FAQ

Following Governor Walz’s Executive Order 20-33 to shelter at home, all St. Olaf College buildings will be CLOSED March 28 through May 4. Employees who have been designated as essential on-campus employees have heard from their supervisor and know when they are expected to be on campus. All others are expected to remain off campus until further notice. If you are uncertain if you are allowed on campus, you should follow up with your supervisor.

In an effort to protect the health and safety of these essential on-campus employees and the students who continue to reside on campus, St. Olaf lands and buildings are closed to all visitors.

Minnesota Gov. Tim Walz has issued a shelter in place order, which means students and families cannot travel to campus now to retrieve belongings. We will be in touch once we know when students and families can return to remove their belongings from campus.

If you cannot return to pack up your items, we will pack them up and put them in campus storage for you. Every student should fill out this form — even those who have already taken their belongings with them.

Unless you are registered with Student Life as still being on campus, the St. Olaf Post Office will forward your first class letters to the address in SIS. If you would like your mail forwarded to an address other than your permanent address, please fill in the summer address section of SIS. We are not forwarding magazines, newspapers, or non-first class letters.

We will continue to send emails when packages arrive. If you receive an email about a package, you have three days to reply and send a label to the post office email or your package will be returned to the sender.

On February 11, 2020, the World Health Organization announced an official name for the disease that is causing the 2019 novel coronavirus outbreak. The new name of this disease is coronavirus disease 2019, abbreviated as COVID-19. In COVID-19, ‘CO’ stands for ‘corona,’ ‘VI’ for ‘virus,’ and ‘D’ for disease. Formerly, this disease was referred to as “2019 novel coronavirus” or “2019-nCoV.”
There are many types of human coronaviruses, including some that commonly cause mild upper-respiratory tract illnesses. COVID-19 is a new disease, caused by a novel (or new) coronavirus that has not previously been seen in humans.

The virus is thought to spread mainly from person-to-person.

• Between people who are in close contact with one another (within about 6 feet).
• Through respiratory droplets produced when an infected person coughs or sneezes.

These droplets can land in the mouths or noses of people who are nearby or possibly be inhaled into the lungs.

A person can get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose, or possibly their eye.

See the CDC website for more information about transmission.

• People are thought to be most contagious when they are most symptomatic (the sickest).
• Some spread might be possible before people show symptoms; there have been reports of this occurring with this new coronavirus, but this is not thought to be the main way the virus spreads.

There is currently no vaccine to prevent COVID-19.

At this time, diagnostic testing for COVID-19 can only be conducted at the approval of the CDC and can only be done if criteria are met for testing. These criteria are defined by the CDC as criteria for “Patients Under Investigation.” If these criteria are met, your health care provider will work with the Minnesota Department of Health and the CDC to obtain and send a laboratory specimen to the CDC for testing and arrange for isolation while waiting for results. Before you call your clinic and a triage nurse to discuss your symptoms please review the detailed information from the Northfield Hospital + Clinics.

According to the Centers for Disease Control, older people and people of all ages with severe underlying health conditions — like heart disease, lung disease and diabetes, for example — are at higher risk of developing serious COVID-19 illness.

Reported illnesses have ranged from mild symptoms to severe illness and death for confirmed COVID-19 cases. The following symptoms may appear 2-14 days after exposure.

• Fever
• Cough
• Shortness of breath

The best way to prevent illness is to avoid being exposed to this virus. The Centers for Disease Control (CDC) recommends the following everyday preventive actions to help prevent the spread of respiratory diseases:

• Avoid close contact with people who are sick.
• Stay home when you are sick since you may be more susceptible to catching COVID-19.
• Avoid touching your eyes, nose, and mouth.
• Wash your hands often with soap and water for at least 20 seconds (hum the “Happy Birthday” song twice), especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
• Always wash your hands with soap and water if your hands are visibly dirty.
• If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60 percent alcohol.
• For information about handwashing, see CDC’s handwashing recommendations.
• Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe.
• Follow CDC’s recommendations for using a facemask.
  • CDC does not recommend that people who are well wear a facemask to protect themselves from respiratory diseases, including COVID-19.
  • Facemasks should be used by people who show symptoms of COVID-19 to help prevent the spread of the disease to others. The use of facemasks is also crucial for health workers and people who are taking care of someone in close settings (at home or in a health care facility).

These are everyday habits that can help prevent the spread of several viruses. The CDC does have specific guidance for travelers.

In addition to the CDC, the World Health Organization (WHO) provides guidance on preventing the spread of COVID-19 in your workplace.

Consider whether you may have a cold or the flu.

Call a local health care provider if:

• You have a fever, cough, or difficulty breathing and have been in close contact with a person known to have COVID-19, or if you live in or have recently traveled from an area with ongoing spread of COVID-19.
• If you have no reason to suspect that you have COVID-19 yet you are experiencing these severe symptoms.

If you are not having difficulty breathing then stay home or in your dorm room. You should not go to class, practice, work, or public places if you:

• Have a fever (100.4 degrees Fahrenheit or 38 degrees Celsius or above)
• Until you are fever free without fever-reducing medication for at least 72 hours
• Have been diagnosed with influenza and are still in the contagious period (which can last 5-7 days)
• Have the stomach flu (which is not the same as Influenza or respiratory flu) and are still within 72 hours after you have stopped vomiting

See the CDC list for other measures and considerations.

If you have a fever, cough, or (most importantly) difficulty breathing and have been in close contact with a person known to have COVID-19, then it is possible that you have contracted COVID-19.

If you have influenza-like symptoms you should call your local healthcare provider. You should also avoid interaction with other people to limit their exposure. Staff and faculty should stay home and students should not go to classes or activities until their doctor has advised that they are no longer contagious.

Take steps to get professional medical advice and prevent the spread of any respiratory virus, including COVID-19, by doing the following:

• Call a local health care provider if you have a fever, cough, or difficulty breathing and have been in close contact with a person known to have COVID-19, or if you live in or have recently traveled from an area with ongoing spread of COVID-19.
• Stay home if you are sick. You are most contagious when you have a fever (100.4 degrees Fahrenheit or 38 degrees Celsius or above). You should not go to class, practice, or work until you are fever free without fever reducing medication for at least 72 hours.

See the CDC list for other measures and considerations.

Please remember that many faculty, staff and students are still experiencing common illnesses like cold and flu. Do not assume that someone who is ill has COVID-19. Be mindful about spreading fear or anxiety and making assumptions about faculty, staff, or students who may be from the geographic areas at the epicenter of the COVID-19. If someone has symptoms, encourage them to seek medical advice. You may also notify benefitsandcomp@stolaf.edu and a member of Human Resources will follow up to ensure the individual is taking appropriate self-care measures and steps to prevent exposing others.

The Minnesota Department of Health (MDH) recommends wearing cloth face coverings in campus settings where other social distancing measures are difficult to maintain (e.g., small computer labs and confined library spaces). Cloth face coverings do not include surgical masks or N-95 respirators. Medical grade masks should not be used for this purpose due to the need for those masks to be prioritized in other critical settings. Cloth masks should be created and worn in accordance with CDC guidance. The purpose of the recommendation is to prevent the wearer of a face covering from transmitting COVID-19 when in a community setting, not as a means of personal protection. Wearing cloth masks does not replace the need to adhere to frequent hand washing, avoiding touching the face, and practicing social distancing, which are our best tools to help prevent the spread of illness.

CDC: Use of Cloth Face Coverings to Help Slow the Spread of COVID-19

MDH: The Difference Between Alternative Masks and Surgical Masks for COVID-19

How to Sew A Simple Fabric Face Mask (YouTube)

Employees should contact their supervisor with further questions.

Our main priority is the health and safety of the St. Olaf community. Confirmed COVID-19 cases will be reported to the CDC and Minnesota Department of Health (MDH). Our response will follow the guidance we are given from the CDC and MDH. If it becomes necessary to quarantine individuals, these efforts will be coordinated with local health department officials. If concerns about more widespread infection arise, it may become necessary to take further measures. If this becomes necessary, St. Olaf will seek guidance from local health officials to determine what additional steps are needed for the St. Olaf community. In addition, students, staff, and faculty who are well but are taking care of or share a home with someone with a case of COVID-19 should follow instructions from local health officials.

St. Olaf will not host an on-campus commencement ceremony at the end of May.
St. Olaf is planning to celebrate all graduating seniors in several ways this spring, including through a virtual graduation celebration. These events do not replace the Class of 2020 commencement ceremony. President Anderson communicated to students on April 9 that our ceremony will be held in late May or early June of 2021 to allow for a more robust in-person celebration. This is the time when members of the Class of 2020 will be able to participate in some of the college’s most beloved traditions: signing of Old Main Tower, Baccalaureate, the Commencement Ceremony on Mellby Lawn, and more. College leaders will be in touch directly with St. Olaf seniors to provide more details.

We will not be having reunion on campus this spring. We are looking at alternative ways to properly celebrate reunion, and we will communicate with our alumni as soon as we have further details.

Faculty members will need to determine what can and cannot be continued in an online format, and will communicate with their students about the transition to distance learning.

We are aware that not everyone has internet access at home and that moving to online classes will create hardships for some members of our community. IT will work with students without a laptop/internet to talk through options for completing their course assignments. This may include IT providing them with laptops and potential hotspots. Please fill out the following IT form if you need access to a laptop or internet access.

As St. Olaf reviewed how to reimburse families for room and board, the college took immediate action by providing a reimbursement of up to $1,125 per student depending on your current room and board plan. This immediate reimbursement is meant to cover the time away from campus through April 17. The college then issued an additional housing and meal credit for students who do not remain on campus. The additional credit was posted to your student account and is prorated to reflect the entire amount of room and board for the remainder of the second semester. After this additional credit is posted to your account you will have received a total of $2,825 in room and board credits, which represents a 100% credit for the time students are not able to be on campus after spring break. If you have immediate questions please send an email to tuition@stolaf.edu.

You can complete the following form electronically and send it securely through our secure document exchange using your St. Olaf email.

Please email csgold@stolaf.edu with the amount of your Ole Dollar balance that you would like to be refunded. That amount will be credited to your tuition account and a refund can be requested through SIS.

We understand that altering travel plans can be stressful, disappointing, and costly. Many airlines are now waiving change fees, and many other travel providers are offering similar refunds or re-booking policies. The college will not cover additional travel expenses.

Depending upon your student work category the following will apply:

• If you have been given permission to work remotely, you may continue to work and earn work study toward the cost of tuition and other expenses.
• If you are a student who continues to reside on campus and have been given permission to continue to work in a work study position, you may continue to work and earn work study toward the cost of tuition and other expenses.
• If you are a student who continues to reside on campus and have a work award but you are not able to work, a credit has been provided based on your average hours worked during the 2019-2020 academic year.
• For all other students with work study who are not on campus, given the full credit for room and board for students, the college is not providing work study awards.

Some students may be allowed to perform work remotely depending on the nature of their work (e.g. tutors, research assistants, supplemental instruction, etc.). Please reach out to your supervisor for guidance on this option. Supervisors will work with the HR office to review whether the student’s work is crucial to the college’s continued operations.

There are very limited jobs available for students who need to stay on campus. Please reach out to studentemployment@stolaf.edu and we can let you know if there are any departments that are in need of student workers.

If you are currently living and working on campus, you may continue to perform your student work responsibilities, unless your supervisor notifies you of any changes.

The post office will remain open. If students get a package delivered, they will receive an email. If they want their package forwarded, they need to email or call the post office. If anything changes, the post office will communicate with the school.

Due dates for materials checked out from St. Olaf Libraries and Carleton College Library have been extended to May 20, 2020 for all graduating seniors. For all other students, due dates for books and DVDs have been extended to September 10.All students, regardless of graduation date, should return Reserves, AV equipment, and Interlibrary Loan items by May 20. Please contact library@stolaf.edu for questions about mailing items back to the library.

Please see the CAAS web page for more information.

Please see the Disability and Access web page for more information.

IT will remain open and close at 5pm each day.

International and Off-Campus Studies is still planning and hoping for off-campus study programs this fall to continue as planned. Many of our partners are offering very generous cancellation policies to enable students to stick with their plans as long as possible while we wait for the pandemic to subside.

Many students have questions about fall course registration. Our systems presently prevent students from registering on campus if they are committed to studying abroad. IOS is working closely with IT and the Registrar’s Office to try to find a way for students to be able to register for on-campus classes as a backup. We will send more information to all committed off-campus participants before the end of break, in advance of registration.

The International and Off-Campus Studies Office has informed all St. Olaf students studying abroad that they should return home immediately. If students choose to stay abroad, it will be at their own risk and against the college’s strong recommendation. This includes the college’s Environmental Science in Australia program. We understand this news is disappointing, but we made this decision with our students’ health and safety foremost in mind.

At present, we are planning to offer all off-campus programs next year. Our policy is that programs will not be offered under the following circumstances:

• In the case that a country is raised to and remains a Level 3 or higher status by the Centers for Disease Control (CDC) or the U.S. State Department.
• In the case that airlines suspend flights to the program location.
• If the program partner chooses to close the program.
• If for health, safety, or other compelling reasons the college determines that a modification or cancellation of the program is appropriate.

In the case of any of these issues, St. Olaf will be in touch with students and the program host to discuss their individual circumstances. If you have any questions, please contact us at ios@stolaf.edu.

All St. Olaf students studying abroad in every country have been advised to return home immediately. For students who cannot return to any location other than St. Olaf, the college is making arrangements to support their self-quarantine away from campus for 14 days.

We do have a population of students who may not travel to their home or have another place to stay. We will continue to house and feed the small number of students who must stay on campus. All students who are able to do so have been asked to return to their homes and may not return to campus to visit.

Please remember that many students are still experiencing common illnesses like cold and flu. Do not assume that someone who is ill has COVID-19. Be mindful about spreading fear or anxiety and making assumptions about staff or students who may be from the geographic areas at the epicenter of the COVID-19. If you have concerns about a particular student, send Associate Dean of Students for Residence Life Pamela McDowell the student’s name and she will follow up to ensure the student is taking appropriate self-care measures and steps to prevent exposing others.

Students have been sending questions and comments to the Coronavirus Response Team. By doing so, they have helped to bring matters to our attention and contribute to our process.

The U.S. Student & Exchange Visitor Program (SEVP) and the Department of State (DOS) announced that they are focused on ensuring that non-immigrant students are able to continue to make normal progress in a full course of study as required by federal regulations during this time. SEVP and DOS intend to be flexible with temporary accommodations, including moving courses online. Under this accommodation, F-1 and J-1 St. Olaf students may continue to make normal academic progress and maintain their visa status by continuing to be enrolled full time (3 credits) even though our coursework will be online for the remainder of the semester. If any F-1 or J-1 students have questions or concerns about their immigration status please do not hesitate to reach out to the Assistant Director for International Engagement, Megan Carmès (carmes@stolaf.edu).

Unnecessary travel is strongly discouraged. Consistent with federal and state guidance to protect our community, faculty and staff are encouraged to stay close to home. Following an employee’s personal travel, they will need to indicate “yes” on the Health Questionnaire. The employee must discuss with their supervisor the necessity of a personal leave of absence to be taken following the travel days in which the employee must use vacation/PTO time for the travel days and subsequent self quarantine time frame. For more information, refer to the CDC guidelines.

Minnesota Gov. Tim Walz issued a stay at home order for all Minnesotans through May 4. A stay at home order directs Minnesotans to limit movements outside of their homes beyond essential needs. By limiting social interactions, we decrease the chance of transmission of COVID-19 and help our health care sector prepare for increased demands. For more information visit the Governor’s website.

Yes, the college will remain open as there are still students living on campus. The only employees who should come to campus are those who are needed to continue the essential on-campus operations of the college. Employees working remotely will continue their duties during the college’s regular hours of operation.

If your role requires that you must come to campus to continue the on-campus essential operations of the college, then you should do so while continuing to practice diligent social distancing.

If your position can be performed remotely, then you can no longer commute to campus. Identify what you will need to take to your home to be able to work from there indefinitely. Don’t be caught without the materials and technology that you need, as you will be unable to retrieve them from campus.

If you are not sure if you need to be working on-campus or must work remotely, please speak with your supervisor.

Decisions regarding work responsibilities will be determined within your division/department. During this pandemic, certain employees may not be performing their typical work on campus or remotely and instead must take on other responsibilities in support of the college. Staff may also be reassigned to use their special skills or background that would be beneficial in an emergency situation.

Our goal is to balance being flexible while also maintaining essential services and supporting the students who remain on campus. We recognize that many of you have concerns about how you will balance your commitments at work and at home. Please work with your supervisor to discuss your situation and possible remote work strategies (e.g. alternate child care arrangements, working a flexible schedule, etc.).

Please notify the Coronavirus Response Team and we will link from the COVID-19 site to your respective department website that states the detailed information.

Accommodations for employees with underlying medical conditions or who have household members with underlying health conditions will be considered. To request an accommodation, faculty and staff must complete the COVID-19 High Risk Accommodations Request Form.

Yes, faculty and staff must report here if they will be missing work due to their own self-quarantine or are ill from COVID-19 or caring for a family member who has become sick due to COVID-19.

Exempt (salaried) employees will receive salary continuation. Hourly employees will use their Sick Leave Reserve (SLR). If an hourly employee does not have enough SLR then the college will provide hourly employees up to 10 SLR days to cover their quarantine absence. These SLR hours must be logged in the Time Entry System in the “SLR-ER” field. However, the use of “SLR-ER” cannot be used in an instance following an employee’s personal travel, which is against the college’s recommendation, and a personal leave of absence must be taken using vacation/PTO time for the travel days and subsequent self quarantine time frame.

Our current sick leave policies would apply – an exempt (salaried) employee would receive salary continuation for this illness period. If an hourly employee becomes ill with COVID-19, they would be provided 5 days of Sick Leave Reserve (SLR), to bridge the gap until Short-Term Disability commences. The one-year requirement to be eligible for short term disability will be waived for hourly employees who have less than 1 year of service.

Faculty and staff must report here if they will be missing work due to their own self-quarantine or are ill from COVID-19, or caring for a family member who has become sick due to COVID-19.

Follow the CDC guidelines if you are feeling sick. If you have COVID-19 symptoms or you are not feeling well, you need to stay home. You are most contagious when you have a fever (100.4 degrees Fahrenheit or 38 degrees Celsius or above).

If someone in your household is sick, please take extra precautions and follow 10 things to manage health at home, if possible or confirmed COVID-19. The Northfield Hospital and Clinics would like those who are experiencing symptoms and think they may have contracted COVID-19 to call before going to the hospital. During the day (7:30 a.m.-5 p.m. Monday through Friday), individuals can be screened by calling the clinic at 507-646-1494. After hours, individuals should call the Northfield Hospital Emergency Department at 507-646-1100.

• Physical Health Resource – For those on the St. Olaf health insurance plan through Blue Cross Blue Shield, you can access virtual care by visiting: https://www.doctorondemand.com/.
• Mental Health Resource – Your mental health is just as important as your physical health. We have mental health online resources available to help if you should need them. If you or a family member are in crisis, you may contact the Life Assistance Program or view this article on Stress and COVID-19.

Please remember that many faculty, staff and students are still experiencing common illnesses like cold and flu. Do not assume that someone who is ill has COVID-19. Be mindful about spreading fear or anxiety and making assumptions about faculty, staff, or students who may be from the geographic areas at the epicenter of the COVID-19. If someone has symptoms, encourage them to seek medical advice. You may also notify benefitsandcomp@stolaf.edu and a member of Human Resources will follow up to ensure the individual is taking appropriate self-care measures and steps to prevent exposing others.

Please review the new Remote Work policy for more information.

These Remote Work Resources have been compiled for faculty and staff related to technology, communication and successfully working remotely. Make your supervisor aware of your technology needs for remote work so that each division can send those requests in one document to the IT Help Desk. Employees should also reference the new LinkedIn Learning pathway for remote work while continuing to use the platform for professional development.

We are aware that not every employee has Internet access at home and that moving to online classes will create hardships for some members of our St. Olaf community. We have no plans to provide Internet services to employees. However, several Internet providers are now offering low cost solutions for individuals during this pandemic. Typically, personal computers may not be used to perform remote work, especially when specialty software is required. These Remote Work Resources have been compiled for faculty and staff related to technology, communication and successfully working remotely. Make your supervisor aware of your technology needs for remote work so that each division can send those requests in one document to the IT Help Desk.

If your role requires that you must come to campus to continue the on-campus essential operations of the college, the college has asked supervisors to arrange shifts so that team members can practice diligent social distancing to slow the spread of COVID-19.

The St. Olaf health insurance plan with BlueCross will cover COVID-19 testing and testing-related office visits at 100%. Similar to preventive care, these costs will not be subject to an employee’s deductible, co-insurance or out-of-pocket maximum. Standard COVID-19 treatment will be subject to deductible and out-of-pocket maximum accruals like other non-preventative care.

There are some staff positions and responsibilities that cannot be performed remotely and/or work schedules have been adjusted resulting in staff being able to work less than their regular work schedule. For those who fall into this category, we have modified the Time Entry System to allow staff to log and be paid for these non-work hours.

Beginning the week of March 21, 2020, these employees may record any missed, non-work hours by using the “COVID” box in the Time Entry System. These hours will be paid at the employee’s standard hourly rate and deductions will be taken as usual. Any planned time off should be tracked in the PTO or Personal Choice Day boxes as applicable. Any time tracked using COVID pay will not accrue PTO or be used in calculating overtime, similar to a leave of absence as outlined in the Staff Handbook.

As President Anderson communicated on March 31, 2020, “The College does not foresee making any layoffs or furloughs for the rest of this academic year,” which is May 31, 2020. Therefore, there is no need to apply for Minnesota Unemployment at this time, if St. Olaf is your only employer.

Yes, complete the Qualifying Event Notification form and email it to benefitsandcomp@stolaf.edu.