Coronavirus (COVID-19) Information for AgriLife Employees

Staffing guidance

Maximum percentage of employees onsite beginning June 1

• Beginning June 1, 2021, all occupancy levels should increase to 100%.
• Units seeking to exceed maximum occupancy levels must consult with their executive leadership for approval. Measures to mitigate employee exposure will be discussed. Units should also advise Debi Fincher at the AgriLife Office of Ethics and Compliance.  
• County Extension Offices should continue to follow their county’s continuity of operations plans. If such a plan does not exist, they may follow the AgriLife guidance. 

Return to worksite plans

• Units are encouraged to continue transitioning employees back to their offices by implementing a return-to-worksite plan that includes the rotation of employees onsite. 
• For assistance with return-to-worksite plans, supervisors may consult with AgriLife Human Resources.  

Safety measures

• Employees should minimize in-person meetings and follow guidance related to the prevention of COVID-19. Meetings that include visitors may include as many individuals as necessary while still accomplishing social distancing (6 feet). Off-campus locations should follow local guidance, and should your local health authority implement stricter guidance, please adhere to this guidance.
• Face masks are encouraged in our facilities’ indoor public spaces, on public transportation and wherever a six-foot social distancing radius cannot be maintained. Please see the section on face coverings, below, for more information. 
• Per System guidance, faculty, staff and students are encouraged to bring their own water to minimize touching of common water fountains.  
• On the Texas A&M University campus, SSC Services continues to prioritize cleaning measures to prevent spread of the virus. This group is also continuing to provide disinfectant wipes and other supplies that support healthy hygiene. In off-campus AgriLife locations, hygiene supplies and personal protective equipment should be sourced locally. If you need help sourcing personal protective equipment or other supplies, contact David DeLeon.

Please note that county Extension personnel should follow guidance provided by county leadership or, if there is doubt, with the applicable District Extension Administrator.

Face coverings

Face coverings are no longer required on Texas A&M University campuses, pursuant to Executive Order No. GA-36 issued by Texas Gov. Greg Abbott on May 18, 2021. The executive order also applies to all Texas A&M AgriLife facilities throughout the state, effective immediately at indoor and outdoor facilities and venues. At host facilities that have a face covering requirement, AgriLife employees should follow the host’s guidance.

For employees and students who have not been vaccinated, we still highly recommend face coverings to reduce the spread of COVID-19.

Also, see Texas A&M’s helpful page on face coverings.

Supervisor guidance for return to work

Base priority of identifying employees needed on-site on consistent job-related criteria: job duties that require direct access to equipment or machinery; job duties that affect the security, safety, or physical operation of the unit; duties that include required, direct support of internal (employees) or external customers (visitors, students, vendors, etc.) that cannot effectively be provided remotely; individuals with subpar conditions at their remote work location (e.g. poor internet connectivity, lack of privacy, or excessive communication expenses).

Determine if there are functions that can continue remotely without disruption of on-site services. If the request to refrain from returning to work on-site is related to a medical condition or the medical condition of a member of the employee’s household, medical documentation to substantiate the illness/injury/health condition will be required. If the employee is able to produce medical documentation, he/she may be entitled to sick leave or FMLA coverage. If the employee is unable to produce medical documentation, the employee may request the use of other accrued leave (vacation time off and/or comp time) or request leave without pay. If the employee claims that they have a medical condition that puts them at greater risk of severe illness if they contract COVID-19, and therefore ask for a reasonable accommodation under the Americans with Disabilities Act (ADA), the employee must complete a Reasonable Accommodation Request Form.

Supervisors should continue to fully consider the need to protect our employees and their families from cluster infection, particularly where highly vulnerable populations are involved and should continue to allow remote work for employees who have child care or elder care obligations or other overriding factors that might make an immediate return to work difficult or impossible.

Questions and information that can be requested of employees

Supervisors may ask, but not require, information about apparent signs or symptoms of illness that may be associated with COVID-19. Employees should not be asked if they have, or suspect having, a specific illness or diagnosis. However, employees may be asked about:

• Their possible direct exposure to COVID-19; 
• Their having been advised to go into self-quarantine by a healthcare professional; and
• Their recent travel or plans to travel, both domestic and international.

All information about employee illness should be maintained in the confidential medical record section of the personnel file. Jennifer Hobbs, Chief Human Resources Officer, can advise supervisors on an appropriate way to have this conversation if necessary.

Agency testing

The A&M System is providing free on-campus testing options for faculty, students and staff. These simple mouth swab tests will not be available to the general public.

Students, faculty and staff are encouraged to get tested if they experience COVID-19 symptoms or suspect they have been exposed to someone with COVID-19. Close contact is defined by the Centers for Disease Control and Prevention as being within six feet of someone with COVID-19 for more than 15 minutes beginning 48 hours before the individual had symptoms, regardless of wearing a face mask.

Each system campus now has an online test registration, and anyone wishing to be tested must first sign up there. Trained personnel will monitor the self-administered oral swabbing required.

How to utilize System-funded testing

Testing is by appointment only. For students, faculty or staff with a UIN, registration for a testing time window can be found at https://tx.ag/COVIDtest.

For agency personnel, the testing options are as follows:

For agency personnel located in Brazos County

Please utilize public health testing options first. If those are experiencing delays or are unavailable, two location options are available for those on campus in College Station. Select “Agency” where prompted and the location.

• An outside location behind the Health Science Center on SH 47 is available on Tuesdays and Thursdays, subject to weather conditions. Select “Texas A&M Health – Maroon Line Testing-HSC Bryan Campus (CB1) for this option, and to see available appointment times.
  
  
• A tent at A.P. Beutel Health Center is additionally offering a self-collected nasal swab and blood antibody COVID-19 testing for faculty and staff. They will file insurance for these tests.

For agency personnel located near one of the other 10 A&M System university campuses 

Please utilize public health testing options first. If those are overwhelmed or unavailable, you can arrange for agency personnel to get tested at a nearby A&M System campus. To do this, please contact Benika Dixon at Benikad@tamu.edu, and she will assist in contacting that System campus location to arrange testing.

If you have any problems getting tested, please also contact Elizabeth Parker at Elizabeth.Parker@ag.tamu.edu with AgriLife Research, Angela Burkham at angela.burkham@ag.tamu.edu with AgriLife Extension, or Debi Fincher at Debra.Fincher@ag.tamu.edu with the Office of Ethics and Compliance.

For agency personnel not located near an A&M System campus

Please utilize public health testing options first. If those are overwhelmed or unavailable, please contact Benika Dixon at Benikad@tamu.edu, and the A&M System will overnight a test kit directly to the employee. An observer will remotely monitor the test and arrange for shipment of the completed test to a laboratory for analysis.

If you have any problems getting tested, please also contact Elizabeth Parker at Elizabeth.Parker@ag.tamu.edu with AgriLife Research, Angela Burkham at angela.burkham@ag.tamu.edu with AgriLife Extension, or Debi Fincher at Debra.Fincher@ag.tamu.edu with the Office of Ethics and Compliance.

Reporting COVID-19 cases

The university has released guidance for reporting COVID-19 symptoms, exposure, or a positive test. Please review the information here and report to the university’s portal. Email COVID19Process@tamu.edu with your questions.

In addition, AgriLife employees who meet the below criteria must notify their supervisor, who will then ask that the individual complete an online form, and also contact Debi Fincher:

• develop symptoms of COVID-19, or, 
• in the previous 14 days, if they have traveled to an area that requires quarantine upon return home, or, 
• have been in contact with anyone known or suspected to have tested positive for COVID-19.

Contact tracing to occur on and off main campus:

The Texas A&M Investigation and Operations Center is handling contact tracing for the main campus as well as all off-campus locations and the regional System campuses. Contact tracing is very important for the safety of our campus communities. Your assistance will be incredibly valuable in helping our campuses continue to offer face-to-face courses. If contacted by one of the professionals at the center, please assist them and help make our communities a safer place for all.

Alternate work locations

• AWL arrangements made since March 20, 2020 due to COVID-19 protocols may be extended through May 31, 2021, with supervisor and unit head approval. 
• For AWLs that remain in place beyond May 31, 2021, a long term request must be submitted through the formal request process which routes to AgriLife Human Resources prior to signature of final approver.
• AWL requests are subject to supervisor AND unit head approval and must be based on appropriate job tasks that can effectively be performed remotely

Remote work resources

For AgriLife IT agency supported employees

The AgriLife IT service desk will continue operation and provide remote assistance for the majority of computer and software support needs. A skeleton team is available to perform hands-on computer repair as required. The group has also put together the following reference guide with details on how to access email, files and perform voice, video and chat collaboration with fellow employees and others: https://firstcallhelp.tamu.edu/knowledge-base/remote-office-resources/

Additional information from the university on working from home can be found here: https://it.tamu.edu/work-from-home.php.

For College employees

Information from the university on working from home, as well as VPN support, can be found here: https://it.tamu.edu/work-from-home.php.

Supervisors will provide additional guidance in the coming days. We will also continue to keep you informed through email communications and on our Coronavirus resource webpage for employees. 

Working hours, time off and leave – Benefits-eligible faculty and staff

• Employees who choose to self-monitor or self-isolate because they belong to categories considered to be at higher risk of getting sick from COVID-19 (adults 60+ OR people who have serious chronic medical conditions such as heart disease, diabetes, or lung disease) should consult with their managers about telecommuting or working from home, where feasible. See more information at https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/high-risk-complications.html.  Otherwise, employees may take other paid leaves as applicable to their position and situation.
  
• When an employee returns from self-isolation supervisors may accept a doctor’s note if it is voluntarily provided but they may not require or ask for any specific documentation. However, supervisors may require that the employee notify them prior to return to work and may also require that the employee be asymptomatic upon return from self-isolation.
  
• Employees who are coughing or displaying other symptoms can be sent home and may be encouraged to seek medical advice but cannot be required to go to the doctor. Supervisors can require the employee to be asymptomatic before returning to work.
  
• Coronavirus qualifies as a “serious health condition” under FMLA, allowing an eligible employee to take FMLA leave if either the employee or an immediate family member contracts the disease.

Emotional support

Employees experiencing emotional challenges (such as anxiety) due to the coronavirus outbreak should contact their physician and/or Work/Life Solutions Program by GuidanceResources®. Work/Life Solutions employee assistance program offers a variety of services including consultations with clinicians for anxiety, depression, stress, grief, loss, life adjustments, relationship challenges, marital conflicts, etc.  Additional information about Work/Life Solutions Program by GuidanceResources®.

Families First Coronavirus Response Act (FFCRA)

The Families First Coronavirus Response Act (FFCRA) expired March 31, 2021.  

Flexible hiring freeze

Given the uncertainties and impact of COVID-19 on the state economy, we are continuing to conserve resources that can be called on should the need arise. At the direction of The Texas A&M University System, Texas A&M AgriLife has implemented a flexible hiring freeze for positions paid totally or partly from appropriated funds.

• Current requisitions for positions paid from appropriated sources will need to be reviewed by executive leadership to allow time for conversations with hiring supervisors about their needs.
• Requisitions for positions paid from appropriated sources and deemed essential by executive leadership will continue to be posted so that recruiting can continue. All others will be cancelled, and recruiting will be deferred.
• For positions paid on appropriated sources, requests to fill currently posted requisitions and to post new requisitions will require approval.

You may view additional guidelines on the flexible hiring freeze on our website for guidance going forward.

Converting courses online

To support faculty in converting their courses to online formats, the college has established an onsite help center in the open access computer labs in the Agriculture and Life Sciences Building. Instructors seeking assistance can log in to a desktop machine with their NetID and password or bring their own laptop. Registration is required so we can maintain social distancing safeguards.

• Faculty are recommended to review the guide at https://keepteaching.tamu.edu/ before scheduling time with the help center.
• A full schedule of when the COALS Online Course Transition Help Center is available can be found at https://ers.tamu.edu/event/7926.
• For assistance beyond the help center, you can email coals-eadean-office@ag.tamu.edu with your request or questions.
• Additional information, including FAQs, are online at https://aglifesciences.tamu.edu/covid19/.

Research

By August 1, 2021, we fully anticipate returning to regular research operations as determined by pandemic conditions and business needs at that time. This will be informed by the COVID-19 situation during the summer months and System guidance.

Impacts to federal funding agencies / grant opportunities 

If you have program-specific questions for your federally funded projects, please contact your federal program manager.

Updates related to COVID-19 impacts from other Federal Funding Agencies can be found in the following link provided by the Council on Government Relations: https://www.cogr.edu/institutional-and-agency-responses-covid-19-and-additional-resources 

Additionally, current federal agency COVID-19 funding opportunities can be found at:  https://cers.tamu.edu/funding-opportunity-news/.

Travel guidelines

• As of June 1, 2021, Texas A&M AgriLife Extension Service employees will resume pre-COVID travel authorization protocols. Supervisors will be following up with employees to confirm the process and approvals.  
• As of June 1, 2021, domestic travel authorizations for Texas A&M AgriLife Research will resume pre-COVID protocols.
• All travelers should review the current levels of community transmission of COVID-19 in the locations where they will be traveling. 
• Extension agents planning out-of-county travel should submit the travel request form AG-802, approved by the immediate supervisor.
• Mission-critical international work travel may be approved on a case-by-case basis by the CEO or designee. However, please note that any country on the CDC’s list of countries with restrictions on entry to the U.S. will be included on The Texas A&M University System Risk Management’s list of Extreme Risk Countries. Travel to these countries will not be approved. Please continue to check the CDC travel website, as these recommendations may evolve. All requests for international travel must be routed through Concur for Ethics & Compliance review, risk mitigation, and subsequent recommendation to the CEO for approval.
• Approval and Routing:
  • Route all travel requests through Concur to obtain approvals.
  • Requests will route automatically; departments have pre-loaded Concur workflows.
  • For routing requiring VP/Dean approval, these individuals can be added to the workflow during the submission or approval process within Concur.

Vehicular travel

As of June 1, 2021, vehicular occupancy limitations are removed for AgriLife Extension and AgriLife Research. However, we recommend that unvaccinated personnel wear masks when traveling in the same vehicle with others. We also recommend that if traveling for work with more than one person per vehicle, do not exceed 50% maximum vehicle occupancy, have the ventilation system turned on but not placed in recirculation mode, and, when possible, have two windows slightly open.

AgriLife Research continues to strongly encourage its employees to keep to one person per vehicle for work travel. But, if you choose to travel with more than one person per vehicle, the Vehicular Travel for Mission-Critical Research acknowledgement must be signed as part of the travel approval process.

Out-of-state travel

Employees traveling outside Texas should review the CDC COVID-19 Data Tracker prior to travel. Also see the CDC page for state health departments and their travel restrictions. If you have any questions, please e-mail Debi Fincher.

International travel

It is recommended that everyone self-monitor their health after travel, following the CDC guidelines for return from international travel. While full details can be found on the CDC website, they are summarized below:

If you have been vaccinated:

• Test negative within three days prior to return to the United States; test again three to five days after return.

If you are not vaccinated:

• Test within three days of return to United States; test three to five days after return; self-isolate for seven days (regardless if you test negative).

Self-quarantine and self-monitoring guidance can be found on the Texas A&M COVID-19 website and on the CDC Care Guide. Please check the CDC website for COVID-19 high risk countries and the U.S. State Department’s website for other countries’ travel restrictions for U.S. citizens.

Mission-critical international work travel may be approved on a case-by-case basis by the CEO or designee. However, please note that any country on the CDC’s list of countries with restrictions on entry to the U.S. will be included on The Texas A&M University System Risk Management’s list of Extreme Risk Countries. Travel to these countries will not be approved.

Please continue to check the CDC travel website, as these recommendations may evolve.

International study and study-away experiences

Recent CDC guidance regarding study-abroad programs states that institutions of higher education should be aware that students may face unpredictable circumstances, such as travel restrictions, challenges returning home and challenges accessing health care while abroad. Taking this into consideration, study elsewhere and study abroad may be permissible under the following considerations:

• Semester-long study abroad experiences may be allowed on a case-by-case basis, depending on local conditions of the places to be visited.
• The status of study-abroad and study-elsewhere experiences after May 1, 2021 or later is yet to be determined.
• Student travel should be mission critical.
• Approval processes are dependent on the type of student travel:
  • A student planning travel associated with an academic program, or a faculty member planning a trip with students, should consult with his or her department head to determine if desired travel is essential to the mission of the university.
  • Travel within the state of Texas essential to the mission of the university will be permitted at the discretion of the applicable department head. Out-of-state travel essential to the mission of the University will be permitted at the discretion of the dean. Mission-essential approval must be obtained prior to travel. Route all travel requests through Concur to obtain approvals.
  • Student organizations should consult with the Department of Student Activities to determine if desired travel is mission-critical to the institution. Pre-approval for domestic travel is required from the vice president of student affairs and, for international travel, from the Office of the Provost.
  • Students travelling for mission-critical research projects supported by 06 funding should continue to route from principal investigator to department head to David Ragsdale, Ph.D., associate director and chief scientific officer, AgriLife Research.

Please continue to check the CDC website as these recommendations may evolve: https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html.

Visiting scholars and international visitors

All international visitors to campus, including those invited for job interviews, should adhere to current CDC guidance:

• Vaccinated travelers must test negative within three days prior to travel or returning to the United States, and test again three to five days after return.
• Unvaccinated travelers, test within three days of return to the United States; test three to five days after return, self-isolate for seven days (regardless if you test negative).

International visitors should ensure they have appropriate insurance coverage if they get sick.  Departments/hosts should consider including providing testing on campus or within the community, if possible.

Event information

As we transition into the summer, we understand there will be a shift to in-person and hybrid events.  We suggest the following: A continuation of virtual meetings as appropriate. Please also consider the comfort level of in-person attendance with attendees, and ensure a virtual option is provided if feasible. With the return of some in-person programming, we encourage you to consider the following areas:

• Gathering limits: Follow the relevant local, state or university guidance regarding group gathering limits and appropriate protocols. Please reference the appropriate Open Texas Checklist for your event.
• Hybrid offerings: Not all guests may be comfortable with attending in person. Please consider offering a virtual option to events to ensure all parties can attend in their preferred format. 
• Virtual meetings: For alternative methods of delivery for traditional face-to-face meetings and educational programs, the Digital Education unit has put together a resource on best practices and tools that are currently supported by AgriLife.
• Visitors to AgriLife Facilities: As of June 1, 2021, AgriLife facilities are open to visitors, and until further notice visitors should complete the COVID-19 Screening for AgriLife Facility Visitors form prior to their arrival onto our facilities. The document should be kept in case contact tracing is needed.

College of Agriculture and Life Sciences student groups

Student Activities has encouraged all student groups to meet virtually. Please consult the student activities website for relevant updates, but we will distribute an update COALS policy regarding student gatherings prior to the fall semester.

COVID-19 related event losses and entering into future contracts

For those of you who are in the midst of cancelling events or planning gatherings for 2021-2022 when safe to do so, we understand this can be an uncertain time. If there are COVID-related financial implications from an event that has occurred or has been cancelled, please let your business administrator know and they can assist with further guidance related to coding these losses appropriately. 

In regards to entering into future contracts, AgriLife Rule 25.07 (AgriLife Research / AgriLife Extension) sets out when facility agreements need to be sent to the AgriLife Contract Office for review. However, if a department wants to send a facility use agreement for review before signing (even if it can be signed at the department level without the Contract Office’s review per Rule 25.07), you may do so by emailing the agreement to contracts@ag.tamu.edu. The standard facility use addendum is located at AgriLife Research / AgriLife Extension. If a facility refuses to sign the addendum or requests revisions, please contact contracts@ag.tamu.edu before signing the agreement. Note that the contracts office cannot provide legal advice/interpretation of a signed facility rental agreement related to the department’s rights to cancel the contract or the financial implication (if any) associated with the cancellation.  

As we receive updated guidance on gathering limits, you will be notified via email or you can visit our web resource for COVID-19 updates.  If you have any questions in the meantime, please do not hesitate to contact AgriLifeEvents@ag.tamu.edu.

Custodial services

The Texas A&M System has asked SSC to re-prioritize their work and focus on tasks that will prevent the spread of the virus that causes COVID-19. For example, instead of cleaning large classrooms that are not being used, they’ve been asked to focus on cleaning restrooms, disinfecting hard surfaces, etc. Departments can assist by locking classrooms that should not be in use so that custodial staff really can focus on high use areas.

TVMDL

TVMDL has been identified as providing essential services to the State of Texas and has remained fully operational throughout the COVID-19 pandemic.  TVMDL employees are considered critical infrastructure workers and follow essential worker processes in accordance with the US Centers for Disease Control and Prevention, Texas A&M University System, and city/county governments. TVMDL employees should contact TVMDL HR Representative Paula Mondebello at 979-845-3414 with questions regarding agency protocols.