Coronavirus

All Saint Martin’s undergraduate and graduate students are required to be fully vaccinated for COVID-19, 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 to help them meet the university’s requirement.

To request 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.

All Saint Martin’s staff and faculty are required to be fully vaccinated for COVID-19. 

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 request 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 request an exemption from receiving the COVID-19 vaccine for medical or religious purposes. Exemptions for medical reasons will require additional documentation. To request an exemption, students should still use the Student form and staff and faculty should use the Employee form. Individuals who request 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.

Face masks or coverings will not be required on campus, with the exception of areas identified as supporting health services (e.g., Student Health Center, Counseling Wellness Center). 

The university will follow Washington state policies regarding face mask exemptions and requirements: https://coronavirus.wa.gov/information-for/you-and-your-family/face-masks-or-cloth-face-covering 

Please be aware that not everybody will be comfortable removing their mask. Please check with your classmates and colleagues, and remain considerate of individual choices and comfort levels. If you’re more comfortable wearing your mask, please continue to do so.

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:

• Follow current face covering requirements per local and state guidance.

• 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.

• Follow the Saint Martin's COVID-19 Emergency Notification Process, including contacting a Residence Life professional staff (if a residential student); Public Safety (if a commuter student); or HR (if a faculty or staff); as well as contact the Saint Martin’s Health Center or a 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 frequent 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 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 will be screened for COVID-19 symptoms when scheduling and offered testing if needed. 

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.

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.

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 provides symptomatic or exposure 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. 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. 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.

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 provides symptomatic or exposure 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. 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. 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.

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.

You can request free at-home test kits from the WA State Department of Health. You can also take your insurance card to a local pharmacy and many of them offer free test kits.

All students will need to comply with requests for contact tracing. Here is a link to the current COVID-19 notification process which gives more info on isolation and quarantine protocols.

For the student(s) who tests positive or is symptomatic for COVID:

The student will need to isolate for 5 full days. If symptoms have greatly improved and no fever reduced by mediation for prior 24 hours, they can return to campus on day 6 with mask use through day 10.

Resident students who are positive can isolate together.

Resident Roommates will need to quarantine and test day 5 if in a single room (i.e., Parsons double or triple unit). May be able to mask and monitor if current on vaccinations for all other residence hall living units.

For the student who is a close contact or exposed to a positive COVID case:

If they have exposed but are vaccinated, they can mask and monitor for symptoms, test on day 5 post exposure and continue masking and monitoring through day 10.

All students will need to comply with requests for contact tracing. 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. Here is a link to the current COVID-19 notification process which gives more info on isolation and quarantine protocols.

For the student(s) who tests positive or is symptomatic for COVID-19:

The student will need to isolate for 5 full days. If symptoms have greatly improved and no fever reduced by mediation for prior 24 hours, they can return to campus on day 6 with mask use through day 10.

For the student who is a close contact or exposed to a positive COVID-19 case:

If they have exposed but are vaccinated, they can mask and monitor for symptoms, test on day 5 post exposure and continue masking and monitoring through day 10.

Staff or faulty member are asked to contact Cynthia Johnson, Associate Vice President of Human Resources at cjohnson@stmartin.edu or 360-688-2290. Here is a link to the current COVID-19 notification process, which gives more info on isolation and quarantine protocols.

For staff or faculty who tests positive or is symptomatic for COVID-19:

They will need to isolate for 5 full days. If symptoms have greatly improved and no fever reduced by mediation for prior 24 hours, they can return to campus on day 6 with mask use through day 10.

For staff or faculty who is a close contact or exposed to a positive COVID-19 case:

If they have exposed but are vaccinated, they can mask and monitor for symptoms, test on day 5 post exposure and continue masking and monitoring through day 10.

The staff or faculty member should also contact their local healthcare provider to obtain additional directions for care. 

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. (Another alternative is to use the Saints Care form on the SMU website.) Although reasonable accommodations need to be made, faculty are not obligated to offer the missed classroom sessions via zoom to the student. 

Social distancing is no longer part of Washington state policies unless exposed or demonstrating symptoms. 

The university is following normal cleaning protocols with daily disinfecting of high-touch areas. Disinfecting spaces with positive folks within last 24 hours, if known.

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.

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.

View online workshops and trainings for Saint Martin's faculty members >> 

Download information about how to get started teaching online

Download information about how to secure your Zoom room

• 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.
• Non-residential persons will not be permitted in the residence halls; including commuter students. 
• 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 who violate COVID-19 expectations will be subject to the Student Conduct Process, and may not be allowed to remain within the residence halls. 
• 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. 

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.

All students will need to comply with requests for contact tracing. Here is a link to the current COVID-19 notification process which gives more info on isolation and quarantine protocols.

For the student(s) who tests positive or is symptomatic for COVID-19:

The student will need to isolate for 5 full days. If symptoms have greatly improved and no fever reduced by mediation for prior 24 hours, they can return to campus on day 6 with mask use through day 10.

Resident students who are positive can isolate together.

Resident Roommates will need to quarantine and test day 5 if in a single room (i.e., Parsons double or triple unit). May be able to mask and monitor if current on vaccinations for all other residence hall living units.

For the student who is a close contact or exposed to a positive COVID-19 case:

If they have exposed but are up-to-date on vaccinations (vaccine plus at least one booster), they can mask and monitor for symptoms, test on day 5 post exposure and continue masking and monitoring through day 10.

If they have been exposed but are NOT up-to-date on vaccinations, quarantine for 5 days, test day 6 and if negative, mask and monitor for remaining 10-days.

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.

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.

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.

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:

• For managers

• For employees

View Saint Martin's University COVID-19 event guidelines >>

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:

• Students and families: Melanie Richardson, Dean of Students

• International programs and study abroad: Roger Douglas, Associate Dean of International Programs and Development

• Staff: Cynthia Johnson, Associate Vice President of Human Resources

• Faculty and instructors: Office of the Provost

Other key resources:

• Campus Ministry

• Counseling and Wellness Center

• Center for Student Success

• Housing and Residence Life

• Public Safety

• Registrar

• Student Financial Services

• Student Health Center