Managing Smart: COVID-19 Protocols for Supervisors

Thursday, January 20, 2022 

Since the New Year, we’ve seen an increase in COVID-19 cases on our Valencia College campuses due to the Omicron variant. To keep you up to date, here are our latest protocols.

If your team members meet any of the following criteria, ask them to stay home and contact Valencia College’s COVID-19 case management team:

  • If they feel ill;
  • If they test positive for COVID-19; and/or
  • If they come into contact with someone who has tested positive for the virus

If your employees have worked on campus, they should also notify you and email Valencia College’s COVID-19 case management team at COVIDillness@valenciacollege.edu. The team will assess their unique circumstances and provide directions for quarantine or isolation and return to work/class. For more information, view the Illness Reporting and Contact Tracing Quick Reference Guide.

Please continue to be gracious as employees call in regarding their absences.

Mask Protocol

We are continuing our “masks expected” protocols, as reflected in signage and messaging across campuses and in our classrooms and encourage you to wear a mask that covers your nose and mouth whenever you are with others. We continue to monitor the Center for Disease Control and Prevention’s (CDC) COVID county tracker transmission status to determine our mask protocol status.

We have more than 100,000 masks available for faculty, staff and students and will ensure that they are widely available throughout the campuses. Additionally, we have a supply of KN-95 masks available in security offices on each campus, in academic department offices and available for delivery via interoffice mail. To request masks by interoffice mail, send your request including the number of masks requested, contact person and location to be delivered to Courier Manager Larry Fox at lfox10@valenciacollege.edu.

COVID Leave with Pay

All active employees are eligible for leave with pay for reasons related to COVID-19 if they are unable to work either in person or remotely their total hours for the workweek. In order to be eligible for this leave, employees must meet one or more of the following criteria:

  • They are subject to quarantine or isolation related to COVID-19;
  • They have been advised by a health care provider to self-quarantine or isolation related to COVID-19;
  • They are experiencing COVID-19 symptoms and seeking a medical diagnosis;
  • They are caring for an individual who is subject to quarantine or isolation or is experiencing COVID-19 symptoms; or
  • They are caring for a child whose school or place of care is closed for reasons related to COVID-19.

Based on the circumstances, employees may need to provide applicable documentation to support the need for paid leave.

For questions regarding eligibility, types of supporting documentation or other available options regarding your specific circumstances, please contact Organizational Development and Human Resources at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-582-HR4U (4748).

Paid Leave for COVID Vaccination

Through Tuesday, May 31, 2022, Valencia College will provide a maximum of 12 hours of paid time off for employees (on an as-needed basis) to receive the COVID-19 vaccination or booster and/or recover from the side effects. Though we encourage scheduling vaccinations during non-work hours, we know that this is not always possible and want to ensure that a potential loss in pay is not a barrier to being vaccinated.

As a part of the leave approval, employees should show their vaccination card (this will not be kept on record) to their supervisor upon returning to work, either in person, if working on site, or via a Zoom or Teams meeting, if working remotely. After receiving supervisor approval, employees should submit a Certificate of Absence in the Request and Manage My Leave system for “Leave with Pay” and indicate “Vaccine Leave” in the notes section of the request.

Full-time, non-exempt employees should enter “Leave with Pay” on their Web Time Entry timesheet. Part-time employees should not enter any leave hours on their Web Time Entry timesheet for vaccine leave, as they will be paid from their Certificate of Absence submitted in the Request and Manage My Leave system.

For questions on paid leave for COVID vaccination, contact Organizational Development and Human Resources at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-582-HR4U (4748).

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