Per the University of Minnesota, as of July 1, all staff and visitors are required to wear a mask while indoors.
We encourage all visitors to consider conducting the health screening before entering the facility.
Sunrise Plan – GLENSHEEN
Last edited 6/1/2020
This plan is drafted from the University’s Sunrise plan dated May 15, 2020:
Glensheen specific considerations are italicized.
Until further notice, the University expects that any faculty or staff who can work from home will continue to do so. The need to limit the number of people on campuses or other work locations to meet social distancing requirements will continue for some time. Administrative units that can effectively work remotely will likely continue to do so until Governor Walz and public health officials ease restrictions on larger gatherings. Their current guidance includes no gatherings that exceed 10 people; smaller gatherings must involve social distancing and other safety precautions.
Considerations and Expectations for Employees
An overview of the actions that all on site employees must take is provided by the University’s Office of Academic Clinical Affairs. This overview and the following detailed instructions are based on guidance from MDH, the CDC, and the University’s own medical and public health experts. If you believe you may have COVID-19, contact your primary health care provider. As with any illness, stay home and report your absence using the standard process for your unit.
Employee Self-Screening for those Working On Site
- Take your temperature in the morning and when you return home from work. Log those results and report any fever to your supervisor.
- Report any exposure to COVID-19 positive individuals, respiratory symptoms, sore throat, or dry cough to your supervisor.
- If the employee indicates any of these conditions, the supervisor must require that the employee stay home, and the employee should seek guidance from their healthcare provider.
- At Glensheen – How to communicate if an employee is sick or experiencing symptoms? – If an employee is sick or experiencing symptoms, STAY HOME. From their home, an employee should contact their direct supervisor. If your supervisor is not available or does not respond, please reach out to the Experience Coordinator during business hours. If either of the prior options are not available, please reach out to the Director of Glensheen, Dan Hartman at [email protected] or (218) 310-5356.
- At Glensheen – What should a supervisor do if they are notified if an employee is sick or experiencing symptoms?
- 1) Ensure that the person is okay. 2) Ask the person to stay home and connect with their health care provider to obtain an assessment. 3) Fill the vacant shift or make alternate arrangements for coverage. When an employee is sick, it is the supervisor’s responsibility to fill the shift. For all other absentee reasons, it is the employee’s responsibility to fill the shift. 4) Notify the Experience Coordinator of schedule change and additional action required. 5) Connect the employee to Wendy Larrivy, Chancellor’s Office Administrative Director. Wendy will provide the employee with next steps as they pertain to the University’s COVID-19 leave policy.
- At Glensheen: – What to do if an employee begins to manifest symptoms while they are at work?
- Per the CDC, if an employee becomes sick during the work day, they must be sent home immediately. Employees who have symptoms when they arrive at work or become sick during the day should immediately be separated from other employees, customers, and visitors and sent home.
- At Glensheen: – What to do if an employee begins to manifest symptoms while they are at work?
In the Workplace
- At Glensheen – All employees will connect each day at 8:30AM to review COVID-19 operating aspects. This meeting will take place outside. Masks will be worn by all employees. Employees will remain at least six feet away from each other.
- Staff members must be at least six feet away from each other.
- Per CDC guidelines, employees will wear cloth masks in public settings where other social distancing measures are difficult to maintain.
- In-person meetings are discouraged. If a meeting must be in-person to accomplish the purpose of the meeting, it must be in a large room with attendees six feet away from each other and wearing cloth masks.
- Break rooms / lunchrooms and gathering areas are closed for gathering. They may still be utilized for food preparation (one at a time, or multiple people if 6-foot social distancing can be maintained). This does not include large residence hall dining areas where social distancing is practiced. Employees should wash hands with soap and water for at least 20 seconds prior to entering and after exiting the room.
- Visitors who are not directly related to the individual’s or unit’s work are not allowed.
- Sick employees must stay home.
Continue Good Health Habits
- Wash hands with soap and water for at least 20 seconds. Keep a supply of hand sanitizer (as possible).
- Cover your cough or sneeze.
- Clean all high touch areas in your home and workplace.
- Do not touch your eyes, nose, or mouth with unwashed hands.
Consistent with our longstanding compliance with HIPAA and patient privacy, the University protects the privacy of faculty and staff health status and health information. Managers and supervisors are reminded that they have an obligation to protect the privacy of employee health information.
The University has leave policies that encourage faculty and staff to stay at home when they are sick, when household members are sick, or when they are required by a healthcare provider to isolate or quarantine themselves or a member of their household. These policies include:
- University Emergency Leave for COVID-19
- Pay Provisions During Emergency Closings or Reduced Operations
- Family Medical Leave Act
- Family First Coronavirus Response Act Emergency Paid Sick Leave (federal)
- Sick Leave: Civil Service — Labor Represented — P&A
- Vacation Leave: Civil Service — Labor Represented — P&A — Vacation Donation for Civil Service and Labor Represented employees
- Comp Time: Civil Service — Labor Represented
- Short-Term Disability (if applicable, employee-elected benefit)
- Office of Human Resources COVID-19 FAQ
For faculty and staff with underlying medical conditions, or who have household members with underlying health conditions, the following policies, resources, and supports are available:
- Board of Regents Policy: Equity, Diversity, Equal Opportunity, and Affirmative Action.
- Employees should contact their unit HR Lead, who is available to consult with the campus disability resource/service office and/or UReturn to initiate the University’s process. This process considers accommodation(s) that can be put in place. (It is important to note that telework may no longer fall under the “undue burden” category.)
- At Glensheen – the unit’s HR Lead is Wendy Larrivy, 218-726-7507 or [email protected].
The University will work with MDH to inform workers if they have been exposed to a person with COVID-19 in the workplace, and MDH will require them to self-quarantine for the recommended amount of time.
At Glensheen – if employees have been exposed to a person with COVID-19 at their workplace, immediate notification must be given to the Director of Glensheen, Dan Hartman. [email protected] or (218) 310-5356. The Director will then be responsible for working with University officials and MDH to ensure that affected employees are properly notified and sanitization action is taken as needed.
The University acknowledges that it is a community of individuals with different abilities and circumstances. If an individual who has been instructed to return to work on site has concerns about doing so due to a medical condition or other factors that place them at a higher risk, or if individuals wish to seek ADA reasonable accommodations related to returning to the workplace, they should contact their HR representative to initiate a review by the campus disability services office, which will work with them to determine any appropriate accommodation(s).
Safety in the Workplace
The University has implemented a number of enhancements to reduce opportunities for transmission in areas of our workplaces that we can control. In addition, all employees returning to work on site are expected to comply with the following standards and conduct self-screening daily.
Modifications to individual offices or workstations are not permitted unless an assessment from University Health and Safety deems health habits and other measures described in this Plan are insufficient to promote a safe work environment. As with other expectations in this Plan, individual preference is not a sufficient justification for approval. Approved modifications will be completed by facilities management departments or vendors under University-wide contracts.
Faculty and staff are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their time on-site, prior to any mealtimes, and after using the toilet. Hand sanitizer dispensers are also available and can be used for hand hygiene in place of soap and water if hands are not visibly soiled.
- The MDH “Clean Your Hands!” poster, located in all restrooms, provides proper hand washing methods.
- In occupied areas, custodial staff are checking and replenishing soap dispensers, paper towels, and hand sanitizer stations at a minimum of once per day, and more often in heavily trafficked public spaces.
- At Glensheen – checking all bathrooms (public and private) daily for adequate soap and paper towels supplies will be the responsibility of the Experience Coordinator. Additionally, checking the hand sanitizer stations will also be the responsibility of the Experience Coordinator.
- At Glensheen – if an employee notices any soap, sanitizer, paper towels, or tissues needs to be replenished, they should notify the experience coordinator to replenish.
- At Glensheen – Hand washing: Employees – At the beginning of every shift and at the end, employees will be asked to wash their hands upon arrival for at least 20 seconds with soap and water. Frequent hand washing throughout the day will also be encouraged.
- At Glensheen – Hand washing: Guests – Guests will be encouraged to cleanse their hands using hand sanitizer positioned at the ticket house entrance area and frequently throughout the museum. Information signs will accompany these sanitation stations.
Respiratory etiquette: Cover your cough or sneeze
Everyone is asked to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face—in particular their mouth, nose, and eyes—with their hands. Tissues should be disposed of in the trash and individuals should wash or sanitize their hands immediately afterward. Respiratory etiquette reminders appear on posters and tissues and trash receptacles are readily available.
- The CDC “Stop the Spread of Germs” poster has been posted in all building lobbies and other common areas. The poster is also displayed on digital boards across our campuses where available.
- Individual departments are responsible for providing tissues in common areas, including reception areas and conference rooms. Tissues are ordered through U Market Services.
- Employees are expected to wear cloth face coverings (masks) in public settings where social distancing measures are difficult to maintain. Individuals may bring their own mask, or campuses/units may order them at no cost from U Market Services (masks are limited to two per employee at no cost).
- University Health and Safety staff are available to provide training on respiratory etiquette for units or individuals who are at a heightened risk of exposure.
Physical distancing has been implemented across University campuses and facilities:
- At Glensheen – Telework – Employees that can work from home should continue to do so. This does not need to be an all or nothing arrangement. For example, an employee may work 2 days from home and 3 days working onsite to manage responsibilities. Each employee should connect with their direct supervisor to make arrangements.
- At Glensheen – Staggered shifts – Shifts that can be staggered to reduce the number of employees in the workplace at one time should be implemented. Each employee should connect with their direct supervisor to make arrangements.
- Faculty, staff, and visitors will avoid gathering in groups and in confined areas, including elevators.
- At Glensheen – Riding in or sharing vehicles:
- Only one occupant is allowed in Glensheen-owned vehicles, including but not limited to the golf carts, utility carts, and trucks. Ride sharing amongst staff using personal vehicles should be limited when possible.
- At Glensheen – Physical Distancing:
- 6-foot marker signs will be posted throughout the estate (both indoors and outdoors) to encourage physical distancing amongst visitors.
- Directional support images to keep guests navigating one way through hallways will be employed.
- At Glensheen – Riding in or sharing vehicles:
- Faculty, staff, and visitors will avoid using anyone else’s personal protective equipment, phones, computer equipment, desks, cubicles, workstations, offices, or other personal work tools and equipment. There are some situations where work tools must be shared. In those situations, employees should take precautions to sanitize them between use, as well as wash their hands before and after use.
- In areas where hoteling workspace is in use, sanitizing wipes will be made available by the individual unit (wipes can be ordered from U Market Services when the supply chain recovers). Employees are expected to wipe down a hoteling workspace prior to using it and dispose of the wipe in the trash.
- At Glensheen Disinfecting Workstations – Disinfecting of the workstation will occur BOTH at the beginning of the day’s shift AND at the conclusion of each shift. Disinfecting will be the responsibility of the individual employee. Supervisors are responsible for training the method of cleaning.
- Where workstations do not permit at least six feet between employees, employees will wear cloth masks at all times.
- At Glensheen – Maintaining six feet of distance between workers – work stations in all Glensheen departments will be reviewed to provide a safe distance of six feet between coworkers. For example, Glensheen’s ticketing operation will provide two, spaced apart workstations. At all times, one workstation will be disinfected and ready for the next shift change.
- Common spaces such as break rooms, study spaces, and conference rooms will have furniture rearranged or restocked to promote social distancing. As noted above, break rooms / lunchrooms will be limited to food preparation only. When possible, employees are encouraged to bring meals that do not require refrigeration or heating.
- At Glensheen – break locations and break times have been staggered to reduce interaction. Those employees that have office locations that are not in the mansion will be encouraged to break at their desk.
Regular housekeeping practices are being enhanced by the University, including routine cleaning and disinfecting of work surfaces, equipment, tools, and machinery, and areas in the work environment, including restrooms, break rooms, lunchrooms, and meeting rooms. Frequent cleaning and disinfecting will be conducted in high-touch areas, such as controls, door handles, elevator panels, railings, etc.
- All custodial staff and their supervisors have been provided refresher training on proper cleaning techniques, as well as background information on COVID-19.
- All cleaning products meet U.S. Environmental Protection Agency (EPA) requirements.
- If there is a confirmed positive case reported to the University, Environmental Health and Safety will coordinate cleaning and disinfecting of that individual’s work space.
- Facilities management teams will clean public spaces such as building lobbies, restrooms, door handles, handrails, and elevator buttons at least once daily, and more frequently if deemed necessary.
- Departmentally owned spaces such as labs will continue to be primarily serviced by the lab occupants, as they had been doing prior to the COVID-19 outbreak. MDH guidelines should inform cleaning frequencies.
- For shared departmental equipment, such as phones, keyboards, and copiers, individual users will be responsible to clean these surfaces prior to individual use. Units can order the necessary cleaning supplies from U Market Services or can call their campus facilities contact.
- At Glensheen – before and at the end every shift, staff will clean surfaces. Staff will also be cleaning surfaces throughout the day. Soap and water solution will be used on historic surfaces that are touched by visitors and staff.
- Within each work environment, the surfaces to be cleaned will be identified in writing as part of the training process to return to work.
- Visitors to Glensheen will be deterred from touching historic surfaces via both verbal communications and signage. In the interest of safety, some historic items may still need to be touched e.g. hand railings. These high-touch items will be identified in writing and included in the cleaning surface checklists that are cleaned regularly throughout the day.
The most up-to-date version of this Plan will be posted at the Safe Campus/Public Health Alert webpage. The original and updated versions of the Plan are communicated via systemwide emails from the President, on MyU, in Brief, and through direct communication to campus leaders, HR Leads, and managers/supervisors. Additional communication will be ongoing as circumstances surrounding the pandemic require. Managers and supervisors are to monitor how effective the program has been implemented by reporting observations and concerns to their unit HR Lead. This Plan has been adopted by the President’s Emergency Management Policy Committee and was first distributed to all University faculty and staff systemwide on May 1, 2020 with a primary focus on returning some researchers and faculty. This version was updated on May 15, 2020, and slowly broadens the plan to other faculty and staff, as appropriate. It will be updated, as necessary.