Guide for Faculty, Staff and Student Employees Returning to Campus

Last Updated January 9, 2022.

This guide is for faculty, staff and students who are employed in some capacity at Harvey Mudd College. Students who are not employed should refer to Residential Requirements in Response to COVID-19. We will continue to update the guide as needed.

Guiding Principles

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 to respond to the COVID-19 pandemic we will need to be flexible and adapt to whatever changes occur. As such, this is considered a “living document” that will be updated as needed.

College Expectations and Guidelines

HMC is currently offering a pilot remote work program. Area vice presidents, in conjunction with leadership teams in their respective areas, will assess and coordinate staffing (both on and off campus) 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.

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, we ask that you test immediately regardless of your vaccination status. Please do not return to work until you have been cleared by the Office of Human Resources to return to work.

If you test through Student Health Services (SHS), you will receive a notification from SHS with your results. The Office of Human Resource also will be notified if you test positive for COVID-19. If you test outside of SHS and are positive and working on campus, you should immediately contact your supervisor and Human Resources to share your results so that contact tracing may begin. Include the date of your test, the date of your results and when you were last on campus in your email.

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 their direct supervisor or the Office of Human Resources to discuss your options, including requesting ADA Reasonable Accommodations.

Additionally, Harvey Mudd College has implemented a COVID-19 Prevention Program that aligns with the California Department of Industrial Relations Cal/OSHA emergency temporary standards on COVID-19 infection prevention.

Health and Safety Practices

Personal Symptom Monitoring

Faculty, staff and student employees who are working on campus should conduct symptom monitoring each day when reporting to campus. You must be free of any symptoms potentially related to COVID-19 to report to work on campus.

Face Masks/Cloth Face Coverings

Based on the latest directives from the California Department of Public Health, Los Angeles County Department of Public Health (LACDPH) and the California’s Division of Occupational Safety and Health (commonly referred to as Cal/OSHA, all individuals in the workplace, regardless of vaccination status, must wear a face covering/mask while indoors, unless an exception applies.

Based on a Public Health Order issued by the LACDPH on December 31, 2021, only well-fitting 1) medical grade mask, 2) surgical mask, 3) medical procedure masks, or 4) higher- level respirators approved by the National Institute of Occupational Safety and Health (NIOSH), such as a N95 filtering face respirator, will be permitted by HMC. The face covering/mask must not have any visible holes or openings and must cover the nose and mouth.

To obtain a suitable disposable mask/respirator, please contact F&M at facilities@g.hmc.edu. Please note cloth masks are no longer acceptable in the workplace for employees.

Face masks or face coverings that are worn over the nose and mouth must be worn indoors by all employees regardless of vaccination status. Face coverings are not required indoors if you are actively eating or drinking or alone in a separate room or office. Masking outdoors is strongly encouraged, unless actively eating or drinking. Employees exempted from wearing face coverings due to a medical condition, mental health condition, or disability shall wear an effective non-restrictive alternative, if their condition or disability permits it. If you need assistance, contact Theresa Lauer (tlauer@hmc.edu), senior director for facilities, emergency preparedness and safety.

Physical (Social) Distancing

HMC recommends practicing COVID-19 safety protocols including wearing approved masks and social distancing both on and off campus.

Hand Hygiene

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.

Personal Disinfection

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.

Coughing/Sneezing Hygiene

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.

Testing Policy

The College implemented specific testing requirements for employees. For details on the testing program, visit COVID-19 Testing Policy for Faculty and Staff.

Vaccination Policy

The College implemented requirements for vaccinations and booster shots. For details on the vaccination policy, including booster shots, visit COVID-19 Vaccination Policy.

COVID-19 Exposure and Quarantine

The CDC recently modified its guidance concerning the length of time a person who comes in close contact (within six feet for 15 minutes or more over a 24 hour period) or test positive for COVID-19 must isolate/quarantine. The CDC guidance notwithstanding, California employers are still required to comply with isolation and quarantine standards promulgated by Cal/OSHA.

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. Clearance to return to work will be managed and communicated by human resources and based on current applicable federal, state and local guidance.

Student Health Services will conduct a phone interview with the individual who has tested positive to conduct contact tracing. Human resources or potentially other health officials (including Los Angeles County Public Health) may contact the supervisor if further contact tracing of the COVID-19 positive individual is needed; however, protected health information will not be disclosed.

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 exclusively outdoors. You must be free of any symptoms potentially related to COVID-19 to report to campus.

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 student employees to identify alternative arrangements.

Campus Signage

We encourage you to pay close attention to posted signage and to follow the instructions carefully to protect all members of our community.

Building Access

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. In order to support contact tracing efforts, the College has decided to leave all exterior-facing academic and administrative building doors set to card-access only mode. Any invited visitors would need to be met at the door by their HMC point of contact, who invited them.

Business and Personal Travel

At this time, the College allows College-sponsored, business-related travel (including air 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.

Meals on Campus

In an effort to manage the areas on campus that will be the most heavily visited, for the fall semester and the start of spring semester, Hoch-Shanahan Dining Commons will be limited to Harvey Mudd students, DSA staff who live on campus, and the dining staff who prepare the food. Dining hall resources will need to be focused on providing meals to students due to constrained resources resulting from limited staffing as well as ensuring compliance with LA County and other agency regulations. Food will be available for purchase at the Cafe; eating will not be permitted inside the Cafe. Food should be eaten outdoors or indoors if dining alone behind closed doors.

All others (e.g. faculty, staff who do not live on campus, non-HMC students, guests and visitors) will have some meal options available (e.g., beverages, pastries, breakfast items and lunch items) to order and purchase from the Cafe. Food may be ordered and purchased at the Cafe or pre-ordered via a mobile app and picked up at the Cafe. (Instruction on the mobile app will be communicated to our community prior to students returning to campus). However, seating will not be permitted inside the Cafe. Food may be eaten outdoors or by an individual alone behind closed doors. HMC faculty, staff and students should limit meal gatherings to outdoors and in groups of 10 or fewer. HMC also advises HMC constituents that if they meet off-campus for a work-related meal, that they limit gatherings to 10 or less.

Reservations of Private Dining Rooms (PDRs) will not be permitted during the first two weeks of the spring 2022 semester. Additionally, until further notice, the dining hall will not be providing catering services. We will monitor the situation, reassess and pivot as necessary.

Meetings, Gathering and Events

In order to protect all members of our community, including the unvaccinated, we strongly encourage community members to reserve in-person contact to those activities associated with our central work of academic instruction and support of students. Business and social gatherings should be virtual whenever possible, particularly when groups would exceed 10 people. As we reopen, holding to these guidelines will let us first focus space, technology support, and other staff and resources toward the academic needs of our campus.

Visitors

Approved visitors must believe themselves to be free of COVID-19 symptoms and must wear a face mask indoors and are strongly encouraged to wear a face mask outdoors. We will continue to monitor COVID-19 developments and will adjust our policy if considered necessary.

Vendors

Approved vendors will be allowed on campus; however, they must check in advance with the staff/faculty they are meeting or performing work for. The area vice president and department leader are 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

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.

Additional Resources

Home Quarantine Instructions for Close Contacts of COVID-19

Home Quarantine Instructions for Close Contacts to COVID-19 | Instrucciones sobre cuarentena en el hogar para contactos cercanos con la Enfermedad del COVID-19.

Home Isolation Instructions for People with COVID-19

Home Quarantine Instructions for Close Contacts to COVID-19 | Instrucciones de Aislamiento en el Hogar para Personas con la Enfermedad del COVID-19.

What to Do if You are Sick

Learn About Symptoms & What To Do If You Are Sick | Qué hacer si está enfermo.

Taking Care of Someone Sick

If you cannot work because you are caring for an individual who is subject to a federal, state or local quarantine or isolation order, or who has been advised by a health care provider to self-quarantine due to COVID-19, please contact the Office of Human Resources at hr@hmc.edu. HR will partner with faculty and staff on available options.