JHU HR Information Regarding Novel Coronavirus

Officials and experts at Johns Hopkins are actively monitoring the outbreak of 2019 Novel Coronavirus (COVID-19). 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

Timestamp: July 15, 2021

Below, you will find information to guide university employees and leaders regarding JHU Human Resources (HR) policies and procedures as the situation evolves. Updates will be posted on this page, as needed.

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Need help with hybrid work or leading a hybrid work team?
Support is available!

Support While Working a Hybrid Schedule

If I am working at home part or all of the time, are any of my home office expenses reimbursable?
Please refer to the Reimbursement Guidelines for more information.

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

What are the best practices for leading hybrid teams?
Here are links to resources to help managers lead hybrid teams.  Additional materials and content will be available soon.

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.

COVID and Flu Vaccination Mandate

Where can I find more information on the COVID and Flu vaccination mandate?

Go to the Vaccination page in the JHU Coronavirus Information website for the most up-to-date information.

Benefits Questions

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.

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.

How are telehealth visits being covered?
All JHU medical plans will cover telehealth visits through the app at 100% for dates of service starting February 4, 2020 and continuing through the end of 2021.  Telehealth visits with your own provider will be subject to your normal cost sharing.

  • CareFirst Members: Download the CareFirst Video Visit app and enter your insurance information from your CareFirst card.
  • EHP Members: EHP members can access Johns Hopkins OnDemand Virtual Care to receive 24/7 virtual care from a Johns Hopkins Medicine or Teledoc 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.comContactsDirectRay-Ban.comLensCrafters.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.

Parking

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.

Financial Resources

COVID-19 Caregiving Relief Fund:

What is the Caregiving Relief Fund (CCRF) Benefit?

The JHU COVID-19 Caregiving Relief Fund (CCRF) offers financial assistance to eligible employees and students incurring new caregiving, educational support and technology expenses as a direct result of the pandemic. Applications are now OPEN.

Where can I go to learn more and apply for this fund?

For more information and to apply for the CCRF, visit the Family & Caregiving Programs page on the Benefits & Worklife website.

For questions about this program, contact the Office of Benefits & Worklife at 410-516-2000 or worklife@jhu.edu

Other Financial Resources:

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.

COVID-19 Questions

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.

Coping with COVID-19

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?

  • Schedule a free workshop or webinar for your next staff meeting, work retreat or special event. Workshops are organized by Benefits, Family Support Services, Financial Wellness, Health & Wellness, Homeownership and Retirement Planning.
  • 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. JHU staff get free premium access to the Calm app for 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

What about BurnAlong?

BurnAlong is a free online fitness and wellness program available to all university employees. BurnAlong is accessible on phones, tablets, computers, and smart TVs. BurnAlong provides:

  • Instant access to on-demand and live video classes from 100’s of instructors spanning 45+ health and wellness categories.
  • Classes for every age, interest, and level.
  • Option to take classes alone or with friends/family.

Set up your BurnAlong account here : https://join.burnalong.com/JHU (You will need your JHED ID to create an account. If you do not know your JHED ID follow the instructions here: https://myjhsupport.jh.edu/create-account/).

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
Leave Policies and Testing Requirements

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).

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 for employees and their family members during an illness. JHU will follow state leave laws including Maryland Flexible and Maryland Safe and Sick Leave.

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.)

What if I am required to be tested once or twice per week? Can I get tested somewhere else besides JHU?
No, you need to be tested at a JHU testing site we are unable to support testing results from a site other than JHU at this time.

What if I have an exception and need to test twice a week but I am hybrid and only on campus once or twice a week?
If you are only on site once a week, test the day you are there. If you are on site twice a week, test both days. If you come less than once a week, please test each time you visit in order to remain in compliance.

Information for Managers

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.
More Questions? Contact Your HR Business Partner

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

Campus Security and University Administration: Heather Mason, 667-208-8752

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

Center for Talented Youth: Tracy Curry, 410-735-6028,

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

Facilities and Real Estate: Bob Libby, 443-997-6490

Homewood Student Affairs: Curtis Hine, 410-516-0157

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

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

Libraries: Marie Polymise, 410-516-8736

Peabody: Angela Ferruzzi, 667-208-6532

School of Advanced International Studies: Julie Lloyd, 202-249-7328

School of Education: Latoya Patterson-Spencer, 410-516-4475

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

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

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

Faculty should contact their department chair/vice dean for faculty for any questions. For all benefits questions, contact the Benefits Service Center at 410-516-2000 or benefits@jhu.edu. For all other HR-related questions, contact HRCOVID19@jhu.edu.

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. Faculty and staff can use the mySupport program (443-997-7000). For online access, the username is JHU and the password is JHU.