Employee Reporting Procedures

Last updated July 29, 2020

In accordance with the guidance from the ND Department of Health (NDDoH) and Centers for Disease Control and Prevention (CDC), the following procedures must be followed by University of North Dakota employees.

How to Report Positive COVID-19 Tests or Notification of Close Contact by NDDoH:

All employees must immediately report if they are in COVID-19 quarantine (when identified as a close contact) or isolation (for positive test result) so appropriate disinfection of UND spaces can occur. Report information in either of the following ways:

Employees who are well but who have a sick family member at home undergoing testing for COVID-19:

  • MUST notify their supervisor and stay home pending results of testing. (The governor has asked that any household members of people being tested for COVID quarantine pending those results. UND will enforce the governor’s request.)
  • Employee’s workplace will continue to receive routine cleaning procedures.
  • Employee’s coworkers are expected to continue to report to work as usual if asymptomatic.
  • Employee may be eligible for Emergency Paid Sick Leave under the Families First Coronavirus Response Act (FFCRA). Contact you divisional HR Manager.

Employees who are well but who have a family member at home diagnosed with COVID-19 will self-quarantine at home, avoid public places (shopping centers, movie theaters, stadiums, workplaces, etc.) and avoid public transportation for 14 days after the household member is recovered and removed from isolation. This ordinarily will involve self-quarantine for a total of 24 days (that is, 10 days from onset of symptoms of the household member, plus 14 days beyond that).

  • Employee’s workplace will continue to receive routine cleaning procedures.
  • Employee’s coworkers are expected to continue to report to work as usual if asymptomatic.
  • Employee may be eligible for Emergency Paid Sick Leave under the FFCRA/FMLA. Contact your divisional HR Manager. More information is also available on the UND HR website.
  • Consideration may be given to UND employees identified as close contacts, but essential to the sustained operation of the University, to continue to work,  provided practices as identified by the CDC are followed. Supervisors will contact UND’s COVID-19 point person, Jed Shiver’s office at 701.777.3511 for additional information.

Employee has a sick family member at home with respiratory symptoms, but has not been tested for COVID-19, and the employee is well:

  • Employee must notify supervisor and stay home at least until sick family member is subsequently tested for COVID-19 and found to be negative.
  • Sick family member should be encouraged to seek medical attention and be tested for COVID-19.
  • Employee will self-quarantine at home, avoid public places (shopping centers, movie theaters, stadiums, workplaces, etc.) and avoid public transportation for 14 days after the household member is recovered. This ordinarily will involve self-quarantine for a total of 24 days (that is, 10 days from onset of symptoms of the household member, plus 14 days beyond that).
  • Employee’s workplace will continue to receive routine cleaning procedures.
  • Employee’s coworkers are expected to continue to report to work as usual if asymptomatic.
  • If employee is unable to work, they may use UND Dependent Care Sick Leave (NDUS HR Policy 7).
  • Consideration may be given to UND employees identified as close contacts, but essential to the sustained operation of the University, to continue to work,  provided practices as identified by the CDC are followed. Supervisors will contact UND’s COVID-19 point person, Jed Shiver’s office at 701.777.3511 for additional information.

Employees who are sick: 

  • Will notify their supervisor and stay home.
  • If employee is unable to work, they may use sick leave. (NDUS HR Policy 7).

Employees who appear to have symptoms upon arrival at work or who become sick during the day must:

  • Immediately inform their supervisor.
  • Immediately be separated from others.
  • Immediately be sent home.
  • Employee’s workspace will be closed off for 24 hours, or as long as feasible, prior to cleaning and disinfecting.
  • Employee’s workplace common areas (bathrooms, breakroom, etc.) will be cleaned and disinfected.
  • Employee’s coworkers will continue to work as usual if asymptomatic.
  • The ill employee may use sick leave. (NDUS HR Policy 7).

Employee is confirmed to have COVID-19 infections: 

  • Employee will self-isolate in their place of residence until the following three are met:
    • Employee has not had a fever (temperature greater than 100.4 degrees) for 24 hours without the use of fever reducing medications.
    • Employee’s symptoms have improved (for example, employee’s cough and shortness of breath have improved).
    • At least 10 days have passed since employee’s first symptoms appeared.
  • North Dakota Department of Health (NDDoH) will lead the contact investigation.
  • Employee may be eligible for Emergency Sick Leave under the FFCRA or traditional Family Medical Leave (FMLA). Further information is on the UND HR website or they may call or email their divisional HR manager.
  • Employee’s workspace will be closed off for 24 hours, or as long as feasible, prior to cleaning and disinfecting.
  • Employee’s workplace common areas (bathrooms, breakroom, etc.) will be cleaned and disinfected.
  • Health Care Workers will follow the NDDoH Guidance for Health Care Workers Return to work procedure.
  • Employer will inform employee’s coworkers of their possible exposure to COVID-19 in the workplace, but maintain confidentiality of the employee as necessary. NDDoH will provide assistance with notification process.
  • Employee’s coworkers identified as close contacts will be contacted by NDDoH. If employee’s coworker is not contacted by NDDoH, the coworker was not considered to be a close contact.
  • Close contact is defined by the NDDoH as:
    • Being within 6 feet of a COVID-19 case for a prolonged period of time (15 minutes or more). Close contact can occur while caring for, living with, or sharing a health care waiting area or room with a COVID-19 case, or
    • Having direct contact with infectious secretion of a COVID-19 case (being coughed on).
  • Employee’s coworkers will self-monitor for symptoms (fever, cough, or shortness of breath).
  • Employee’s coworkers will continue to work unless notified by NDDoH to stay home.

An employee has any of the following symptoms but was not tested:

  • Fever or chills
  • Cough
  • Shortness of breath or difficulty breathing
  • Fatigue
  • Muscle or body aches
  • Headache
  • New loss of taste or smell
  • Sore throat
  • Congestion or runny nose
  • Nausea or vomiting
  • Diarrhea

Employee will self-isolate in their place of residence until the following three are met:

  • Employee has not had a fever (temperature greater than 100.4 degrees) for 24 hours without the use of fever reducing medications.
  • Employee’s symptoms have improved (for example, employee’s cough and shortness of breath have improved).
  • At least 10 days have passed since employee’s first symptoms appeared.

Employee is tested and results indicate employee does not have COVID-19: 

  • Employee is able to return to work once the following 2 criteria are met:
    • Employee has had no fever (temperature greater than 100.4 degrees) for at least 24 hours without the use of fever reducing medications.
    • Employee’s other signs and symptoms of illness are improved.

Employee thinks they may have been at the same location as a person who was diagnosed with COVID-19: 

  • The NDDoH conducts interviews with all persons diagnosed with COVID-19 to determine who their close contacts are. People who are identified as close contacts will be notified by the NDDoH and will receive instruction on quarantine and monitoring.
  • Being in an indoor environment (e.g., store, workplace, restaurant) with someone who has COVID-19 is not necessarily considered having close contact.
  • Employee who has not been contacted by the NDDoH as a close contact will report to work as usual.

Secondary contacts are contacts of someone who has been identified as a close contact. 

  • Employee will report to work as usual as long as employee is not sick.

Employee has completed the COVID-19 isolation period, has met the following criteria, and is prepared to return to work:

  • Employee has not had a fever for at least 24 hours (temperature greater than 100.4 degrees) without the use of fever reducing medications.
  • Employee’s other symptoms have improved (for example, cough and shortness of breath have improved).
  • At least 10 days have passed since employee’s first symptoms appeared.
  • Employee is required to provide a return to work document/fitness for duty from the NDDoH or their health care provider before returning to work.  Fitness- for-duty report will be submitted to the appropriate HR Manager for their area.  HR Manager will inform your supervisor of employee’s clearance to return to work. If the employee submits directly to the employees supervisor, that supervisor must send to the appropriate area HR Manager prior to allowing the employee to return.

Employee Assistance Program

Please remember that the Employee Assistance Program is available. The following is the EAP contact information:

The Village Business Institute
1201 25th St S
PO Box 9859
Fargo, ND 58106-9859
www.VillageEAP.com
P: 1.800.627.8220
F: 701.451.5058

UND Designated Hotels

Faculty and staff arriving to North Dakota from international locations, excluding Canada, may choose to quarantine at a UND designated hotel. Faculty and staff will be able to do so at no cost to them.

UND Divisional HR Representatives

For questions regarding protected leaves (Emergency Paid Sick Leave, FFCRA, FMLA) and time off please contact your appropriate HR representative:

Provost/Academic Affairs
Becca Jacobson
rebecca.jacobson@UND.edu

VP Marketing & Communications, VP Student Affairs& Diversity, VP Finance & Operations (except Facilities) 
Kelsie Carrier
kelsie.carrier@UND.edu

School of Medicine & Health Sciences
Melissa Arnold
melissa.m.arnold@UND.edu

Facilities Management 
Misty Brustad
misty.brustad@UND.edu

President
Peggy Varberg
peggy.varberg@UND.edu