School of Pharmacy COVID-19 Updates

The University of Wisconsin–Madison has adopted new measures to enhance the safety of the campus community during the spring semester. These measures increase the scope and frequency of testing and are linked to access to campus. Proof of recent negative test results will be needed starting February 10 in order to access campus facilities and services for UW students, faculty, and staff. Learn more about the university’s COVID-19 response.

If you develop any symptoms or feel ill, please stay home for the safety of others.  We encourage you to take care of your own health by following the CDC’s guidance on: hand washing, covering your cough, avoiding touching your face, avoiding close contact, and staying home if you are sick. See the overview on the public health protocols handout.

As a reminder, viruses do not discriminate, and this outbreak is not specific to any ethnicity or race. Racist behaviors or stereotyping is unacceptable at SoP. If you experience harassment or discrimination, students are encouraged to file a bias incident report. Employees may file a complaint with the Office of Compliance.

Key Contacts

• HR: HRSupport@pharmacy.wisc.edu
• SoP DDR: jenni.regan@wisc.edu
• Business Travel Reimbursement: julie.steinle@wisc.edu
• Experiential Learning: mara.kieser@wisc.edu
• Instructional Technology: michael.pitterle@wisc.edu
• Media Inquiries: alyson.kim@wisc.edu

For information for currently enrolled School of Pharmacy students, including Experiential Learning, please check the SoP Students COVID-19 page for current students.

For the updated health and safety program this spring, please see more about Safer Badgers.

OHR has a dedicated site on Smart Restart Information for Employees and COVID-19 Information for Employees.

Please see more in Frequently Asked Questions and the Family Caregiving resources.

Managers and supervisors can check OHR’s Smart Restart Information for Supervisors.

Most SoP faculty and staff will participate in Round Two of campus-wide, intermittent furloughs beginning on January 1, 2021. Furlough is taken and reported differently for different employee groups. Please review the information below relevant to your appointment type.

• A-Basis (12-month appointment) employee furlough period = 1/1/2021 – 6/30/2021
• C-Basis (9-month appointment) employee furlough period = 1/1/2021 – 5/16/2021

Faculty and Instructional Academic Staff (Group 1)

• SoP Presentation Slides – Group 1 (12/23 Update)
• VIDEO: Watch Group 1 Presentation

Hourly Academic and University Staff (Group 2)

• SoP Presentation Slides – Group 2 (12/23 Update)
• VIDEO: Watch Group 2 Presentation

Non-Instructional Academic Staff and Assistant and Associate Deans (Group 3)

• SoP Presentation Slides – Group 3 (12/23 Update)
• VIDEO: Watch Group 3 Presentation
• Group 3 Entry and approval deadlines:

Please share your questions with hrsupport@pharmacy.wisc.edu

For more information, see the Office of Human Resources (OHR) Furlough Information web page:

• Campus announcements
• Emergency loan program
• FAQs
• Furlough policy
• Furlough calculator
• Help docs
• Language assistance

12/15 UPDATE: Furlough letters have been shared with all SoP employees. If you have not received your furlough letter, or if you have any questions, please reach out to hrsupport@pharmacy.wisc.edu 

If you develop symptoms, stay at home. Please do not come to work. Employees are expected to self-monitor for symptoms and can use the COVID Symptom Tracker.

If you are ill, faculty and staff are advised to use leave and contact your supervisor. If you have questions about using leave, please email SoP HR at HRSupport@pharmacy.wisc.edu.

UPDATE — Families First Corona Virus Response Act (FFCRA) ended on 12/31/2020.

If you need to take leave related to COVID-19, contact DDR Jenni Regan to discuss available options. You will need to use own accrued paid leave to remain in paid status. Please complete the Request for COVID-19 Related Leave Form when submitting requests to DDR.

Campus is implementing a new COVID testing protocol for all UW–Madison employees who work on campus or access campus buildings during the spring semester, beginning February 10, 2021. The program will be managed via the Safer Badgers app.

Effective February 10, School of Pharmacy faculty, staff, graduate and professional students will need to have tested negative within the previous 8 days (192 hours) any time they come to campus. All undergraduates must test twice weekly (every 72 hours). See more on testing frequency. It’s important to plan ahead to be sure you have a negative test within this time period.

This testing is required, and testing must be done on campus. Currently, there are 14 testing locations open. The HSLC and Nielsen Tennis Stadium are among the available testing sites, with Nielsen offering weekend hours. There is free or validated parking at designated lots for testing (see “Where do I park”).

For hourly employees, testing can be done on work time, as long as it does not trigger overtime or differential pay.

To ensure a valid test, please know how to prepare for testing and see these tips on avoiding a rejected test. Note that test results may take up to 24 hours to update in the app. Please plan in advance to ensure your test is recorded in the app.

The Safer Badgers app will track your compliance with testing, in addition to scheduling tests and access to other resources.

Accommodation and Adjustment Requests to Mandatory COVID Testing

Employees who need an accommodation to participate in the testing requirements due to a disability or underlying medical condition should contact their Divisional Disability Representative (DDR) to request an accommodation. The School of Pharmacy’s DDR is Jenni Regan.

Requests unrelated to a disability or medical condition will rarely be granted due to public health goals; however, employees with non-medical concerns may submit requests to their divisional human resources representative (Jenni Regan).

While all requests will be considered, no adjustments will be granted based on the inconvenience of participation in the testing program, including any possible inconvenience caused by the need to travel to and from campus.  Please submit these to HR Manager Jenni Regan at jenni.regan@wisc.edu

Reporting COVID Positive Results

For employees who work onsite or access campus, your on-campus test will update in the Safer Badgers app. Please see more on what to do if you test positive.

However, all employees who receive a positive test off-campus (not by UW UHS) from public health agencies or health care providers are expected to report their positive test results to University Health Services.

To report your off-campus test positive results:

• Report your test results via the Safer Badgers App.
• It will be verified by a team of medical professionals at UHS.
• To be verified, off-campus results should include your name, date of birth, collection date, and test type. A letter from a physician or county public health may also be acceptable.

UW–Madison has instituted a hiring and pay increase freeze due to the financial impact of COVID-19 on campus. Therefore, the School of Pharmacy has implemented the hiring and pay freeze for all faculty, staff, post-docs, and student employees. 

While there may be exceptional circumstances where hiring should go forward, or when a pay increase must occur, these are to be viewed as exceptions. To request an exception to make a hire during this freeze, please complete the Hiring Freeze Exception Request and return to hrsupport@pharmacy.wisc.edu. Exception requests will be reviewed by Liz Funk Smith, Associate Dean for Administration, and the dean.

The TTC Project is delayed until 2021. The new timeline will allow time for employees, supervisors and human resources (HR) departments to focus on the response to the COVID-19 pandemic, and will also help ensure that employee conversations about position descriptions and TTC title placement can safely occur.

UW–Madison is requiring telecommuting for employees who do not need to be physically present to perform job responsibilities. All School of Pharmacy faculty, staff, postdocs, and students with paid appointments who are able to work remotely need to telecommute effective immediately (see telecommuting policy).

Please contact your supervisor if you need to take leave and cannot report to work. If you have questions about using leave, please email SoP HR at HRSupport@pharmacy.wisc.edu.

If you have HR questions related to compensation and leave for any SoP employees, please email HRSupport@pharmacy.wisc.edu

For more guidance and FAQs, please see OHR’s COVID-19 Information for Employees.

Working From Home

With the prospect that some of us will be telecommuting for some time, it’s important that we all have the materials we need to work effectively at home.

Telecommuting staff who do not have key card access to Rennebohm Hall but need to enter the building can sign up for a “pick-up” day, designated dates and times when they can pick up materials or do work that can only be done in the building. We are continuing to hold 2 “pick-up” days a month, and you can reserve a 30-minute time slot to access the building. Employees may stay longer than the allotted time frame if needed. Please plan ahead for testing in order to be compliant with Safer Badgers and have a green Badger Badge when entering Rennebohm Hall.

Spring 2021 Pick-Up Day Schedule:

• April 13th — 8:00 am until 11:00 am
• April 27th — 8:00 am until 11:00 am
• May 10th — 8:00 am until 11:00 am

Equipment Needs

Computer/IT needs – For faculty and staff who need to acquire or pick up computers, monitors and other associated tools or who have an IT-related question, please submit a Help Desk ticket here.

Chairs – Many staff have requested the use of their office chairs while they are working from home. In light of the fact that many faculty and staff will need to telecommute for some time, SoP now supports this request without the need to provide documentation. To schedule a pickup of your office chair, please contact Josh Cutler at josh.cutler@wisc.edu.

Supply Needs

Before submitting any requests or purchases for supplies and/or equipment, please confirm your supervisor’s approval and get the appropriate funding if needed.

If you need to purchase supply items, such as paper, stamps, pens, etc., or other work materials, you can:

1. Ask a P-card holder to order the supplies and have them shipped to your house. If you don’t know of any P-card holders in your area, please contact Shelley Calhoun at smcalhoun@wisc.edu.
   • You will need to provide the card holder a clear business purpose for why you need the supplies since they are being shipped to your house and not to a UW business address.
   • Also please have the P-card holder note that these are being ordered because you are working from home.
2. Submit a request to the Business Office using the SoP Internal Order form.
3. Order the supplies yourself and file an e-reimbursement claim
   • Remember the UW does not reimburse for sales tax. Please take the tax-exempt certificate with you when making a purchase. It is available here.

If you have any questions, please contact Shelley Calhoun, and she will be happy to help you.

Modifications for On-Site Staff

Building Access

Rennebohm Hall will remain locked at all times until further notice. The building will be open but accessible by Wiscard only for faculty and employees approved to work in the building by their PI or supervisor. SoP faculty and staff who are successfully working remotely will continue to do so. Employees who can perform their job remotely are expected to continue telecommuting.

Your Badger Badge will turn green with “Building Access Granted” status by having a negative test on file and meeting other public health criteria. Only green badges will be allowed entry into campus buildings, including Rennebohm Hall.

Note that a green badge confirms permission to enter Rennebohm Hall but does not unlock the building. Badger Badge is not a key card. Rather, it serves as a virtual access pass for entry into campus buildings. If you currently have key card access to Rennebohm Hall, that does not change with Badger Badge. 

Return to On-Site Work Process

For work that cannot be done remotely, supervisors should complete the Request to Resume On-Site Work: Administrative & Instructional Staff form for approval of their team members to work on-site in Rennebohm Hall. This can be for ongoing work throughout the semester or for individual events where their assistance is needed. Feel free to provide details of the work in the text box that’s provided in the form if the work is sporadic and not easy to explain in a weekly schedule format.

SoP employees returning to work at Rennebohm Hall are required to take the campus training on COVID-19 Training for On-Site Workers prior to their return to on-site work. This training covers guidelines and expectations for UW–Madison employees returning to the workplace.

• Since faculty have building access, it is expected that all faculty take this campus safety training.
• Any staff who will need building access will need to take the training.
• Research personnel already working on-site are encouraged to take this new important training as well.

Take the campus COVID-19 training here.

Workplace Flexibilities & Accommodations

Employees may seek accommodations or workplace flexibility due to the following situations:

• Age
• Underlying medical condition/disability
• Pregnancy or breastfeeding
• Caring for a child – your child’s school is closed for in-person instruction or your child’s daycare provider is unavailable
• Caring for a family member – you have a family member who is in a high-risk population, as defined by the Centers for Disease Control and Prevention (CDC)
• Feeling unsafe in the workplace

The DDR contact for SoP is Jenni Regan.

Mandatory Face Coverings

Campus has a universal face covering requirement, per the Chancellor’s executive order. All employees are required to wear either a reusable cloth face covering or a single-use disposable mask while present in Rennebohm Hall and any area within campus buildings unless working alone in a laboratory or office space. Note that respirator masks and masks with one-way valves should not be worn.

Face shields are not an acceptable replacement for a face covering, with the exception of the use of the Badger Shield+, a face shield with an attached cloth that surrounds the face, during instruction in select circumstances where having a visible face is essential, such as speech therapy, communication with individuals who require lip reading, etc. (See more guidance on Face Coverings For General Instructional Use.)

Masks can be provided to employees. See below on ordering disposable one-time use masks.

Campus is providing a set of cloth resusable masks to employees who are working on-site. All SoP employees who are approved to work in the building now have two masks in their mailbox in Rennebohm Hall. Research staff will find their masks in their lab mailbox. If you need additional supplies or have questions, please email Josh Cutler at josh.cutler@wisc.edu.

Resources:

• Employee Guidance for Responding to Non-Compliance with the Campus Face
  Covering Requirement
• Campus Guidance on the Use of Face Coverings
• Face Covering Use & Care Guide
• Face Coverings for General Instructional Use

Building Spaces

The F. B. Power Pharmacy Commons and vending machine stations located on the first and second floors are closed until further notice. The seating has been removed from the Atrium.

The walkway connecting Rennebohm Hall to the Health Science Learning Center will remain closed until further notice.

All classrooms will be locked, and study rooms are closed.

There are new traffic patterns at Rennebohm Hall with route access detours.

The stockroom will continue to operate at reduced hours from 8:00 am until 2:00 pm.

Drinking fountain use is discouraged. Instead, use the touchless bottle filling stations that are located in the building if water is needed.

Cleaning Processes and Supplies

Cleaning supplies are located in select school offices and division spaces. Supervisors will be responsible for distributing supplies and designating someone to order more when needed. To place orders for supplies such as wipes, disinfecting spray, hand sanitizer, and masks, please use the SoP Internal Ordering form.

Supervisors should direct staff to wipe down commonly touched surfaces in their workspace such as door handles and light switches. Employees should be directed to regularly clean their office surfaces including tables, desks, keyboards, phones, etc. See more on Guidance for Work Unit Cleaning & Disinfection.

Common spaces and break rooms

Unit supervisors should provide specific directions for staff on the use and cleaning of their common spaces and break rooms. Countertops, tables, printers, copiers, and other commonly touched surfaces in common spaces should be wiped down before and after use. Keep office supplies such as staplers, pens, etc., in offices to limit multiple users. See more on Guidance for Work Unit Cleaning & Disinfection.

For break rooms, remove or discontinue the use of shared kitchen equipment such as microwaves, coffee pots, dishes, and utensils. Alter schedules so meals do not need to be eaten in the building. If unavoidable, eat in a personal office or in the break room practicing appropriate physical distancing. The square footage in all SoP break rooms allow for one person use under current campus guidelines. Clean surfaces before and after use.

Employees working both in the building and telecommuting should plan on bringing their laptop into the office if needed. Multiple computers, laptops, monitors, etc., for on-site and telecommuting purposes will not be provided to employees unless there is a strong need. If an additional chair is needed, staff are encouraged to use chairs already in their workspace. If none are available, please contact Josh Cutler. For IT needs, please submit a help desk ticket to the SoP Help Desk.

Custodial staff will not be cleaning individual offices in order to focus their time and attention on classrooms and other high-touch surfaces (see more on Campus Daily Cleaning and Disinfection plan). If you have trash or recycling that needs to be removed from your office, please place receptacles in the hallway outside of your office door.

See more on changes at Rennebohm Hall in cleaning and HVAC air exchanges.

Conference rooms

Employees are encouraged to continue to utilize virtual meetings, and conference rooms will not be available for reservations for the spring semester. If you have a need for a larger workspace, please discuss with your supervisor. Division Chairs and unit leaders are able to approve conference room use for special circumstances following campus guidance for physical distancing. All SoP conference rooms, with the exception of two, allow for one person use under current campus square footage guidelines. The SAA conference room and the BOV room allows for three people.

Resources:

• See the UW Facilities Start-Up Guide for more on health and safety, campus operations, transportation, classroom and instructional spaces, and interior campus spaces on the FP&M Returning to Campus Safely web site.
• See the Overview on Cleaning & Disinfecting Guidance, with details on classroom cleaning, work unit cleaning, and more.
• Read the FAQs on the return to work, including topics on health and safety, workplace cleaning, COVID testing, possible exposure to COVID, and work accommodations and leave policies.

Parking

To park in a campus lot you will need a 2020-21 UW parking permit, parking pass, or you must use a visitor parking option.

Transportation Services has several parking options, including the new multi-day parking pass and flex permits that allow you to “pay as you go”.

Transportation Services recognizes that situations may change for employees and offers flexibility in the permit process. Employees can return and cancel permits, or they can apply for a new permit that better meets their needs. Learn more in the “Choosing a Parking Permit” section on the Transportation Services Smart Restart Hub.

Campus Buses

Route and schedule improvements have been made for campus buses to reduce overcrowding, improve spacing of buses, and keep them running on time. Face masks must be worn. Routes 80 and 84 will have yellow “trailer buses” for people to use once the Metro bus has reached capacity. Buses will be wiped down and cleaned with anti-viral spray every night.

Check the route and schedule changes in the UW Campus Transit Ride Guide.

Employee Guidance for Holidays & Other Personal Gatherings

Hosting/Attending Holiday and Personal Gatherings

We ask that employees follow the advice against hosting or attending gatherings outside of one’s immediate household, unless those visiting would undergo a period of pre-travel quarantine and testing.

Holiday/Personal Travel

As shared in the campus message to employees, we would like to remind faculty and staff about the need to avoid activities that may contribute to the spread of COVID-19. The Centers for Disease Control and Prevention (CDC) advises that travel increases the risk of contracting and spreading COVID-19, and that staying home is the best way to protect yourselves and others.

Everyone is strongly advised to reconsider non-essential personal travel.

University-sponsored Travel

Due to public health concerns related to COVID-19, all university-sponsored air travel or travel that includes an overnight stay remains cancelled until further notice. In general, ground travel is allowed and does not need pre-approval. These restrictions are in place for all employees, students and registered student organizations (RSOs). The intent is to help limit the spread of the disease among students, faculty, staff and the public.

Please contact Julie Steinle with questions on canceling your travel.

Limited Travel Exceptions

In limited cases, leadership may approve air travel and travel that includes an overnight stay.

Essential travel is defined as activities that support, further, or execute research or clinical operations specific to human health and medical outcomes, cannot be rescheduled, and must be done in person. If you need an exception:

1. Download and complete the Essential Travel Exemption Form
2. Obtain approval from Dean Steve Swanson with a copy of the request to Julie Steinle (julie.steinle@wisc.edu)
3. Send to Dan Langer for final approval at dan.langer@wisc.edu.

Reimbursement

The School will reimburse airfare, registration lodging deposit costs, and cancellation fees paid personally by staff for travel prior to August 17, 2020. Please work with Julie Steinle (julie.steinle@wisc.edu) to get reimbursed for these costs. Business Services is also currently working on canceling these same expenses that were charged directly to School funding and will be contacting individual travelers.

New campus policies allow some in-person events and meetings to resume. Whenever possible, the university recommends that events and meetings continue to be held virtually; it is highly recommended that in-person events also allow for virtual participation by attendees who choose not to or are unable to participate in person.

These events policies will guide how and where students and employees can gather for in-person events and meetings that fall outside of the formal classroom experience. The new policies seek to mitigate the risks of COVID-19 to the campus community while allowing some in-person activities to resume.

In-Person Event Exception Request

Meetings and events should remain virtual as much as possible. All SoP in-person events require approval in advance, whether at Rennebohm Hall or at an off-site location. To request an in-person event within the School of Pharmacy, please complete the SoP In-Person Event & Meeting Request form. Requests will be reviewed by the Dean’s Advisory Council. Please allow for two weeks for the group to review.

New Campus Policies

• UW School, College, and Division COVID-19 Policy for 2020-2021 Academic Year Events and Meetings
• Events Policy for Student Organizations

If event organizers believe they will not be able to follow all of the current campus policies, CDC guidelines or PHMDC orders, they may request an exemption from the dean. Before an exemption is provided, event organizers will need to verify health and safety precautions will be met.

Effective March 8, in conjunction with PHMDC’s new Emergency Order #13, campus is increasing the number of people allowed at in-person events to 50 individuals and 150 individuals for outdoor events. Only those individuals participating in the on-campus testing program will be permitted to attend (no external guests or visitors). Food or drink will not be allowed at events. Additionally, per the university’s policies, campus attendance will be limited to a venue’s capacity, which should be adjusted for 6 feet of physical distancing per attendee. As a standard operating assumption, 113 square feet should be allocated per attendee to maintain physical distancing. Hosts are encouraged to consider outdoor venues, when possible, to facilitate physical distancing.

Event hosts will be responsible for assessing the health risks of the activity and making appropriate modifications. They must provide — and require attendees to use as appropriate — face coverings, hand sanitizer and cleaning supplies at each event. They also must register attendees and take attendance, among other requirements.

The campus policies apply to all programs, activities, meetings, or gatherings, regardless of their location on or off university property. If a campus unit reserves space for or sponsors an event on campus that is hosted by a non-university entity, the non-university entity must follow these policies. These policies do not apply to formal classroom experiences.

Any university employee who fails to abide by the policies may be directed to leave the event and may be subject to additional follow-up measures by the supervisor or appropriate campus administrator. The event may be canceled or prevented from continuing if campus policy is not followed.

With the building restrictions in place, visitors are not allowed at Rennebohm Hall until further notice. Personal visitors, such as friends and family members, including children, are not allowed in Rennebohm Hall.

While external visitors who have a business purpose do not need to be tested, they do need prior approval to enter Rennebohm Hall.

To request approval for your visitor, please contact:

• Research-related requests to Arash Bashirullah
• Division-related requests to your division chair
• Instruction-related requests to Mel De Villiers
• All others to the Associate Dean of their function

The employee sponsor of the visitor is responsible for escorting the visitor at all times and ensuring adherence to safety protocols, such as wearing a face covering and maintaining physical distancing.

As we have seen nationally, in our local communities, and on the UW–Madison campus, fears of the coronavirus has led to increases in racist and xenophobic comments and behaviors. Chinese people are not responsible for the virus simply because the first cases were reported in China. But that has not stopped people from using stereotypes to make jokes, verbally harass, and in some cases, physically assault Asian, Asian Americans, and Pacific Islanders. Remember that the virus — not people with COVID-19 or affected by COVID-19 — is the enemy.

Our SoP community needs us to stand up and intervene when they see or hear biases and microaggressions.  In essence, asking members of our community to become an ally and support our students, faculty/staff colleagues, and others who identify as Asian, Asian American, or Pacific Islanders.

Here are several resources that offer techniques you can practice to become more comfortable speaking up for all vulnerable individuals and communities:

LifeLabs Learning — How to practice allyship as individuals and as an organization

1. Build empathy through education — Learn more about the current experiences of Asian, Asian American, and Pacific Islanders.
2. Make impact visible — Give timely feedback.  When you hear a comment or see an action that you perceive to be biased or discriminatory, give quick, private, and non-judgmental feedback to help the individual understand the impact of their words or actions.
3. Elevate identity — See yourself as an ally, advocate, or role model.

Teaching Tolerance offers allyship training and recommends a four-step process for speaking up against racism: interrupt, question, education, and echo.

1. Interrupt — Interrupting a person verbalizing racism or biases means taking a time out. It demonstrates that what they have said is important enough to pause the conversation to address it.
2. Question — “Questions” can be used as a warning (an effective technique used by parents around the world: “What did you just say to me?”). However, the goal of questioning someone in the context of allyship is to better understand why this individual said what they did.
3. Educate — Educating means continuing the conversation with the goal of providing facts to the other person. Explain why their racist words need rethinking.  Someone may not understand that their coronavirus joke is considered racist. Share that WHO has purposely established guidelines to avoid naming diseases after its place of origin and the name of COVID-19 was carefully chosen to avoid associating this disease with specific groups of people.
4. Echo — It takes effort to speak up against racist ideas and language.  So, it is important that we support each other by echoing those who speak up. Emphasize or amplify their message any way you can.  Thank them for speaking up. Echoing can be done while physically distancing.  Share anti-racist messages in online chats or social media platforms. Respond positively to others who respond by offering agreement and support.

If we all commit to fighting racist and xenophobic words and actions, we can start making our campus and communities safer for everyone.

Reporting Bias or Discrimination

If you experience harassment or discrimination, please report the incident so we can take the appropriate action.

• Students are encouraged to file a bias incident report.
• Employees may file a complaint with the Office of Compliance.

Support is also available by reaching out to Lisa Imhoff, Assistant Dean for Diversity and Inclusion Initiatives, who is here to listen and help you with your concerns at the School of Pharmacy.

As you know, this is a constantly evolving situation. Please watch for updates from campus and the School of Pharmacy as things can rapidly change.