In advance of an employee’s planned re-entry, supervisors must:

• ensure that the workspace is adequately prepared (e.g., physical barrier installation, sanitized);
• provide access to personal protective equipment adequate for the nature of work (cloth mask is minimum standard);
• provide access to appropriate technology to support the full participation of the employee (e.g., web camera and microphone for technology-based meetings);
• establish in-office protocols and schedules that enable employees to maintain appropriate physical distance from one another;
• advise employee of on-campus access limitations (i.e. fob access for primarily building only);
• direct employee to Return to Campus Training and ensure participation;
• provide clear expectations (e.g., work, safety, illness and absence reporting) and ensure specific procedures are acknowledged; and
• acknowledge that employees may require a temporary adjustment period and ensure adequate support is available for those who may struggle with re-entry.

In addition, supervisors have ongoing responsibilities to ensure that:

• regular communication is maintained with direct reports and amongst members of the department/unit;
• work assignments are appropriate and progress is reported;
• work arrangements are flexible and appropriate while satisfying the operational needs of the unit and the university;
• work-related information and equipment is properly cared for and controlled;
• employees adhere to health and safety protocol, including physical distancing, wearing a mask, and daily self-assessments for symptoms of illness; and
• support services are available to support employee wellbeing.

Working on campus

While working on-campus, employees are expected to:

• complete Return to Campus Training in advance of return;
• adhere to health and safety protocol, including maintaining appropriate physical distance from others, wearing appropriate personal protective equipment and following directional traffic signage; and
• self-assess for symptoms of illness daily and report absences to their manager.

Working from home

While working from home, employees are expected to:

• perform the regular aspects of their work and provide deliverables within the normally expected timeframes;
• maintain regular contact with their supervisor to establish work assignments and report on progress;
• be available for and participate in meetings either virtually or by telephone;
• ensure appropriate care and control of work-related information and equipment;
• be cognizant of time and ensure working hours are established in consultation with their supervisor if should they deviate from the normal expected working hours; and
• use appropriate sick leave if they are feeling unwell.

We recognize that for many employees, working from home brings about a new set of challenges. To help employees adjust to this new work environment, Homewood Health has provided information on staying productive and motivated while working from home.

We recognize that, in addition to fundamental concerns about safeguarding your and your family’s health and safety, many of you face other challenges including balancing your work with personal responsibilities like child care or self-isolation. Brandon University continues to support a range of work arrangements, including work from home for those employees who are able. Not only does this help provide greater flexibility but by continuing to limit the number of people who are on campus, we are keeping it as safe as possible for those whose work must be done on campus.

This is not a one-size-fits all solution, and we know that you will have many questions about how this works for you, and for your area. You and your supervisor will work out the details that are appropriate for your role and the operational needs of your unit. An FAQ has been created to assist employees through these interim measures.

If you are still working about the same amount:

• If you will be doing all or almost all your job from home, no changes (normal pay provisions apply).
• If you will be doing some of your job from home and are required to come to campus for the remainder, no changes (normal pay provisions apply).
• If you will be doing all of your job from campus because work from home arrangements are not possible given the nature of your work, no changes (normal pay provisions apply).

If you are working less:

• If you will be doing some but not all of your job, either from home or campus, you will be required to draw banked overtime and vacation to cover your remaining hours. You may also opt for a partial unpaid leave.
• If you will not be doing any of your job either from home or campus, you will be required to use banked overtime and take vacation days. You may also opt for an unpaid leave or voluntary layoff.

If you are caring for someone else:

• If you are not doing your full job and you are caring for someone who is ill, or who is self- isolating/quarantined, you will first draw on your care-for balance, then banked overtime and vacation, to cover those hours. You may also opt for a partial unpaid leave.
• If you are not doing your full job and you are caring for a child who is home without childcare or school, you will first draw on your care-for balance, then banked overtime and vacation, to cover those hours. You may also opt for a partial unpaid leave.

If you yourself are sick or self-isolating:

• If you are self-isolating/quarantined and still able to work from home, you can continue to work and be paid regular time for those hours (normal pay provisions apply).
• If you are ill, or self-isolating/quarantined, and not able to do some or any work from home, you will draw on sick time to cover any remaining hours. If your sick time is or will be depleted, you can then draw on your banked overtime and vacation. You may also opt for an unpaid leave.

Early recognition of symptoms and self-isolation from others reduces the risk of transmission. To ensure the health and safety of all members of the university community, employees and students will be asked to monitor themselves daily for symptoms of COVID-19. To assist with this, please complete the COVID-19 Screening Tool.

Protocol for Absence Reporting and Disclosures of COVID-19

All members of the University community must be aware of the symptoms of COVID-19 and the importance of reporting their absences to their Dean/Director. At this time, medical notes are not required to support absences related to COVID-19 symptoms or required self-isolation periods.

• Anyone who has cold or flu-like symptoms are required to self-isolate and should proceed for testing at the onset of symptoms.
• Anyone who has been identified by Public Health as a close contact of someone who has tested positive for COVID-19 should self-isolate and should proceed for testing if advised by Public Health.
• Anyone who believes they are a close contact of someone who has tested positive for COVID-19 should self-isolate and consult with Health Links about their exposure.
• Anyone who has returned from international travel, including to the United States, is required to self-isolate for a period of 14 days from the point at which they return;
• Anyone who has returned from domestic travel that is not excluded by current provincial Public Health Orders from the requirement to self-isolate (Public Health Orders currently exclude locations in Western Canada, the territories, and Ontario – west of Terrace Bay) is required to self-isolate for a period of 14 days from the point at which they return.

Employee or visitor related reporting

For any employee or visitor related reporting, the Dean/Director will then inform Kristen Fisher, Acting Chief Human Resources Officer.

The Dean/Director shall provide the:

• employee’s full name; and
• current contact information.

The Acting Chief Human Resources Officer will:

• determine whether the employee has accessed public health supports and, if not, advise that they complete the COVID-19 Screening Tool and proceed for testing if symptomatic;
• determine what on-campus activity has occurred and the dates of any such activity; and
• document the information obtained.

Confidentiality

Confidentiality of personal information will be maintained in accordance with The Freedom of Information and Protection Privacy Act (FIPPA) and The Personal Health Information Act (PHIA). Any health-related information provided will be used to maintain a safe work environment.

In the case of a lab confirmed positive case, the individual, whether student or employee, will inform their Dean/Director who will in turn inform either the Dean of Students or the Acting Chief Human Resources Officer who will:

• work closely with Public Health to determine next steps required;
• support contact tracing efforts and identify those who are required to self-isolate and/or get tested;
• coordinate appropriate on-campus sanitization efforts;
• determine if workload or course-load need requires accommodation; and
• ensure employee supports, such as counselling or EFAP access, are made available.
• Only those who are determined to be a close contact of the individual will be informed

Confidentiality

Confidentiality of personal information will be maintained in accordance with The Freedom of Information and Protection Privacy Act (FIPPA) and The Personal Health Information Act (PHIA). Any health-related information provided will be used to maintain a safe work environment.

If your COVID-19 test results are positive, you will be required to stay home until you are determined to have recovered by Public Health.

If your COVID-19 test results are negative, you should stay home until your symptoms have resolved for 24 hours. If you have travelled or been exposed to a case, you should continue to self-isolate for the remainder of the 14-day period.

Confidentiality
Confidentiality of personal information will be maintained in accordance with The Freedom of Information and Protection Privacy Act (FIPPA) and The Personal Health Information Act (PHIA). Any health-related information provided will be used to maintain a safe work environment.

Much travel is now extremely limited by the government. You should pay close attention to current travel advisories, which are changing often.

All faculty, staff and students who have recently travelled must must follow the latest guidance from authorities. This changes regularly and you should be diligent about seeking out the most current information.

Brandon University strongly discourages all non-essential travel. All BU-related travel must be pre-approved by your vice president or the president.

Insurance

• For employees: As of Friday, March 13, 2020, Manitoba Blue Cross is now recognizing coronavirus as a “known issue” and your employee BU insurance plan may no longer cover you for travel.
• For students: BU students should contact Student VIP for the latest information about insurance coverage.
• Brandon University is no-longer self-insuring for trip cancellation. If you must travel, ensure you can obtain adequate personal coverage for all contingencies.

If you are currently abroad

The Government of Canada encourages all Canadians abroad to register with the Registration of Canadians Abroad service to get the latest updates on the situation at their destination.

Eligible Canadians currently outside Canada and needing help to return home can contact the nearest Government of Canada office or Global Affairs Canada’s 24/7 Emergency Watch and Response Centre in Ottawa at +1 613-996-8885 (collect calls are accepted where available) or email sos@international.gc.ca.

Your mental wellbeing is as important as your physical health.

We know that this pandemic can cause anxiety and concern and we want to support all employees through this challenging time.

BU employees and eligible family members can access supports, including counselling, through Homewood Health, our employee and family assistance provider. Access their resources online at homeweb.ca or by phoning their toll-free number 24/7 at 1-800-663-1142.

Homewood also offers an Online Cognitive Behavioural Therapy called i-Volve – a bilingual, web-based solution designed to treat employees struggling with anxiety and/or mild depression. This treatment program will guide you through exercises that examine and test how you interpret and perceive external stimulation. These insights will help you change and adapt the ways in which you think, feel, and react during anxious scenarios and situations. i-Volve will help you to identify, challenge, and overcome anxious thoughts, behaviours and emotions. You can register at homeweb.ca

Other useful resources include:

The Canadian Mental Health Association’s set of tips for employee anxiety about COVID-19.

The Government of Canada’s Wellness Together Canada: Mental Health and Substance Use Support portal

The Province of Manitoba’s AbilitiCBT digital therapy program for those who are experiencing mild to moderate symptoms of anxiety due to the pandemic.