Guide for Faculty, Staff and Student Employees Returning to Campus
Last Updated July 17, 2021.
This guide is for faculty, staff and students who are employed in some capacity at Harvey Mudd. Students who are not employed should refer to Residential Requirements in Response to COVID-19. We will continue to update the guide as needed.
Harvey Mudd College’s resources and procedures for responding to the COVID-19 pandemic are deeply rooted in the College’s educational mission while promoting the safety and well-being of our faculty, staff and students. We want to provide an environment where our faculty and students may continue engaging in learning together as safely as possible while providing the high-quality educational experience our community treasures.
We are deeply committed to open and ongoing communications on the status of our efforts as well as the opportunities to adjust and improve them as the situation evolves. We realize that as we continue reopening our campus we will need to be flexible and adapt to whatever changes occur in the status of the pandemic. As such, this is considered a “living document” that will be updated as needed moving forward.
College Expectations and Guidelines
Area vice presidents, in conjunction with leadership teams in their respective areas, will assess and coordinate staffing so that we can provide a robust curricular and co-curricular experience, can better manage access to required research, classroom and work environments, and access on-site resources necessary to conduct our work in support of the College’s educational mission. These decisions, once approved, will be communicated through your respective vice president. No administrative office or academic department should increase on-campus staffing levels without approval from your respective vice president.
California reopened June 15, CalOsha recently modified its requirements and LACDPH recently relaxed its requirements. The President’s Cabinet will be rolling out a limited Pilot Remote Work Program for staff who meet extensive eligibility criteria and obtain approval from their supervisor and area vice president. Having said that, it is expected that the vast majority of those currently telecommuting will need to return to campus. The decision will be based on the needs of the College in each division in order to best serve our community.
Once decisions to expand on-site staffing in certain areas have been made, faculty, staff and student employees should follow the guidelines detailed in this document for returning to campus. It is the expectation that individuals approved to work remotely are working from California. Questions may be directed to your respective area vice president or to the Office of Human Resources.
Health and Safety Guidelines
All faculty, staff and student employees have a responsibility to protect themselves as well as other members of the Harvey Mudd College community. If you are experiencing symptoms of COVID-19 or if you are unvaccinated and have been in contact with a person with a confirmed or suspected diagnosis of COVID-19 in the past 10 days, it is critical that you do not come to campus and that you contact your immediate supervisor as soon as possible to inform them. If you are fully vaccinated and exposed to someone with COVID-19, and you have developed COVID-19 symptoms, you should contact your supervisor as soon as possible to inform them. If you are fully vaccinated and do not have symptoms, you do not need to quarantine.
Faculty, staff and student employees who are pregnant or who have been instructed to return to work on campus and have a medical condition that places them in a higher risk group should contact your direct supervisor or the Office of Human Resources to discuss your options, including requesting ADA Reasonable Accommodations.
Health and Safety Practices
Personal Symptom Monitoring
Faculty, staff and student employees who are working on campus should conduct symptom monitoring each day before reporting to campus. You must be free of any symptoms potentially related to COVID-19 to report to campus and if you are unvaccinated, you must not have been in close contact (e.g. within 6 feet) and without a mask, with a person with a confirmed diagnosis of COVID-19 in the past 10 days.
Face Masks/Cloth Face Coverings
Face masks or face coverings that are worn over the nose and mouth must be worn indoors by all employees regardless of vaccination status. The only exception to this is if an individual is alone in an office behind closed doors. Masking outdoors is encouraged, specifically for unvaccinated employees. Harvey Mudd College has a supply of disposable masks and other personal protective equipment necessary for the safety of employees upon request. Employees exempted from wearing face coverings due to a medical condition, mental health condition, or disability shall wear an effective non-restrictive alternative, such as a face shield with a drape on the bottom, if their condition or disability permits it. If you need assistance, contact Theresa Lauer, senior director for facilities, emergency preparedness and safety. To learn more, visit: Use Masks to Help Slow the Spread of COVID-19.
Physical (Social) Distancing
Per Cal OSHA requirements, individuals not wearing masks or alternate approved face coverings should continue to socially distance if they are unvaccinated or not being tested twice a week.
While not a requirement, it is important to frequently wash your hands with soap and water for at least 20 seconds. If soap and water are not readily available, you can use a hand sanitizer that contains at least 60% alcohol (All College-provided hand sanitizers available in stations across the campus are in compliance with CDC recommendations).
Gloves and Other Personal Protective Equipment
Employees in dining services and those carrying out specific cleaning roles as well as faculty and students in certain laboratory situations should use gloves as part of PPE (personal protective equipment). Faculty, staff or student employees who have questions should contact Theresa Lauer, senior director for facilities, emergency preparedness and safety.
Enhanced Cleaning of Campus Buildings
Cleaning is conducted on a regular basis by our trained building attendant staff. Including disinfecting frequently touched surfaces such as doorknobs, elevator buttons, handrails, handles and bathroom surfaces.
Disinfecting cleaning supply stations are available in each academic and administrative building for your convenience. Although cleaning is conducted on a regular basis, you are encouraged to wipe down surfaces in workspaces that might be used by someone else, including things like copiers, telephones, break room surfaces, etc. After each use of a break room or space, employees are encouraged to clean the shared surfaces. In this way, each faculty, staff or student employee can help one another by disinfecting shared surfaces that F&M may not realize have been used during your time on campus.
Cover your mouth and nose with a tissue when you cough or sneeze or use the inside of your elbow and wash your hands immediately afterward.
COVID-19 Testing and Vaccination
The College requires twice weekly COVID-19 screening testing for all unvaccinated employees who regularly come to campus. Continued screening testing for fully vaccinated faculty and staff who are not symptomatic will be reviewed and determined by the supervisor and area vice president based upon facts and circumstances. To learn more or request to be added to regular testing, consult your area vice president. For further details on the testing program, visit COVID-19 Testing Policy for Faculty and Staff.
Harvey Mudd College has implemented a COVID-19 vaccination policy. All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19 and show proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise. Once the Food and Drug Administration (FDA) grants full approval to one of the vaccine candidates currently authorized for emergency use (Pfizer, Moderna, or Johnson & Johnson), HMC will no longer recognize philosophical objections and all employees will be required to be fully vaccinated against COVID-19, subject to exemptions due to medical contraindications or sincerely held religious beliefs only. For more information, visit COVID-19 Vaccination Policy.
Accommodations for Employees
To request an accommodation or an exemption to the College’s vaccine requirement we encourage you to complete and submit the COVID-19 Accommodation or Exemption Request Form The College’s Disability Accommodations Policy provides guidance and procedures for when faculty and staff require an accommodation due to a qualifying disability, as defined by the Americans with Disabilities Act (“ADA”) and the California Fair Employment and Housing Act (“FEHA”). Faculty and staff seeking an accommodation in response to COVID circumstances should contact their immediate supervisor or Human Resources. All medical information obtained in connection with a request for reasonable accommodation, including information about functional limitations and reasonable accommodation needs, will be kept confidential. HMC prohibits retaliation against any faculty and staff member who makes a request for reasonable accommodation and against participants in the reasonable accommodation process.
COVID-19 Exposure and Quarantine
Faculty, staff and student employees who test positive for COVID-19 should self-isolate at home or in their residence hall room until they have recovered and should contact their supervisor who will coordinate with Human Resources. If you test positive, your physician or Student Health Services must clear you to return to campus.
The Office of Human Resources, Division of Student Affairs, Student Health Services or Los Angeles County Public Health officials will conduct a phone interview with the individual who has tested positive to conduct contact tracing. Human Resources or potentially other health officials may contact the supervisor if further contact tracing of the COVID-19 positive individual is needed; however, the actual test result (and any other protected health information) will not be disclosed.
The College recommends that you review guidance recommended by Los Angeles County Public Health. This guidance is available online in English, Spanish and a number of other languages.
Home Quarantine Instructions for Close Contacts of COVID-19
Home Isolation Instructions for People with COVID-19
What to Do if You are Sick
Being on Campus
Symptom Screening Questionnaire
Harvey Mudd College has developed a Stay Safe At Mudd Symptom Screening questionnaire that all faculty, staff, and student employees must successfully complete each day they are coming to campus, regardless of vaccination status, even if they will be working solely outdoors. The confidential questionnaire will ask you about any symptoms you might be experiencing and will confirm your clearance to be on campus. The College will work with staff to determine sick leave eligibility and we will work with faculty and students to identify alternative arrangements.
We encourage you to pay close attention to posted signage and to follow the instructions carefully to protect all members of our community.
Entry to buildings may be monitored to aid in contact tracing when necessary. Your Harvey Mudd College identification is required for entry to all buildings.
Business and Personal Travel
As of July 1, the College allows College-sponsored, business-related travel with approval from your vice president/Cabinet member. Given the successes we have seen in using alternative measures for meetings with constituents outside of Claremont, we encourage departments/offices to carefully review and discuss whether travel is truly necessary. Based on your vaccination status, we encourage you to review the latest travel information and travel-related notices from the CDC and U.S. Department of State. Keep in mind that any international travel still carries a risk that you might be quarantined or prevented from returning to the U.S.
Visitors and Guests
For now, the campus is still closed and visitors, guests and pets are not allowed on campus without prior express permission from your area vice president. Violation of these guidelines may result in the immediate revocation of building access privileges as well as corrective action. Visitors approved to be on campus must believe themselves to be free of COVID-19 symptoms and must wear a face mask. We will continue to monitor COVID developments and will adjust our policy if considered necessary.
Approved vendors will be allowed on campus; however, they must check in advance with the staff/faculty they are meeting or performing work for. If a vendor is approved to be on campus, the area vice president and department leader is responsible for ensuring they are following HMC’s protocols for safety. Vendors must believe themselves to be free of COVID-19 symptoms and must wear a face mask while on campus.
Mental and Emotional Well-being
Faculty and Staff
Harvey Mudd College participates in the Optum Employee Assistance Program to provide mental and emotional well-being resources to faculty and staff. Information on the program, including how to access the benefit, is available on the Benefits page of the Human Resources website. If you have questions about how to access this benefit, please contact the Office of Human Resources. Additional resources for coping with stress during the pandemic are available on the CDC website.
Student employees needing assistance are encouraged to contact Monsour Counseling and Psychological Services at 909.621.8202. For after-hours emergencies, call the number and dial “1” when prompted to be connected with an on-call therapist.