Faculty and Staff FAQs
Is KSU requiring face masks on campus?
Effective July 15, University System of Georgia institutions will require faculty, staff, students and visitors to wear an appropriate face covering while inside campus facilities because six feet of social distancing may not always be possible. Face coverings will be worn in addition to and not as a substitute for social distancing. Face coverings aren’t required in one’s own dorm room or suite, when alone in an enclosed office or study room or in campus outdoor settings where social distancing requirements are met.
Anyone not using a face covering when required will be asked to wear one or leave the area. Repeated refusal to comply with the requirement may result in discipline through the applicable conduct code for faculty, staff or students. Reasonable accommodations may be made for those who are unable to wear a face covering for documented health reasons.
When you wear a face covering, you’re protecting yourself, but equally important, you’re protecting other members of the university community.
The State of Georgia has extended the shelter in place order for individuals who are at a higher risk of severe illness from COVID-19. I have underlying health conditions that require that I remain at home. What options do I have to continue to work?
Faculty or staff that are at a higher risk and who have been given instruction from their supervisor to return to campus, may request accommodation by completing the form found here and sending it to firstname.lastname@example.org. Please note that supporting medical documentation will be required by HR to support your request. Personal medical information does not need to be shared directly with your manager or co-workers.
Please note the University’s accommodations process addresses workplace accommodations directly related to the employee (one’s self) and their job functions. Based upon guidance from the USG, the University’s accommodation process can only be used to address COVID-19 related concerns related to your own medical conditions and risk factors. If you wish to seek leave related to the care of others, please refer to employee leave options including the Families First Coronavirus Response Act (FFCRA) and the Family Medical Leave Act (FMLA).
What are the leave options in response to COVID-19?
Under the recently enacted Families First Coronavirus Response Act (FFCRA), federal law now provides additional leave options for employees dealing with circumstances related to the COVID-19 public health emergency. These new requirements took place on April 1, 2020 and will expire on December 31, 2020. For more information or to request leave under this Act, please go to hr.kennesaw.edu/familiesfirst.php and complete the form.
My child’s school/daycare/summer camp is closed due to COVID-19, but my manager has me scheduled to return to work. What are my options?
You should talk with your manager to explore options. Should your job and performance lend itself to remote working, your manager will work with you to facilitate this. Should you choose to telework, you will be expected to perform your job duties as assigned, so please keep in mind the needs of your child(ren) and ensure you can adequately address their needs and balance work as well. Should your position not lend itself to remote work, you may request leave under the Families First Coronavirus Response Act (FFCRA). More information and the request form can be found at hr.kennesaw.edu/familiesfirst.php.
Will the university be providing free testing for staff and faculty?Employees are encouraged to be tested at any of the COVID-19 testing sites around the Metro-Atlanta area.
Will the university be conducting screening of staff and faculty before individuals come to work each day?No. Employees are asked to self-monitor for symptoms and individuals who are not feeling well are asked to stay home.
The State of Georgia has previously ordered the implementation of teleworking for employees. Is that still in effect?Now that KSU has been given approval by the USG to begin bringing staff back to campus, department managers have been working on plans to return staff to the workplace using a slow and staggered approach. Managers will have multiple staffing options to consider when implementing these plans, including rotational schedules, staggered shifts and teleworking. Continued teleworking may be an option based on departmental needs, specific job duties and employee performance and productivity. Staff who continue to engage in some measure of teleworking will be expected to review the Teleworking Program Guidelines and complete a Teleworking Agreement, which will be available on the Return to Campus site in a few weeks.
How do I enter my time if I am working remotely and normally use a time clock?If you normally use a time clock to report time, then you should report your time worked, including any breaks, directly to your supervisor. Supervisors will be expected to enter any time into OneUSG in these situations.
Will the university be allowing staggered work shifts for staff?
Supervisors will have multiple staffing options to consider including teleworking, staffing rotations and staggered work hours in order to ensure social distancing and manage the number of staff in a work area.
Will I have access to my office/lab/building?
Building access has been restricted since the university moved to remote learning and these access controls will remain in place through the summer. Staff and faculty who work in these buildings will be able to enter these facilities using their individual card keys. Should you need building access, please submit a request at dooraccess.kennesaw.edu/submit_request.php.
Will the university be providing PPE or face coverings to staff who come to work?
Staff and faculty who come to campus are encouraged to bring their own face coverings and wear them when in public places on campus or in areas where social distancing is not possible. Disposable masks can be picked up at the Office of Emergency Management (Kennesaw Campus) and the Office of Public Safety (Marietta Campus). Supervisors should email email@example.com in advance with the number of masks requested and time when they will pick them up. Supplies are limited and are for office use only.
What should I do if an employee or colleague is suspected or confirmed to have COVID-19?
Staff should notify HR if they are diagnosed with COVID-19 by emailing firstname.lastname@example.org or by calling 470-578-5889. EHS will be notified in order to disinfect and conduct a deep cleaning of the impacted work area. The Georgia Department of Public Health (DPH) will determine if it is necessary to reach out directly to any employee who has come into close contact with the staff member who has tested positive. If determined to be necessary, DPH would provide the employee with specific instructions on testing and self-quarantining. KSU will follow the direction of DPH if notified that an employee has been diagnosed with COVID-19. If you are aware of an individual in your area who has tested positive and you have not been contacted by DPH, then you may continue to come to work and self-monitor for symptoms. Should you begin showing any symptoms, you are required to stay home, notify HR and contact your health professional. Employees diagnosed with COVID-19 must provide HR with medical clearance documentation releasing them to return to work before they will be allowed back on campus.
If staff have been exposed but are not showing symptoms, should the university allow them to work?
Faculty and staff should not come to campus if:
- The staff or faculty member has been diagnosed with COVID-19 or;
- The staff or faculty member has been contacted by the Georgia Department of Public Health and has been advised/directed to self-quarantine due to close contact with anyone outside the home who has a confirmed COVID 19 diagnosis. Faculty or staff members who begin to experience COVID 19 symptoms while at work should leave work and contact their supervisor and Human Resources.
What should I do if I find out several days later, after a staff member or colleague had been on campus, that they were diagnosed with COVID-19?The Georgia Department of Public Health (DPH) will determine if it is necessary to reach out to any employee who has come into close contact with a staff member diagnosed with COVID-19. In this circumstance, DPH will provide specific instructions on testing and self-quarantining and KSU will follow the direction of DPH if the university is notified that an employee has been diagnosed with COVID-19. If you are aware of an individual in your area who has tested positive and you have not been contacted by DPH, then you may continue to come to work and self-monitor for symptoms. Should you begin showing any symptoms, you are required to stay home, notify your supervisor and should contact your health professional. Employees diagnosed with COVID-19 must provide HR with medical clearance documentation releasing them to return to work.
What HR sick leave policies are in place if I am out of work related to COVID-19?
All available leave will be allowed during this time. Under the recently enacted Families First Coronavirus Response Act (FFCRA), federal law now provides additional leave options for employees dealing with circumstances related to the COVID-19 public health emergency. These new requirements took place on April 1, 2020 and will expire on December 31, 2020. For more information or to request leave under this Act, please go to https://hr.kennesaw.edu/familiesfirst.php and complete the form. Additionally, employees may be able to request time from the institutional shared sick leave pool. These requests should be submitted to Human Resources by emailing email@example.com.
When should staff suspected or confirmed to have COVID-19 return to work?
Using the DPH guidelines for discontinuing home isolation, the affected employee may return to work when he or she has met all three of the following criteria:
- No fever for at least 72 hours (three full days of no fever without the use of medicine that reduces fevers) AND
- Improved symptoms AND
- At least ten days since symptoms first appeared
How do staff who interact with other university staff/stakeholders/vendors stay safe?
Faculty and Staff who must interact with others as part of their job should take precautions and practice social distancing. Face coverings should be worn in areas where practicing social distancing may not be possible. Please refer to the detailed program “Guide to Returning to the Workplace” on the KSU Coronavirus website.
Do staff need to wear cloth face coverings or personal protective equipment (PPE) such as N95 respirators or gloves in order to protect themselves while working?
Effective July 15, University System of Georgia institutions will require all students, faculty, staff and visitors to wear an appropriate face covering inside campus facilities/buildings where social distancing of 6 feet may not always be possible. Face covering use will be in addition to and is not a substitute for social distancing. Prior to the start of the academic year, KSU will provide all students, faculty and staff a branded cloth mask for use on campus. Face coverings are not required when alone in an enclosed office or study room, or in campus outdoor settings where social distancing requirements are met. Reasonable accommodations may be made for those who are unable to wear face coverings for documented health reasons.
Medical/Surgical Masks and N95 Respirator are to be used only by healthcare workers or other approved areas with job specific hazards as determined by the Environmental Health and Safety Department. For the general public, CDC recommends wearing gloves when you are cleaning or caring for someone who is sick. Gloves may also be necessary for employees handling potentially contaminated objects/materials. In most other situations, wearing gloves is not necessary. Instead, practice everyday preventive actions like social distancing (at least 6 feet), washing your hands with soap and water for 20 seconds (or using a hand sanitizer with at least 60% alcohol), and wearing a mask or face covering.
How often should staff wash their hands while at work?
Employees should wash their hands using soap and water frequently, washing for at least 20 seconds, especially after you have been in a public/common area; after coughing, sneezing, blowing your nose or touching your face. If soap and water are not readily available, use a hand sanitizer that contains at least 60% alcohol. Additional guidance on handwashing is available from the CDC at www.cdc.gov/handwashing/when-how-handwashing.html.
What can I tell staff or colleagues about reducing the spread of COVID-19 at work?Faculty and Staff should follow the safety provisions found in the “Guide to Returning to the Workplace”, found here.
Will the university be screening employees for COVID-19 symptoms (such as temperature checks)? What is the best way to do that?
Staff and faculty who are working on campus are required to self-monitor for symptoms prior to coming to work each day. Anyone with a fever of 100.4 or higher should NOT come to campus but instead should contact his/her supervisor and Human Resources at firstname.lastname@example.org for further direction. If you have any symptoms below you should remain at home and contact your health professional.
- Fever of 100.4 or higher
- Runny nose or new sinus congestion
- Shortness of breath or difficulty breathing
- Muscle ache
- Sore Throat
- New Gastrointestinal symptoms
- New loss of taste and/or smell
What is social distancing and how can my workplace achieve it?
People can be asymptomatic and still spread the virus, so it is important to practice social distancing whenever possible. This is especially important for those people who are considered at a higher risk for becoming ill. Staff on campus should follow these social distancing guidelines:
- Avoid close face to face contact with others by staying at least 6 feet apart at all times.
- Wear face coverings whenever it is not possible to maintain the recommended 6-foot distance.
- Avoid handshaking.
- All meetings should be conducted remotely until further notice even if participants are back in the office. If it is essential to have an in-person meeting, the meeting should be limited to 10 people or less and should be held in a room where social distancing can be accommodated.
- All breakrooms, kitchens and common areas will remain closed. This includes refrigerators, microwaves and coffee makers. Employees are encouraged to eat their meals at their desk or away from the office.
Will the university require employees to provide a doctor’s note or positive COVID-19 test result?
Yes. If an employee has received a positive COVID 19 diagnosis, they should contact their supervisor. If they are able to work remotely, supervisors will work with staff to determine appropriate accommodations. If they are unable to work, they should request emergency sick leave by completing the form at hr.kennesaw.edu/familiesfirst.php. Physician documentation will be requested at that time.
Should I cancel my meetings and conferences?All non-essential, KSU-sponsored travel will be prohibited at this time. Exceptions must be approved by the President or the Provost. Internal and external meetings can continue to be held virtually, even if staff are in the office unless appropriate social distancing (6 feet apart) can be accommodated.
Will the university be cleaning and disinfecting copiers, doors, computers? How do I clean and disinfect machinery or equipment?KSU cleaning protocols align with CDC and USG guidance. High-traffic/high-touch areas will be professionally cleaned and disinfected multiple times per day. Employees should wipe down equipment that is commonly used (e.g., copiers, printers, fax machines) before and after use. Employees will be encouraged to clean their workstations daily. We will provide disinfectant and paper towels to each department. Cleaning supplies are limited and for office use ONLY.
Are dining services typically available to staff on campus going to be open?Dining halls and retail dining on both campuses remain closed at this time.
Are staff allowed to eat lunch or take breaks in current break rooms/lobbies?All breakrooms, kitchens and common areas will remain closed. This means no access to refrigerators, microwaves and coffee makers which is important in order to help minimize community gathering areas. Employees are encouraged to eat their meals at their desk or away from the office.
Are events on campus cancelled?
All events, camps, conferences and non-essential meetings are cancelled/postponed through June 30th. All July meetings and events scheduled prior to the coronavirus outbreak are still scheduled; however, please work with your Event Coordinator to discuss implementing appropriate social distancing protocols. If you have questions about your existing reservation or need to schedule an essential meeting in July, please reach out to email@example.com.
For meetings and events occurring on or after August 1, 2020, please place your request through http://reservations.kennesaw.edu. Your Event Coordinator will work with you to choose a location and plan to assist in following the appropriate social distancing protocols. Due to space limitations, events with an expected attendance of 300 or greater will not be scheduled until further notice with the exception of Academic, Athletic, and Signature Events. Requests for event exceptions should be sent through firstname.lastname@example.org to be routed for approval.
I am returning to campus. How do I reinstate my parking permit?
If you returned your parking permit while working from home, you will need to follow the steps below to select a new permit before returning to campus.
- Log in to parkingportal.kennesaw.edu using your NetID and password.
- Click on the "Permits" tab at the top and select "Get Permits" in the drop-down.
- Select the permit option that you prefer from one of the available options then click the boxes indicating that you understand Parking and Transportation’s rules and regulations.
- Select "Add an Additional Vehicle" option to link up to five vehicles to this permit and then click "Next."
- Click "Checkout" at the bottom of the Purchase Overview page to continue to the Finalize Purchase page.
- If everything is accurate, click the box indicating that you have read and understood the above statements and click "Pay Now" to authorize your payroll deduction.
Once you have completed the purchase, you will receive a confirmation email from Parking and Transportation and your permit will become active right away. You will see an auto-deduction on your paycheck in the next payroll cycle. If you have any questions, please contact the Talon One Service Center at email@example.com or (470) 578-8663 (T-ONE).
I am concerned about the air flow/ventilation in my building. Is this being addressed?In response to COVID-19, Facilities Maintenance & Operations are configuring building HVAC systems to allow in more outside air than normal as the systems allow. For certain buildings that do not have outside air supply, we have installed high-efficiency air filters and will replace them regularly. Filters have been changed and will continue to be changed as needed. Our maintenance procedures align with CDC, OSHA and ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers) guidance. We will continue to monitor the systems and make adjustments as necessary.
I am concerned about the water systems. Is this being addressed?While the campus was closed for instruction, Facilities Maintenance & Operations’ staff have continued to clean areas, flush toilets, and run sinks. There has been a decent amount of water flow in the buildings with chillers and cooling towers operating during the closure. Building Services routinely cleans water fountains and have been running them for a significant amount of time to make sure they have continued water flow. We will continue to monitor the water systems.
What will the cleaning protocols be when I return to work?
KSU cleaning protocols align with CDC and USG Guidance. High-traffic/high touch areas will be cleaned and disinfected multiple times daily. Building Services will only be vacuuming private offices weekly and will not be entering private offices daily to empty trash and recycling bins. Trash and recycling bins are being placed in central locations in your suite or building for self-service.
Can we prop doors open so staff/faculty/students don’t have to repeatedly touch door knobs/handles?
Where possible and safe, we encourage you to leave doors propped open so staff will not need to touch door handles. To request a doorstop, email firstname.lastname@example.org. Supervisors may request that controlled access be removed from a door if it will not compromise security of employees or sensitive information. Email email@example.com to make this or other access requests.
How is the Office of Research providing support to KSU researchers?
The Office of Research (OoR) is acting as a clearinghouse for all research-related guidelines revolving around Coronavirus response. Please find all of our guidance and other information at research.kennesaw.edu/coronavirus/index.php. For information about Coronavirus modifications to research activities on and off campus, please visit the Research Compliance website. OoR is continuing to provide services related to the submission and management of funded research projects. If you have any questions or concerns about an upcoming proposal or a currently funded project, please reach out to any of the pre- or post-award staff, or email firstname.lastname@example.org. We are continuing to monitor federal and other sponsor websites and will post pertinent information as it becomes available on the Sponsored Programs website. For updates to proposal deadlines for internal awards, please visit the Research Development website. Please visit the Undergraduate Research website for updates as well, especially for information on how to obtain approval for summer undergraduate research in campus lab spaces.