[AcadFac] Guidance and Scripts for Face Coverings AcadFac <acadfac-bounces@lists.colostate.edu> on behalf of
HR Communications <hr_communications@Mail.colostate.edu>
Thu 8/13/2020 4:42 PM
To: acadfac@lists.colostate.edu <acadfac@lists.colostate.edu>; adminpro@lists.colostate.edu <adminpro@lists.colostate.edu>
2 attachments (273 KB)
Script for Academic Faculty_Face Coverings and Students in Class.pdf; Script for Supervisors_Face Coverings.pdf;
As we begin the fall semester, Colorado State University recognizes that the ever changing COVID-19 situa on presents a need to pivot and adapt that our university community must embrace. One such adapta on is that students, staff, faculty, and visitors must wear a face covering in all University buildings and also outside when six feet of physical distancing cannot be met. This requirement is in place to help reduce the risk of spreading COVID-19 among our university community and to comply with state and public health orders. We acknowledge that wearing a face covering for extended periods of me is an adjustment; one that will take some ge ng used to. We further recognize that, for many individuals, wearing a face covering for extended periods of me or, in some cases at all, presents a unique challenge. Many of our employees experience mental and/or physical impairments that either impede their ability to wear a face covering or that may be significantly impacted by wearing a face covering.
A process exists for those for whom wearing a face covering would be a particular challenge.
An employee, including faculty and student employees, may request an exemption from wearing a face covering, with appropriate medical documentation, and request an alternative face covering, such as a face shield, or other temporary work adjustment to help reduce the spread of COVID-19.
Alternative face coverings and other temporary work adjustment requests must be analyzed on an individualized basis through an interactive process, facilitated by the Office of Equal Opportunity, between the employee and their department.
To request a face covering exemption, an employee must complete the face covering exemption request form found on the Office of Equal Opportunity’s website here.
Completing the form does not guarantee that a face covering exemption, alternative face covering request, or other temporary work adjustment request will be granted.
Colorado State University also recognizes that academic faculty in classrooms and supervisors managing on-site employees may encounter situa ons where a student or employee forgets to wear a face covering or refuses to wear one. To support our faculty and supervisors, we have prepared suggested language in the form of scripts for supervisors who may need to address an employee not wearing a face covering or following public health orders as well as a script for academic faculty who may need to address a student not wearing a face covering. The scripts can be found on the Office of Equal Opportunity, Human Resources, and Keep Teaching websites. Concerns about non-adherence to wearing a face covering or to public health orders a er u lizing the suggested language in connec on with employees may be reported through the COVID Public Health Behavior Report Form.
All students, faculty, and staff are required to wear face coverings that shield
both face and nose while on campus, especially classrooms and learning
spaces. There is an exception for students with a documented accommodation
from the Student Disability Center.
General Statement to the entire class:
“Welcome. I want to acknowledge it is a different start to the fall semester during
this time, and we are all being asked to adjust. What this will mean for us is we are
going to take care of ourselves and each other; following the public health orders in
place asking us to wear face coverings.”
Sample exchange if a student shows-up in your class without a face covering:
"Hi, I noticed you don't have your face covering on. Do you have an exception for
not wearing a face covering through the Student Disability Center? All state and
county public health orders apply to the university, and it is CSU policy that
everyone wear a face covering while on campus as well as in class, so I have to ask
you to put one on before we can get started. If you don't have a face covering
[option 1. I have one for you this time.] [option 2. You can go to XX location to get
one.]. Thanks."
If the student refuses to wear a face covering:
"I must remind you it is legally required by the county and state and is also
University policy that everyone wear a face covering on campus and in classrooms.
This is for the health of everyone in the room and it is not my decision to ask you to
wear a face covering. If you are not going to wear a face covering today, I must ask
you to leave."
If the student states they cannot wear a face covering for health reasons, the student
may have worked through the Student Disability Center to obtain an exemption to
wearing a face covering due to health reasons. That student will have a letter from
the Student Disability Center or a sticker on their student ID indicating an
exemption has been granted. The student must share with you one or the other to
demonstrate they have an exemption.
When one student questions why another student does not have to wear a face
covering
“There are students who have received an exemption for a health connected reason.
That process is through the Student Disability Center if that would be a resource for
you.”
If the student refuses to leave:
Stay calm and simply note the policy. Do not get drawn into an argument with the
student. It is not the role or job of the instructor to enforce this policy. Ask the
student to respect the University's policy, note it is for the benefit of all students,
and ask them to leave again. Tell them their continued refusal to wear a face
covering in class or leave creates a disruption in the classroom. Creating a
disruption in class could result in a disciplinary action under the Student Conduct
Code. Tell them that it would be best for everyone if they simply left the room.
Finally, if you feel comfortable doing so and believe it to be appropriate, let the
student know if they do not put on a face covering or leave, you will need to call the
appropriate authorities. You may then call the CSU Police Department at (970)
491-6425 or 911 to ask for help.
There may be a variety of reasons why you as the instructor do not feel comfortable
engaging the CSUPD in the situation. If that is the case and the situation has
nonetheless escalated such that continuing the class feels impossible, instructors
should not hesitate to simply dismiss the entire class for the day.
Script for Supervisors Around Wearing Face Coverings and Following Public Health Orders
Pre-Return Meeting Expectations Talking Points• I am excited to work together again on campus/in the office. • Your/our role is important to the university, because…
• To be able to do this we must follow state and county orders and university policies to ensure a healthy environment.
• Together we can all accomplish our unit’s objectives and maintain a healthy environment. • The University is doing many things to make the return successful:
o Reviewing applications for units to return to campus – we had to request.
o Allowing no more than 30-50 percent of employees in a workplace at any given time. o Communicating through the Pandemic Planning Team the public health orders and
expectations for following them on university grounds. Also communicating through a campaign for all students to encourage following public health guidance.
o Limiting size of groups in classrooms, student activities, faculty and staff meetings, athletic events and other gatherings.
o Finding ways to educate students, faculty and staff of the expectations while on our campuses and creating process to handle non-compliance.
o Etc.
• We, including me, are expected to follow these public health precautions. They may change over time. If they do, I will ensure you have the most up to date information.
(https://covidrecovery.colostate.edu/public-health-precautions-during-the-semester/)
o Complete a symptom report every day that we are reporting to university grounds or working in the field on university business (such as research)
o Wearing a face covering always while in university buildings, including classrooms, offices and laboratories, a public area such as university housing hallway, community restroom, elevator or lobby, public transportation, or other public space. Face coverings should also be worn outside when you cannot physically distance.
o Wash hands with soap and water or use hand sanitizer frequently. o Avoid gathering in groups when possible.
o Maintain smart physical distancing of at least 6 feet.
• Doing these things will create the best environment for all of us. Are there any questions? • I realize that from time to time we may forget to follow these precautions. If so, we will remind
each other. Repetitive or intentional violations are a different matter and may be cause for formal disciplinary action.
• The University has created processes for individuals that are unable to wear a face covering for medical (physical or mental health) reasons. That process is handled through OEO. If you are interested in exploring that process feel free to connect with me after this meeting or contact
them at oeo@colostate.edu or (970) 491-5836.
• An employee who worked through the Office of Equal Opportunity to obtain an exemption to a face covering due to health reasons will have a letter from the Office of Equal Opportunity or sticker on their university ID indicating an exemption to wearing a face covering has been granted. The employee may share with you one or the other to demonstrate they have an exemption.
• The University has also created a process for individuals to request a Temporary Work
Adjustment for employees who may be identified as vulnerable individuals, who care for or live with a vulnerable individual or have childcare needs due to childcare or school closure. More
information about this process and the request form can be found at oeo@colostate.edu.
• I am happy that we are all able to return to campus/the office (or remain on campus/the office). I’m here with you if you have any questions or concerns. Please feel free to reach out to me.
The following script can be followed when an employee is not wearing a face covering or following public health guidelines.
If an employee arrives at work and is not wearing a face covering:
“I see you are not wearing a face covering. I realize we are all getting used to the new face covering requirement. Do you need me to help you get one?”
A) If the answer is yes:
1.) Offer the employee a face covering to wear if you have one available.
2.) Offer to allow the employee to return home (if convenient)/vehicle/office area to retrieve one.
3.) Remind employee that they need to remember to wear their face covering every day.
B) If the employee refuses to wear an offered face covering and does not indicate they are unable to wear a face covering:
1.) Provide a gentle reminder that the University requires all employees to wear face coverings on all University property as an expectation of the job to comply with state health orders, help slow the spread of COVID-19 and mitigate the risk for others.
2.) Remind the employee the only exceptions are for those employees who proceed through the OEO face covering exemption process and are granted an exemption and work adjustment.
3.) Again, request that the employee please put on a face covering. Inform them if they refuse, they will be placed on leave without pay pending a consideration of disciplinary action up to, and including, termination of their employment. If the employee says they cannot wear a face covering due to a health impairment, see the recommended script and action in section C, below.
4.) If employee refuses to put on an available face covering, the best practice is to conduct step 3) again with the presence of another supervisor or leader from your work area.
i. If employee agrees to put on face covering, remind them that face coverings are required and you appreciate their compliance with the state and county health orders. Notify them that you will be sending them an email confirming this requirement and documenting the incident. In the future, you expect them to wear a face covering when asked.
ii. If the employee refuses to put on the face covering and does not speak to a health impairment, notify them they are being placed on leave without pay as disciplinary action is being considered. Ask them to leave the workplace. Ensure you have current contact information for them. Contact your HR representative.
iii. If the employee does not leave or if during the conversation the employee becomes threatening, contact CSU police.
C) If the answer is no and the employee states they CANNOT wear a face covering (whether they identify a medical reason or not – please do not seek or inquire about
any medical/health information):
1) Provide a gentle reminder that the University requires all employees to wear face coverings on all University property as an expectation of the job to comply with state health orders, help slow the spread of COVID-19 and mitigate the risk for others.
2) Inform the employee if they believe they have a health impairment that limits their ability or makes them unable to wear a face covering, the Office of Equal Opportunity is a resource and can speak to the process for obtaining a face covering exemption. Inform the employee they cannot be on site without wearing a face covering and should take leave while they are working with OEO. If an employee, student, or other individual comes to you and complains that an employee is not
wearing their face covering:
Thank the individual for bringing the matter to your attention. Follow up by locating the non-face covering wearing employee and engage in the conversation above if you have not received confirmation from OEO that the employee has a face covering exemption.
As a supervisor, if one of your employees seeks an exemption from wearing a face covering, you will receive confirmation of any granted exemption from the Office of Equal Opportunity.
