COVID-19 Workplace Positive Case Protocol
For Supervisors

This webpage outlines the required processes if one of your employees or Designated Campus Colleagues (DCCs) who is physically working onsite experiences a positive case of COVID-19.

These protocols must be initiated immediately on learning of a positive case.
 

 

For guidance, contact Human Resources
Email the HR COVID Response Group


Quick Facts

Privacy policy

 

Any written documentation related to the protocols on this webpage is confidential information and must be kept in a medical file separate from the employee’s personnel file.
 

View Privacy Guidelines (PDF)

View Retention Schedule Policy

What is a positive case?

 

For the purposes of these protocols, a positive case is if an employee experiences any of the following:

Employees are required to notify you
when they learn of a positive case.

Wildcat WellCheck

 

All onsite employees are required to conduct daily health screens through the Wildcat WellCheck text system.

 

Sign up now
And share this link with your employees

PROTOCOL 1
Employee tests positive for COVID-19

Print this checklist (PDF)

1. Remove the employee/DCC from the workplace and obtain information about close contacts.

  Ask the person to go or stay home, and encourage them to seek healthcare as needed.

  Gather work locations they occupied for more than 15 minutes during the two days prior to their positive test result and/or onset of symptoms (whichever occurred first).

  Identify known close contacts in their work locations during the same time period. Close contacts are people who have been within six feet for 15 minutes or more during a workday, regardless of whether either person was wearing a face covering.

2. Strongly encourage the employee/DCC to self-report their positive test.

  Provide the link to Campus Health’s Positive COVID-19 Test website. The website includes an online survey portal to initiate contact tracing and case investigation. Encourage the person to self-report (voluntary). Make clear that their identity and other personal/health information will be kept confidential to the fullest extent possible.

  Give the person an overview of what to expect if/when they self-report. They will be assigned a case manager, who will offer advice and help contact close contacts. Case managers are with the Student Aid for Field Epidemiology Response (SAFER) program, which has been authorized to assist with contact tracing and case investigation.

3. Explain limited disclosures that will occur.

  Open a discussion about who will need to be notified about a positive test, and clarify when personally identifying information will and will not be disclosed.

Personally identifying information:

WILL NOT
be disclosed:
 

  • To workspace colleagues and close contacts (They will only be notified that a positive test occurred).
  • To internal campus units managing campus safety (They will only be notified that a positive test occurred).

WILL
be disclosed:

  • If a workplace injury report is submitted (to Risk Management).
  • If consultation is needed on case management (to Human Resources).

Once you have completed all items in this checklist,
you must report the positive test and make required notifications.

Report Positive Test
This report does not include identifying information.

Required Notifications
Required only if an employee has a positive test

PROTOCOL 2
Employee experiences symptoms

Print this checklist (PDF)

1. Remove the employee/DCC  from the workplace.

  Direct the person to go and stay home, and encourage them to seek healthcare as needed.

  Gather work locations they occupied for more than 15 minutes during the two days prior to their onset of symptoms.

  Identify known close contacts in their work locations during the same time period. Close contacts are people who have been within six feet for 15 minutes or more during a workday, regardless of whether either person was wearing a face covering.

Note: Gathering information about locations and close contacts is preemptive. It will only need to be reported if the affected individual later test positive for COVID-19.

2. Encourage testing.

 Encourage the person to contact Campus Health or their preferred healthcare provider for testing. If they test positive, they must immediately notify you so you can follow the instructions in the Positive Test Protocol.

PROTOCOL 3
Employee has close contact with a person who tests positive for COVID-19

Print this checklist (PDF)

Non-critical infrastructure employees.

  Direct the person to go home and quarantine themselves away from the workplace for 14 days.

  Request that the person self-monitor for COVID-19 symptoms. If they develop symptoms, follow the instructions in the Experiencing Symptoms Protocol.

  Encourage the person to contact Campus Health or their preferred healthcare provider for testing. If they test positive, they must immediately notify you so you can follow the instructions in the Positive Test Protocol.

Critical infrastructure employees.

  Direct the person to go and stay home until asked by you to report to work. Critical infrastructure employees/DCCs may be authorized to return to the workplace to carry out critical infrastructure tasks if they are asymptomatic, use a face covering, and maintain physical distancing.

  Request that the person self-monitor for COVID-19 symptoms. If they develop symptoms, follow the instructions in the Experiencing Symptoms Protocol.

  Encourage the person to contact Campus Health or their preferred healthcare provider for testing. If they test positive, they must immediately notify you so you can follow the instructions in the Positive Test Protocol.


Next Steps and Return to Work

You should prioritize sending the employee home, sharing healthcare guidance, and obtaining information about work locations and close contacts. Once those steps have been completed, please review the following.

Provide Campus Health guidance

7 steps someone should take if they test positive for COVID-19.
 

Download the Guide (PDF)

Review remote/flexible work info

Guides, templates, and things to consider for setting up remote or flexible work, including how to report time in certain situations.

View the Guidelines

Emergency Paid Sick Leave And Expanded FML

The University is supplementing its current Sick Time and Family Medical Leave Act policies. Eligible employees may take the leaves described on this page.

View the Guidance

Prepare for return to campus

Advise your employee using the guidelines below. You may also direct them to the Human Resources Return to Campus webpage.

View the steps

Physical return to work

If an employee is exposed to someone who tests positive, but experiences no symptoms:

Employees may return to a physical worksite after 14 days of fever- and symptom-free quarantine.
 

If an employee tests positive, but experiences no symptoms:

Employees may return to a physical worksite after 10 days of fever- and symptom-free isolation.
 

If an employee experiences symptoms, regardless of test results:

Employees may return to a physical worksite when all of the following are true:

  • They are fever-free for 24 hours (1 full day) without fever-reducing medication.

  • All other symptoms are no longer present.

  • At least 10 days have passed since symptoms first appeared.


Required Notifications

These required notifications are only required if an employee tests positive for COVID-19.

1. Close Contacts.

  Notify close contacts identified by the affected employee that a positive case has been identified in their work area. DO NOT identify the employee or details of their condition.

  Advise close contacts that they will also be contacted by the SAFER program as part of their case investigation and contact tracing process.

  Advise close contacts that work areas will be cleaned and disinfected by Facilities Management.

2. Building Manager (If applicable).

  Notify the Building Manager of the positive test and the potentially affected areas in the building DO NOT identify the employee or details of their condition. The Building Manager will coordinate and follow-up with you about necessary disinfection processes and possible space closures.

  If the Building Manager is unavailable, you will need to make the following contacts.

  • Facilities Management (FM)Without identifying the affected employee, report the positive test to the FM Work Control Desk at 520-621-3000.
  • Department Head(s)Without identifying the affected employee, notify the department head(s) for the affected employee of the positive test. Department heads will coordinate notification to building occupants, Deans, and VPs.

3. Human Resources COVID Response Group (Optional).

  If you feel you need assistance, notify Human Resources by email of a positive test. DO NOT identify the employee or details of their condition. HR’s COVID Response Group can assist with process, regulatory issues, leave and return-to-work issues, and dispute resolution.

4. Risk Management Services (If applicable).

  Only if the employee likely contracted COVID-19 from a workplace exposure, report the positive test as a potential workplace injury via the online reporting portal. The affected individual must be identified in this report.


Campus Contractors and Vendors

Because contractor and vendor personnel will also be present at University facilities, the University will have notification protocols going in both directions when a positive COVID-19 case is identified involving either contractor or University personnel. Please review the following actions and responsibilities.

  • Procurement & Contracting Services (PACS) has added new language to purchasing documents and contract templates to require vendors who work at University facilities to follow CDC guidelines.
     
  • Project managers for PD&C, FM, and others overseeing UA projects will advise all current project contractors, JOC firms, and renovation contractors, and consultants about the following University expectations.
    • The contractor shall notify the University project manager immediately about positive tests.  The notification shall include where the person worked, recent dates worked, date of onset of symptoms, and any known University personnel contacts two days prior to the onset of symptoms or receipt of a positive test (whichever occurred first).
       
  • The project manager will notify you if one of your employees may have had contact with an effected contractor or vendor employee.
     
  • If one of your employees tests positive, and they interact with contractor/vendor personnel, you shall notify any applicable project managers. Your notification should include where the individual worked, recent dates worked, dates of onset of symptoms, and any known contractor personnel contacts two days prior to the onset of symptoms or receipt of a positive test result (whichever occurred first). DO NOT identify the employee or details of their condition.   

Documents and Flowcharts

Download and print the documents referenced on this webpage.

Employee tests positive protocol (Protocol 1)

Print Protocol 1 (PDF)

Employee experiences symptoms protocol (Protocol 2)

Print Protocol 2 (PDF)

Employee has close contact protocol (Protocol 3)

Print Protocol 3 (PDF)

Contact Tracing Flowchart

View Contact Tracing (PDF)

Return to Workplace Decision Tree

View Decision Tree (PDF)

Full Case Notification Protocol

Full Protocol Document (PDF)