Influenza-Like Illness/H1N1: University Information

Faculty and Staff | University Actions

Basic Facts | Vaccines | Academics | University Actions

Supervisors

Faculty, staff and students have been encouraged to register for the H1N1 vaccine, which is being dispensed to the university on a weekly basis. It is anticipated that there will be enough vaccine for all who wish to receive it, but registration is required.

A telephone-based registration system has been established, and those interested in the vaccine should call 514-H1N1 (514-4161). If using an Ohio State campus telephone, use the 5 digit dialing by calling 4-4161. A BuckID or Employee ID is needed to register for the vaccine, which will be free at campus-area clinic locations. As a part of the registration process, employees will receive an email notification when it is their turn to receive the vaccine.

As a supervisor, you are asked to share this information with those employees who do not have routine access to a computer during their daily activities. Please inform them of the registration process and then remind them to check their email daily for vaccine notification. Employees will be given 48-hours notice to receive the vaccine.

The registration system also identifies high-risk populations who will receive first priority when initial shipments of the H1N1 vaccine arrive. The following categories have been identified as high-risk and will be inoculated first:

• pregnant, live with, or care for a child under 6 months of age
• a healthcare worker, including health professional students
• 17 or younger and have an underlying long-term health problem
• 24 or younger
• between the ages of 25 and 64 and have an underlying long-term health problem

The university is working diligently to secure the H1N1 vaccine, but cannot predict when it will have a sufficient supply to vaccinate anyone who wishes to receive it. H1N1 vaccines also are being distributed through public health departments, and high-risk employees may be able to receive the vaccine sooner by contacting these departments. The university encourages all employees, especially high-risk employees, to explore their options for obtaining the vaccine based upon its availability and their individual circumstances.

Visit: www.columbuspandemicflu.org or call 211 for information about local clinics in the Columbus area. In other counties, contact the local city or county board of health http://www.healthguideusa.org/ohio_county_health_departments.htm.

If staff do obtain the vaccine through another source, please ask them to contact emergencymanagement@dps.ohio-state.edu so that the university can offer the dose to the next person on the waiting list.

Finally, it is important that staff be allowed to take the time to get vaccinated when they are notified. The university expects a large volume of people who wish to receive the vaccine, which means that clinic hours will be structured and keeping appointments will be important.

What can my department do to prepare?

In addition to the hygienic and sanitation procedures discussed on this site, you can do three things: 

1. Update your business continuity plan: During times of peak H1N1 outbreak, as much of 40% of normal workforce staff may be unavailable.  In addition, supplies may be unavailable and some third-party services may stop.  Make sure you have a business continuity plan to continue your critical functions under adverse circumstances.  For more help, click HERE.
2. Set up employees to work at home: Ensure that technical and policy requirements are in place; have staff practice ahead of time.
3. Prepare yourself and your family at home (water, food, medicines, infant-supplies, pet-supplies, etc.).

Can a supervisor direct an employee to go home if they are ill?

Yes. A supervisor can direct an employee to go home pending inquiry into the employee's medical condition. Supervisors should not make medical diagnosis but must consult with appropriate HR staff and department leaders before making a determination to direct an employee home. Steps that should be taken into consideration surrounding any decision to direct an employee home include: a discussion about signs of illness an employee is exhibiting, discussion about employee leave options and the exploration social distancing options such as working from home.

If an employee is directed home because they are ill, does an employee have to utilize their leave balances?

Yes.

When do the Essential/Alternate/Standby designations and the University's Disaster Preparedness and University State of Emergency policy become effective?

When a "University State of Emergency," is declared, the university's policy is activated and the designations become effective. See the Disaster Preparedness and University State of Emergency policy at http://hr.osu.edu/policy/policy617.pdf

Are there any other situations when the Essential/Alternate/Standby designations would be implemented?

The university may also require essential employees to report even if a University State of Emergency has not been officially declared and we are experiencing staffing shortages. See www.flu.osu.edu for live updates and additional information.

Can parents bring children to work during a pandemic and/or a University State of Emergency?

Children should not be brought to work during a pandemic and/or a University State of Emergency, unless there are very special circumstances. Employees and supervisors should explore alternate ways to perform work from home. If an employee is unable to work from home, bringing a child to work is subject to the approval of the department chair, director, HR administrator and dean/VP.

A co-worker in my office is sick with flu-like symptoms, should I report this to my supervisor?

Yes, notify your supervisor as soon as possible in order to help slow the spread of illness.  Notification must take place in a sensitive and confidential manner.  The supervisor should then approach the potentially sick employee to determine next steps. 

I am a supervisor and one of my employees has been diagnosed with an influenza-like illness. What should I do?

If an employee notifies you that they have been diagnosed with an influenza-like illness, ask them to go home or stay home until they are fully recovered. After discussion with your employee, contact your HR representative so they can report the illness.

I am an HR representative, to whom should I report influenza-like illness in my area?

Because of the potential for large numbers of illnesses, we are asking supervisors to notify their HR representatives if an employee has influenza-like illness. Once you are notified of an influenza-like illness, send an email to flureporting@dps.ohio-state.edu.  

In the e-mail, indicate your name, e-mail address, phone number, department, school, college, and unit you represent; the number of new influenza-like illnesses reported that day in a department; the total number of people that are off of work due to influenza-like illness (including new absences and any continued absences already reported); and whether any of the absences resulted in hospitalization.  Due to the confidentiality of medical information and records, based on HIPAA and other laws, do not include names of individuals or any other identifying information in any communication.

If we have high absenteeism due to sick employees, can we change job classifications to provide critical staffing where needed?

Faculty and staff may be asked to perform work that they do not usually perform during a health or other crisis, whether or not a University State of Emergency is declared. During a University State of Emergency, the university has the authority to direct faculty and staff to do whatever work is necessary.

Can employees take vacation if they fear catching the flu at work?

Vacation time is subject to approval and can be approved or denied based on operational needs.

If an employee refuses to report to work, are there any consequences?

All employees are subject to university policy and departmental attendance practices and procedures regardless of the situation.

What if a supervisor directs an employee home because they are ill and the employee does not have any paid leave balance?

If an employee is exhibiting influenza-like illness, or is reporting that they are exhibiting influenza-like illness, and directed to go home and they do not have sick or vacation balances, and are unable to work from home, utilizing unpaid leave is an appropriate measure.   

What preventive measures is the university taking to slow the spread of infections?

Pursuant to CDC recommendations regarding the H1N1 virus, we are:

• Encouraging students to return to school with thermometers, medicine, hand sanitizers and tissues.
• Encouraging ill students to return home if they are able.
• Distributing information on the proper way to "cover your cough," including posters and email communications.
• Encouraging and is some cases mandating seasonal influenza vaccinations.
• Asking instructors to make reasonable accommodations for students who report they are ill.
• Communicating our leave policies to faculty and staff, encouraging ill employees to stay home.
• Placing hand sanitizers in all residence halls and will be distributing them at the student involvement fair.
• Instructing housekeeping staff on proper cleaning techniques.

Will my department require a doctor's note if I miss work due to influenza-like illness?

If you are not able to obtain a note for your absence due to an influenza-like illness and you are sick with ILI symptoms, it is still important that you stay home and recover. Your department will utilize discretion when examining occurrences of sick leave due to ILI without accompanying medical documentation.

If it is discovered that an employee takes sick leave when not ill, then the unit can proceed with a request for corrective action based on dishonesty.