal of trash and recycling from unit-specific spaces.

Custodians will continue with routine cleaning, as well as additional cleaning of high-touch areas in common areas, including restrooms. Custodians will also continue to remove trash and recycling from common areas, bathrooms, breakrooms, and kitchenettes.

Additional information will be provided by your building manager, supervisor, or divisional human resources office. Additional information can also be found on the Facilities Planning and Management (FP&M) website.

Yes. All faculty, staff, and volunteers are expected to keep their workspaces clean. Employees should use disinfectant spray and/or cleaning wipes on hard surfaces in their work areas as necessary and appropriate. Cleaning supplies will be provided.

Cleaning and disinfecting instructions will be provided in the COVID-19 Training for On-Site Workers that each employee will participate in before they return to the workplace. If you have any concerns about cleaning or disinfecting in your work area, please speak with your supervisor or divisional human resources office. Additional information can also be found on the Facilities Planning and Management (FP&M) website.

Units with campus vehicles are responsible for the regular cleaning and disinfection of their own vehicles. Campus buses are cleaned and disinfected by Madison Metro. Additional guidance regarding use of campus vehicles can be found on the Facilities Planning and Management (FP&M) website.

All UW−Madison facilities will be cleaned and disinfected according to protocols detailed in the COVID-19 Workplace Safety Policy. In addition, if a person who tests positive for COVID-19 has been working on-site, the specific locations where the person spent time will be evaluated by University Health Services (UHS) in partnership with local staff to determine what cleaning and disinfection is required in accordance with CDC guidance. UHS and Environment Health and Safety (EH&S) will coordinate their efforts and close spaces as needed in advance of required cleaning.

University Health Services (UHS) will be the repository for all COVID-19 test results for employees working on campus, at campus facilities, and for all students. Test results for individuals who are tested at Henry Mall, Fluno Center, Holt Center, Ogg Residence Hall, or 21 N Park Street will automatically be reported to UHS.

People tested elsewhere — such as Alliant Energy Center, UW Health, an urgent care center or a doctor outside of University Health Services — should report positive test results to UHS.

To report their test results using the online form, an employee can log in to their MyUHS account and click on Messages, select New Message, and then choose COVID-19 Outside Result Reporting. Those who are unable to access the online form can send a secure email to covidresults@wisc.edu or call (608) 890-0000. If the employee needs assistance reporting, you can assist them or refer them to your DDR.

UHS will follow up on every confirmed positive COVID-19 test report. For additional details, go to uhs.wisc.edu/medical/testing/#test-results.

Updated September 11, 2020

If an employee reports receiving a positive test result, take a few moments to acknowledge the difficult and challenging circumstances the employee may be experiencing. If the employee is in the workplace, tell them that they need to leave immediately.

If the employee was tested at an off-campus testing site — such as Alliant Energy Center, UW Health, an urgent care center or a doctor outside of University Health Services — direct them to report their positive test results to University Health Services (UHS). Employees can report their results to UHS using the online form by logging in to their MyUHS account and clicking on Messages, selecting New Message, and then choosing COVID-19 Outside Result Reporting. Those who are unable to access the online form can send a secure email to covidresults@wisc.edu or call (608) 890-0000. If the employee needs assistance reporting, you can assist them or refer them to your DDR.

Please also contact your DDR to let them know that the employee tested positive so they can support the employee to identify remote work and/or leave options. Be sure to keep the employee’s test result confidential and do not share it with other employees.

Updated September 11, 2020

Yes. Your Divisional Disability Representative (DDR) will notify you if an employee who is a direct report has tested positive for COVID-19. The DDR will work with you to discuss the nature of the employee’s work and what temporary work adjustments might be available, if it is determined that the employee is eligible to work remotely while at home and feels well enough to do so. The DDR will also notify you that you may be contacted by a contact tracer for further information or instructions.

The DDR will also notify those with responsibility for oversight of your work location—the dean, director, chair, center director, or someone else at your school, college, or division—that a person in a particular work unit or operational area has tested positive, but the identity of the employee will not be shared unless one of these individuals is also the employee’s direct supervisor or there is a clear business need.

Updated September 1, 2020

Through the contact tracing process and in consultation with the DDR, University Health Services (UHS) will notify work unit colleagues (including student employees) if they were in close contact and were potentially exposed. Close contact or exposure will be determined by UHS or Public Health Madison & Dane County (PHMDC). However, work unit colleagues will not be given identifying information that would disclose which employee has tested positive for COVID-19, unless there is a specific need for them to receive this information.

Do not share this information with work unit colleagues who were not likely to have been exposed as determined by UHS or PHMDC through contact tracing.

Updated September 1, 2020

No. If you receive an email from the DDR notifying you that an employee has tested positive for COVID-19, the email should be permanently deleted and should not be placed in the employee’s personnel file. It should not be shared with others in the work unit or with the dean, director, chair or center directors. The DDR will share information with others as needed to facilitate safety measures and contact tracing. If you have any questions or concerns, please contact your DDR.

Updated September 1, 2020

The privacy of medical information is protected by the HIPAA Privacy Rule, the Federal Rights and Education Privacy Act (FERPA), Wisconsin’s state laws about medical records privacy, and the confidentiality requirements of the Americans with Disabilities Act (ADA). All of these rules and regulations allow for the sharing of medical information in this situation, in order to help prevent the further spread of COVID-19. Information may be shared with specified individuals, including University Health Services, Environmental Health & Safety, DDRs, and supervisors.

An employee’s medical information will be kept confidential and separate from their personnel file as required under the ADA.

Updated September 1, 2020

Generally, no, you cannot ask an employee if they have COVID-19. However, some units are required to ask about COVID-19 to comply with safety requirements due to work performed by employees in the unit.

In some circumstances, a Divisional Disability Representative (DDR), UHS representatives and/or public health agency representatives who are engaged in or supporting contact tracing efforts may ask an employee if they have or have had COVID-19. If you have any questions or concerns, please contact your DDR.

Updated September 1, 2020

The University of Wisconsin–Madison provides a variety of potential leave options to employees when they are unable to work or telework (work remotely) for reasons related to the COVID-19 pandemic.

The human resources department will help employees determine which leave options they qualify for.

If you have been instructed by University Health Services (UHS) or your DDR to notify employees about exposure in the workplace, follow these steps:

• Inform the employee they may have been exposed to COVID-19.
• If the employee is in the workplace, direct the employee to leave the workplace and contact their healthcare provider for additional guidance.
• Encourage the employee to self-quarantine for 14 days and monitor for COVID-19 symptoms. If they develop symptoms during quarantine, strongly encourage them to isolate themselves and follow guidance from their healthcare provider or PHMDC.

Additional information about what to do when someone is sick or possibly exposed to COVID-19 is available from Public Health Madison & Dane County (PHMDC).

Yes. Supervisors, Human Resources (HR), and Divisional Disability Representatives (DDRs) can direct a sick employee or an employee who appears sick to leave the workplace.

Yes, you can ask about an employee’s symptoms. These questions can be asked during the COVID-19 pandemic because they are not disability-related or likely to bring out information about a disability. Keep any information you learn confidential, except as necessary to communicate with Human Resources (HR), Divisional Disability Representatives (DDRs), and the Office of Human Resources.

You can follow your general practices to understand why the employee is missing work. Follow up with your human resources representative or your DDR if you have questions or concerns about an employee missing work.

Updated September 1, 2020

University Health Services (UHS) is offering no-cost COVID-19 testing to students, faculty and staff on campus. Employees can make an appointment for testing using the MyUHS web portal at myuhs.uhs.wisc.edu/login_dualauthentication.aspx. All UW–Madison students and employees have a MyUHS account. To prepare for the test, employees should log in to their MyUHS account and make sure their Profile details are correct. They also need to go to Forms to review and sign the UHS Information and Consent Form. Then they can go to Appointments to schedule a COVID-19 test. For details, visit uhs.wisc.edu/medical/#testing.

Employees can also contact their healthcare provider or Public Health Madison & Dane County to learn about testing options.

Updated September 1, 2020

Yes. In addition to offering free testing to all faculty and staff, the university will conduct regular testing of volunteer cohorts of individuals across representative campus populations. These cohorts will provide regular samples to assist campus and public health officials monitor for the prevalence of disease. In addition, the university will conduct regular testing of employees working in certain areas, such as residence halls.

If an employee tests positive for COVID-19, they may return to on-site work when the following conditions have been met:

• They have been fever-free for 24 hours
• Their other symptoms are improving, and
• It has been at least 10 days since their symptoms started

If an employee did not have any COVID-19 symptoms, they may return to on-site work 10 days after they were tested. If during the 10 days they become symptomatic, they must continue to stay away from the workplace for at least 10 more days from the date of the symptom onset and meet all of the following before returning to work:

• They have been fever-free for 24 hours
• Their other symptoms are improving, and
• It has been at least 10 days since their symptoms started; or
• If they had no symptoms, they may return 10 days after they were tested

Updated September 1, 2020

If an employee has been exposed to someone with a positive COVID-19 test, a contact tracer may instruct the employee to quarantine themselves for 14 days.

If am employee develops symptoms or tests positive for COVID-19 while they are in quarantine, they will need to go into isolation for at least 10 days. They may return to the workplace when the following conditions have been met:

• They have been fever-free for 24 hours
• Their other symptoms are improving, and
• It has been at least 10 days since their symptoms started; or
• If they had no symptoms, they may return 10 days after they were tested

Updated September 1, 2020

In most cases, employees will not be required to provide a clearance letter to return to on-site work as long as they have followed the advice and guidance of their healthcare provider or public health agency representative and they can share that information with their DDR.

Every employee concern will be individually evaluated. Some possible reasons an employee may be concerned include age, the employee’s underlying medical condition, pregnancy or breastfeeding, caring for a child, caring for a family member who is in a CDC high-risk population, or feeling unsafe in the workplace.

The reason for an employee’s concern will help determine how their situation is handled. If employees have concerns or questions about their return to on-site work, they are encouraged to first discuss these concerns or questions with their supervisor or manager. If the concern is related to a disability or medical condition, or that of a member of their household, they should contact their Divisional Disability Representative (DDR) directly. Employees may also speak with a human resources contact about their questions and concerns.

Please see the quick reference guide on Accommodations & Workplace Flexibilities: Supervisor/Manager Overview for guidance on how to work with employees in these situations.

An employee may qualify for a reasonable accommodation. Every employee concern will be individually evaluated based on duties, the work environment, and workplace needs.

An employee’s first step should be to contact their Divisional Disability Representative (DDR). Avoid asking an employee to share confidential medical information with you. Only the DDR is trained and authorized to receive confidential employee medical information.

Please see the quick reference guide on Accommodations & Workplace Flexibilities: Supervisor/Manager Overview for guidance on how to work with employees in these situations.

The university will work with the employee to address their concerns and provide solutions based on their duties, work environment, and workplace needs.

Please see the quick reference guide on Accommodations & Workplace Flexibilities: Supervisor/Manager Overview for guidance on how to work with employees in these situations.

To help support employees and to lessen the challenges that employees who are parents, guardians, or caregivers may face, the university expects supervisors and managers to work together with employees to identify and offer workplace flexibilities. This will assist employees in balancing family care responsibilities while meeting the university’s mission. Units, together with employees, may create a customized plan that meets both the employee’s personal needs and the unit’s business needs.

For more information on what you can do if an employee has childcare concerns, see Workplace Flexibilities: Guidance for Supervisors/Managers Assisting Employees with Childcare Needs.

Updated September 1, 2020

Yes. Employees have access to the Employee Disabilities Resources (EDR) Office. This office serves as the centralized information source for workplace accommodations at UW–Madison.

The EDR Office partners with Divisional Disability Representatives (DDRs), experienced and trained human resources professionals who specialize in dealing with medically related and disability related issues and medical leave.

DDRs receive accommodation requests from employees and assist managers, supervisors, and employees in responding to disability matters in a way that complies with the Americans with Disabilities Act (ADA) and considers individual situations.

Only DDRs are authorized to request, receive, and maintain medical information and records on behalf of their divisions. Information shared with the DDR is kept confidential. Employees are not required to disclose the medical need for an accommodation to their immediate supervisor.

You can learn more about employee disability resources at employeedisabilities.wisc.edu.

Supervisors should avoid discussing medical information with employees. If an employee raises their own medical issues, supervisors should let the employee know that they cannot discuss their medical information with them. Supervisors are to refer employees to their Divisional Disability Representative (DDR). Supervisors cannot ask for or discuss information about the health of an employee’s family member(s).

Employees are not required to disclose their medical need for an accommodation to their supervisor. Medical information is kept separate from the personnel file.

Reasonable accommodation is any change or modification to the hiring process, a job, the work environment, or the way things are usually done that enables a qualified individual with a disability to apply for a job, perform the duties of a job, and enjoy benefits and privileges of employment equal to those without disabilities, without causing significant difficulty or disruption in the workplace or posing a health or safety threat. Reasonable accommodation falls under the provisions of the Americans with Disabilities Act (ADA), and requires a good faith effort on the part of both the employer and the employee. More information on this can be found at employeedisabilities.wisc.edu.

A workplace flexibility is a modification that may be provided to employees who do not have a medically related or disability related reason for requesting a modification in their duties or work environment. Feeling unsafe in the workplace due to COVID-19, when there is no associated medically related or disability related reason, would be an example. Modifications made for non-medical reasons are not subject to the provisions of the ADA.

Examples of modifications that may be used as either a reasonable accommodation or a workplace flexibility include telecommuting (allowing the employee to work remotely), moving or altering workspaces, modifying work schedules, reassigning duties, and using leave. In all cases, modifications are considered on an individual, case-by-case basis.

Every employee concern will be individually evaluated based on duties, the work environment, and workplace needs. Supervisors are encouraged to make recommendations and share ideas based on their knowledge of all of these factors.

Supervisors will work with DDRs (in the event that reasonable accommodations are needed), their divisional HR contact, or both in determining workplace modifications.

Please see the quick reference guide on Accommodations & Workplace Flexibilities: Supervisor/Manager Overview for additional information.

The goal for Divisional Disability Representatives (DDRs) and divisional HR is to consult with both you and the employee and to complete their analysis as soon as possible. Due to the complexity and expected increase in requests, please note that the process may take some time. Where the requests are not connected to medical matters, workplace modifications may be more quickly resolved.

The university has a website dedicated to employee disability resources at employeedisabilities.wisc.edu.

To learn more about UW–Madison’s response to employee concerns about returning to on-site work due to COVID-19, see the quick reference guide on Accommodations & Workplace Flexibilities: Supervisor/Manager Overview.

The University of Wisconsin–Madison provides a variety of potential leave options to employees when they are unable to work or telework (work remotely) for reasons related to the COVID-19 pandemic.

For Faculty, Academic Staff, Limited Appointees, or University Staff, the leave options an employee may qualify for are based on a number of factors, including the eligibility requirements for each program, their employment category, the pay basis for their appointment, the reason they are unable to work and are requesting leave, prior leave they have used or taken, and staffing needs of the operational unit. Some leave options require approval from the work unit or supervisor.

The reason for leave may require the available leave programs to be applied in a specific order or may allow for a combination of leave programs to apply at the same time.

Please refer to “What are Your Leave Options for Leave Related to COVID-19?” for an overview of leave options for Faculty, Academic Staff, Limited Appointees, and University Staff.

An employee may be unable to work because they need to provide care to their child(ren), and their school/summer program/daycare center is closed or unavailable due to COVID-19. Or, they may be unable to work because their child(ren) has cold symptoms or other symptoms of illness and are not permitted to attend their school/childcare center until symptom-free for the required period of time.

The leave options an employee may qualify for in either of these situations are based on a number of factors, including the eligibility requirements for each program, their employment category, the pay basis for their appointment, the reason they are unable to work and are requesting leave, prior leave they have used or taken, and staffing needs of the operational unit. Some leave options require approval from the work unit or supervisor.

Please refer to “What are Your Leave Options for Leave Related to COVID-19?” for an overview of leave options for Faculty, Academic Staff, Limited Appointees, and University Staff.