Healthy at Work Officer. Following Kentucky’s Healthy at Work guidelines, NKU has designated a team of Healthy at Work Officers (HWO) lead by Lori Southwood. As stated in the Healthy at Work Phase 1 Reopening Guidelines, this team will be responsible for NKU’s compliance with the Healthy at Work guidance. Employees will be able to identify and communicate potential improvements and concerns at HWO@nku.edu.
Considerations for At-Risk Employees. Employees with health conditions that may impact their ability to return to campus-based work should contact Human Resources, nkuhr@nku.edu, to determine if accommodations are appropriate. As always, employee health information will be protected as required by law.
Employee Mental Health and Wellbeing. Mental health of all employees is an important consideration in the changing and stressful environment caused by COVID-19. We have established new resources and highlight existing resources to support your mental health and wellbeing. Please visit the Employee Covid Webpage for more information.
MyNKU—Located under the ESS tab—Healthy@NKU
You can access MyNKU through your PC or the mobile app.
Time administrators will receive one daily email notification at 9:00 a.m. with a list of individuals who have completed the Heath and Temperature Screening for the organizational units based on your security access.
Supervisors can monitor check-in’s after the daily email by use of the Healthy@NKU report found in myNKU Manager Self Service (MSS). Instructions for processing the report can be found here.
Employees who are working on campus and have not completed the Healthy@NKU app should be contacted and directed to complete the questions in the app.
Based on the employee's answers to the questions in the App, they may recieve a message that states the following, "Due to your response (s), you are NOT permitted to come to campus." If they receive this message they are instructed to stay home and do not report to campus, contact their supervisor, and contact their healthcare provider for further instruction and possible testing.
Please refer your employee to Natalie Gabbard in Human Resources at gabbardn5@nku.edu for guidance on next steps.
According to the CDC, individuals with certain conditions may have a higher risk for COVID-19 infection. These conditions may include:
Employees whose health condition falls within one of the above categories may seek a Temporary COVID-19 Workplace Arrangement by using the ADA or Courtesy Accommodation process found on the HR Covid website.
With the Centers for Disease Control and Prevention now recommending that individuals wear facemasks "to slow the spread of the virus and help people who may have the virus and do not know it from transmitting it to others” NKU requires that facial coverings must be worn by everyone, while on campus. While on campus a facial covering should be kept with each person at all times to be prepared in the event of unanticipated contact with others.
Facial coverings must be worn at all times on campus except while eating or while alone in a private room such as a personal office. Facial coverings will not be required while exercising outdoors, as long as you are properly socially distancing and not clustering with others.
A facial covering should not be used by anyone who has trouble breathing or is unable to remove the facial covering without assistance, such as a child under the age of two.
Faculty, staff and students may request an accommodation for a facial covering. Accommodations for facial coverings will be provided for the following reasons with adequate documentation:
Requests for Facial Covering Accommodations can be emailed to HRCovid@nku.edu.
Facial Coverings FAQ
Working remotely means performing most or all of the functions that allow for virtual continuity of services of your job outside of your regular work location, such as your home. When employees are working remotely they are expected to perform and behave in accordance with Northern Kentucky University’s (NKU) Core Values as well as NKU policies and procedures, and federal, state and local laws. Below are several important examples of NKU’s expectations. All employees must:
Supervisory approval is necessary to utilize alternative work arrangements, prior to the full implementation of virtual operations scheduled for not later than April 1, 2020. Supervisors should be flexible in allowing employees who are able to start working from home to do so.
Not all requests for alternative work arrangements can be approved during the transition to the virtual continuity of operations.
IT created a remote work resources page to assist those that are working from home.
If you are not working your normal hours, please put an out of office reply on your email and phone indicating you are working remotely and what your working hours will be.
Below are locations where Wi-Fi is available for employees to access while social distancing in cars.
Wi-Fi on NKU's Campus
See the places on campus where you are able to access Wi-Fi from your car, or while being outdoors.
We must balance our obligations to keep employees safe under the Occupational Safety and Health Act with employee privacy rights under the Americans with Disabilities Act (ADA), which restricts employers from sharing personal health information of an employee, and the Health Insurance Portability and Accountability Act (HIPPA) which protects medical information received through a health plan.
NKU is being proactive if temperature testing uncovers a fever or an employee calls in sick with COVID-19. The employee and his/her information will be kept confidential and there will be additional cleaning and sanitization of the employee’s workspace. The employee will not be permitted to return to work until they are fever free for at least 72 hours, their symptoms have improved and at least 10 days have passed since symptoms first appeared.
The Employee Assistance Program (EAP) is a professional resource for counseling and other consultation. Many services are free of charge. The EAP is available to NKU employees and family members. More information available here.
The CDC also has many resources for managing anxiety and stress during COVID-19.
We understand there are likely some employees who are struggling to find time within their schedules to take vacation days while working an altered schedule or working from home. We also recognize that finding the time to take can be a challenge, but we encourage employees to utilize the vacation time they have earned. This is especially important when they are at their maximum accrual amount, or close to it.
We also want to take this opportunity to remind employees that there are some alternative solutions to avoid maxing out vacation accruals. Employees who have four (4) years of service are able to transfer vacation leave to sick leave. This is typically only allowable in June and December; however, due to our current circumstances, we are permitting employees to convert their time immediately. A maximum of five (5) vacation days may be converted to sick leave during a calendar year. Employees can transfer vacation leave to sick leave by filling out the Transfer Vacation Leave to Sick Leave form and sending it to Payroll.
A charitable option for employees is to donate time to the Benevolent Association.
Do I qualify for Federal Emergency Paid Sick Leave and FMLA Expansion program?
The following criteria are likely covered with the new federal programs, Emergency Paid Sick Leave and FMLA Expansion. View the guidelines for full eligibility information and guidance.
1. government issued quarantine or isolation order
2. advised to self-quarantine by healthcare provider
3. advised to obtain medical diagnosis after COVID-19 symptoms
4. to care for someone who meets reasons 1-3
5. is caring for a child/dependent whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons
6. is experiencing any other substantially-similar condition specified by the Secretary of Health and Human Services
If you qualify for the Federal Emergency Paid Sick Leave and FMLA Expansion, please contact HRCovid@nku.edu.
If you qualify for the Federal Emergency Paid Sick Leave and FMLA Expansion, but have exhausted all eligible sick leave time, you may seek supervisor approval to:
• work from home (if able and employee is not sick); or
• temporarily change work shift/hours; or
• use accrued sick, vacation or personal leave (if any available); or
• be placed on unpaid leave (if all other leaves are exhausted)
If an employee is absent for more than seven (7) days and qualifies for FMLA, the employee may apply for benevolent time after all leave balances are exhausted.
Does your job require you to work on campus, but you are unable to work on campus?
Review the criteria listed in Scenario 1 to see if you are eligible for Emergency Paid Sick Leave and FMLA Expansion.
For any other reason, please seek supervisor approval to temporarily change work shift/hours or supplement the hours you cannot work with your accrued sick and/or vacation time. If all leave hours are exhausted, you may seek supervisor and Human Resources approval for an unpaid leave of absence.
Are you eligible to work remotely, but unable to do so?
Review the criteria listed in Scenario 1 to see if you are eligible for Emergency Paid Sick Leave and FMLA Expansion.
For any other reason, please seek supervisor approval to temporarily change work shift/hours or supplement the hours you cannot work with your accrued sick and/or vacation time. If all leave hours are exhausted, you may seek supervisor and Human Resources approval for an unpaid leave of absence.
Do you have COVID-19 symptoms, or have you been sent home due to COVID-19 concerns?
You are required to stay home and consult a medical provider. During this time you may:
• work from home (if able and approved by supervisor, and the employee is not sick); or
• utilize Emergency Paid Sick Leave and FMLA Expansion (if not exhausted) ; or
• use accrued sick, vacation or personal leave (if any available); or
• be placed on unpaid leave (if all other leaves are exhausted)
If you are absent for more than seven (7) days and qualify for FMLA, you may apply for benevolent leave after all leave balances are exhausted.
In order to return to work, you must provide HR with documentation from your medical provider that releases you to return to work.
Childcare facilities are open, but are you concerned about childcare?
If your childcare facility is open or your childcare provider is available, you are not eligible for Emergency Paid Sick Leave or FMLA expansion. You may seek supervisor approval to work from home, temporarily change work shift/hours or supplement the hours you cannot work with your accrued sick leave and/or vacation leave. If all leave hours are exhausted you may seek supervisor approval for an unpaid leave of absence.
Childcare facilities are closed, so how can I work?
If your childcare facility is closed or your provider is unavailable due to COVID-19 related reasons, refer to Scenario 1 for options.
Do you have a general concern about returning to work on campus?
If you feel well enough to work but are uncomfortable coming to campus, working remotely may be an option for you. You should consult with your supervisor. If you have a physical condition that does not rise to the level of a functional disability under the ADA, but which limits your ability to return to work due to COVID-19, you may request a courtesy accommodation.
If I go on an unpaid leave of absence, will I lose my benefits?
If you have exhausted all available leave options and must go on an unpaid leave, you may keep your benefits, but you will be required to pay your portion of the insurance premiums during this time.
Update 2/2/21 - The FFCRA expired on 12/31/2020. However, NKU will continue to provide both Emergency Paid Sick Leave and FMLA Expansion to qualified employees through March 31, 2021. NKU will continue to monitor federal regulations related to the FFCRA.
The Families First Coronavirus Response Act (FFCRA) was signed into law on March 18, 2020. FFCRA addresses the coronavirus (COVID-19) public health emergency and new rules for paid sick time and paid family and medical leave, among other actions. As a covered entity, this notice is to provide notification to all employees. Clicking the link above will provide guidance for pay and leave covered by FFCRA. Please see the Temporary Leave Guidelines for more information on leaves or accomodation requests.
NKU’s Benevolent Association, in existence since 1994, has provided support to fellow NKU employees during times of special need, such as catastrophic illness or other types of emergencies. The pandemic crisis has affected our employees in adverse ways and we have an opportunity to provide some relief to them as well. There is a $10,000 match on the line for the NKU Benevolent Fund. Faculty and staff have the option to give by monthly or one-time payroll deduction, credit card or by donating vacation or sick time. All funds raised will be used to support NKU employees who have found themselves with unmet financial or medical needs during this challenging time. NKU employees in need of assistance are encouraged to visit the NKU Benevolent Association to learn more.
Donate to the Benevolent Fund here
Additional Financial Assistance Resources:
Need signage for your workarea? Utilize this Healthy@NKU template to create your branded signage. Download: Microsoft Word | Adobe PDF
