Find answers to common questions regarding COVID-19 and OSU's response. Questions and answers are updated frequently, so check back often for more information. These FAQs represent key topics and are answered from a university perspective. Check unit websites for more specific information.
All employees should be continually communicating with their supervisors about returning to on-site work. Although there has been an increase in cases nationally, as well as increasing cases in Oregon, OSU is developing a vaccine requirement to help protect individuals from disease and limit the spread of COVID-19. The widely available Moderna, Pfizer, and Johnson & Johnson vaccines in the U.S. have been shown to dramatically decrease the potential for severe illness.
OSU continues to vigilantly monitor the status of the COVID-19 pandemic as well as guidance from local, state and federal health authorities. Although there has been an increase in cases nationally, OSU is developing a vaccine requirement to help limit the spread of COVID-19. The widely available Moderna, Pfizer, and Johnson & Johnson vaccines in the U.S. have been shown to dramatically decrease the potential for a severe case of COVID-19. While the Pathway to Fall plan remains in place, OSU will adjust as conditions deem appropriate.
The previous state health guidelines that impacted filling triple rooms to full capacity have been lifted at this time, and due to demand for on-campus housing, we plan to return triple rooms to their full capacities.
A public indoor setting is an indoor environment in university-owned or -controlled property that is open to the public and where OSU activities are held. OHA and CDC recommend face coverings in these settings regardless of vaccination status.
Spaces where a group of people who are together consistently, i.e. a staff team, with minimal interaction with other groups, may not be considered public indoor spaces.
A face covering is recommended in indoor spaces where there is exposure to people who are not a regular part of your daily OSU indoor environment or your OSU indoor activities (i.e., a front office space where students, employees and other members of the community are regularly coming in and out).
OHA and CDC recommend wearing a face covering in public indoor spaces regardless of vaccination status. Supervisors may determine that their work groups are not in a public space because they are within a group that has minimal interaction with other groups, which may not require the use of a face covering.
No. The current CDC and OHA guidance, which recommend face coverings in indoor public settings, regardless of vaccination status, are recommendations, not requirements.
Some employees may have personal concerns when interacting with others in the relatively closed environment of an individual office and are encouraged to take personal precautions if they choose. These precautions may include wearing two face coverings, wearing N95 masks, meeting via Zoom where feasible and approved or meeting in a larger meeting space that provides physical distancing.
At this time we do not anticipate that vaccinated UHDS residents living on campus Fall 2021 and beyond will be required to test regularly for COVID-19 once their vaccination card information has been verified by Student Health Services.
More information about any required testing for non-vaccinated students prior to Move-in is forthcoming, and UHDS residents will be notified before Sept. 2021.
If you are not well, remain in your residence hall and contact your primary care physician, or the Student Health Services Nurse Advice Line, or a local emergency medical care provider. Please remain mindful of physical distancing and prepare to quarantine.
Please talk to your resident director, and they can assist with an emergency room change process to move rooms or discuss our isolation and quarantine spaces. You can also contact the hall staff member on duty by calling on your hall’s duty phone.
To learn about how this works at OSU-Cascades, visit its website.
If someone living in one of our halls is diagnosed with this virus, OSU and UHDS will work closely with Benton County Health on our response protocol. UHDS has identified spaces that can be set aside for students to move into should the need for self-isolation arise.
To learn about how this works at OSU-Cascades, visit its website.
We encourage all residents to responsibly practice best measures to manage their health and help prevent the spread of COVID-19, such as daily self-monitoring for symptoms, complying with testing requirements, washing their hands frequently, and following OSU’s Safety and Success policy.
For more information about OSU-Cascades, visit its website.
With state guidance being lifted, UHDS dining centers plan to operate at typical serving capacity this fall. We anticipate having dine-in service available in all restaurants, cafes and coffee shops. Dining areas and dining center bathrooms are cleaned daily, with additional sanitization of high touchpoint areas as needed. Our cleaning standards and processes are in line with current CDC recommendations and we use disinfectants that meet the EPA criteria for use against SARS-CoV-2. We will continue to offer low-contact food service options such as mobile pick-up and robot delivery services.
To learn more about OSU-Cascades, visit its website.
We understand that due to the unique circumstances of COVID-19, there may be reasons why some students — or their families — do not feel that living on campus is in their best health interests. As a result, for academic year 2021-2022, requests for an exemption from the FYE Live-On Residency Requirement due to COVID-19 concerns will be considered as follows:
To learn about policies for OSU-Cascades, visit its website.
As of June 1, 2021, OSU has lifted the travel restriction put into place due to the pandemic. Employees are to utilize standard process and approval procedures. Deans, vice presidents and vice provosts may choose to implement unit-level travel approval procedures as they manage public health and financial considerations. Employees and supervisors should review travel advisories from health authorities as they make and approve travel plans.
To register for international travel please visit the OSU International Travel Registry. For domestic travel please follow existing department guidelines.
June 14, 2021 – July 30, 2021 The main floor of the Valley Library building will be open from 10 a.m.-5 p.m., Monday-Friday (no reservations)
August 2, 2021 – August 27, 2021 The main floor of the Valley Library building will be CLOSED to reset for fall term. We will offer carry out services, java 2 space with a printer and remote support during this time from 10 a.m.-5 p.m., Monday-Friday
August 30, 2021 – end of summer term . The library will be open without reservations, hours TBA. Check here for updates https://library.oregonstate.edu/valley-library-hours
GUIN LIBRARY (HMSC) AND OSU-CASCADES LIBRARY
The Guin Library building will remain closed to the public until Fall term 2021. Holds may be picked up during the library’s doorbell pickup hours: Monday – Friday from 8:00 am – 5:00 pm. Guin Library’s virtual hours are Monday-Friday 8:00 a.m.-5:00 p.m. For more information about the Guin Library, contact [email protected].
The OSU-Cascades Library hours are dependent on the operation level at the Cascades campus in Bend. For information about the OSU-Cascades Library, check their website, www.osucascades.edu/library or contact [email protected]
We ask that you use the tools licensed for University use as much as possible. Zoom requires users to sign-in through authentication, which meets FERPA standards. If there are no reasonable ways for your advisee to use Zoom and you must do a phone appointment, please confirm the student's identity by asking 3 non-directory information questions you can ask based on the information available to you in MyDegrees. Examples: What is a class you are registered for this term? What grade did you receive in XXX last term? What is your GPA? What is a course you transferred from XXXX College?
You may meet with an advisee who is in the presence of others. The student must use discretion regarding their privacy and meeting remotely.
OSU is accepting WHO approved vaccines at this time. We anticipate the WHO to continue approving vaccines through this year. If you have received a non-WHO approved vaccine, our immunization office will work with you on options when you arrive on campus to assist you in becoming compliant.
For students who have been immunized in the state of Oregon but have lost their vaccination card, Student Health Services staff in Immunization Compliance can access vaccine information through the Oregon Immunization Alert website. All others needing assistance with documentation can contact Immunization Compliance as well.
Students will be asked to attest to being vaccinated by uploading their COVID-19 vaccine documentation (CDC card) into their patient portal, which is the same process used for other required vaccinations at OSU. Students can access their patient portal on the Student Health Services website.
Students who have lost their COVID vaccination card can call the Student Health Services Immunization office for help 541-737-7573.
Communication will be forthcoming on how employees will provide proof of compliance.
All students living in the U.S are eligible for vaccination and should have access across the country. Those who are living outside of the country may also have access. We are planning for OSU’s vaccination program to allow students and employees to obtain the vaccine when they arrive on campus, so they can be in compliance with this program. Here are resources to help locate vaccines: CDC vaccine finder
Academic departments/colleges and the Office of the Registrar worked to determine reduced capacities with physical distancing for COVID-19 within university classrooms to accommodate appropriate physical distancing for in-person instruction. Those new capacities can be found via this Box Document, which may be updated as new information becomes available.
OSU policy does not currently require the use of face coverings. Further, OSU employee offices and workspaces are public spaces available to others in the normal course of business; these spaces are generally subject to the same public health policies as other OSU spaces.
Some employees may have personal health concerns when interacting with others in the relatively closed environment of an individual office and are encouraged to take the personal health precautions if they choose. These include wearing two face coverings, N95 masks, meeting via Zoom where feasible and approved or in a larger meeting space that provides physical distancing.
Wearing a face covering is a personal choice and is not required at this time. Effective June 30, 2021, Governor Brown lifted face covering requirements for the state of Oregon, and while subject to change based on future health authority guidance or requirements, OSU lifted its face covering and physical distancing policies.
A case-by-case analysis will be completed to determine if this is possible. Employees should contact Equal Opportunity and Access (EOA), and students should contact Disability Access Services (DAS) to request an accommodation due to disability or religious belief for this situation.
No, students and employees who, for medical, religious, or non-medical reasons, will not receive the vaccine and plan to return to in-person university activities do not need to take any other action after completing the Student Health Services online submission.
To be in compliance with the COVID-19 vaccine program, employees will visit the Student Health Services website and either attest to having received the vaccine or state that they will not receive the vaccine for medical, religious, or non-medical based reasons.
No. OSU’s vaccination requirement applies to students enrolled for credit and university employees who learn, work or engage in in-person university activities. We strongly encourage everyone to obtain the vaccine as soon as possible.
No. OSU’s vaccination requirement applies to students and university employees. We strongly encourage everyone to obtain the vaccine as soon as possible.
You may be able to register for and take remotely delivered courses or Ecampus online courses from outside of the U.S. However, as OSU resumes on-site learning, some courses may not have a remote delivery option. It is highly recommended that you continue to monitor OSU’s Pathway to Fall planning website for updates and check with course instructors and academic advisors directly with questions. Please also consider that the OSU Ecampus schedule of courses is limited both in variety and in class-size capacity. In addition, access to Ecampus online courses or remote delivery of courses may vary depending on global time differences, U.S. export control laws, local laws and restrictions in the student’s home country, access to reliable internet and a reliable computer. Remote courses will be delivered at their scheduled Pacific Time (PT). Be sure that you will have access to Canvas, Zoom, VPN and other software supported by OSU.
On April 26, 2021, the U.S. federal government extended for the academic year 2021-2022, the guidance that allows U.S. institutions to temporarily allow remote delivery of course material, Ecampus online courses or a combination of both course delivery options for international students due to the COVID-19 pandemic. Given the extraordinary nature of the COVID-19 pandemic, the U.S. government will continue to temporarily suspend the online class restrictions for international students during the pandemic. It is anticipated that some international students may be unable to return to the US because of visa and travel complications resulting from the pandemic. As a result, the April 26, 2021 Student and Exchange Visitor Program (SEVP) extended guidance continues to apply for summer and fall 2021.
Oregon State University is planning to resume primarily traditional on-site and in-person learning and activities at OSU locations in fall 2021. For immigration purposes, you may be able to register for and take remotely delivered or Ecampus online courses from outside of the U.S. However, as OSU resumes on-site learning, some courses may not have a remote delivery option. It is highly recommended that you refer to the OSU Office of International Services website for more information, continue to monitor OSU’s Pathway to Fall planning website, and check with course instructors and academic advisors directly with questions.
Yes, we anticipate that the OSU vaccine program will apply to all OSU employees who are engaging with others outside of their household as part of their OSU work. We are not planning to apply this program to employees who are working fully remotely.
We encourage you not to wait. However, if you decide to request an exemption until a vaccine has become formally approved by the FDA, you may update your vaccination status at any time.
No. It is advised to get whichever brand of vaccine is available. You must complete both doses if you get Pfizer or Moderna vaccine. The Johnson & Johnson vaccine only requires one dose.
Yes, if they are otherwise in compliance with the OSU Vaccine Program requirements, including completion of a formal declination and any applicable educational requirements.
Please call the OSU Student Health Services Nurse Advice line at 541-747-2724 with questions.
OSU will have a formal exemption or “declination” form you will need to complete. This will include educational requirements and possible additional public health measures for those not vaccinated to follow. Details on this process will be available in coming weeks.
Once finalized, non-participation in the OSU COVID-19 Vaccine Program may result in formal discipline for non-compliance per university policy. For students, this may include registration holds or other actions per the university’s code of student conduct. OSU will provide continuous communication and education to students and employees on how all members of the OSU community can remain compliant. For employees, the finalized policy and potential consequences will be detailed after discussions with employee groups, the Faculty Senate and unions.
OSU’s requirements will be the same across all OSU campuses and locations. Other colleges and universities in Oregon may have different approaches to vaccine requirements.
Completion of two vaccine doses for the Pfizer and Moderna vaccines and an additional two weeks after the final dose. Or completion of the single dose of the Johnson & Johnson vaccine and two additional weeks.
OSU takes matters of bias very seriously. We strive to be an inclusive and caring community, and the university does not tolerate xenophobia, racism or prohibited discrimination. If you have experienced a negative interaction as a result of fear about COVID-19, you are encouraged to complete a Bias Incident Report. The bias incident report intake process includes consulting with the Equal Opportunity and Access Office to determine whether they are best positioned to respond based on the content of the report. You can also report a bias incident to your advisor or, if you are an INTO student, to an INTO OSU care team member. It is very important that the university is made aware of bias incidents. The COVID-19 situation requires caring and support for each other, and is not the time to be fearful of our fellow OSU community members. This is the time to support each other.
The program is open to all undergraduate students pursuing their bachelor's degree. International students may also be in the DPP program with Linn-Benton Community College and/or Portland Community College but are required to work with their international advisors. Post-baccalaureate students may also participate in the program but must first be admitted to OSU.
OSU faculty and graduate teaching assistants are being asked to review how to deliver all courses remotely using Canvas, our learning management system, as well as Zoom, OSU’s web-conference tool. These tools are already available to all students and can be accessed from the COVID-19 Safety & Success for Students web page.
If you need help to access these tools, please contact the Service Desk at 541-737-8787 or visit the support website.
If you require assistance with remote or hybrid teaching technology, work with your local IT support team or contact the Service Desk (541-737-8787). The Faculty Media Center provides workshops, step-by-step guides, and individual consultation to assist faculty with remote and hybrid teaching technologies. The Center for Teaching and Learning also supports faculty with remote and hybrid teaching course design, assessment, and more.
Check out the Teaching and Learning with Zoom page or OSU’s Zoom help videos. The Faculty Media Center provides workshops, step-by-step guides, and individual consultation to assist faculty with remote and hybrid teaching technologies. The Center for Teaching and Learning also supports faculty with remote and hybrid teaching course design, assessment, and more.
Zoom Participant Controls shows students how to mute and unmute their audio, rename themselves and raise their hands in a Zoom session.
Class sections taught remotely should meet via Zoom at the scheduled time, and the expectation is that students will be attending class in this fashion. In Zoom, sessions can be recorded. Zoom produces a file that can be linked to Canvas. (Note that this file is very large, and should not be emailed.) In this way, anyone who missed class or wishes to review can watch the video later. Faculty are encouraged to provide other content on Canvas that helps students, but Zoom meetings at the scheduled time should anchor remote teaching. If the same course is taught via Ecampus and have already prerecorded lectures, these are fine to use as long as you attend via Zoom during class time for questions and supplemental instruction. In recent surveys, OSU students indicated that recordings of lectures were helpful to them, such as to review a confusing concept or if a technical issue caused them to miss a few minutes of the live class.
A case-by-case analysis will have to be completed to determine if this is possible. Reach out to Equal Opportunity & Access or Disability Access Services to request an accommodation due to disability or religious belief for this situation.
Students who learn, work or engage in-person in university activities, and employees who, as part of their job, engage in-person with others outside of their households at any OSU location are expected to comply with the vaccine program.
All students are expected to be in compliance with the vaccine program by Sept. 15, 2021. Discussions are ongoing regarding the intention to require vaccines for employees and the details of that policy.
At this time, there is no cost to receive the COVID-19 vaccine, and no verification of insurance is required.
Yes, the vaccine requirement applies to all students who learn, work or engage in in-person university activities.
OSU will continue to have most employees work remotely until public health conditions and state law indicate we can resume additional onsite activity. OSU encourages all of its community members to be vaccinated as soon as it is available to them to protect themselves, and to enable a return to greater opportunities for in-person working, teaching, learning, research, and student activities as soon as possible.
We are hopeful that the majority of OSU community members will receive the COVID-19 vaccine in the coming months. If that holds true, we are presently planning for a more traditional campus experience for fall term 2021. OSU will continue to provide updates about educational delivery mode and onsite operations as plans develop based on current health conditions.
We will manage a return to on-site work strategy at the university level, consistent with the university’s term-by-term planning and operational levels previously communicated. The University does not support the development of specific plans for individuals or units to return to on-site work separate from a university-wide strategy.
The university will continue to communicate the current operation level status in place at the time for on-site OSU operations, and leaders will provide further context to supervisors. OSU is not currently taking employees’ vaccination status into account in making on-site or remote work decisions.
If an employee is sick, it is essential that supervisors express concern for the employee’s well-being and advise the employee to stay home and isolate. Supervisors should advise the employee immediately to contact by phone their primary care provider, or if they are seriously ill, contact by phone an emergency medical care provider. Employees should also be asked to fill out a Positive Case Communication form to assist in contact tracing. This form can be found here. They should always call before going into the clinic or an emergency clinic. If the employee does not have a primary care health care provider, they can contact Student Health Services or the local county health department in the community in which they reside for referrals. Employees who have been on-site at an OSU location in the previous 14 days are required to inform OSU. If the employee reports a positive test result, and they have been on-site within the previous 14 days, notification of close contacts and any affected employees is required. Information about this process can be found on the supervisor resource page.
OSU will reimburse employees for expenses attributable to conducting OSU business from their personal residence during the COVID-19 crisis as follows. To qualify for reimbursement, expenses must be reasonable and incremental costs based on OSU-related business occurring in personal residences due to COVID-19.
Examples of expenses that qualify for reimbursement include:
Examples of expenses that will NOT be reimbursed as business expenses include:
Employees that have taken or plan to take any OSU equipment (capital or minor) out of OSU facilities are required to maintain accountability of those items by documenting the following:
Documentation requirements can be satisfied through one of the following ways:
Upon completion, these records should be retained and filed by the employee’s supervisor.
Yes, a prepaid cell phone can be paid for with university funds to cover the period that employees are required to work from home in accordance with OSU COVID-19 guidance. Supervisors should authorize the purchase of the appropriate number of minutes and data based on each individual employee’s anticipated workload and job requirements.
COVID-19 leave is not available to be cashed out.
While we recommend an employee seek guidance from health experts, we do not recommend requiring a doctor’s release. In limited circumstances, the unit may request a doctor’s note should there be reason to believe the employee’s return would be hazardous to themselves or other employees. Prior to requesting a doctor’s note, please confer with your designated Human Resources Strategic Partner (HRSP).
There may be situations where you find that a grant-funded student or staff member is not able to perform their duties, and you may have questions about continuing to charge their time to your grant. Under these conditions, the staff member should utilize the federally-mandated 80-hour COVID leave. Note that, following OSU leave policies, the leave will be applied proportionally to all indices associated with the labor distribution of the staff member, including grants, contracts, cooperative agreements, gift, or other funds.
If an employee has used up their COVID leave and all other leave balances but still cannot perform their duties, please contact your assigned Human Resources Strategic Partner or a member of the Employee and Labor Relations Team to discuss the details of the situation.
The COVID-19 leave will be paid and charged to departments under the same process as current sick leave. Grants will be responsible for this unanticipated expense.
Student employees will receive a bank of COVID-19 leave based on their average hours worked. To learn how to enter COVID-19 leave on your timesheet please visit MyTime. The number of hours available will be visible in the “Leave Balances” tab at the bottom of the student employee’s timesheet soon.
Regardless of the number of positions held, all student employees will receive a COVID-19 leave bank, which will be calculated based on the student’s average hours worked for all OSU jobs. This bank can be used on multiple student appointments. Student employees holding multiple positions will not receive separate COVID-19 leave banks per different employment position worked or appointment held.
In most cases, the state of Oregon has not paid unemployment benefits to full-time students who work at OSU. However, some student employees may qualify for Oregon unemployment insurance benefits. Historically, students who have been registered for six or fewer credit hours per term may qualify for state unemployment insurance. Students may always file a claim to see if they qualify for benefits as determined by the Oregon Employment Department.
If a student employee believes that they may have extenuating circumstances or qualify for an exception, we recommend that they contact the Oregon Employment Department. Please note, the state of Oregon has relaxed some rules regarding such benefits due to COVID-19. The new rules allow for payment of benefits in new situations, such as if an employee is forced to quit work or is unable to currently search for work due to certain new qualifying COVID-19-related reasons. The new rules are available here: https://govstatus.egov.com/ORUnemployment_COVID19.
To file for unemployment benefits due to COVID-19, students should follow the instructions available at this link: https://www.oregon.gov/employ/Pages/COVID-19.aspx. If you file an unemployment insurance claim, the state will contact OSU to verify employment information. Your employment information may be an education record under the Family Educational Rights and Policy Act (“FERPA”). Accordingly, OSU may require a FERPA-compliant signed consent to release your information to the Oregon Employment Department. This applies to most student employment, including employment of graduate assistants.
Both. In conjunction with university-wide guidance regarding term-by-term operational levels and density plans, central university guidance will be provided to assist supervisors and leaders in decision-making and implementation for a return to on-site work at the appropriate time. Future guidance will include topics such as how to balance the return to on-site work in a manner that balances employee and operational needs as consistently as possible throughout individual units, OSU campuses and the university statewide. Individual units will retain decision-making authority regarding operational needs for their unit; leaders will provide further context to supervisors as appropriate.
During the transition back to full post-pandemic on-site work, it is expected that decision-making will be based on evolving operational need, position duties and equitable work environments for team members. Supervisors should look for guidance from leaders for university-level context. In some environments, employees will be expected to work on-site consistent with pre-pandemic operations. Alternately, the nature of work required to be performed and OSU’s experience with remote work may lead to flexibility to allow some employees to continue to work remotely where appropriate.
No, as with the flu vaccine or other vaccines, time spent getting vaccinated is a personal activity. When operationally feasible, supervisors should make every attempt to work with employees to adjust their schedule as appropriate or use accrued leave to cover time during the normal workday to receive the vaccination.
OSU does not control third parties and their vaccine requirements. OSU employees and students are encouraged to coordinate with those managing outside work or study to ensure understanding of all requirements.
Yes, at this time, if such work is permitted by the supervisor and the university’s resumption plans and state/federal health guidance/requirements. OSU strongly encourages COVID-19 vaccination but is not mandating the COVID-19 vaccine at this time.
Within the context of the university’s term-by-term planning and operational levels, when a business need exists for an employee to return to on-site work, supervisors may require that they return. It is recommended that supervisors carefully consider the work being completed, and the ability to effectively complete the work remotely versus on-site. If helpful, an employee and supervisor may also engage Employee and Labor Relations by contacting [email protected]) to facilitate a review as to whether work can be performed remotely versus on-site.
If employees need an accommodation related to their work location, workspace and COVID-19 concerns, they can speak with the Office of Equal Opportunity and Access (EOA) to engage in the interactive process around an accommodation request. Accommodation requests can be submitted at the EOA website here.
If an employee has a medical need to work from home as an accommodation, the employee should engage with the Office of Equal Opportunity and Access (EOA) regarding their accommodation request.
Vaccinations are currently being provided to states free of charge. It is our understanding that a medical provider giving a vaccine may bill insurance for the cost of administering the vaccine, but there should not be any out of pocket costs for vaccine recipients (at least as of right now). For up-to-date information on vaccination costs based on your selected insurance plan, please visit the appropriate link at this website.
Employees may also call their insurance plan providers to seek current guidance at:
The university will be exploring longer-term strategies regarding opportunities for remote work post pandemic. This is a complex and rapidly evolving topic; more information will be shared throughout the coming months.
OSU is keeping track of any leave that a grant-funded employee used because they could not work due to COVID-19 so that the costs on grants due to the COVID-19 crisis can be documented and communicated. Employees who are not able to perform their duties remotely and have exhausted COVID-19 leave should use accrued sick leave and vacation (when applicable). For more details, see details on the HR COVID-19 Leave page.
If an employee is using accrued sick, vacation of other leave (other than COVID-19) because they cannot perform their duties due to COVID-19, they should indicate this when recording the leave (see instructions).
Supervisors should follow their normal communication procedures with their staff. If it is common practice to let others on the team know that one of the team members is out of the office, then the supervisor should continue this practice. At no time should the supervisor be communicating personally identifiable or specific information related to an illness or medical condition of an employee.
OFLA was expanded under BLI 7-2020. This order temporarily extended the definition of “sick child” leave under the Oregon Family Leave Act (OFLA) to cover certain global pandemic mitigation measures. The Order adds OFLA coverage for Oregonians caring for children whose school or place of care is closed in response to the statewide public health emergency declared in an effort to limit the spread of COVID-19. As with all other “sick child” leaves under OFLA, the leave may be taken as a continuous block or intermittently. The temporary measure is currently effective March 18, 2020, and will remain in effect until the public health emergency has ceased.
The FFCRA temporarily expands FMLA. It creates a new type of protected leave (Expanded FMLA or EFMLA) that is part of and runs concurrently with the 12-week FMLA entitlement. Expanded FMLA is available only to individuals who have 1) worked for their employer for the past 30 days, 2) have active work obligations and 3) are unable to perform those work obligations due to the need to provide care for the individual’s child because the child’s school or place of care is closed or the child’s care provider is unavailable due to COVID-19 related reasons. Employees who do not meet normal FMLA criteria (one year of service with a minimum of 1040 hours worked) will be eligible to apply for Expanded FMLA leave if they meet the 30-day requirement and other criteria.
Additional information can be found on these OSU webpages: COVID-19 Leave and University Human Resources – Quick Facts: Families First Coronavirus Response Act (EFMLA) & OFLA Expansion for COVID-19
All OSU employees:
Employees who are not able to perform their duties remotely and cannot be reassigned to other work for the sponsored project and have exhausted COVID-19 Leave, accrued paid leave and any supplemental programs (as listed below), cannot continue to get paid for work that has not been rendered. This applies to all sources of salary funding (state, gift, grant, other funding). If you believe that you or an employee will be in this situation, please contact your Human Resources (HR) Strategic Partner.
OSU research employees:
OSU encourages principal investigators and research supervisors to identify meaningful work for research employees that brings value to the university’s mission and advances a research project and scholarship. During the university’s response to the COVID-19 pandemic and to the extent possible, PIs and supervisors should reassign graduate research assistants, research associates and faculty research assistants to undertake work that might fall outside of an originally intended work plan but still is in keeping with the intent of the project or grant and advances their research.
The university is working actively to provide additional support to employees and students who have caregiving needs, especially related to child care. We know caregiving is a major challenge given the closure of many child care centers and other services, as well as plans underway for partial or remote K-12 school reopening in many of the communities where OSU operates.
The need to keep children home may require an OSU parent or guardian to stay home to provide care. As an employer, OSU seeks to support those who need to stay home to provide for their children by acknowledging that normal expectations around remote work will be relaxed during COVID-19. Remote work arrangements at this time will assume that in many cases some employees also will be balancing child care with work activities. During this time, we anticipate that OSU families will use a variety of strategies for their situation, including engaging other family members to watch children during the workday or trading off remote work and child care. In all cases, we trust OSU families to do their best under these unprecedented circumstances, and we urge supervisors and employees to use common sense and creativity in their work plans.
Finally, while the university encourages flexibility and creativity in supporting child care strategies, we cannot support introducing children into OSU work environments during COVID-19. Bringing children, even older teenagers, to work is not an acceptable child care strategy and counter to our low-density approach. During Covid-19, supervisors are not authorized to approve such arrangements.
The OSU Family Resource Center on the Corvallis campus is available for consultation regarding alternate child care arrangements. The center can be reached at [email protected]. Additional information provided by the Oregon Department of Education Early Learning Division can be found at the Oregon Early Learning website.
In addition, OSU has an institutional membership to Care.com, where local in-home child care providers can be found. There is also an option to search for shared child care under the Care.com Nanny Share program for employees wishing to share child care costs with another family. For more information please visit to Care.com Memberships.
OSU’s new employee assistance program Beyond Benefits also can help
Please contact [email protected] should you have any additional questions.
The HR Service Center is continuing to work with hiring units to determine the best approach to completing new hire paperwork on an individual basis. This may mean scheduling an appointment with an HR consultant. You may need to anticipate the emergent need to set up the new employee to work remotely should resumption plans be paused at a future date.
HR has developed an online version of new employee orientation and is continuing to pause in-person orientation meetings.
HR recruitment consultants are available to assist with planning around new hires during COVID-19 and phased resumption plans, including consideration regarding the current hiring freeze. Please contact [email protected].
Under the FFCRA, a “son or daughter” is your own child, which includes your biological, adopted, or foster child, your stepchild, a legal ward, or a child for whom you are responsible for their care and well-being—someone with day-to-day responsibilities to care for or financially support a child. For additional information about in loco parentis see the Department of Labor (PDF).
In light of congressional direction to interpret definitions consistently, the Department of Labor guidance clarifies that under the FFCRA a “son or daughter” is also an adult son or daughter (i.e., one who is 18 years of age or older), who (1) has a mental or physical disability, and (2) is incapable of self-care because of that disability.
Generally, yes. In light of Congressional direction to interpret requirements among the acts consistently, Department of Labor guidance clarifies that the acts require employers to provide the same (or a nearly equivalent) job to an employee who returns to work following leave.
In most instances, you are entitled to be restored to the same or an equivalent position upon return from Expanded FMLA. However, you are not protected from employment actions that would have affected you regardless of whether you took leave.
OSU is not allowing for intermittent use of Expanded FMLA leave.
You may take paid COVID-19 leave or Expanded FMLA to care for your child only when you need to, and actually are, caring for your child if you are unable to work or telework as a result of providing care. Generally, you do not need to take such leave if a co-parent, co-guardian, or your usual child care provider is available to provide the care your child/children needs.
If it has been at least 30 calendar days from your first day of assigned work and pay at OSU you meet this requirement.
Employees will need to provide the following information via email to [email protected] after submitting their request in EmpCenter:
EFMLA is available to all OSU employees who meet the eligibility criteria, including part-time and temporary employees and student employees, at a prorated amount.
No. The only type of FMLA leave that is paid leave is Expanded FMLA leave under the Emergency Family and Medical Leave Expansion Act (EFMLA) when such leave exceeds two weeks. This includes only leave taken by an employee who is unable to fulfil the obligations of their work because the employee must care for their child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons.
Yes, Expanded FMLA leave is partially paid according to specific rules under the EFMLA.
The first two weeks of Expanded FMLA leave are unpaid. However, eligible employees may take paid sick leave, COVID-19 leave, any accrued vacation leave or personal leave to cover this two-week period.
Following the first two weeks of Expanded FMLA leave, OSU requires that employees use all remaining accrued paid leave before qualifying for employer paid EFMLA leave. Certain minimum leave balances can be maintained for classified and unclassified employees consistent with other protected leave reasons. Employees taking leave are entitled to be paid for hours they were scheduled to work at 2/3 their regular rate or 2/3 the applicable minimum wage, whichever is higher, up to $200 per day and $10,000 in the aggregate (over a 10-week period). Further information can be found at the Department of Labor’s website.
The expansion has not created a new 12-week bucket of FMLA leave. An employee is eligible for a total of 12 work weeks for standard FMLA, Expanded FMLA, or some combination of the two. FMLA leave is still defined at OSU as a total of 12 weeks in the prior 12-month period. OSU has designated the “rolling backward” method to determine the leave year. This means that OSU will look backward on the calendar for one year from the first day of your requested leave to determine if you are eligible under FMLA and how much leave you have available to use. You are entitled to use any balance (or number of hours) of the 12-workweek FMLA leave period that has not been used during the preceding 12 months, whether for standard FMLA leave or Expanded FMLA leave.
Please send all unemployment claim notices to University Human Resources, Employee and Labor Relations. Electronic notices should be sent to: [email protected]; paper notices should be sent to: University Human Resources, Attn: Employee and Labor Relations, 1500 SW Jefferson Way, Corvallis, OR 97331.
The COVID-19 leave is to be used in response to the effects caused by COVID-19. As such, student employees can use this leave to care for themselves or another individual, either due to illness or due to school closure or other circumstances related to COVID-19. This leave can also be used to supplement reduced work resulted due to COVID-19.
Student employees, not able to work due to the COVID-19 response or their own personal or wellness circumstances, may utilize the following university employee benefits in the following order:
Eighty hours of paid leave is federally mandated. Eighty hours of leave is available to all OSU employees, regardless of the funding source that provides salary (e.g. state funding, grant funding, gift or alternative funding). Individuals paid on grants will be entitled to the leave in the same way as other OSU employees, and their salary should continue to be charged to the grant and other indices per allowability guidelines regardless of usage of COVID leave or other leave.
If an alternative funding mechanism materializes at a future date, we will assist in moving labor charges as appropriate, but no such funding mechanism is currently available.
The total amount of COVID-19 leave hours will be pro-rated by FTE or average hours worked for part time employees.
Yes. Consistent with existing university policy, an employee may utilize COVID-19 or sick leave to care for a family member.
Yes, the cost of internet for employees who don’t otherwise have an internet connection can be paid for with university funds for the monthly periods that employees are required to work from home in accordance with OSU COVID-19 guidance. However, prior to purchasing home internet services for their staff, supervisors should first consider the feasibility of accessing a local hotspot or obtaining “free or discounted internet” for their staff that may be available from various internet service providers (ISP) as part of their public response to COVID-19. For more information on these options see this article. For general information about working from home, please visit the COVID-19 Safety & Success for Employees website. Visit the Information Services page on internet and cell phones for more details.
Facilities Services have been evaluating campus building HVAC systems at the whole building/facility level. We examine the mechanical systems to ensure that we are delivering plenty of fresh outdoor air to all building spaces served by these systems while changing air filters on schedule. If you feel that a certain location in your building is not receiving sufficient ventilation, have a discussion with your Building Manager and they can help evaluate individual spaces within a building.
Opening windows can provide additional ventilation in some spaces, and would be entirely appropriate in locations such as private offices or residence halls rooms. However, this practice in some cases can cause issues around temperature, humidity, airflow and safety, especially in buildings with laboratory spaces. Users and building managers will need to evaluate the effectiveness of opening windows and make sure that there are no significant unintended negative consequences when doing so.
Cleaning ductwork is not an effective or necessary strategy to control the spread COVID-19.
The installation of an air cleaner does not provide sufficient protection from the COVID-19 virus alone. Facilities Services does not recommend the installation of these units campus-wide due to numerous concerns about safety and efficacy. Certain technologies within commercially available air cleaning units may actually be harmful if not operated or installed correctly. Additionally, some buildings have limited electrical service capacity and the operation of these types of units could trip electrical service breakers, causing a loss of power.
Installation of these units may be appropriate in areas that include all of the following: there is no make-up air (just recirculating air), no operable windows, small spaces (<300 SF), and high-risk spaces due to specific space use or occupancy limitations for physical distancing. However, office and conference spaces that meet these criteria should not be used as meeting space for more than one person.
If you believe that an air purifier is needed in your space:
At this time, there is no definitive research that identifies the ideal temperature and humidity percentage that would discourage the survival of COVID-19 in the indoor environment. Very few buildings located in our regional climate zone have the capability to control humidity through the HVAC system. In the absence of more definitive research on the efficacy of this approach, we do not recommend altering building temperature and humidity settings at this time.
Operating all building HVAC systems 24/7 during unoccupied periods of the day would not benefit facility occupants when the building is empty. Instead, we have programmed building control changes that provide an extended building ventilation purge before occupants arrive for the day, and after they leave in the evening. These purge periods have been scheduled recognizing that some facilities have unique and extended hours of operation, and have been tailored to fit these hours.
Many of our Corvallis campus buildings, including most laboratory spaces, operate using 100% outside air systems (makeup air systems). However, buildings served by mixed air systems have not been designed to run at 100% outdoor air. Doing so could damage building HVAC systems and create unintended indoor air quality issues.
For recirculating air systems, Oregon State University is implementing strategies that increase outside air delivery. In general, most if not all mechanically ventilated buildings on campus supply fresh air at rates that exceed industry best practice (ASHRAE 62.1). These ventilation rates are based on typical occupancy patterns.
Facilities Services have adjusted the direct digital control (DDC) settings of many of our mechanically-ventilated buildings as well as manually set systems to increase outside air delivery to the buildings. We have also adjusted the occupancy periods to reflect the extended occupancy schedules and the reduced density.
Facilities Services has evaluated Corvallis campus buildings and has made alterations to how fresh air is delivered, depending on the HVAC system in each building.
In addition, Facilities Services has explored using methods to increase fresh air delivery to classrooms and office spaces on campus that use radiant heat and do not have mechanical ventilation.
OSU and Facilities Services helps reduce the spread of COVID-19 through HVAC systems by:
The spread of COVID-19 via aerosolized particles can be mitigated by increasing fresh air delivery to indoor spaces.
Current data suggest that the coronavirus spreads mostly through inhaled respiratory droplets produced by breathing, coughing and sneezing, not through air handling systems.
Enhanced touchpoint cleaning is taking place using a disinfectant that is effective on human coronavirus. Touchpoints include door knobs and handles, faucet handles, soap dispenser levers, paper towel dispenser controls, elevator button panels and light switches. This enhanced cleaning will continue throughout the period of time that is indicated by local health authorities.
Corvallis campus maintenance staff will adjust air flow in buildings wherever possible to increase outdoor air ventilation and provide fresher air to buildings.
Buildings on the Corvallis campus were designed for specific filters recommended by the American Society of Heating, Refrigerating and Air-Conditioning Engineers. The function of the space (office, lab, resident hall or classroom) determines the design of the system. Using HEPA filters in systems not designed for this type of filtering can lead to restricted airflow.
Corvallis campus maintenance staff follow U.S. Centers for Disease Control and Prevention and the American Society of Heating, Refrigerating and Air-Conditioning Engineers recommendations on designing a building's HVAC system, ventilating outside air into buildings and changing air filters on a schedule.
U.S. Centers for Disease Control and Prevention guidelines call for increased circulation of air as much as possible. In addition, restricted airflow can lead to higher moisture content, contributing to mold growth and equipment failure.
The Memorial Union, the Valley Library and other locations provide regularly cleaned spaces for studying with distanced seating, printers and Wi-Fi. The Valley Library is available by reservation only. Visit the student resources dashboard for more detailed information on computer, printing and study resources.
OSU-Cascades students can learn about on-campus study areas at its website.
Look through your Canvas site for any resources or alternatives the instructor has made available. If you are unable to find any, communicate with your instructor and explain the situation. The instructor may be able to provide alternative options for completing the activity if they know the challenge you’re experiencing. If you are unable to resolve the situation with your instructor and would like additional support navigating next steps, contact the Office of Student Advocacy. If you do not have access to a computer or other equipment that you need to complete the activity, connect with the HSRC to fill out the single support form. If you do not have access to software or need technical support, contact the Service Desk.
If you, a dependent or a close family member are ill, you should self-isolate and call your health care provider, Student Health Services or an emergency medical care provider. Please email your instructor as soon as you anticipate that illness will prevent you from attending to a requirement or meeting a deadline. The COVID-19 Care Ambassador program (beav.es/covid-care) can help you plan for coursework if you need to isolate or quarantine due to COVID-19. The Office of the Dean of Students can also assist you if you are navigating a range of extenuating life circumstances, including but not limited to prolonged illness, hospitalization, financial concerns, etc. They can be reached via Zoom chat or audio Monday through Friday from 9 a.m. to 5 p.m. at beav.es/4qQ or by email at [email protected].
If an OSU student or employee was vaccinated in another country with a vaccine that is not currently approved in the United States, it will be accepted, as long as it is an accepted vaccine within the country it was administered.
Vaccination is an important consideration for adults of any age with certain underlying medical conditions because they are at increased risk for severe illness from COVID-19. The CDC provides information specific to those who have allergies or allergic reactions and the COVID-19 vaccine. You can consult with your medical provider to get more information.
People with COVID-19 have had a wide range of symptoms reported – ranging from mild symptoms to severe illness. Symptoms may appear 2-14 days after exposure to the virus. People with these symptoms may have COVID-19:
This list does not include all possible symptoms. If you are concerned about exposure to COVID-19, contact your health care provider.
Any faculty, staff, or student known to have been exposed to COVID-19 (determined to be a “close contact”) should quarantine in their place of residence and at least 6 feet away from everyone, including household members, for the 14 days after their last exposure to a person with COVID-19, and follow any other direction from their Local Public Health Authority (LPHA). LPHAs may consider ending quarantine early for close contacts who have not developed any symptoms or who receive a negative test result by an antigen or PCR test.
If a person exposed to COVID-19 becomes symptomatic during this time, they should contact their health care provider for testing and follow LPHA instructions for isolation.
Students who believe they may have been exposed to COVID-19, or are experiencing symptoms such as fever, cough, shortness of breath, sore throat and body aches, or loss of taste or smell are required to: isolate; avoid close contact with others; contact their primary health care provider by phone or a secure patient portal for medical advice, and follow all public health guidance.
Students who have been determined to be a close contact (within 6 feet of an infected person for at least 15 minutes, or otherwise as determined by the local public health authority) to someone with COVID-19 must quarantine for 14 days from the time of exposure.
Employees who have been physically onsite at an OSU location in the previous 14 days must notify their supervisor if they believe they have been exposed to COVID-19, if they have symptoms of COVID-19, if they have been diagnosed with COVID-19 or if they have had a positive COVID-19 test result.
Employees who have been determined to be a close contact (within 6 feet of an infected person for at least 15 minutes, or otherwise determined by the local public health authority) to someone with COVID-19 are prohibited from being onsite on OSU property for 14 days from the time of exposure.
Oregon front-line workers, such as those who work at colleges and universities, became eligible for COVID-19 vaccinations on April 5, 2021.
The Oregon Health Authority announced that all Oregon residents 16 or older will be eligible to receive the COVID-19 vaccine starting April 19, 2021.
For additional information visit OSU’s COVID-19 Safety & Success website.
It is our understanding that the answer is “No.” Currently approved COVID-19 vaccines do not contain any amount of the COVID-19 virus. Rather, they help your body develop an immune response to the virus.
Yes. If TRACE-OSU testing is provided for you at your OSU location, you should continue to participate as it is important that we understand the prevalence of the virus in our university communities. The tests utilized by TRACE-OSU are polymerase chain reaction (PCR) tests, which detect whether the virus is present in your system. It is currently believed that the current vaccines for COVID-19 will not cause you to test positive on viral tests, as they help your body develop an immune response to the virus and do not contain a small amount of the virus, as some vaccines do.
At this time, non-essential travel out of one’s residential community is discouraged. Students are advised to limit their trips outside of the area where they currently reside to minimize the risk and spread of COVID-19. The State of Oregon has further restrictions.
The virus is thought to spread mainly from person to person, and the best way to reduce your risk is to avoid being exposed to the virus. Steps you can take to reduce your risk of exposure include:
Visit the COVID-19 Prevention and Treatment page to learn more about protecting yourself from respiratory illnesses, like COVID-19.
It depends on if the lecture will display any student information. If you wish to record a lecture where student names are visible, it must be for sections of the same course, which OSU interprets as sections of the same course and the same learning modality (e.g. on-campus/remote; Ecampus). If possible, we advise you to edit out student information any time you record a lecture that contains student information.
Yes, you may. If student interaction occurs during the recording, you must ensure that the recording can only be accessed by those students enrolled in the class.
The Office of the Registrar does not accept digital/electronic signatures on PDF forms. Many of the Office of the Registrar forms have been created as digital forms requiring students to log in to their account. For PDF forms not yet digitized, we are temporarily loosening our requirement for wet ink signatures. In lieu of wet ink signatures, current students can submit forms from their OSU email account to [email protected]. Forms requiring an advisor’s signature should be sent from the student’s OSU email account to the advisor’s OSU email account. Approved forms can be sent from the advisor’s OSU email account to the Office of the Registrar. The Office of the Registrar will work to obtain additional required signatures as needed.
If the form asks for legal documents or government-issued ID, you will need to present those in-person or remotely via a Zoom video appointment. Notarized copies of your documents and current government-issued photo ID can also be mailed to the Office of the Registrar.
Yes, each college has a plan to address their needs, and they are all slightly different. Faculty with questions about this should talk with their school head.
Talk with your school head about your teaching assignment.
Non-emergency phone: 541-737-7211
Oregon Health Authority: Dial 211
If you think you have been exposed to COVID-19 and have symptoms, stay home; avoid close contact with others; and contact your health care provider, Student Health Services, or an emergency medical care provider.