Guidelines and updates

Fask masks required indoors. Saint Martin's University will follow the Thurston County mandate and Washington State mandate and require everyone, regardless of vaccination status, wear a face mask indoors in all buildings across campus.

Reporting for fall. To return to in-person classes this fall, Saint Martin's must follow Washington state's guidance regarding higher education vaccination reporting. While Saint Martin's strongly recommends getting the COVID-19 vaccine, students, staff and faculty can choose to be exempted from getting the vaccine for religious or medical reasons using the form links below. Whether you've been vaccinated or you choose an exemption (medical or religious), the important thing is we need to hear from you! 

  • All students, even if they are only taking classes online, must either (1) report their COVID-19 vaccination status or (2) choose an exemption by using this Student form. Students can use this form if they've begun and/or are partially vaccinated. 
  • All staff and faculty must also report their vaccination status or choose an exemption, using this Employee form.

Please visit this page for information regarding continued planning and support for our community. Below are links to community messages, community resources, and answers to frequently asked questions, including more details regarding our vaccination policy and exemptions.

Important information

Community messages COVID-19 dashboard WA State vaccine locator

Community resources

FAQs

Health and safety

To be able to open safely and return to in-person instruction, all Saint Martin’s undergraduate and graduate students will be required to be fully vaccinated for COVID-19 prior to fall, even if they are taking online classes only. Students are required to report their vaccination status via Dropbox to the Student Health Center once completed. Students who fail to report vaccination status or submit an exemption will jeopardize their ability to attend classes this fall. 

To report vaccination status: Students must fill out the Student COVID-19 Immunization Report form and upload it, along with a scanned image or photo (JPEG or PDF) of their vaccine card, to this Dropbox: (https://smu-dropbox.stmartin.edu/index.php/s/iwMJB2p3jH5XYNF). Files should labeled with student's first name and last name.

While this COVID-19 vaccine policy is new, Saint Martin’s already requires that students be immunized for measles, mumps and rubella prior to attending and recommends several other vaccines as well. State and local health officials have encouraged colleges to require vaccinations, and the majority of public and private colleges in the Pacific Northwest are requiring vaccinations of students for the fall.

Please know that we will work with international students and others who may not have access to vaccines before arriving in fall to help them meet the university’s requirement.

To report exemption to vaccine: Students with documented medical or religious exemptions can submit a request for exemptions using the above Immunization Report form and email a copy to the Student Health Center (healthcenter@stmartin.edu). For medical exemptions, a letter from a licensed health care professional (MD/DO/PA/NP), on their office letterhead, must also be sent along with the request. If approved, students will be sent a Liability of Exemption for them to review and sign. Students who report an exemption will be required to do weekly testing for COVID-19. See "Testing and quarantining" section below for more info.

To be able to open safely and return to in-person instruction, all Saint Martin’s staff and faculty will be required to be fully vaccinated for COVID-19 prior to fall. 

To report vaccination status: Staff and faculty should complete their vaccination as soon as possible and report their status using the Staff and Faculty COVID-19 Immunization Report form. Use your Saint Martin’s email and password to access the form and be prepared to upload a picture (JPEG or PDF) of your vaccination card.

To report an exemption: Staff and faculty can also use this form to request any medical or religious exemptions. Those claiming an exemption will need to read and sign an additional Liability of Exemption form. Staff and faculty reporting an exemption will be required to test weekly for COVID-19.

 

Students, staff and faculty can choose to be exempted from receiving the COVID-19 vaccine for medical or religious purposes. Exemptions for medical reasons will require additional documentation. To choose an exemption, students should still use the Student form and staff and faculty should use the Employee form. Individuals who choose an exemption will also be required to review and sign a Liability of Exemption which includes information regarding what the individual might need to do in case there is a campus outbreak. Individuals who choose to be exempted will be expected to follow current health and safety guidelines regarding masking and social distancing. 

Per county health guidelines, students, staff and faculty who choose to be exempted will be required to test for COVID-19 weekly and share results with the university. Testing for students will take place on campus. See the "Testing and quarantining" section below regarding testing times and locations for students. Staff and faculty can test through their health provider or use local testing sites. 

COVID-19 vaccines are now available to everyone 12 and older. In Washington state, use the Vaccine Locator site or the COVID-19 resources page.

The University will follow Washington state policies and Thurston County policies regarding face mask exemptions and requirements. 

As of August 13, Saint Martin's University will follow the Thurston County mandate and require everyone, regardless of vaccination status, wear face masks indoors in all university buildings across campus.

Approved face masks are defined as follows:

  • Completely covers your mouth and nose.
  • Must fit securely on the sides of the face and under the chin.
  • Should be made of two or more layers of woven fabric with ties or straps that go around your head or behind your ears.

NOT approved face coverings: bandanas, gaiters or masks with exhalation valves or vents.

It is the responsibility of all of the campus community to address students and others on campus who are not following the mandate for face masks. Any student, instructor or visitor who is required to and not wearing a mask will be directed to: (1) the Office of Public Safety or another designated location for a disposable mask; or (2) Public Safety, Disability and Support Services (DSS), or Human Resources to clarify the guidelines and need for compliance. All exemptions must be cleared in advance, similar to other classroom accommodations, with Disability and Support Services Office, or the Human Resources Office.

Designated locations for masks:

  • Public Safety (second floor of Old Main)
  • Residential students: check with your residence hall front desks
  • Commuter students: check with Campus Life in the Trautman Union Building (TUB)
  • JBLM: Night monitor in Stone Education Center kiosk

In an effort to mitigate the spread of the virus, and to show care and respect for one another, all members of the Saint Martin’s community (staff, faculty and students) will be asked to do the following:

  • Wear a face mask per current county or state health department policies.
  • Maintain appropriate physical distancing from others, including following gathering limitations and campus directional signage as required.
  • Wash hands with soap and warm water for at least 20 seconds, or using hand sanitizer when hand washing is not feasible and following other good hygiene guidance.
  • Conduct daily self-health screenings, (student athletes should use the Sway app to conduct their daily self-health checks) and staying home if they feel sick.
  • Contact the Saint Martin’s Health Center or personal or local healthcare provider if they develop COVID-19 symptoms, and if recommended, get tested.
  • Agree to self-isolate or quarantine based on the directive of a public health official and/or a medical professional and participate in contact tracing efforts, when requested.
  • Hold themselves accountable to these health and safety guidelines and encouraging their peers to do the same.

Sign the Saint Martin's University Community Agreement >>

  • We have implemented enhanced cleaning and sanitizing protocol throughout campus, in classrooms, offices and residence halls.
  • We have installed physical barriers, such as plastic screens, and additional hand sanitizing stations in high-contact areas.
  • We are posting signage and markings with appropriate physical distancing guides across campus, including any entrance or exit markings.
  • In addition to enhanced cleaning protocol for residential common areas, we will have restrictions limiting access to the residence halls to residential students and residence life staff.
  • More guidelines including signage directing traffic within and to the dining hall and the café are being developed. 
  • We ask that all students, staff and faculty read and sign the new Saint Martin’s University Community Agreement. This agreement includes a list of shared expectations, including safety measures, that all staff, faculty and students are being asked to follow to reduce the spread of the virus.
  • Clinic hours are 10 a.m. - 4 p.m. and appointments are preferred. To schedule an appointment, call 360-412-6160 or email healthcenter@stmartin.edu. Students must have paperwork and insurance information emailed to the office manager prior to appointment arrival. Students will be screened for COVID-19 symptoms when scheduling and offered testing if needed. Many visits can be shifted to telehealth, and that will be offered. If labs or other testing are needed, that can be arranged via appointment as well.
  • Download and complete paperwork. It will need to be emailed to our office with copies of your insurance cards prior to your appointment. We need all of this information to be current and up to date so please know your medication dosages if expecting medication refills.
  • Students who are ill will be pre-screened with touch-less temperature checks and one of our rapid tests before being allowed entrance into the clinic after a telehealth triage visit. If negative, they will be then have a physical exam and any additional testing required. Rapid tests are available for all students. If a rapid tests comes back positive, they will be followed up with a LabCorp swab and the student will be isolated pending results.

Students first need to contact the Student Health Center by calling 360-412-6160 or email healthcenter@stmartin.edu to schedule a telehealth appointment. For telehealth appointments, students will use the platform doxy.me/smushc.
 
For mental health appointments, we ask that you please start with the Counseling and Wellness Center and if they feel labs or medication are appropriate then to schedule with our office.

Undergraduate students can also use their Saint Martin's email to login to the new TimelyCare app for free 24/7 access to virtual mental health care.

Visit stmartin.myahpcare.com/covid19 resources for COVID-19 resources offered through the University health insurance.

We encourage you to seek reliable information. Current updates are available from the Washington State Department of Health (DOH) and the Centers for Disease Control and Prevention (CDC), including updated travel notices for countries with community transmission. Independent Colleges of Washington is also providing COVID-19 campus resources.

Testing and quarantining

There are two types of testing for COVID-19: 1) mandatory weekly testing for student who have an exemption or are partially vaccinated and 2) symptomatic testing for any student who is experiencing symptoms.

Mandatory weekly testing for students who have exempted from the vaccine or are partially vaccinated.

All students who are unvaccinated, or have filed an exemption, are required to participate in weekly COVID-19 testing. All students who are partially vaccinated required to participate in weekly COVID-19 testing until they are fully vaccinated. Students who miss two testing appointments will be referred to conduct, so please ensure that you attend one of the scheduled testing sessions each week.

  • For commuter students, testing will occur each Wednesday and Thursday between 7:30 a.m. and 9:45 a.m. and will be located between the Pavilion and Rec Center.
  • For residential students, testing will occur each Wednesday and Thursday between 7:30 a.m. and 9:45 a.m. and will be located outside of the Student Health Center at Burton Hall
  • For athletes, contact the Athletic Training Department for testing protocols.

Prior to testing, please ensure the following guidelines are adhered to:

  • 24 hours before collection, do not use any creams or lotions that contain steroids such as hydrocortisone, and do not use any steroid inhalers. These products contaminate the tube and interfere with results
  • When you wake up, do not eat or drink before collecting saliva.
  • Avoid activities that cause your gums to bleed: do not brush your teeth or floss before collection of saliva.
  • Do not remove the test tube sticker (personal identifier). 
  • Fill tube at least half way. 
  • If the inside of your mouth is bleeding, please report that to the Health Center before sample is collected.

You can always email healthcenter@stmartin.edu or call 360-412-6160 if you have a question.

Symptomatic testing. Think you have symptoms or have been exposed to a positive COVID-19 case? Request a 15-minute rapid test!

Saint Martin’s Health Center will have dedicated hours, Mondays through Fridays, from 1:30 – 4 p.m., for symptomatic or exposure to COVID-19 testing for students. The rapid test takes only 15 minutes to get results and there is no limit to how frequently you can get tested. Use the following link if you have COVID-19 symptoms or if you are 3-5 days following an exposure to a positive case: sign up for a rapid test via SignUpGenius link. Symptoms include fever, dry cough, tiredness, loss of taste or smell, body aches and pains, headache, sore throat, runny nose, nasal congestion, red eyes, itchy eyes, sneezing, appetite change, nausea, diarrhea, or a skin rash.

Be safe and sign up for a test if you feel any of the above! You’ll have results in about 15 minutes. Note: Any positive rapid tests will need to be confirmed with a PCR test; we’ll provide additional info, including isolation/quarantine protocol as needed. Click here for more info about Saint Martin’s COVID-19 reporting protocols, checklists and resources.

You can always email healthcenter@stmartin.edu or call 360-412-6160 if you have a question.

There are two types of testing for COVID-19: 1) symptomatic testing for any staff or faculty who is experiencing symptoms and 2) mandatory weekly testing for staff and faculty who have an exemption or are partially vaccinated.

Symptomatic testing. Think you have symptoms or have been exposed to a positive COVID-19 case? Request a 15-minute rapid test!

Saint Martin’s Health Center will have dedicated hours, Mondays through Fridays, from 1:30 – 4 p.m., for symptomatic or exposure to COVID-19 testing for staff and faculty. The rapid test takes only 15 minutes to get results and there is no limit to how frequently you can get tested. Use the following link if you have COVID-19 symptoms or if you are 3-5 days following an exposure to a positive case: sign up for a rapid test via SignUpGenius link. Symptoms include fever, dry cough, tiredness, loss of taste or smell, body aches and pains, headache, sore throat, runny nose, nasal congestion, red eyes, itchy eyes, sneezing, appetite change, nausea, diarrhea, or a skin rash.

Be safe and sign up for a test if you feel any of the above! You’ll have results in about 15 minutes. Note: Any positive rapid tests will need to be confirmed with a PCR test; we’ll provide additional info, including isolation/quarantine protocol as needed. Click here for more info about Saint Martin’s COVID-19 reporting protocols, checklists and resources.

You can always email healthcenter@stmartin.edu or call 360-412-6160 if you have a question.

Mandatory weekly testing for staff or faculty who have exempted from the vaccine or are partially vaccinated.

All unvaccinated employees, or employees who reported an exemption to the COVID-19 vaccine, must be tested weekly for the COVID-19 virus. Testing can be done at your local pharmacy or through your health care provider. You must submit your weekly COVID-19 testing results to the Office of Human Resources by Friday of the same week. Understand that week to week there has been variability in the timeliness of results (24-72+ hours) if the testing is done by commercial labs, vs. in-house analysis so be sure to get tested early in the week so that results can be presented at the end of the week. Documentation of your test and results will be maintained in your confidential benefits file in the Office of Human Resources.

The requirements above are now considered “conditions of employment” at Saint Martin’s University. Failure to comply is a violation of the Standard of Conduct: Deliberately disregarding University Health and Safety Rules and Insubordination, including the refusal to obey, or willful failure to carry out legitimate instructions of supervisors or University administrators located in the SMU Employee Handbook. The violation will result in termination of employment and the loss of unemployment benefits.

You can always email Cynthia Johnson at cjohnson@stmartin.edu if you have a question.

The Thurston County Department of Public Health and Social Services has posted information for COVID-19 testing resources for those without Kaiser or other health insurance here.

 

  • Students residing in the residence halls should bring their own thermometer to campus for the daily checks. There will also be touchless wall-mounted thermometers available in the lobby of Parsons, Spangler and Baran Halls.
  • If a resident student is symptomatic, they should remain in their room and contact the on-duty housing professional staff. Professional staff will assist in following university protocols and making necessary arrangements to contact the Saint Martin’s Health Center.
  • If a resident student displays symptoms, they will need to remain in their room and follow the reporting protocol. The same will apply to a roommate deemed to be at risk of exposure. The student will stay in place until a lab confirmed result of negative is received.
  • A student testing positive will be relocated to designated housing specifically set aside for COVID-19 isolation/quarantine. The student will need to remain until medically cleared to return to normal activities. The student will need to comply with requests for contact tracing.

Students residing off campus will follow the same daily self-health screening process to include a daily temperature check. If they experience any symptoms, they must stay home and not come to campus. The student is asked to contact Saint Martin’s Public Safety at 360-438-4555. The student should also contact the Saint Martin’s Health Center or call a local healthcare provider to obtain additional directions for care. 

Per the Saint Martin’s COVID-19 Emergency Notification Process, the staff or faulty member is asked to contact Cynthia Johnson, Associate Vice President of Human Resources at cjohnson@stmartin.edu or 360-688-2290. The staff or faculty member should also contact their local healthcare provider to obtain additional directions for care.

Classrooms and instruction

Saint Martin's is continuing to work with local health authorities to make sure we are following best practices in preparation for the fall semester. Our intention is to offer primarily face-to-face classes this fall.

Courses that are being offered remotely will be labeled in one of two ways in Self-Service:

  • Under Section, online classes will be labeled as "WEB" or "BOL" (blended online)
  • Or, under Classroom, designated as "Online"

Students and faculty should perform a self-check each day before coming to campus, and stay away from campus if they are ill. Students who are ill should inform faculty. Faculty who are ill should arrange for a communication plan with students if they need to miss class. Faculty are encouraged to give a gentle reminder at the beginning of each face-to-face class that students experiencing symptoms listed on the checklist should elect to remove themselves from campus. Anyone diagnosed with COVID-19, or living with/caring for someone diagnosed with COVID-19, should notify the Office of Public Safety.

This attendance policy consists of two elements. One relates to support of contact tracing efforts throughout this period of COVID-19 potential threats. The second relates to the use of attendance as a course grading element.

  • For tracking purposes, if needed, in all face-to-face courses faculty should maintain a record of attendance throughout the semester.  The attendance needs to be taken by voice call or faculty recognition of students attending each individual session. Records should be kept via the Self-Service attendance feature or some other record the instructor maintains and can produce on demand should an inquiry be necessary for tracing purposes.  Attendance should not be taken by passing around an attendance sheet or having students sign in as they enter the classroom as this handling could compromise attendees.
  • In an effort to support students who are considered high-risk or vulnerable as defined by public health officials and/or are unable to attend due to concerns about illness, campus safety, or need to care for familial obligations, attendance should not be used as a grade element during the Fall or any subsequent semesters affected by continuing COVID-19 requirements. 

Faculty should attempt to make reasonable accommodations for students who are unable to attend classes or complete coursework due to the pandemic. Students adversely impacted by COVID-19 should notify their faculty and academic advisor to arrange for accommodations as soon as they become aware that they will be needed. Another alternative is to submit a Saints Care form.

Wherever possible, desks and tables will be placed in a fixed manner to allow for a minimum of three feet between students seated in their desks, and from the faculty leading the class. This is not required but is an extra measure of caution that the university is taking if possible given a classroom's space and furniture. Once set, desks may not be re-arranged or shifted. When directing students into smaller discussion or work groups, faculty need to ensure that students maintain the three-foot physical distancing standard. Students also need to continue to use apprved face masks during these activities. Recognizing that use of small group activities while enforcing physical distancing may have an impact on classroom volume, faculty are encouraged to take this into consideration when planning classroom activities.

Cleaning: Classrooms and laboratories will be cleaned and disinfected regularly and thoroughly by custodial staff. However, because many people will be using these spaces throughout the day, students and faculty should protect themselves by disinfecting the area and objects they will come into contact with. Students and faculty should also be considerate of others and clean up and disinfect their work area as much as possible before they leave the room.

  • Upon entry into the classroom, faculty and students should disinfect surfaces in their immediate area where they will be sitting: chair, stool, desk, table, computer workstation, etc., using the appropriate cleaning products available in the classroom as follows:
    • Copy machine/computer screen/smartboards: screen cleaning solution
    • Other surfaces, including keyboard/mouse: disposable wipes (e.g., Clorox wipes); 
    • Used wipes should go in the garbage receptacles provided in the classroom
  • Special instructions for laboratories: department-specific laboratory cleaning and disinfecting protocols must be followed. In addition, students and faculty should disinfect their work area upon arrival, as indicated above
  • Before leaving the classroom, faculty should disinfect the whiteboard, computer/electronic equipment, and other surfaces they have touched (faculty will be provided with their own whiteboard markers and erasers material)
  • Sanitizing stations will be available at building entrances and exits, as well as other designated areas. Students and faculty are encouraged to wash hands frequently and/or carry their own hand sanitizer.

Note: each classroom will have a cleaning/disinfecting kit with appropriate solutions and applicators (spray bottle, sanitizing wipes, towels, hand sanitizer). Faculty and students are encouraged to also bring their own hand sanitizer and sanitizing wipes.

Because consuming food and beverages require removal of the mask, no food or beverages can be consumed in the class. If students or faculty must drink water or eat during class, they should step outside the classroom. Faculty may wish to consider giving refreshment breaks during courses that meet longer than 50 minutes.

Items such as backpacks, bags, umbrellas, and articles of clothing, should be kept in areas close to their owner. Shared lockers or common storage areas should not be used since these areas could lessen social distancing.  Spaces under student chairs or desks are the best places to store these types of items.

Compliance with these policies is covered by regulations stipulated in the University contract signed by students. Students who violate these regulations repeatedly or egregiously may be referred to the Dean of Students.

Yes, training opportunities and exercises will still continue. The COVID-19 environment provides trainers a real-time opportunity for training students, faculty and staff.

We will need to remain nimble and flexible if COVID-19 cases surge and we are required to return to online or remote learning. If we do need to move to remote learning earlier, we will make every effort to keep the residential halls open to continue to house students.

Housing, dining and residence life

  • Rooms will have either triple or double occupancy, unless a private was requested/granted as part of a DSS accommodation.
  • Roommates/suitemates will be viewed as “family units”, to allow for closer than six feet contact/living conditions; this is similar to the congregate housing guidelines via the CDC.
  • Masks will be required of all who enter the residence halls, everywhere they are, with the exception of:
    • When within their own room
    • When the activity performed cannot be done so while wearing a mask, e.g., using the bathroom, eating.
  • Student residents will be assigned bathrooms in areas where communal bathrooms are being utilized.
  • Community spaces will have furniture configured to allow for social distancing.
  • Non-residential persons will not be permitted in the residence halls; including commuter students. 
  • Students who violate COVID-19 expectations will be subject to the Student Conduct Process, and may not be allowed to remain within the residence halls. 
  • While classes and instruction will move to remote instruction after Thanksgiving, students will be able to stay in the residence halls for the final three weeks of the semester. 
  • If residential students plan to travel and visit with large groups over Thanksgiving break, we recommend that they do not return to the residential halls after the break but instead continue remote learning from home through the end of the semester. 
  • If you have any questions regarding housing, including if you need to request a different or earlier move-in date, please email housing@stmartin.edu

In addition to enhanced cleaning protocol for dining areas, we will continue with “to-go” options for meals for both St. Gertrude’s Café and Monk’s Bean. We will extend hours of operation for meals to spread out the volume of people going to the Café and the Monk’s Bean. There will be limited seating for both St. Gertrude’s Café and Monk’s Bean, which we want to prioritize for students. We will post signage on where alterate spaces are and when they can be used for eating.

We have set aside designated temporary on- and off-campus housing to use for any residential student who tests positive and/or needs to be quarantined.

  • Students residing in the residence halls should bring their own thermometer to campus for the daily checks. There will also be touchless wall-mounted thermometers available in the lobby of Parsons, Spangler and Baran Halls.
  • If a resident student is symptomatic, they should remain in their room and contact the on-duty housing professional staff. Professional staff will assist in following university protocols and making necessary arrangements to contact the Saint Martin’s Health Center.
  • If a resident student displays symptoms, they will need to remain in their room and follow the reporting protocol. The same will apply to a roommate deemed to be at risk of exposure. The student will stay in place until a lab confirmed result of negative is received.
  • A student testing positive will be relocated to designated housing specifically set aside for COVID-19 isolation/quarantine. The student will need to remain until medically cleared to return to normal activities. The student will need to comply with requests for contact tracing.

A residential student testing positive will be relocated to designated housing specifically set aside for COVID-19 isolation/quarantine. The student will need to remain until medically cleared to return to normal activities. The student will need to comply with requests for contact tracing.

Students residing in the residence halls should bring their own thermometer to campus for the daily checks. There will also be touchless wall-mounted thermometers available in the lobby of Parsons, Spangler and Baran Halls.

Financial support and payments 

Tuition and fees will cover added costs, including any necessary investments in technology upgrades, health monitoring, contact tracing, isolation and quarantine spaces, and other needs. We will not assess any additional tuition or increase fees for students because of the pandemic. No tuition or fee refunds beyond our stated tuition refund schedule will be given based upon how courses are completed. We recognize the challenge this has placed on our students and are working to reduce our expenses in order to continue to address affordability now and into the future.

If you are making your payment online using your bank account, you can select “new bank account” in the dropdown and make your payment using an electronic check. You need to enter your bank routing number and bank account number. This is the same as using cash from your account, only there is no service fee. The service fee is charged by our provider, not the school.

Human Resources guidelines

Sick employees

The general rule: If you are sick, stay home. Faculty and staff who have symptoms of fever, cough or shortness of breath (unless a cough or shortness of breath is known to be from another ongoing medical issue such as allergies, acid reflux, asthma, etc.) must stay home and should contact their health care provider to determine if they should be tested for COVID-19. 

Coronavirus

  • Fever
  • Cough
  • Shortness of breath or difficulty breathing
  • Symptoms appear two to 14 days after exposure

Flu

  • Fever
  • Cough
  • Muscle aches
  • Fatigue and weakness
  • Chills and sweats
  • Congestion
  • Sore throat

Allergies

  • Sneezing
  • Itchy nose, eyes or roof of mouth
  • Runny, stuffy nose
  • Watery, red or swollen eyes

Supervisors (with the support and involvement of HR) should ask employees who are exhibiting such symptoms to go home and stay home until 24 hours after they are free of symptoms without the aid of medication. Please cooperate with supervisors who are taking on this uncomfortable responsibility for the wellbeing of all. Supervisors must not pressure anyone to come to work if they are ill or need to stay at home to care for ill dependents. Conversely, if employees are well, they should not be pressured to stay away from work for reasons such as their ethnic or racial background, home address, having cared for a sick family member (without any indication of COVID-19) or recent travel to an area not identified as CDC Level 3

Accrued leave

Saint Martin’s provides personal days, paid sick and vacation leave, which is available for use to care for immediate family members, for all benefits-eligible staff. 

Paid time to care for immediate family members

Employees who must provide care to immediate family members who are ill are urged contact the Office of Human Resources to determine their eligibility for Saint Martin’s University Paid Family and Medical Leave or contact the Employment Security Department regarding the Washington State Paid Family and Medical Leave insurance benefit.

Self-isolation or self-quarantine

Employees who choose to or are required to self-isolate or self-quarantine (by public health officials or guidelines, healthcare providers or the University), and whose work is not suitable for working from home, are to notify their supervisor and the Office of Human Resources. Staff will use accrued leave during the period they are in isolation or quarantine. 
 
Non-illness related care

Employees should use personal days, sick or leave to care for immediate family members who are not ill but need care due to any COVID-19 related closures of schools or daycare centers, or for other breakdowns in care arrangements. Employees are not permitted to bring family members to work with them, even if the family member is well.
 
Insufficient sick leave

Employees with insufficient accrued leave for the uses outlined in any of the above sections should contact the Office of Human Resources. 

Reporting use of accrued leave

Staff members who are out sick are asked to enter absences (sick leave taken or leave taken for family/dependent care) in the appropriate timekeeping system promptly. Supervisors have the authority to record the staff member’s leave on their timesheet if necessary. 

Return to work

Written medical certification will be required for those diagnosed with COVID-19, documenting that they may return to work without risk of spreading infection. This medical certification must be submitted to the Office of Human Resources prior to returning to work.  

Employees at higher risk

Employees who are at increased risk for developing COVID-19 (should they be exposed to the virus) due to underlying health conditions or other factors are urged to consult their physician about steps they can take to protect their health. If increased risks are certified by their physician, employees should contact the Office of Human Resources about potential accommodations. 

Other considerations and preparations

For those who will continue to work on campus – because their jobs require it and they are well, are urged to practice social distancing measures (keeping at least a 6-foot distance between people) to avoid exposure to or infection by the virus causing COVID-19. If they have an underlying health condition or concern, they should contact the Office of Human Resources about potential accommodations.

Telework options are intended to help maintain normal business operations. Any questions regarding telework should be directed to the Office of Human Resources.

Telework refers to an arrangement between a supervisor and an employee where an employee works from home or from another location away from the usual workplace. 

Telework/telecommuting works best when employees and supervisors communicate clearly about expectations. The following checklist will help you establish a foundation for effective teamwork, continued productivity, and service to the Saint Martin's community.

Review technology needs and resources

Identify technology tools staff use in their daily work and determine whether the resources will be accessible when working from home and ensure employees know how to access your team’s local technical support should they need assistance. Contact ITS for VPN access.

  • Ensure employees know how to set up call forwarding and how to access their Saint Martin's email and voicemail from home.
  • Determine which platform(s) you will use to communicate as a team, clarify expectations for online availability and confirm everyone has access to the technology tool(s) and support resources. Saint Martin's employees have free access to Zoom video conferencing and Skype for Business.

Review work schedules

Telework sometimes get confused with flex work. Supervisors and employees are to be clear about expectations for maintaining current work schedule or if there will be flexible scheduling based on employee needs.  

  • Employee expectations: A teleworking employee is expected to account for all time worked and to take appropriate leave (paid or unpaid) to account for time spent away from normal work-related duties (e.g., to care for dependents or family members, or in the event of illness). Employees are responsible for the same performance and conduct expectations, including communications with supervisors and employees whom they supervise, while teleworking as they are during normal business operations. An employee should always have a sufficient amount of work to perform throughout the workday when he or she teleworks. An employee performing telework who does not have enough work should notify his or her supervisor so that more work can be assigned, if possible. Employees should consult with HR with any questions relating to this provision. Employees’ status under Teleworking Continuity may be subject to change as the University’s needs and workloads evolve.
  • Supervisor expectations: Employees are responsible for the same performance and conduct expectations, including communications with supervisors and employees whom they supervise, while teleworking as they are during normal business operations. An employee should always have a sufficient amount of work to perform throughout the workday when he or she teleworks. An employee performing telework who does not have enough work should notify his or her supervisor so that more work can be assigned, if possible. Supervisors should consult with HR with any questions relating to this provision. Employees’ status under Teleworking Continuity may be subject to change as the University’s needs and workloads evolve.

Draft a work plan

Supervisor should review the questions below with staff and work through answers together.

  • What routine responsibilities/tasks cannot be fulfilled while working from home and how will it impact operations or other people? What are ways to reduce the impacts?
  • What routine responsibilities/tasks require regular communication and collaboration with others? Proactively contact each partner to confirm how you will communicate with others while working from home.
  • Oftentimes employees experience fewer interruptions while teleworking. Are there any special projects or tasks that you can advance while working remotely?

Make a communication and accountability plan 

Supervisors should tell employees how often they should send updates on work plan progress and what those updates should include. Supervisors should also communicate how quickly they expect the employee to respond while working from home and the best ways for the employee to contact the supervisor while working remotely.

Be positive

A positive attitude toward teleworking and a willingness to trust employees to work from home effectively is key to making such arrangements successful and productive. Teleworking presents an opportunity for managers to become better supervisors. Instead of focusing on how many hours your employees are working, re-emphasize a focus on measuring results and reaching objectives—regardless of work arrangement. The employee’s completed work product is the indicator of success, rather than direct observation. By focusing on the employee’s work product, supervisors of teleworkers will improve their organizational abilities and their own skill in managing by objectives.

Debrief after normal operations resume

Employees and supervisors should review work plans when work returns to normal, assess progress on the employee’s work plan and prioritize any unresolved or new work that resulted from temporary operational disruption.

Here are helpful checklists for managers and employees returning to on-campus work:

University events

Athletics

Visit smusaints.com/sports/2020/8/28/covid-19-updates.aspx for updates and important information for student athletes.

Do you have additional questions?

If you have specific questions, including questions about missing classes or work, or other questions regarding campus resources, we have set up the following points of contact:

Other key resources: