COVID-19 Tracking and Reporting Procedure

The UA System Office (Statewide) has enacted the following policy:

MAUs must systematically collect information regarding the presence in UA facilities of persons with COVID-19 or under investigation for COVID-19, regardless of source, inquire of employees and students who are or recently were present in UA facilities regarding COVID-19 symptoms/investigation/confirmation, take CDC recommended action such as cleaning facilities and warning affected students/employees, track the action taken, and, where significant numbers of people are affected, transmit that information to Public Health.

In addition, Statewide General Counsel has provided Implementation Guidance. The following procedure is intended to comply with this guidance and the aforementioned policy.

Procedure

1. Information regarding the presence of COVID-19 in UAA facilities or operations may be observed, disclosed, or reported, and may originate from a variety of sources, including potentially infected students, employees, contractors, public health, etc.
2. All supervisors must complete the UA Employee COVID Status Tracking Tool for all employees, regardless of status, and update each employee’s status any time it changes.
3. (GUIDE “A”) Employee on campus with approval to be there... "UAA Affiliates" – faculty and staff that have been in a UAA facility within the last 48 hours, and that are: COVID-19-positive; have fever, cough, or shortness of breath; or are a Person Under Investigation by the Alaska Department of Health and Social Services (DHSS) or local public health personnel are required to report their condition to EHSRM at (907)-205-6941 and via email at uaa_ehsrms@alaska.edu. The information gathered will be handled in a responsible manner in order to provide a measure of privacy to employees and students. It will help guide the Incident Management Team in managing disinfection, distancing measures, and building access.
4. Employees that report sick for non-COVID-19-related illness need not report the nature of their illness to their supervisor. However, the supervisor must confirm whether sick employees have been in a UAA facility or involved in-person in UAA operations in the 48 hours prior to becoming sick.
   1. (GUIDE “A”) If yes, the supervisor must ask whether the employee has COVID-19 symptoms (fever, cough, shortness of breath), is under investigation for COVID-19, or has been confirmed as COVID-19 positive. Do not inquire regarding illnesses other than COVID-19.
   2. If no, supervisors must not inquire regarding the nature of the illness. However, if an employee volunteers a COVID-19 status, document the fact that the disclosure was voluntary and that the employee has not been in a UAA facility or involved in in-person UAA operations in the 48 hours preceding COVID Employees.
5. (GUIDE “B”) Employees working remotely who have not visited campus within 48 hrs. of symptoms or CO -19 positive notification still need to report to their supervisor. Supervisors will update HR Tool in accordance with 4 above.
6. (GUIDE “C”) All Third Party (Contractors/Vendors) who are COVID-19-positive; have fever, cough, or shortness of breath; or are a Person Under Investigation by the Alaska Department of Health and Social Services (DHSS) or local public health personnel AND within contact of UAA operations or in a UAA facilities in the past 48 hrs must report to your Contract Manager or vendor program manager at UAA. UAA contract manager or vendor program manager will report instances to EHSRM at (907) 205-6941 and via email at uaa_ehsrms@alaska.edu.
7. (GUIDE “D”) Students in any Resident Halls who are COVID-19-positive; have fever, cough, or shortness of breath; or are a Person Under Investigation by the Alaska Department of Health and Social Services (DHSS) or local public health personnel must report this to the Department of Residence Life. Residence Life staff will coordinate with EHSRM and IMT.
8. (GUIDE “E”) Students (“Non-Res Life”) who are COVID-19-positive; have fever, cough, or shortness of breath; or are a Person Under Investigation by the Alaska Department of Health and Social Services (DHSS) or local public health personnel AND within contact of UAA operations or in a UAA facilities in the past 48 hrs. must notify their instructor immediately. Instructors will report instances to EHSRM at (907)-205-6941 and via email at uaa_ehsrms@alaska.edu.
9. Based on knowledge of COVID-19-positive persons, those with COVID-19-like symptoms, and Persons Under Investigation, EHSRM will notify the appropriate unit in the IMT:
   1. Disinfection Unit if additional disinfection is recommended.
   2. Housing Unit or Facilities Unit if buildings need restricted access and/or signage.
10. UAA IMT will report COVID status daily to the UAA IMT director and the SW IMT incident commander. This will permit the SW IMT incident commander to report to DHSS if significant numbers if COVID-19 illnesses are reported.
11. UA Personnel may only disclose medical information through the channels described in this procedure.

UAA Visual Policy Guides

• Guide A: “Essential Employees (UPD, Facilities, Res Life employees, others approved)”
• Guide B: “Remote working employees who are COVID-19-positive; have fever, cough, or shortness of breath; or are a Person Under Investigation by the Alaska Department of Health and Social Services (DHSS) regardless of contact with UAA operations or in UAA facilities in the past 48 hrs”
• Guide C: “3rd Party(Contractor/Vendors) COVID -19 Positive notification if within contact of UAA operations or in a UAA facilities in the past 48 hrs”
• Guide D: “Students in Resident Halls COVID -19 Positive notification if within contact of UAA operations or in UAA facilities in the past 48 hrs”
• Guide E: “Students (“Non-Res Life”) who are COVID-19-positive; have fever, cough, or shortness of breath; or are a Person Under Investigation by the Alaska Department of Health and Social Services (DHSS) or local public health personnel if within contact of UAA operations or in UAA facilities in the past 48 hrs”