School of Pharmacy COVID-19 Updates

The University of Wisconsin–Madison continues to update its policies, procedures, and expectations related to workplace safety as new regulations, information, and guidance becomes available. Please continue to monitor this page for additions and updates. 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.

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.

All UW employees are now eligible to be vaccinated. Information and appointments are available on the campus COVID-19 Vaccine Information page.

Modifications for On-Site Staff

Building Access

Beginning on May 10th, building access will be returned to all SoP employees. The building will remain locked to the public, but employees may access the building using their Wiscard. If you have been working remotely and are interested in transitioning back to the building, please reach out to your supervisor to plan for this change. Employees are still expected to maintain their green Badger Badge. Your Badger Badge will turn green with “Building Access Granted” status by having a negative test on file or by having proof of vaccination status.  Employees should also take campus’s updated COVID-19 training before returning to work in the building.

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.

Face Coverings

Per campus’s May 27^th all-campus message about summer policies, face coverings are no longer mandatory for fully vaccinated people in Rennebohm Hall.  Unvaccinated people should continue to wear face covering indoors. Others may choose to wear masks in certain settings and individual masking choices should not be interpreted as an indicator of vaccinated/non-vaccinated status.

Building Spaces

As the summer progresses, building space will begin to return to their original state. Please keep the following in mind as you work in the building this summer.

The walkway connecting Rennebohm Hall to the Health Science Learning Center will be open for SoP and UW Health employees beginning June 1, 2021. The UW Health hospital cafeteria will be open for carryout from 6:00-11:00am and 1:00-7:00pm Monday through Friday, unlimited hours over the weekend.

Conference rooms and classrooms are open for meetings as needed. Please reserve spaces using the current Outlook reservations system or by reaching out to the appropriate staff member. Per the May 27th all-campus message, physical distancing of at least 6 feet is still required in indoor spaces regardless of vaccination status. Please consult your supervisor if you have questions on maximum occupancy levels in SoP rooms based on this requirement.

Please contact the IIT help desk at helpdesk@pharmacy.wisc.edu for questions on tech options for hybrid meetings in Rennebohm Hall.

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

Cleaning Processes and Supplies

Cleaning supplies are located in select school offices and division spaces. To place orders for supplies such as wipes, disinfecting spray, hand sanitizer, and masks, please use the SoP Internal Ordering form.

If you are returning to your office after a period of remote work, we recommend utilizing the available cleaning supplies to wipe down your office space.

Cleaning and disinfecting instructions will be provided in the COVID-19 Training for On-Site Workers that each employee will participate in before they return to the workplace. If you see evidence of pests or have concerns about the airflow in your office, please contact Josh Cutler at josh.cutler@wisc.edu for assistance.

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.

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. Any individual who is not vaccinated should wear a face covering when riding with others. 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.

Traveling soon? Check out the CDC’s Guidance page.

University-sponsored Travel

University-sponsored domestic travel is now allowable. Employees traveling domestically for business purposes should follow existing campus travel policy guidance. The Concur online travel booking function is now available.  For assistance or questions please contact Julie Steinle.

Limited Travel Exceptions

International travel remains restricted. In limited cases, leadership may approve essential international travel. 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.

In-Person Event Exception Request

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

Effective June 2, campus policies for events were updated. Please see the campus message for guidance on event guidelines and to read the policies associated with student organizations and schools/college/divisions.

Visitors are now allowed in Rennebohm Hall for business-related needs.

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.

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 continues to offer COVID-19 testing at several sites for students and employees. Please check your Safer Badgers app for site times and locations. Summer testing requirements and testing locations will be available soon and posted here. Until more information is shared, employees are expected to continue to maintain a green Badger Badge through testing or proof of vaccination.

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.

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.

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.

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.