JHU HR Information Regarding Novel Coronavirus

When can I return to campus?
Divisions are returning employees to campus for fall 2021. Beginning Aug. 1, COVID-19 vaccination will be required for all faculty, staff, postdoctoral fellows, and undergraduate and graduate students who will be working or studying at a U.S.-based campus or worksite. More information

If I have been approved to work from home, how do I access JHU systems?
Please refer to the Remote Access Guidelines, provided by IT. Or, access the Support for Working From Home webpage for other tips, links to training, and more.

What are the best practices for leading remote teams?
The Toolkit for Managing Remote Teams is a PPT deck that helps managers to develop a framework for a remote team. There are also newsletters for managers that offer tips and links to training. The newsletter – Leaders at JHU: Managing Here, There, Anywhere – is available now. Additional newsletters will be added as they are created. And you can always email the Learning team or the Organization Development and Effectiveness team for additional support.

If I am working from home, will I be reimbursed for expenses related to work?
It depends on the expense. Refer to the Home Office Reimbursement Guidelines for more information.

If my password expires, it’s very hard to reset it if I’m not at JHU.
Reset your password when you first receive the notification that it is about to expire. It is much easier to reset before the final expiration date.

How should I track my time in E210 while working remotely?
There are some new E210 codes to be used during this time. Review the Guidelines for Coding Time in E210 for details.

I need a software license in order to do my work from home. What do I do?
The process for requesting software has not changed. Funding for additional software will come from your department, so you should discuss your request with your supervisor. He or she will need to provide a Cost Center to complete the software order.

To place the order, go to the myJH.edu portal and click on the Service Now icon. That will take you to the IT Services Portal, where you will find the university software catalog.

While we are all taking active measures to stay safe and protect the health of others in our community amid the COVID-19 pandemic, it is more crucial than ever to get vaccinated against the seasonal flu, which can have its own serious and disruptive effects and which has symptoms similar to COVID-19. Every member of the Johns Hopkins community is strongly urged to get a flu shot – and many of us are required to do so – and we have several ways to make that easy and cost-free.

As part of an interim Johns Hopkins University Mandatory Influenza Vaccination Policy that has been implemented, significantly more JHU personnel will be required to receive a flu vaccination this year, regardless of their role or workplace location. For questions regarding the updated flu vaccination policy, please refer to the following link:

https://covidinfo.jhu.edu/health-safety/covid-19-policies

Who needs a flu shot and when is the deadline?

All employees who are spending time on a university campus will be required to obtain a flu shot for the 2021-22 academic year. Deadlines will be announced in the coming weeks.

Because the policy will continue to apply when we are able to expand campus activity in the future, anyone who is working completely remotely now will likely find it helpful to get a flu shot and be prepared to register that fact with the university.

Where can I receive a free flu shot?

You have several options:

Walgreens: All Johns Hopkins University full- and part-time employees can get a free flu shot at any Walgreens pharmacy anywhere in the United States using the voucher provided by Johns Hopkins (https://ivv.tic.jh.edu/). Employees will need to either be on the Hopkins network or use the VPN to access the link. This voucher will also allow Walgreens to automatically tell Johns Hopkins you have received the vaccine, and no additional action will be necessary.

Health Plan:  Anyone covered by the Johns Hopkins CareFirst or EHP health plan can get a flu shot at no cost from any in-network Express Scripts pharmacy, which includes most major pharmacies, or from their in-network primary care physician. Kaiser Permanente participants should make an appointment with their primary care physician.  If you choose this option, Johns Hopkins will not be automatically informed, so please obtain documentation from the provider so you can complete the registration process through Occupational Health when the time comes to return to on-campus activities.

Limited JHU clinics: For affiliates who are currently working on one of our campuses, there will be a limited number of on-site flu vaccine clinics. You can check the schedule and sign up for an appointment on the HSE website. If you are currently working remotely, we encourage you to take advantage of the Walgreens partnership, your local pharmacy, or physician’s office instead.

What if I may be eligible for a vaccine exemption for religious or medical reasons?

Requests for medical or religious exceptions should be submitted in the Vaccine Management System (VMS).

Will my insurance cover the cost of the flu vaccine if I don’t use a Walgreens voucher?

Johns Hopkins University’s insurance plans cover the cost of the flu vaccine if it is obtained from an in-network Primary Care Physician (PCP) or an in network Express Scripts pharmacy.

Will I be permitted to work on campus this fall and into the 2022 calendar year if I don’t obtain the flu vaccine and do not have an exemption approved?

Faculty and staff will not be permitted to engage in on-campus activities without the flu vaccine or an approved exemption from either Occupational Health Services or OIE. https://covidinfo.jhu.edu/health-safety/covid-19-policies

If I have already obtained the flu vaccine and it is not in my file, how do I submit proof of vaccinatio

Employees must provide proof of vaccination in the Vaccine Management System (VMS).

Does the Walgreens flu vaccine contain latex?

The Walgreens vaccine does not contain latex. It also does not contain thimersol. If you receive the vaccine from a provider other than Walgreens, please ask the provider.

What is happening with the JHU contribution to retirement plans?
JHU contributions to retirement plans from July 1, 2020 through June 30, 2020 have been been reinstated. Learn more about the details here.

Where can I obtain at-home COVID-19 tests?
Beginning January 15, 2022, if you have Express Scripts prescription coverage through the university, you can visit your local retail pharmacy for at-home COVID-19 tests at no cost to you. Kaiser Permanente HMO participants can visit kp.org/covidtesting.

How are telehealth visits being covered?
All JHU medical plans will cover telehealth visits subject to your normal cost sharing. For a CareFirst BCBS or EHP in-network telehealth visit through its app, you will pay a 20% coinsurance after the deductible up to the maximum amount.  The BCBS maximum you will pay is $59, and the EHP maximum is $70. See the 2022 Faculty and Staff Medical Plan Coverage Comparison Chart  to understand how your health insurance plan covers telehealth.

How do I access the telehealth apps?
Each health plan has access to a telehealth app that allows you to get the care you need, when and where you need it. You can talk with a doctor by video on your smartphone, tablet, or computer. You can see a provider online if you need treatment for a common condition such as a sinus infection or a sore throat. For mental health, diet/nutrition, or breastfeeding support, you can schedule a virtual visit and meet with a licensed professional from the comfort of your home.

• CareFirst Members: Download the CareFirst Video Visit app and enter your insurance information from your CareFirst card.
• EHP Members: EHP members will receive care from either a Johns Hopkins Medicine or Teledoc provider, depending on availability and the state where the patient is currently located. Go to Johns Hopkins OnDemand Virtual Care to connect with a provider.
• Kaiser Members:  You must register with KP.org to get started using telehealth services.

What options do I have to refill my prescriptions?
We highly encourage switching to mail order for all maintenance medications. This program allows a full 90 days to be mailed directly to your home address with no need to leave the house. Click here for instructions on how to set up your mail order.

If you are covered by JHU health insurance, Express Scripts offers 1 additional emergency refill. This allows you to refill your prescription immediately after picking up a prior refill, and no special approval is necessary. You should advise your pharmacy that you are requesting an “Emergency Refill.”

Due to concerns around retail supply, this should only be used for emergencies and some pharmacies may be limiting quantities. Click here to visit Express Scripts’ COVID resource page.

I am currently enrolled in the Dependent Care Flexible Spending Account, but my childcare (or my child’s camp) has closed or has changed. Can I stop my deductions?
Yes, if you no longer are paying for care you may stop you current DCFSA deductions. Deductions may only be stopped prospectively, and you cannot revoke your full election.

To make a change to your election, log into the Benefits Enrollment Portal by clicking on myChoices Health and Life Enrollment from the main page of the Benefits site. From there, click on Start a Qualified Life Event – Family Changes. When your childcare needs return, you can restart the deductions through the portal.

For additional assistance or questions please reach out to the Benefits Service Center or call 410-516-2000 for assistance.

How do I cancel my pre-tax commuter benefits?
Commuter benefits can be canceled and restarted at any time throughout the year. To make changes to your commuter elections, log into the Benefits Enrollment Portal by clicking on myChoices Health and Life Enrollment from the main page of the Benefits site. From there, click on Start a Qualified Life Event – Commuter Changes.

Are EyeMed benefits available to members online?
Yes. EyeMed members have multiple options to order prescription eyewear and contact lenses online using their benefits. This may be an ideal solution to practice social distancing and mitigate outdoor risk. Online sites will require a valid prescription. Online, in-network options include: Glasses.com, ContactsDirect, Ray-Ban.com, LensCrafters.com, and TargetOptical.com. Under the current circumstances, many of these online providers are offering free, expedited shipping and no-cost returns for extra convenience. Members should check with the online providers to verify offers.

An EyeMed Member FAQ is also available. Questions can be directed to EyeMed’s Customer Care Center for JHU at 866-800-5457 or their general Customer Care Center at 1-866-933-3633.

How are parking rates changing for the upcoming fiscal year?
For the third year in a row, monthly permit parking rates will remain unchanged throughout JHU.

I have previously cancelled my parking pass. How do I reinstate my parking?
Homewood, School of Education, Keswick, Mt. Washington, and Eastern employees should go here to re-apply for parking and set up payment. Employees who park at all other facilities should contact their DBO, HR Business Partner, or parking office to confirm how to reinstate parking if needed.

Are daily rates available?
Yes, garages that did not previously offer daily rates will be doing so. Homewood, Keswick, Mt. Washington, and Eastern employees will also be able to buy a 12-pack of daily parking passes for the price of 10. To purchase visit the Parking website.

What will shuttle service be like in the fall?

Effective July 1, capacity restrictions will be lifted on buses and shuttle vans.  Buses may return to carrying all seated plus standing passengers. Shuttle vans may carry up to 14 passengers. Masking guidance will follow university guidance; masking only required for unvaccinated persons.

The Homewood-Peabody-JHMI route is returning to its normal schedule. Exact schedules are posted on the Transportation Services Shuttle Website. Generally, buses will depart every six minutes during morning and afternoon/evening peak, every 15 minutes during midday, and every 30 minutes from late evening until approximately midnight.

Service will be restored to both the Remington and the Homewood-Mt. Washington Express routes in the coming weeks; when available, exact start dates, routes, and schedules will be posted on Transportation Services Shuttle Website, in the JHU “Today’s Announcements” feature, and shared through Transportation Services’ social media and TransLoc apps.

Who do I contact if I have questions?
Contact the main JHU Parking Office at Parking@JHU.edu.

Coronavirus Aid, Relief, and Economic Security (CARES) Act:

I need to withdraw money from my 403(b) retirement account to cover expenses related to the COVID-19 pandemic.  Am I eligible?
Under the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) an employee may qualify and be eligible for a coronavirus-related distribution, if they meet one of the criteria below and self-certify through their investment provider.

• You, your spouse, or dependent was diagnosed with coronavirus;
• You have experienced adverse financial consequences as a result of being quarantined, furloughed or laid off, or your work hours have been reduced;
• You are unable to work because of a lack of child care;
• You have had to close or reduce the hours of a business as a result of the virus; or
• You have been financially impacted by other factors determined by the US Secretary of Treasury.

Is there a cap on how much I can withdraw?
Yes.  During 2020, you may withdraw up to a total of $100,000 in coronavirus-related distributions from your employee contributions or any rollover funds in the JHU 403(b) plan.  The university’s 457(b) plan is not eligible under the coronavirus-related withdrawal rules.

Will I have to pay an early withdrawal penalty if I take a coronavirus-related distribution?
No.  Under the CARES Act, the 10-percent tax penalty that generally applies to early withdrawals from a retirement account if you are younger that 591/2  is waived for coronavirus-related withdrawals taken between January 1 and December 31, 2020.

Do I have to pay tax on these distributions?
Yes.  However, the tax associated with the distributions may be paid ratably over three years, beginning with taxable year 2020.  The CARES Act also allows you to recontribute the funds you withdrew back into your retirement account without interest in one or more payments within three years. The recontributed amounts will not count toward the annual contribution limit in the year that the funds are returned to your 403(b).

Are there any changes regarding loans from retirement plans?
Yes.  The amount you can borrow from your 403(b) plan increased from $50,000 to $100,000 or 100% (at Fidelity only) of your employee contributions and any rollover funds, whichever is less.  The increased loan limit is only available from March 27, 2020 through September 22, 2020.  Loans may be obtained through your retirement accounts with Fidelity and TIAA, if applicable.

If you already have an outstanding loan, all loan payments due between March 27, 2020 through December 31, 2020 can be deferred for up to one year, but interest will continue to accrue and the loan will be re-amortized when the loan repayments restart in 2021.  This means your loan repayment amount will increase when repayments start again.

How do I initiate a coronavirus distribution or loan payment suspension?  
A CARES Act distribution or loan payment suspension is initiated by contacting your 403(b) investment provider directly.  Completed forms (including notarized spousal signature) are to be emailed to the Benefits Service Center at benefits@jhu.edu for plan sponsor signature.  The Benefits Service Center will forward the approved request to the investment provider for processing.

Other Financial Resources:

Is there a food distribution program available to aid employees affected by the COVID-19 pandemic?

To support employees and their families during the COVID-19 pandemic, Johns Hopkins has launched the Food for Hopkins program, which offers two to three weekly pickups of critical food supplies at both Johns Hopkins Hospital and Johns Hopkins Bayview Medical Center.

Any university employee can visit the hospital’s Armstrong Medical Education Building at 1600 McElderry St. on Mondays and Wednesdays for a breakfast bag and a lunch/dinner bag—enough food to feed a family of four for a day. Pickups are from 7:30 to 11:30 a.m. on Mondays and from 3 to 7 p.m. on Wednesdays. At Bayview, employees should go to the Asthma and Allergy Center at 5501 Hopkins Bayview Circle, on Tuesdays from 3 to 7 p.m. and Fridays from 7:30 to 11:30 a.m.

What resources are available to university employees to help with other financial needs?

Through mySupport, you and your household family members have 24/7 telephone access to a daily life assistance counselor who can offer resources and referrals for child care, elder care, pet care, and other household needs. And mySupport also offers phone and in-person legal services and financial services. Contact Johns Hopkins mySupport at 443-997-7000 to obtain help with such things as budgeting, managing debt, avoiding foreclosure, handling creditors, tax preparation, and referrals to community resources.

Where can I find COVID-19 policies?
Go to the Coronavirus Information page on the JHU website for up-to-date information.

I think that I have been exposed to someone with COVID-19. What do I do?
Call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500. Callers will be asked a series of questions regarding their symptoms and possible exposure to others who have COVID-19. An appointment for a COVID-19 test will be arranged for affiliates who meet the criteria set by Johns Hopkins Infection Control. The criteria for testing are updated on a regular basis, and the most current criteria will be used when there is an assessment over the phone. Individuals who test positive will be contacted by a health care worker to provide guidance regarding self-isolation, monitoring of symptoms, and general health advice.

I am sick and I’m worried that I may have COVID-19. What do I do about work?
Do not come to work (if you are at work, leave immediately). Call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500. Callers will be asked a series of questions regarding their symptoms and possible exposure to others who have COVID-19. An appointment for a COVID-19 test will be arranged for affiliates who meet the criteria set by Johns Hopkins Infection Control. The criteria for testing are updated on a regular basis, and the most current criteria will be used when there is an assessment over the phone. Individuals who test positive will be contacted by a health care worker to provide guidance regarding self-isolation, monitoring of symptoms, and general health advice. Please notify your supervisor by phone or email, and follow the university’s sick leave policy.

I’ve been diagnosed with COVID-19. Who do I notify?
You should seek treatment and not report to work until you are cleared to do so by Occupational Health. Call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500. They will request documentation of your diagnosis so that you can access an additional 10 days of COVID-19 leave.

After you have recovered, contact the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500 and inform your manager prior to reporting to work. You will be asked to provide a letter from your doctor or a public health authority clearing you to return to work, or Occupational Health can clear you to return.

I am caring for someone who has COVID-19. What do I do?
Call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500. They will conduct a screening by phone and provide guidance. They will likely request documentation of the diagnosis so that you can access an additional 10 days of COVID-19 leave (available to you if a public health authority, your health care provider, or Occupational Health has recommended that you be quarantined). Per university policy, notify your manager by phone or email if you will be absent from work.

If you need to stay home to care for someone in your household unrelated to COVID-19, you should use your available leave. Please refer to the Sick and Safe Leave policy and JHU’s general Sick Leave policy. For specific questions regarding leave, contact HR Business Services at 443-997-2157 or HRBusinessServices@jhu.edu.

What happens if someone in my department is diagnosed with COVID-19? Will I be told?
Except in narrow circumstances in the health care setting, the identity of an employee who is diagnosed with COVID-19 will not be disclosed when informing staff or others who may have been exposed to the employee. JHU will continue our standard practice, which is to notify those who may have been exposed in a more generic fashion without disclosing the name of the employee.

Is there any additional guidance for JHU employees who are age 60 and over?
Older workers are at higher risk and should take precautions, including handwashing, avoiding high-touch surfaces in public places, avoiding touching your face, nose, and eyes, avoiding crowds, and avoiding all non-essential travel.

What does my JHU health insurance cover?
The JHU health plan has waived copays and deductibles associated with testing for COVID-19. If you have additional benefits questions, contact the Benefits Service Center at 410-516-2000 or benefits@jhu.edu.

Who can help me or members of my team deal with stress?
The university recognizes that the situation with COVID-19 may be stressful for members of the Johns Hopkins Community, especially those with family and friends who are affected. MySupport counselors are available to faculty, staff, and their household family members at 443-997-7000, option #2, 24/7/365 to assist with emotional support and daily life assistance.

What resources are available to me, my family, my co-workers, and my team?

• Coronavirus (COVID-19) Preparedness Guide. Click here to receive additional information on national health resources, emotional support resources, grocery & meal delivery apps, prescription delivery resources, financial assistance resources, temporary housing needs resources, and resources & articles for remote fitness & health.
• Coping with Coronavirus Fears. It’s normal to feel worried about safety when facing an unknown threat like the COVID-19 virus. Click here for articles on overcoming those fears, ways to stay connected while home, and more.
• Ways to Stay CALM. Click here for an infographic that gives tips on how to stay calm. You can print for yourself or share with your family, friends, and co-workers.

What about the Calm app?
JHU students, faculty, and staff have free access to the Calm app through August 2020. Members of the JHU community started getting free premium access to the Calm app last year, and 4,000 users have taken advantage of its meditation instruction, sleep assistance, videos on mindful movement and stretching, and relaxing music. Current users can continue their free access uninterrupted. New users will need to create an account at calm.com/jhu and follow these steps:

• Use an @jhu.edu or @jhmi.edu email to create the account
• Click on the confirmation email that is sent to your inbox
• Download the Calm app from Apple App storeor Google Play, or go to calm.com
• Log in with the email you used to create the account and Calm Premium will be available for free

How can I get emotional support for myself or a family member immediately?
To receive emotional support in the moment, call 443-997-7000, press option #2. You will be connected to a clinician in the moment, who will provide free, confidential, emotional support, and can help you to identify resources and next steps.

If I do not need immediate assistance, what other options do I have for receiving emotional support?

• Referrals to a licensed clinician in your community for you and your household family members. By calling 443-997-7000, option #2, you can request referrals to licensed clinicians in your area whom you or your family member may see for up to five visits per concern. During COVID-19, sessions are being conducted by televideo or telephonically.
• Sessions with the mySupport on-site clinical team (previously known as the Faculty and Staff Assistance Program (FASAP)). You can fill out our request form to request an appointment or by calling 443-997-7000, option #2, you can request to be transferred to the on-site clinical team. This team is made up of licensed clinicians that are also employees of the Hopkins community. Sessions with the on-site team can usually be scheduled within a week, most of the times, sooner. During COVID-19, sessions are being conducted by televideo or telephonically.

What if I am a manager and I am concerned about an employee’s emotional well-being during COVID-19?

• Consult with mySupport Clinician. The mySupport On-site Clinical Team is the best place to talk about your concerns so that you can receive professional guidance on how to proceed. To consult a mySupport on-site clinician, call 443-997-7000, option #2, 8:30a.m. to 5 p.m., Monday through Friday. When you call, please clarify that you are a supervisor calling to consult about an employee concern. A member of the mySupport OnSite Clinical Team will hear your concerns and provide recommendations.
• Refer Employee Directly to MySupport. Managers can direct employees to reach mySupport at 443-997-7000, option #2 or employees can fill out a form to request an appointment.

What if I am a manager and I am concerned about the emotional well-being of my team during COVID-19?
mySupport On-Site Clinical team offers crisis response services. Crisis Response Services available through mySupport, via televideo or telephonically, can help you and your department provide an appropriate response during the COVID-19 crisis and other difficult workplace events that may occur. mySupport provides the following services:

• Consultations with managers and supervisors to plan a response to staff who are coping with this crisis
• Staff briefings and tips for coping with the event
• Small group interventions
• Virtual outreach to provide initial support and psychological first aid
• Same-day appointments for crisis victims
• Individual assessment and referral for emotional problems related to this crisis
• Virtual departmental briefings for supervisors and tips for supporting employees
• Resource materials for individuals impacted by this crisis

Is there any additional leave if I want to get the COVID-19 vaccine or if I experience side effects associated with the COVID-19 vaccine?
Yes. JHU full and part-time faculty, staff and bargaining unit employees may use up to two (2) days of paid leave to get the COVID-19 vaccine and/or if they experience vaccine side effects that prevent them from working. Employees who are unable to work should follow their department’s normal call out procedures to notify management that they will be receiving the COVID-19 vaccine or are having vaccine side effects. Staff who utilize the E210 system to record leave should use the code “CVAC”.

Is there any additional leave available if I have been diagnosed with or quarantined because of COVID-19?
Yes. The university is providing 10 days of additional COVID-19 leave to employees if:

• You have been diagnosed with COVID-19.
• A public health authority or your health care provider has recommended that you be quarantined because of COVID-19.
• Occupational Health at JHU determines that you should be quarantined.

To access this additional leave, call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500 – open seven days a week, between 7 a.m. and 7 p.m. Be prepared to provide documentation from your doctor or a public health authority, as appropriate.

I am in the Bargaining Unit. Have any of the existing leave policies changed because of COVID-19?
Management is required to follow the Collective Bargaining Agreement (CBA) for leave requirements for bargaining unit employees.

However, the additional 10 days of COVID-19 leave are available to BU employees. Follow the process outlined above if you are eligible for the additional leave.

Can we “donate” or “borrow” leave from fellow JHU co-workers?
No.

Will JHU discontinue the vacation accrual limit in this situation, to accommodate employees who have had to cancel scheduled vacations?
The current caps on leave remain in place at this time. Management may request an override with proper justification and consultation with your Department or Central HR Business Partner.

What if I run out of sick leave? Is additional leave available if I am affected by COVID-19?
Yes. The university is providing 10 days of additional COVID-19 leave to employees if:

• You have been diagnosed with COVID-19.
• A public health authority or your health care provider has recommended that you be quarantined because of COVID-19.
• Occupational Health at JHU determines that you should be quarantined.

To access this additional leave, call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500 – open seven days a week, between 7 a.m. and 7 p.m. Be prepared to provide documentation from your doctor or a public health authority, as appropriate.

If you are not directly impacted by COVID-19 and/or if the additional 10 days of leave is exhausted, you should use your sick leave as usual, and you may charge additional absences to accrued vacation. If you have elected Short-Term Disability and you meet the eligibility criteria, you may use it after two weeks of absence. Also, FMLA entitles eligible employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons (additional state-mandated leave may also be available to you). If you run out of all available leave, you will be placed on a leave of absence without pay (with manager approval).

Can I take time off to be tested (if I am required to test because I have an exception, or if I choose to be tested voluntarily)?
Yes. You are permitted 30 minutes of time off for testing. (This does not need to be accounted for specifically in your E210 time sheet.)

Does the Family and Medical Leave Act (FMLA) apply for employees or immediate family members?
Existing JHU leave policies, including FMLA, will be used as guidelines to employees and their family members during an illness. JHU also follow state leave laws including Maryland Flexible and Maryland Safe and Sick Leave.

An employee has contacted me and says that s/he has been exposed to COVID-19 (or has COVID-19). What should I do?
The employee should call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500. Callers will be asked a series of questions regarding their symptoms and possible exposure to others who have COVID-19. An appointment for a COVID-19 test will be arranged for affiliates who meet the criteria set by Johns Hopkins Infection Control. The criteria for testing are updated on a regular basis, and the most current criteria will be used when there is an assessment over the phone. Individuals who test positive will be contacted by a health care worker to provide guidance regarding self-isolation, monitoring of symptoms, and general health advice.

The JHCCC may also approve 10 days of additional COVID-19 leave if:

• The employee has been diagnosed with COVID-19.
• A public health authority or health care provider has recommended that the employee be quarantined because of COVID-19.
• Occupational Health at JHU determines that the employee should be quarantined.

I have an employee who is required to self-quarantine for 14 days. How will this be handled?
Existing HR policies regarding leave and workplace flexibility apply in this situation. If the employee’s position is eligible and appropriate for Workplace Flexibility, allow the employee to work from home during the quarantine period.

The employee should call the Johns Hopkins COVID-19 Call Center (JHCCC) at 443-287-8500. Occupational Health will conduct a screening by phone and provide guidance on whether self-isolation or self-quarantine (or a visit to a medical provider) is needed and help determine if others may have been exposed in the workplace.

The JHCCC may also approve 10 days of additional COVID-19 leave if:

• The employee has been diagnosed with COVID-19.
• A public health authority or health care provider has recommended that the employee be quarantined because of COVID-19.
• Occupational Health at JHU determines that the employee should be quarantined.

If someone on my team is diagnosed with COVID-19, how do I keep the rest of my employees calm and engaged?
Contact your department/divisional HR Business Partner or Central Employee and Labor Relations (410-614-3799) for guidance. Encourage employees to seek help from mySupport (443-997-7000). For online access, the username is JHU and the password is JHU.

Is documentation required for an employee who has been sick to return to work?
If the employee’s absence is related to COVID-19, he or she should contact the Johns Hopkins COVID-19 Call Center (JHCCC) for guidance at 443-287-8500.

If the employee’s illness is not related to COVID-19, refer to the sick leave policy or department work rules.

For Bargaining Union employees, please refer to the Collective Bargaining Agreement (CBA), which provides clear guidance about returning to work.

Have E210 codes changed to report the different types of work and leave?
Yes, there are some new E210 codes to be used during this time. Review the Guidelines for Coding Time in E210 for details.

I have a new hire who is scheduled to start work soon. What do I do?
If you have an employee who is scheduled to start with JHU and you need to change the start date, please contact the recruiter and they will assist you. If you want the employee to start on time and they can work from home, please contact your recruiter to explore this option further.

What guidelines should I follow for business continuity planning?
Follow these guidelines now to prepare for any disruption that may occur:

• Establish a chain of command and coverage for your department in the event of multiple employees becoming ill or incapacitated.
• Make sure that the contact information for your department is up-to-date and accessible.
• List the essential tasks and identify those that could experience delays in the event of short staff or university closure. Develop contingency plans for coverage.
• Refer to the HR website for information that can help managers and employees work remotely.
• Become familiar with policies on required attendance in the event of a university-wide closure.

Bloomberg School of Public Health: Virginia Herring, 443-997-2071

Carey Business School: Karen Sentementes, 410-234-9370,

Center for Talented Youth: Jason Ward, 410-735-6030,

Development of Alumni Relations: Kimberly Moton, 410-516-6125

Facilities and Real Estate: Heather Mason, 443-997-4083

IT @ JH: Dawn Rodriguez, 410-735-4142

Krieger School of Arts & Sciences: Misti Pruski,  410-516-4203

Libraries: Marie Polymise, 410-516-8736

Peabody: Laura McIntyre, 677-208-8861

School of Advanced International Studies: Heather Mason, 443-997-4083

School of Education:  Laura McIntyre, 677-208-8861

School of Medicine: Julie Thomas, 410-502-1895

School of Nursing: Debbie Morris, 410-502-5018

University Administration: Heather Mason, 443-997-4083

University Student Services: Curtis Hine, 410-516-0157

Whiting School of Engineering: Misti Pruski,  410-516-4203