COVID-19 Supervisor Resource

Supervisor’s HR Quick Reference Guide to Returning Employees to Campus

Revised 9/1/2021

This quick reference guide is intended to help supervisors with navigating various employee situations that may occur and provide helpful information, tools and resources.

NOTE: It is important to remember that supervisors should NOT ask an employee to provide medical information to them.

Scenario 1

My employee indicated he/she is in a high risk category for contracting COVID-19 as defined by the CDC, so he/she is unable to return to campus when directed, or has requested changes to the job.

What to Do:

• Contact your Campus Human Resources Office (HR). They will guide you through leave, telecommuting, and other management options.

What to Avoid:

• Asking employees to identify or substantiate a high risk status without consulting HR.
• Asking for medical information, including vaccination history.
• Sharing an employee’s health information with other employees.
• Making work modifications without consulting your Campus HR Office.

Scenario 2

My employee indicated he/she is providing care for a family member who has a serious health condition (COVID-19 related or not) so he/she indicates the inability to return to campus when directed.

What to Do:

• Contact your Campus HR Office. They will contact the employee to discuss Family and Medical Leave benefits and other leave options.

What to Avoid:

• Asking for medical information, including vaccination history.
• Making any special arrangements for an employee without first consulting Campus HR.

Scenario 3

My employee indicated he/she lives in the home with a high-risk person who does not require the employee to provide care so he/she indicates the inability to return to campus when directed.

What to Do:

• If employee requests telecommuting option, you should make sure you treat all requests equally ensuring decisions are based on business needs only, and following university policies and procedures regarding flexible work arrangements. Contact your Campus HR Office if you have questions.
• Share workplace safety measures being taken (e.g. sanitizing the workspace, etc.)

What to Avoid:

• Asking for medical information, including vaccination history.
• Making any special arrangements for an employee without first consulting Campus HR.

Scenario 4

My employee indicated he/she is nervous about returning to campus when directed

What to Do:

• Acknowledge that this is normal, because it is.
• Remind the employee of workplace safety measures that have been put in place (e.g. sanitizing the workspace, etc.) .
• Refer the employee to the Employee Assistance Program (EAP). Information can be found at: our Employee Assistance Program page.
• If the employee ultimately refuses to come to work, contact your Campus HR Office for further guidance.

What to Avoid:

• Responding out of fear or in an emotionally charged manner.
• Discussing or initiating disciplinary action without consulting with HR.
• Making any special arrangements for an employee without first consulting Campus HR.

Scenario 5

My employee has been exposed to or is displaying symptoms of COVID-19 while on campus.

What to Do:

• Send the employee home immediately.
• Notify your campus COVID-19 safety and health reporting team based on your campus’ protocol.
• Contact your Campus HR Office. They will guide you through the next steps and discuss leave options.
• Direct the employee to contact your Campus HR Office.
• Regularly remind all employees to conduct self-checks each morning prior to coming to work.

What to Avoid:

• Asking for medical information, including vaccination history.
• Sharing an employee’s health information with other employees. This includes sharing information regarding possible exposure or symptoms.

Scenario 6

My employee is not adhering to the safety guidelines (social distancing, wearing PPE, etc.) recommended by the Center for Disease Control and Prevention

What to Do:

• Provide regular reminders of recommended safety guidelines to all employees in the department

What to Avoid:

• Mandating employees wear masks or socially distance themselves from others.
• Responding out of fear or in an emotionally charged manner.
• Discussing or initiating disciplinary action without consulting with HR.

Scenario 7

My child was exposed at school so I need to be at home with my child.

What to Do:

• Child exposed does not mean that the employee (or child) was in direct contact as of yet. The employee should quarantine with child until they and the child get tested.
• Notify your campus COVID-19 safety and health reporting team based on your campus’ protocol.

What to Avoid:

• Sharing an employee’s health information with other employees. This includes sharing information regarding possible exposure or symptoms.

Campus Contacts

Resources/Tools

• Center for Disease Control and Prevention
• UNT System COVID-19 Response Guidelines
• FMLA webpage
• Employee Assistance Program