FAQs for Staff

For confirmed coronavirus disease 2019 (COVID-19) cases, reported illnesses have ranged from mild symptoms to severe illness and death. Symptoms can include:

• Fever (100.4° F or higher)
• Cough
• Shortness of breath

CDC believes at this time that symptoms of COVID-19 may appear in as few as 2 days or as long as 14 days after exposure.

If you are experiencing a fever, cough and shortness of breath, or if you suspect you have been exposed to someone with coronavirus, you should call ahead to a healthcare clinic. Your healthcare professional will work with the Minnesota Department of Health to determine if you need to be tested for COVID-19.

Even if you don’t suspect coronavirus, particularly now, you should stay home if you have a cough, sore throat or fever. Report the illness and subsequent absence to your direct supervisor.

If a Carleton community member receives a lab-confirmed diagnosis of COVID-19 and we need to take action, the Minnesota Department of Health will contact us with instructions on how to proceed. MDH will advise us on the College’s role and next steps we need to take. 

If a student living on campus receives a lab-confirmed or clinical diagnosis of COVID-19, we are prepared to move the student to a separate residence during the isolation period. 

If you have been told of a Carleton community member case of COVID-19 and are concerned about possible exposure, please consult the MDH website, call Security at (507) 222-4444 or submit a Community Concern form.

Social distancing is the act of limiting your interactions with others. It includes not shaking hands, avoiding crowds, standing 6 feet from others, working remotely when possible, and staying home if you feel sick.

Self-quarantine is for people who may have been exposed to COVID-19. You should self-quarantine if you have traveled to a high-risk area within the past 14 days or if you have been in contact with a known or suspected case of COVID-19. During the 14-day self-quarantine period, you should stay home, take your temperature twice daily, and closely monitor yourself for signs of a respiratory illness.

Self-isolation is for people who are experiencing symptoms of COVID-19 or have been confirmed to have the virus. During self-isolation, you should stay home, avoid contact with others, and closely monitor your health.

If you have been sick with respiratory symptoms or fever, you should self-isolate for 7 days after the onset of your illness, or for 72 hours after resolution of the fever, whichever is longer.

The Centers for Disease Control (CDC) and Minnesota Department of Health are the most up-to-date sources of information on the coronavirus outbreak.

Following recommendations from the CDC and the State of Minnesota, the College strongly encourages people to wear a face covering. Wearing a face covering is a courtesy that reduces the chance of unknowingly spreading COVID-19 to someone else. It is not intended as a means of personal protection, and it does not negate social distancing guidelines.

If you need a face covering, you can make one from common household materials. The College has also received donations of homemade masks from generous community members. Donated masks can be picked up from the mail area in Sayles-Hill or the foyer of Hoppin House.

Social distancing is a powerful public health tool. Departments should be working to implement several social distancing strategies, such as:

• Staff rotation: For offices that require an on-campus presence, we recommend staggering in-office and remote staff so those on campus can keep a physical distance of at least 6 feet from others. This will reduce the number of employees on campus and help limit potential exposure for those who must report to campus.
• Essential meetings: Plan to use remote tools, such as Zoom or Google Meet, in place of in-person meetings.
• State guidelines: While on campus, be aware of and practice strategies from the Minnesota Department of Health to slow the spread of COVID-19.

We have encouraged all supervisors to permit their employees to work remotely as much as their job allows through at least the end of June. Until further notice, the one-day-per-week remote work limitation has been temporarily lifted, though we are asking all employees to complete a Remote Work Agreement to familiarize themselves with the remote work data security requirements like using our Virtual Private Network (VPN). For those offices that necessitate an on-campus presence, we suggest staggering department staffing and allowing employees to work remotely at least 50% of the time.

Due to the nature of their positions, some staff are not able to work remotely. However, having fewer regular staff on campus will help those staff maintain a ‘social distance’. We also encourage supervisors to consider schedule modifications to help reduce the number of individuals on campus at one time.

Human Resources has additional information on Remote Work During COVID-19.

All employees who can work remotely should expect to do so through the end of June.

Supporting the students on campus and the spring academic term requires that some work be performed on campus by essential employees, however, we ask that you restrict your travel to the minimum required for your job during the state’s Stay at Home Order. If you are not an essential employee and cannot complete your work remotely, you should stay home and report your time as detailed in the “How do I report my time during the Stay at Home Order?” FAQ. You will continue to receive pay for your scheduled hours. 

As outlined in the Remote Work Agreement, employees working remotely are expected to:   

• Notify manger and coworkers of any temporary change in the posted remote work schedule
• Be available to manager and coworkers by telephone and email during core hours
• Return calls and emails in a timely manner
• Fulfill required communication (such as daily contact) with manager
• Forward office calls to the remote site
• Meet additional expectations which may be set by supervisors

Your supervisor will communicate with you if your presence on campus is essential to support our students. Supervisors with questions should call Human Resources for assistance.

We have been informed by the governor’s office that a letter is not required for travel to work. However, since other employers have issued them, we recognize that some employees may feel more secure having such a letter in their possession. If desired, this letter can be printed.

You should report your time worked (whether on campus or remote) normally. You should also record leaves (sick/vacation) as you regularly would.

If you are unable to fulfill all of your scheduled hours due to the Minnesota Stay at Home Order, please report time not worked as follows:

• Bi-weekly: In Web Time Entry, select Bi-Wkly Pandemic Pay Continuation in the Other Pay Leave Category and enter the difference between the number of hours you worked and the number of hours you were scheduled to work per day.
• Exempt: In the Exempt Leave reporting screen on the Hub, select Exempt Pandemic Pay Continuation in the Other Leave Type column and record the difference in the time you worked and the time you were scheduled to work per day, using either full- or half-day increments. As a reminder, for partial days worked, if you miss less than 2 hours of work in a day, you do not need to report the time off. If you miss between 2 and 6 hours in a day, you should report a half-day. If you miss more than 6 hours, you should report a full day (if part-time exempt, prorate based on FTE). 
• Union: Contact Human Resources for assistance.

If you are ill or quarantined with COVID-19 type symptoms, we ask that you complete this form, and you will be provided separate instructions for reporting that absence.

We expect all regular Carleton employees to continue to work their normally scheduled weekly hours at their regular rate of pay. Casual employees who work events or limited hours (i.e. sporting event time-keepers, evening building staff, etc.) will not be called to work if the event has been canceled or the building closed. Bon Appétit and Barnes & Noble employees should contact their respective employers for additional information.

Both ITS and Human Resources have tips, tools, best practices, and professional development resources on working remotely. New information is regularly added.

It is important to us that Carleton-based dining and bookstore workers, who are employed by Bon Appetit Management Company & Barnes and Noble, are also being taken care of at this time. We have worked closely with both companies, and it is our understanding that their employees will retain health coverage as well as income while they are placed on temporary, unpaid leave during Spring Term.

Importantly, we understand that unemployment insurance and the enhanced federal benefit of $600 per week will typically provide benefits to more than replace their regular wages through June. These employees will also retain their existing health coverage through their respective employers. Carleton has also chosen to provide additional funds that will enable both companies to pay returning workers a supplement to assist them with deferred healthcare premiums or other expenses. While this comes at an added cost to the College, we believe it is the right thing to do at this time.

Human Resources will share this information with new employees before they arrive to campus. New employees will be expected to follow the same steps as current employees regarding COVID-19 precautions.

Yes, in all cases. VPN is Carleton’s secure way of effectively “wrapping” your off-campus network connection in a Carleton blanket, so to speak. It encrypts your network traffic, which protects all Carleton data and login credentials no matter where you are. There is a short installation process, and after that you simply turn it on or off.

When you are using the VPN, your computer is essentially on the Carleton network, much as if you were in your office. It is an easy-to-use solution that will give you, among other things, access to your network drives and library database resources. You can also use it to provide security when using non-secure networks, such as WiFi at home, in coffee shops, or libraries.

Printers are too delicate to be moved easily.  If you need to print from home, you can either send the job to a person in your office who is working on campus and have them print it for you, or you can print remotely using Webprint.

No. Employees are responsible for providing internet service at the remote work location.

It is expected that office calls will be forwarded to the remote site. If you don’t have a home phone, you should forward calls to your cell phone. Calls only need to be forwarded during regular office hours.

You are not required to share your personal cell phone number with callers. Callers should be directed to dial your office number. When returning calls using your personal phone, you can dial *67 prior to dialing the number to block caller ID. If needed, you can work a few hours each day from the office to return calls.

For those covered by Carleton’s health insurance plan, the coronavirus screening test will be covered at no out-of-pocket-cost for all employees and dependents. If you have other coverage, please contact your provider.

Employees who suspect they have been exposed to COVID-19 should stay home, practice social distancing, and closely monitor their health. Employees may be able to work remotely during this time. Regular, benefits-eligible employees will not lose pay or accrued leave time for any absence related to their own or a household member’s COVID-19 quarantine or illness. Additional information will be provided on how to report and document COVID-19 related quarantines or illnesses.

Regular, benefits-eligible employees will not lose pay or accrued leave time for any absence related to a COVID-19 quarantine or illness. We have created a new leave code that will be activated after employees report their absence related to a COVID-19 illness or quarantine using this form. For other health-related absences, employees should follow regular procedures for using their standard sick time.

Employees should stay home if a household member has developed symptoms of COVID-19. Employees may be able to work remotely during this time. Due to the proximity, the employee should assume they may have been exposed to COVID-19 and monitor their own symptoms. Regular, benefits-eligible employees will not lose pay or accrued leave time for any absence related to their own or a household member’s COVID-19 quarantine or illness.

Employees should report their absence related to a COVID-19 illness or quarantine using this online form and to their supervisor directly.  Completing the form will prompt Human Resources to activate a new “Public Health Emergency” leave code and email instructions on how to access the new leave code.

Temporarily, employees will be allowed work remotely while caring for their children. If remote work is not feasible, employees can use accrued sick or other leave to care for their children if they lose childcare for a reason directly related to COVID-19. This includes absences due to K-12 school closings. Additionally, some employees may be able to adjust their work hours. Please contact Human Resources for additional information.

With a number of childcare closings, you may be unable to spend FSA funds as initially intended. While there is no new or altered IRS guidance related to changes in FSA regulations as a result of COVID-19, you may be able to modify your pre-tax election to support your needs at this time. Examples include:

• Suspend your election: If your daycare has closed and is not billing you for services, you may consider suspending your election. Should you choose to do this, you may re-elect once your daycare services resume.
• Modify your election:
  • You may increase or decrease your election if your daycare provider has adjusted their fee schedule during this time.
  • If a child is switched from a paid provider to “free care” (i.e. neighbor or relative) or no care. An election change should be permissible whenever there is a change in provider.
• Add an election: Should your family needs require that you seek new provider services that have a cost, you may add an election. For example, you could consider hiring a babysitter to care for your children while you are working in your home. This will qualify so long as the babysitter is over the age of 19 and is not your spouse, the parent of the child, or anyone you can claim as a dependent on your tax returns.

Please visit optumbank.com for the latest developments and up-to-date information on regulation changes related to health care spending and savings accounts.

No employee should have to risk their health to come to work. Whenever possible, employees with documented high-risk health conditions will be given the opportunity to work from home temporarily. For those who cannot perform their work from home, Human Resources will work with them and their supervisors to evaluate the request and explore accommodations.

• Stay at home if you are sick (with any illness, but especially if you are experiencing respiratory symptoms, fever, etc.);
• Avoid touching your eyes, mouth, and nose;
• Cover your cough or sneeze with your elbow or a tissue, then throw the tissue in the trash and wash your hands;
• Wash your hands frequently with soap and water for at least 20 seconds; and
• If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol.

We recognize this can be a very stressful time. The Employee Assistance Program is available to all employees by calling 1-866-326-7194 or visiting hpeap.com and entering “Carleton College.”

If you’ve traveled internationally, you should not return to campus until 14 days after your return to the U.S. You should stay home, practice social distancing, and closely monitor your health. The CDC offers clear guidelines that you should follow.

We urge you to be judicious in making your personal travel plans and try to avoid all nonessential personal travel. Please stay current with the evolving recommendations and guidance from the MDH and CDC.

Employees who elect to proceed with their travel plans should understand that the COVID-19 situation is changing on a daily basis and it is possible that they will have difficulty returning to campus and may be required to quarantine for 14 days before returning.

If a ticket credit is issued instead of a refund, you should use that credit for future College-approved travel. If you wish to use the credit for personal travel, you may do so and reimburse the College for the portion of the new ticket that was covered by the credit. The cardholder should document the credit on their credit card statement.

We recommend teleconferencing or video conferencing using Zoom or Google Hangouts in favor of in-person meetings. For sessions that do occur in person, meeting organizers should choose a space large enough to allow for social distancing of at least 6 feet between attendees.

No, beginning March 16, all interviews will be conducted virtually. Rare exceptions will be granted on a case-by-case basis by the divisional vice president, in consultation with Human Resources.

Yes. All large campus events have been canceled through the remainder of the fiscal year. We strongly discourage groups of people where it is not possible to maintain a social distance of approximately 6 feet.

The Office of Admissions has suspended all visit programs and visits to campus at this time. We are providing admitted students with other opportunities to experience Carleton.

We’ve gone cashless to stop the spread of germs! Staff using Schillers receive 10% off in Sayles Cafe and 20% off in the dining hall.

Monday-Friday

• Breakfast: 7:30-10 a.m. (Sayles; meal swipes will be accepted for hot breakfast)
• Lunch: 11:30 a.m.-1 p.m. (LDC)
• Dinner: 5-6:30 p.m. (LDC)

Saturday and Sunday

• Brunch: 11:30 a.m.-1 p.m. (LDC)
• Dinner: 5-6:30 p.m. (LDC)

Sayles Cafe Hours
7:30 a.m.-1:30 p.m. Monday-Friday

Sayles Cafe Options
Hot breakfast and lunch offerings, as well as barista and grab-and-go. Meal swipes will be accepted for breakfast.

Campus food handlers are specifically trained in proper safety and hygiene procedures. We follow all federal and state-level regulations. Additionally:

• All diners are required to wash their hands before entering food service.
• Pre-work temperature checks are being done for all dining managers and employees.
• All dining staff members are wearing face masks and gloves during service periods when in contact with students and as their jobs safely allow.
• All meals are available to go.
• We are sanitizing throughout each meal period.
• We are changing service utensils every 30 minutes.
• Self-service stations have been removed, including the salad bar.
• We have adjusted seating arrangements in the dining hall to support social distancing guidelines.
• All diners are invited to swipe their own card.

Exterior doors on all campus buildings are locked. Faculty, staff and students will need to utilize their OneCard to gain access. Faculty and staff will have 24/7 access to the building where their office is located.

Students permitted to stay on campus will have 24/7 access to their residential hall or residence. Access for on-campus students to additional campus spaces is as follows:

• Arboretum, between dawn and dusk
• Language and Dining Center, from 10:30 a.m.-7 p.m., 7 days a week
• Sayles Hill, from 7 a.m.–midnight, 7 days a week
• Science Center and Weitz Center, atrium and study spaces only, 8 a.m.–8 p.m., Monday through Friday
• The Rec Center will remain closed until further notice.

Facilities is reducing staff and will re-evaluate as needed as the governor’s orders change. This includes maintenance, custodial, grounds and administrative staff.

Maintenance has one person in each discipline on site each day (with the exception of painting) to perform essential services only. Others may be called in for emergency response. Our contracted movers have suspended services and no return date has been identified.

Custodial has suspended cleaning activities in unoccupied houses and buildings that have been closed by the College. Office cleaning has also been suspended. Daily cleaning and disinfecting of restrooms and student-occupied public spaces will continue.

The Facilities Office is minimally staffed at this time, mostly addressing access issues for contractors. You may continue to submit work requests, but those that aren’t urgent will be scheduled at a future time when staff levels return to normal. The Facilities Office is open from 8 a.m. to 12 p.m. and 12:30-4:30 p.m.

Custodial Services uses commercial concentrated products that require additional safety training in order to use. If you have concerns about keeping your area or materials clean, please contact Custodial Services for support.

Moving services have been temporarily suspended. Please submit an online work request for moving services or contact Patti Sabrowski at psabrows@carleton.edu or (507) 222-4739 with questions.

Mail Services will deliver to departments on campus once per day. Please contact mailservices@carleton.edu if you need to make arrangements for a particular delivery.

Innovative Office Solutions will be delivering all orders to Mail Services, which will then complete delivery.

Mail Services is open 10 a.m. to 3 p.m. Monday through Friday.

The Bookstore is closed to public access, but continues to take and fulfill online orders. Shipping is free, and online orders for those on campus can be picked up at Mail Services.