COVID Communication Protocols
Centers for Disease Control and Prevention (CDC) & Cal-OSHA Section 3205
Guidelines for Notification of Possible Exposure
“If you identify a case, inform people who might have been exposed.” – cdc.gov
Cal-OSHA Title 8, Division 1, Chapter 4, Subchapter 7 Section 3205 “Notice of COVID-19 cases: The employer shall notify employees and independent contractors who had close contact as well as any employer with an employee who had a close contact. The notice shall be provided as soon as possible, and in no case longer than the time required to ensure the exclusion requirements of subsection 3205(c)(5)(A) are met.”
In a circumstance where there is a confirmed COVID-19 case on campus, it is critical to maintain confidentiality of the student or staff member as required by the Americans with Disabilities Act and FERPA. (cdc.gov) No guidelines exist to inform secondary groups beyond those who have the possibility of direct, primary exposure.
COMMUNICATION PROTOCOLS
Scenario #1: Student Tests Positive - Communication Flow
-Student—Inbound Communications
Student -> Instructor -> Dean -> (Dean/Instructor) Vice President -> President -> Vice Chancellor, Owen Letcher
Instructors should notify their dean. Instructor and dean should not copy other faculty or administrators in email communication to protect the privacy of the student. The dean will work with their vice president to identify other students who had direct exposure and contact them via telephone and/or email. If a faculty or staff member was exposed, the college vice president will notify them. The documentation to forward to the communication response team should include but not limited to:
- Class lists if classroom exposure
- Department or area of exposure (library, building, etc.) with building number and room number
- Dates and times of exposure
-Outbound Communications
Direct supervisor -> Student with possible exposure
- CC: Assigned VP -> to be notified, college president to be notified
*If employees are impacted, please contact HR regarding available benefits specific to COVID-19
It is ideal to contact each student via telephone. If email is used, all outbound email communication should be sent individually to each student. It should not be sent in a group or in a group with a blind copy.
Scenario #2: Employee Tests Positive - Communication Flow
-Employee –Inbound Communications
Manager -> Immediate Supervisor/VP -> College President-> Vice Chancellor, Owen Letcher for notification purposes.
-Outbound Communications
Manager -> Immediate Supervisor/VP -> College President->for notification purposes.
Scenario #2: Staff/Student/Campus User Reports Covid-19 Positive Case
- Self-quarantine: Upon receipt of the report of the onset of symptoms, positive/presumptive positive test, the staff/student shall remain self-quarantined under Alameda County Public Health Orders.
- Contract tracing/communications: For all identified close contacts, the supervisor/instructor shall notify all individuals that they may have been in contact with a person who is positive for Covid-19 and that they should contact their personal health care provider for additional advice, Alameda County and CDC guidelines recommend masking for 10 days following an exposure. For instruction: Positive student identification shall be provided to the VP of Academic Services for tracing of other potential in-person class attendance.
- For instructional staff who are positive for Covid-19, all in-person instructional classes taught during the period 48 hours prior to onset of symptoms shall be moved to an online format for a period of 5 or 10 days and only resumed upon clearance of the instructional staff by completing the 5-day period with negative antigen testing and masking for 10 days or 10-day self-isolation period prescribed by Alameda County Public Health and are free of fever for 24 hours prior to the return, along with improving symptoms. A substitute instructor can be assigned to the online class in accordance with academic policies.
- Use email communication templates enclosed:
- Email Template
- Phone Call Script
EMAIL TEMPLATE: Email to Faculty/Staff When a Positive Case is confirmed (TO: contact tracing group)
[Employee Name]
[Employee Email]
RE: Notice of positive case confirmed
Dear [Employee]:
College/District leadership has been informed that an employee/student has tested positive for COVID-19. The employee/student was attending a class/meeting/working in the [location] on [DATE]. In accordance with Alameda County, you are reported as a close contact. * When CLPCCD leadership learns that we have an employee/student report that they have been confirmed as testing positive for COVID-19, we immediately provide notice to each individual that we believe had direct contact with the infected individual and direct them to monitor symptoms for 10 days and wear a well fitted face covering per CDC/Alameda County guidelines.
If you feel you are developing symptoms please report any symptoms you may feel could be related to Covid19 to your supervisor. If you are an individual and do not have symptoms, you do not need to quarantine after close contact with someone who has COVID-19, but should wear a face covering as noted above
For individuals who wish to be tested for COVID-19, testing is available between days three and five after close contact.
When we get additional information, we will relay that to you, but please understand that we are unable to provide personal information or additional details at this time due to personal privacy issues.
The individual is currently under medical care and we continue to check on their progress. It has now been [XX] days since anyone within CLPCCD has had direct contact at the work site with the individual.
We encourage you to monitor yourself and your family for the following symptoms listed below. We ask that you watch for symptoms onset that are not related to preexisting medical conditions or as a result of other underlying medical conditions, not related to Covid-19.
- fever or chills
- cough, shortness of breath or difficulty breathing
- muscle or body aches
- fatigue
- new loss of taste or smell
- headache
- sore throat
- congestion or runny nose
- nausea, vomiting or diarrhea
We understand that this news may be unsettling and cause for concern. Please continue to follow the precautionary steps that reduce the spread of COVID-19, including the following:
- Always thoroughly wash your hands for at least 20 seconds with soap and water;
- Use hand sanitizer when soap and water are not available;
- Practice good respiratory etiquette for coughs and sneezes by covering your nose and mouth with tissue, cloth, or inner elbow, and then immediately wash or sanitize your hands; and
- Stay home if you are sick
- Wear a well-fitting mask, while around others, for a period of 10 days from the date of exposure.
If you should develop one or more of these symptoms, please CALL your personal healthcare provider. If shortness of breath is severe, seek emergency treatment via a hospital emergency room (please call ahead) or call 911. Should you or a family member develop the symptoms listed, please isolate the individual from other members of the family. If you or a family member have a confirmed case of COVID-19, please inform your supervisor via email.
Yes, this information is unsettling, but we WILL get through this. We must support each other and remain positive. We are a community that cares for one another so please remotely reach out to support each other. Please reach out to your immediate supervisor for any additional questions.
Signature,
Direct Supervisor
Definitions:
*Close contact: A close contact is someone who has shared an indoor air space with a person who is positive for COVID-19 for at least 15 minutes within a 24-hour period (Source: Alameda County Public Health Department)
PHONE CALL SCRIPT TEMPLATE: When Calling Student with Possible Exposure
Hello, my name is [NAME] and I am the [TITLE] at [COLLEGE/DISTRICT].
I am calling to notify you that we had a positive case of COVID-19 on [CAMPUS] and we believe you may have been exposed on [DATE]. I know this information is unsettling.
Out of an abundance of caution, we urge you to monitor your health for the following symptoms that may appear 2-10 days after exposure and to wear a well fitted face covering when around others for a period of 10 days
- fever or chills
- cough, shortness of breath or difficulty breathing
- muscle or body aches
- fatigue
- new loss of taste or smell
- headache
- sore throat
- congestion or runny nose
- nausea, vomiting or diarrhea
Should you experience any of these symptoms, please call your doctor or nearest urgent care for guidance. If shortness of breath is severe, seek emergency treatment via a hospital emergency room (please call ahead) or call 911. Should you or a family member develop the symptoms listed, please isolate the individual from other members of the family. If you or a family member have a confirmed case of COVID-19, please inform your instructor via email.
Also, please continue to follow the precautionary steps that reduce the spread of COVID-19, including the following:
- Always thoroughly wash your hands for at least 20 seconds with soap and water
- Use hand sanitizer when soap and water are not available
- Practice good respiratory etiquette for coughs and sneezes by covering your nose and mouth with tissue, cloth, or inner elbow, and immediately wash or sanitize your hands; and stay home if you are sick
- Wear a will fitting mask, while around others, for a period of 10-days from the date of exposure.
- Yes, this information is unsettling, but we will get through this.