Covid-19 Self-Assessment Required to Enter Campus

Health Screening Tool Operating Instructions

Updated August 7, 2020

Objective
To the extent reasonably possible, provide guidance for Minnesota State colleges, universities, and system office on balancing the risks for all students, employees and other visitors regarding entering campus-enclosed facilities, including classrooms, offices and other building areas during the COVID-19 pandemic.

Policy Statement
The COVID-19 pandemic presents an unprecedented challenge to the State of Minnesota in general, Minnesota State and Central Lakes College. The virus is highly contagious and potentially deadly. To safeguard the learning environment and the workplace, to the extent reasonably possible, students and employees are required to self-monitor for signs and symptoms of COVID-19, and stay home if sick or experiencing symptoms.

Employees are required to report to their supervisor if they are sick. Students who are unable to attend class because they are sick or experiencing symptoms should contact their faculty member.

In addition, screening all Central Lakes College employees, students and visitors for potential exposure to COVID-19 and symptoms of COVID-19 is a critical tool for minimizing potential exposure in the campus environment. Accordingly, all colleges, universities and the system office are required to establish health screening procedures consistent with this operating instruction.

Central Lakes College will communicate and post the following advisory in a manner designed to reach all current students and employees, as well as visitors to the campus.

To protect the health and safety of students and employees from the direct threat resulting from the spread of COVID-19 in the workplace to the extent reasonably possible, Central Lakes College is requiring mandatory screening of all employees, students, contractors, and visitors prior to entering campus buildings for potential exposure to COVID-19 and symptoms of COVID-19.

Employees who refuse to complete the screening will not be admitted to the workplace, will be considered absent from work without approved leave during their regular assigned work time and may be subject to disciplinary action, up to and including discharge. Employees who are absent from work without approved leave in these circumstances will be placed in no-pay status.

Students will not be permitted to enter campus buildings if they do not complete and pass the screening. Students who refuse to complete the screening and persist in entering campus buildings may be subject to the Central Lakes College student code of conduct and may be removed from campus.

Visitors will not be permitted to enter campus buildings if they do not complete and pass the screening.

Consistent with the Governor’s Executive Order 20-81, all employees, students, and visitors are required to wear face covering in all buildings as well as other designated spaces, except in locations or circumstances exempted under EO 20-81.

These operating instructions are subject to change.

Scope
These operating instructions apply to all employees, students and other visitors to campus, including vendors and contractors, who wish to enter campus buildings and other designated confined spaces on campus.

Health Screening Protocol and Requirements for Employees and Students

Every employee, student and visitor to Central Lakes College must complete the electronic health screening instrument adopted by Minnesota State each day prior to the initial entry to campus or other designated confined campus space. In the event that the electronic instrument is not available, a hard copy version of the electronic health screening instrument may be employed. Employees and students are required to answer the screening questions truthfully and correctly to the best of their knowledge.

Students who complete but do not pass the health screening are not authorized to enter campus buildings, and must contact the office designated by Central Lakes College to discuss academic and student service options available to the student.

Employees who complete but do not pass the health screening are not authorized to enter the workplace, and must report to their supervisor using their regular call-in procedure. In addition, if the employee is not able to telework:

19. The employee is expected to take affirmative steps to obtain a medical diagnosis as to whether they have, or still have, COVID-19.

1. If Paid COVID-19 Leave is available and the employee is otherwise eligible, the employee may use Paid COVID-19 Health Leave as provided in the Paid COVID-19 Leave policy, while they are taking affirmative steps to obtain a medical diagnosis.
2. If the employee is advised by a health care provider to self-quarantine based on the provider’s belief that the employee has COVID-19 or may have COVID-19, if Paid COVID-19 Leave is available and the employee is otherwise eligible, the employee may use Paid COVID-19 Health Leave as provided in the Paid COVID-19 Leave policy.
3. If Paid COVID-19 Leave is unavailable or the employee is not otherwise eligible, the employee may use their accrued sick leave or unpaid medical leave while the employee is taking affirmative steps to obtain a medical diagnosis or while the employee has been advised by a health care provider to self-quarantine.
4. If the employee obtains a medical diagnosis that they do not have COVID-19 (i.e., they tested negative for COVID-19 or a medical doctor or certified nurse practitioner determined that the employee does not have COVID-19 and may return to work), they are expected to provide evidence to Human Resources of the negative diagnosis, and return to work.
5. If the employee obtains a medical diagnosis that they have COVID-19, they are expected to return to work under the following guidance (or as directed using current MDH or CDC guidelines):

If the employee had symptoms, they are expected to return to work after:

• Their cough, shortness of breath, and other symptoms are better, and
• It has been 10 days since they first became ill, and
• They have not had a fever for the last 24 hours, without using fever-reducing medications.

Employees who refuse to complete the screening are not authorized to enter the workplace. Employees who refuse to complete the screening and who are assigned to work on campus will be considered absent from work without approved leave and may be deemed as refusing a work directive. Such employees:

1. Must report to their supervisor using their regular call-in procedure or an alternative procedure established by the college and explain the circumstances of the employee’s refusal to complete the health screening.
2. May be subject to disciplinary action, up to and including discharge.
3. If the employee is not assigned by their supervisor to telework, the employee will be deemed absent from work without approved leave and may be placed in no-pay status until the employee returns to work after completing a health screening as required by this operating instruction or their job responsibilities no longer require screening under this operating instruction.
4. Upon the first instance of refusing to complete the health screening, an employee may request a meeting with Central Lakes College’s HR Department for an explanation of the health screening requirement and to present the employee’s side of the story and/or explain the employee’s reasons for refusing to comply. Employees will be placed in pay status for the period of the meeting. The employee may have union representation at the meeting.

Students, Faculty, or Staff in Clinical Settings
Students and employees who participate in or facilitate i) the delivery of an education program that involves working with COVID patients in a clinical setting or ii) the delivery of college sponsored medical services to such patients, are required to complete the screening tool, but are allowed to come to campus, provided that i) these individuals wear appropriate personal protective equipment during all such contacts with COVID patients, ii) these individuals have not been in close contact with a positive or pending COVID case outside the clinical setting, and iii) they are not exhibiting symptoms. In these cases, individuals can answer “no” to the screening question related to being in close contact with COVID case.

Tennessen Notice
Central Lakes College/Minnesota State is required to provide each individual completing the screening instrument with the following Tennessen Notice or its functional equivalent:

Central Lakes College/Minnesota State using the health screening instrument as a conditions of entering campus buildings:

The data collected about you in this screening process is classified as private under the Minnesota Government Data Practices Act.

We will use this data to screen individuals before they enter campus buildings for potential COVID-19 related health risks to try to avoid the potential of spreading COVID-19. The data helps us to determine whether risk factors are present and whether you will be denied admission to campus buildings for the protection of Central Lakes College employees, students and/or other members of the public.

This is not a COVID-19 test and is not a determination of whether or not an individual is infected with, or has been exposed to, COVID-19.

This data will be gathered to determine whether to permit you to enter campus buildings. You are not legally required to provide this data. However, if you refuse to provide the data, you will not be admitted to the any campus buildings. If you are an employee, your refusal to provide the data may also result in employment consequences, as determined by Central Lakes College and as set forth in the CLC Health Screening Policy. If you are a student, your refusal to provide the data may result in academic or student conduct consequences, as determined by Central Lakes College. The data collected from you may be shared with Central Lakes College HR staff, safety administrators, and supervisors and managers, authorized individuals at Minnesota State and other persons or entities authorized by law.

Confidentiality of Private Data
All health-related information gathered from the health screening will be treated as private, will be stored securely, and will not be stored or maintained in an employee’s individual personnel file, or in a student’s official academic records. Health-related information gathered from the health screening will be maintained for at least one year.

Compliance
Central Lakes College is required to ensure compliance with the health screening criteria established in this operating instruction. Possible deployment strategies are listed below. The following are required expectations:

1. The specific strategies and plan to deploy the screening tool must be added to the Central Lakes College COVID-19 Pandemic Preparedness Plan and posted publicly as outlined in Executive Order 20-74. Consultation with local bargaining units and student associations must be completed prior to finalization. As plans and strategies evolve, the COVID-19 Pandemic Preparedness Plan should continue to be updated.
2. Central Lakes College has identified 218-828-6050 for employees and students to report incidents of non-compliance. CLC will ensure that reports of non-compliance that provide credible evidence will be reviewed and initial action taken within two business days of the report.

Possible Deployment Strategies

1. Colleges and universities that are able to effectively limit the number of access points to campus buildings could establish check-desks at such access points during regular business hours to check for compliance with the screening requirement before being allowed to enter.
2. Additional screening points or check-desks could be established at various campus locations.
3. Discuss with faculty, student affairs staff, and student senate on strategies to communicate the importance of completing the tool with students through a variety of communication channels.
4. Identify communications (electronic or written) where a screening tool notice should be added to make visitors aware of the expectation.

Frequently Asked Questions

Q:  What is the COVID screening tool and how will it be used?

A:  It’s a web-based tool individuals will use to self-assess COVID-19-related health risks and determine whether they should be allowed to enter Minnesota State (Central Lakes College) facilities in order to mitigate the risk of transmission.

 

Q:  How do I access the tool?

A:  College- and university-specific web links and QR codes are available on each school’s website and on materials available at campus entrances.

 

Q:  Why did Minnesota State develop this tool?

A:  Development of the screening tool represents one of many strategies Minnesota State and its colleges and universities are using to protect the health and safety of students, faculty, and staff as fall semester gets underway.  In addition, Executive Order 20-74 requires Minnesota State to “establish policies and procedures, including health screenings, that prevent sick students or institution staff and instructors from entering the institution for in-person or on-site activities.”

 

Q:  Who is required to use the tool?

A:  Everyone who plans to visit any facility within the Minnesota State system, including all students, employees, visitors, contractors, and vendors, must complete the self-assessment before they arrive each day they will be on campus or at the workplace for longer than 15 minutes. This applies to all 54 Minnesota State campuses and the system office. Students who live on campus are required to complete the assessment every morning.

 

Q:  How does the tool work?

A:  The tool will be available from the website of each college and university and MinnState.edu, and will be accessible from any device capable of interacting with a web page including most handheld devices. Users will be guided through a series of questions to identify COVID-19-related health risks. Individuals who pass the self-assessment will receive an email that reflects approval — anyone may be asked to show this email upon entering campus or the workplace. The application will inform individuals who do not pass the self-assessment that they should not come to campus or the workplace and will display campus-specific contacts and guidance on steps to take in order to protect health and safety.

 

Q:  What criteria does the assessment use in order to evaluate COVID-19-related health risks?

A:  The assessment screens individuals who indicate they have exhibited symptoms associated with COVID-19 within the past 10 days or have been in contact with anyone with a confirmed case of COVID-19 within the past 14 days. The criteria used by the self-assessment is based on guidelines provided by the Minnesota Department of Health.

 

Q:  What happens when an individual refuses to use the screening tool?

A:  They will not be allowed on campus or into the workplace.

 

Q:  What if an individual doesn’t have access to the tool electronically or doesn’t have a smart phone?

A:  They could use a computer and print out their results, or use a written tool once at campus.

 

Q:  What if an individual has symptoms similar to COVID-19 due to other health issues, such as allergies or sore muscles following a workout?

A:  The tool accommodates symptoms not related to COVID-19.

 

Q:  Do guests of the campus – such as attendees at an athletic event – need to use the tool?

A:  Anyone planning to spend more than 15 minutes on campus needs to use the tool.

 

Q:  Do individuals who are not employees of the college or university, but work for an organization that has work space on the campus need to use the tool?

A:  Anyone planning to spend more than 15 minutes on campus needs to use the tool.

 

Q:  Is there a consequence for when someone comes to class/work after “failing” the screening?

A:  Employees or students who falsify inputs will be addressed through the appropriate discipline process.

 

Q:   Will student employees still have the opportunity to get paid if they “fail” the screening?

A:  If the work is able to be completed and supervised remotely, students should work remotely. If the work is not able to be completed remotely, students cannot be paid work-study wages. (Both state and federal work-study permission to pay work-study wages to students who are not working due to COVID-19 expires at the end of the 2020 summer term).

 

Q:  If visitors to campus hold tickets for an event, and fail the screening tool, will ticket costs be refunded?

A:  Those who cannot attend an event due to a negative screening should be compensated through existing college or university refunding practices.

 

Q:  Do people who will only be within outdoor facilities on a campus need to use the tool?

A:  Yes.  If they will be on campus they are required to use the tool.

 

Q:  Do employees or students who are working remotely or otherwise not planning to be on campus or at the workplace on any given day still need to use the tool?

A:  Only people who will be on campus or in the workplace need to complete the tool.

 

Q:  Do individuals who come to campus when buildings are closed (such as faculty working weekends) need to do the self-assessment?

A:  Yes.

 

Q:  Who will have access to the data collected by the assessment?

A:  Minnesota State is committed to protecting the private data submitted through this self-evaluation tool.  The Chancellor and campus leadership have designated a limited number of individuals, at the system office and on each campus, who may access to the results of the self-evaluation tool. Access is restricted to those individuals whose work assignments reasonably requires access to the data.

 

Q:  What will happen to the data submitted through the tool?

A:  The information submitted through the self-evaluation tool is classified as “highly restricted” by Operating Instruction 5.23.2.1 “Data Security Classification.” The detailed collection, use, and safeguarding of “highly restricted” data is outlined in Operating Instruction 5.23.3.1 “Information Security Controls.” Minnesota State has robust processes in place to maintain the confidentiality of data, as well as to prevent, control, and minimize the impacts of any security incidents.

 

Q:  How long will the data be kept?

A:  Minnesota State will use the data collected by this tool for the benefit of the health and safety of our students, faculty and staff.  We will maintain the data as long as necessary to safeguard our students, faculty and staff and we will destroy the data when we have determined it is no longer needed.  The tool does not store passwords and cannot email sensitive data.  In addition, no data is stored on the device that is used to access the assessment.