University of Wisconsin–Madison

Smart Restart Information for Supervisors

Enhanced Health and Safety Protocols for Employees
September 9, 2020

Due to a rise in COVID-19 cases in the campus community, Chancellor Blank announced a 14-day emphasis on health and safety protocols. While many of the temporary restrictions were aimed at curbing behaviors of undergraduate students, some also apply to UW–Madison employees in an effort to protect the health and safety of everyone in our campus community.

Many UW–Madison employees who have been working remotely will be returning to their on-site workplaces over the next several months. The safety and well-being of everyone in our campus community—including employees—will continue to be our top priority as we bring more people back to campus. We will follow public health guidance while considering individual circumstances.

Policies, procedures, and expectations related to workplace safety will continue to evolve as new regulations, information, and guidance becomes available. Please continue to monitor this page for additions and updates.

On the university’s Smart Restart website, you can view the plan for returning to in-person instruction in the fall semester, and learn about health measures being put in place for everyone on campus. Additional updates on the campus response to the coronavirus pandemic can be found at covid19.wisc.edu.

Questions?

If you have questions or need assistance, please contact:

Language assistance is available.
Español, Hmoob, བོད་ཡིག, 中文, नेपाली
Spanish, Hmong, Tibetan, Chinese, Nepali

Smart Restart Sessions for Supervisors

Online training was offered for managers and supervisors who wanted to become more familiar with campus resources related to Smart Restart. In the hour-long session, supervisors reviewed the Smart Restart website and had an opportunity to ask questions.

Remote working

Frequently Asked Questions

Health and Safety

Cleaning and Disinfecting of Workplaces

Positive COVID-19 Cases, Exposure, or Symptoms

If an Employee Tests Positive for COVID-19

  • If an employee tests positive for COVID-19, are they required to report the positive test result to the university? Updated

    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 tells me they tested positive for COVID-19, who do I notify and what information should I get from the employee? Updated

    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

  • Will I be notified if an employee in my unit tests positive for COVID-19?

    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

  • If an employee in my work unit tests positive for COVID-19, can I notify the co-workers of the employee?

    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

  • A DDR has notified me via email that an employee I supervise has tested positive for COVID-19. Can I share this with my work unit?

    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

  • Is an employee’s health information confidential in the workplace?

    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

  • Can I ask an employee if they have COVID-19?

    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

  • Will employees be eligible for paid leave if they are unable to work because they test positive for COVID-19?

    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.

Exposure or Possible Exposure to COVID-19

  • What do I tell employees who may have been exposed to COVID-19 in the workplace?

    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).

If an Employee is Experiencing COVID-19 Symptoms or Feeling Sick

COVID-19 Testing

  • Where can employees be tested for COVID-19?

    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

  • Will the university use testing to monitor for the prevalence of COVID-19 on campus?

    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.

Returning to On-Site Work After Testing Positive for COVID-19 or Being Exposed to COVID-19

  • When can an employee who tests positive for COVID-19 return to on-site work?

    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

  • When can an employee who has been exposed to COVID-19 return to on-site work?

    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

  • Does an employee need a clearance letter from their healthcare provider or Public Health Madison & Dane County (PHMDC) before they can return to on-site work?

    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.

Reasonable Accommodation, Workplace Flexibilities, and Leave Options

Language Assistance

Español  /  Spanish
608-265-0838
solanabel.rodriguez@wisc.edu

中文  /  Chinese
608-890-2628
shuwen.li@wisc.edu

Hmoob  /  Hmong
608-263-2217
jzong.thao@wisc.edu

नेपाली  /  Nepali
608-262-7521
parwat.regmi@wisc.edu

བོད་ཡིག  /  Tibetan
608-890-2545
yangbum.gyal@wisc.edu

Language assistance from
Cultural Linguistic Services