• Every night, cleaning services staff disinfect surfaces. Janitorial staff will only wipe down surfaces that are clear of obstacles.
• Employees are encouraged to regularly move items (computer monitors, phones, desk calendars, etc.) from surfaces so that the entire surface can be accessed. Employees should continue to clean keyboards, mice, laptops, and phones.
• The Department of General Services has also established “wipe down teams” who are providing enhanced surface cleaning to front facing offices throughout the workday.

• That depends on how many members of the public and employees use a workspace. On average, employees should clean high traffic surfaces two to three times a day. If you do not work in a high traffic area, please use your best judgment and common sense in determining how often to clean.
• Please remember that cleaning resources will be harder to acquire during this period, so use resources appropriately.

• Although not required or considered clinically necessary by the Public Health Officer, you are now permitted to wear your own PPE (masks, gloves, etc.)  without OMS approval. For employees whose position already entails the use of PPE, there is no alteration to the current guidelines. 

• Non-essential meetings must be cancelled or conducted on a virtual basis. For technology assistance, please call the IT Help Desk at 240-777-2828.

• All County trainings have been cancelled. OHR's Training Department is currently developing virtual learning solutions. 
• Also, March 19, 2020, Governor Hogan issued an amended order for the state of Maryland that prohibits social gatherings and events of more than 10 people at all locations and venues to prevent the spread of COVID-19 within the state.

• The CDC defines social distancing as “remaining out of congregate settings, avoiding mass gatherings and maintaining distance (approximately 6 feet) from others when possible.” (Source) Social distancing is less drastic than quarantine or isolation, which are used for people who are suspected to be carrying COVID-19.
• For additional information on social distancing, please go to www.cdc.gov/coronavirus. 

• Allow yourself six feet of space from others.  
• Wave instead of shaking hands.  
• Avoid medical settings unless necessary; consider video visits with your doctor.  
• Avoid coming in contact with individuals displaying symptoms of illness.  
• Avoid congregating in large public venues such as theaters or sporting events.  
• Don’t go out in public when you are sick.  
• Practice excellent personal hygiene:  
  • Wash your hands often with soap and warm water for at least 20 seconds.  
  • Use an alcohol-based hand sanitizer with at least 60 percent alcohol if soap and water are not available.  
  • Clean and disinfect frequently touched objects and surfaces using standard cleaning practices.  
  • Cover your coughs and sneezes with a tissue, your sleeve, or your elbow.  
  • Avoid touching your eyes, nose and mouth.  
  • Avoid close contact with people who are sick.  
  • If you are sick, stay home except to get medical care. Inform your supervisor of any illness.  
  • Properly dispose of anything that comes in contact with your mouth such as tissues or plastic eating utensils.  
  • Clean your workspace frequently.  

To remain up to date on coronavirus best practices, visit the County’s web site: www.montgomerycountymd.gov/coronavirus.  

• The CDC defines exposure as being within approximately six feet of a COVID-19 case for a prolonged period of time, such as while attending a gathering, party, concert, or meeting.
• Exposure can occur through close contact while caring for, living with, visiting, or sharing a healthcare waiting area with a COVID-19 case.

• You can stay home with approved leave (annual, compensatory, sick, personal or PTO). If you don’t have enough leave, you will be advanced leave.
• All employees who have less than 80 hours of total leave balance will be advanced 10 days of sick leave.

• If you believe you have been exposed to a confirmed or suspected case of COVID-19, immediately call the County’s Disease Control at 240-777-1755 to get further guidance.
• You should also call your primary care physician (PCP). All three of our County’s medical providers offer telemedicine, and you are encouraged to use this service.
• If you do not have a PCP, you can go to an urgent care facility, but you should call ahead to provide them with advance notice so that they can take the necessary precautions to receive you.

• Contact your primary care physician or, if the event occurred in the County, contact the County’s Disease Control at 240-777-1755. A list of other local health authorities is below in the “Your Resources” section. Lastly, notify your Supervisor.

Inform your supervisor and immediately isolate yourself in your home.   Stay home and be in touch with your medical provider until you are fully recovered.  

• Employees who are diagnosed with COVID-19 based on the determination of a healthcare provider will use the pay code ADMIN LEAVE – OTHER with the Reason Code ADMCOVID to record these hours.

You can return to work at the conclusion of a COVID-19 illness if all of the following conditions are met:

• You have been cleared by your medical provider.
• At least 3 days (72 hours) must have passed since          recovery, meaning: 
  • You have been free from fever for at least 3 days (72 hours) without the use of fever-reducing or other symptom-altering medications (e.g., cough suppressants). A fever is defined as 100.4°F [37.8°C] or greater using an oral thermometer.
  • You have experienced improvement in respiratory symptoms (e.g., cough, shortness of breath)
• At least 7 days have passed since your symptoms first appeared.

Before you return to work, you must provide OMS with medical documentation from your medical provider indicating clearance to return to work.

• Before you reach out to your supervisor, first contact OMS at 240-777-5118, Monday through Friday between 8 a.m. and 4 p.m. You can also email medicalinfo.oms@montgomerycountymd.gov.
  • You will be required to provide medical documentation to OMS that demonstrates that you or a family member you live with is immunosuppressed.
  • OMS will give you a Health Status Report (HSR) which you should share with your supervisor.
  •  If you are over the age of 60 with no underlying medical conditions, you do not need to get clearance from OMS.
• Please note that OMS does not approve or provide guidance on telework or leave, nor does OMS answer any questions in regard to telework and/or leave; these questions must be directed to your supervisor. For Situational Telework information, please refer to the question, "What is the Situational Telework Policy effective as of March 16, 2020" in the section titled, "Telework."

• If you are sick but have not been directed by your healthcare provider to self-quarantine and you have less than 80 hours of total leave balance, you will be advanced 10 days of sick leave.
• If you are sick and have been directed by your healthcare provider to self-quarantine, refer to the question, “What should I do if I am sick but not diagnosed with COVID-19 and when can I return to work?” in this section.

• Report concerns to your immediate Supervisor. Generally speaking, non-clinical personnel are not expected to work with sick clients. However, this may require some departmental flexibility for sick clients seeking services.

• Only the employee’s healthcare provider and HHS Disease Control can make that determination.
• If you feel uncomfortable assisting a customer or working with a colleague who appears to be ill, notify your supervisor.
• Questions related to COVID-19 may be directed to 240-777-1755.

• If you are sick, stay home until you are fully recovered before returning to work. Fully recovered means:
  • You have no symptoms of acute respiratory illness and are free of fever (100.4°F [37.8°C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever reducing or other symptom-altering medicines (e.g., cough suppressants).
• If you have been absent for more than 15 work days, you must provide medical documentation from your medical provider to OMS indicating clearance to return to work.

Many questions have been received regarding “at-risk” individuals and employees with disabilities. The CDC’s guidance for who is at risk is constantly changing. Based on the most recent CDC guidelines, at-risk employees are defined as individuals who:

• Are over 60 years of age;
• Have a severe underlying chronic medical condition like heart or lung disease or diabetes;
  • Employees must receive OMS verification that they are at risk.  
• Live with a person who has a severe underlying chronic medical condition like heart or lung disease or diabetes.
  • Employees must receive OMS verification that the person they are caring for is at risk.  

Please check www.cdc.gov/coronavirus/2019ncov/specific-groups/high-risk-complications.html regularly for the most up-to-date definition of who is at increased risk.

If you are an at-risk employee and wish to Telework you may do so, subject to supervisory approval. If your position is not eligible for Telework, then you can ask your supervisor to:

• Move you to a less-forward facing position or otherwise ensure adequate social distancing; or
• If accommodation is not possible, you may stay home and use your earned leave (annual, compensatory, sick, personal or PTO) during the time that you are home. Employees who have less than 80 hours of total leave balance will be advanced 10 days of sick leave.  

Important: Management/supervisory personnel should take measures to assist “at-risk” employees and employees with disabilities if the employee self-identifies or if such measures are consistent with an ADA accommodation. This employee population includes, but is not limited to, employees over the age of 60, employees with chronic, serious or underlying medical issues, and individuals with cognitive or mental disabilities. Those employees should self-identify, and not be involuntarily removed from the worksite or subject to treatment unlike other employees unless for reasons cited in OHR guidance/FAQs. Further existing ADA accommodation should be utilized unless OMS guidance provides alternate accommodations to meet changing operational issues.

• Self-Isolation (Self-Quarantine) is a tool used to restrict the movements of asymptomatic individuals who have or may have been exposed to an infectious or contagious disease.
• If you have been directed to self-quarantine or self-isolate by your healthcare provider or a state/local public health official, even if you are not symptomatic, you must stay home. Notify your supervisor that you were instructed to self-quarantine by your healthcare provider.
• With regard to sick leave, MCG will ensure that all employees are able to stay at home during the required 14-day period of self-isolation or quarantine.
  • You will be provided with COVID-19 administrative leave for the mandated self-isolation/self-quarantine period, which is currently 14 calendar days.
  • This means that you will be given up to 10 work days of COVID-19 administrative leave and the time will not be charged to you. Use the pay code ADMIN LEAVE – OTHER with the Reason Code ADMCOVID to record these hours.
• If you are not symptomatic during the period of self-isolation or self-quarantine and telework is feasible, you may coordinate with your supervisor to telework during that period.

• Instruct the employee to follow up once he or she has information from their healthcare provider and/or HHS Disease Control.

• Contact HHS Disease Control at 240-777-1755 if you are concerned that you were exposed to someone diagnosed with COVID-19.
• Also, contact your healthcare provider and follow their guidance. All three of our County’s medical providers offer telemedicine, and you are encouraged to use this service.

• The employee needs to follow the direction of his or her medical provider. The employee also must submit documentation to OMS.
• Disease Control investigators contact and interview individuals that are reported to have known exposure to COVID-19. They will provide guidance and recommendations for follow-up with the employee’s primary care provider.

• The employee should reach out to their healthcare provider to determine if self-quarantine is necessary based on the exposure. If the healthcare provider determines that self-quarantine is appropriate, the employee should self-quarantine for the period of time directed by their healthcare provider.
• Prior to returning to work, employees must schedule an appointment with OMS. They must also provide medical documentation from their healthcare provider indicating clearance to return to work. OMS will provide employees with a health status report to submit to their supervisors.

• Yes. Effective immediately, all future work-related out of state travel is cancelled and should not be scheduled – except for emergency preparedness related travel or as approved by the CAO. This does not include travel within Maryland, DC, or the Metropolitan Washington Council of Governments (see https://www.mwcog.org/about-us/cog-and-our-region/local-governments/ for a map of excluded areas). Employees who are currently on approved work-related travel may complete the travel.
• Employees planning personal travel are encouraged to review the Centers for Disease Control and Prevention (CDC) travel guidance for COVID-19 to determine the associated risk based on destination: https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html.

• You are advised to use extreme caution when you travel.
• If you are returning to the United States from a CDC level 2 or level 3 risk country, you must self-isolate for 14 days and contact your supervisor immediately.
• You may Telework if you meet ALL of the following requirements:
  • Your position is eligible for Telework
  • You feel that you can Telework
  • You do not need to enter County property to obtain items/equipment needed for Telework
• If you are unable to Telework, either due to the absence of necessary items/equipment or because your position is not eligible, then you will receive Administrative Leave for the duration of the self-isolation period. 

A range of staffing changes can take place depending on specific circumstances:

• Telework (see Telework section of this document for latest updates)
• Split scheduling (e.g., some staff working Monday, Wednesday, Friday and other staff working Tuesday and Thursday, or some staff working morning shifts and others working afternoon shifts)
• Closure of specific facilities/worksites

The ultimate goal of modified staffing is to reduce the number of employees in a workspace and enable social distancing. The ability and success of these changes will vary widely between different worksites, job classifications, and work conditions. 

• At this time, most County buildings remain open and are operating during normal business hours under normal conditions. MCG cleaning services staff are supplying additional surface cleanings and providing employees with cleaning supplies for use during normal operations.

• You will be notified by Supervisors and/or Managers, as directed by the CAO, with guidance from the County Health Officer.

• On March 12, 2020, County Executive Marc Elrich announced that starting March 16, County government workers will move to a Telework schedule for employees who can and consider other social distancing and protective measures for employees who have direct contact with the public.
• Refer to question 4 in this section for the Situational Telework policy.

• Employees who are not currently approved to Telework should submit a Situational Telework Application to their Manager as soon as possible. Ensure that all your needed documents are on OneDrive and SharePoint (i.e., Office365) and that you have Outlook access. If you have other secure County systems you need to access, you may need VPN software. Please check with your Department’s IT Manager / Liaison to determine if you will require VPN. You do not need VPN software for access to systems on the County ePortal, such as MCTime. Contact the IT Help Desk at 240-777-2828 for assistance.
• For more details about teleworking, please visit: https://www.montgomerycountymd.gov/HR/Telework/TeleworkProgram.html.

• Not at this point. Employees should check their County voicemails frequently throughout the day.

The following Situational Telework policy is effective immediately for employees whose positions are Telework eligible (“eligible employees”), meaning employees whose work can be effectively performed remotely:

• Eligible employees may Telework with supervisory approval with no limit on Telework days. 
• Probationary employees in Telework-eligible positions are allowed to Telework with supervisory approval.
• Eligible employees who do not have an approved Telework agreement should Apply Online. Contractors should download and sign the Situational Telework Form. There is no need to complete the online packet or take the online test.
• All employees who are currently teleworking must review the Telework Guidance during COVID-19.
• Employees with any type of existing Telework agreement (Regular, Situational, Form) DO NOT need to apply through the online system at this time.
• Employees who engage in Situational Telework must use the Telework Reason Code when submitting timesheets in MCtime: TELECOVD. (This includes employees who are already approved for the formal Telework Program and are working remotely due to COVID-19.) For guidance on how to enter the code, see the Resources tab on the Telework website.
• Employees should work with their Supervisors to ensure that they have access to 1) Outlook, 2) all the documents they need on OneDrive and SharePoint, i.e., Office365, 3) agency IT systems and networks as may be necessary, and 4) VPN (if needed). For technology assistance, contact the IT Help Desk at 240-777-2828.

Details for eligible employees:

• If you have a work-issued laptop, you may take it home. 
• A limited number of laptops are available to employees who require them for teleworking. Contact Department of Technology Services.
• If your department is unable to provide you with a laptop, or you have specialized software on your desktop PC, you will be permitted to take your desktop PC and needed accessories home with you for purposes of Telework.
•  Use your personal computers for Telework is currently permitted

Contractors: To help with continuity of operations, Department Hiring Managers may make a determination if your assignment is appropriate for a temporary Telework arrangement. 

Need more information on Teleworking? Visit Telework Program

• All employees who are currently teleworking should review Telework Guidance Under COVID-19.
• Additional training and resource materials can be found within the Telework Program.

• On March 12, 2020, County Executive Marc Elrich announced that the Governor had ordered all public schools, including those in Montgomery County, would be closed March 16 to March 27, 2020.
• If you are approved to Telework you may do so, despite the presence of young children or other persons requiring care and supervision at your Telework location. Also, you may adjust your work hours so that they occur around child/family care responsibilities.  
• If your position is not eligible for Telework or there is not currently enough work available for you, you will be placed on admin leave. Employees on admin lean should be prepared to resume work when requested.

• Follow the guidelines issued to Department Directors on March 13, 2020 via a memo from Chief Administrative Officer (CAO) Andrew Kleine as well as any new guidance issued, such as emails to all employees, contractors and supervisors sent March 14th and March 18th, 2020.   

Many questions have been received regarding “at-risk” individuals. At-risk employees are defined as individuals who:

• Are over 60 years of age; 
• Have a severe underlying chronic medical condition like heart or lung disease or diabetes;
  • Employees must receive OMS verification that they are at risk.  
• Live with a person who has a severe underlying chronic medical condition like heart or lung disease or diabetes.
  • Employees must receive OMS verification that the person they are caring for is at risk.

If you are an at-risk employee and wish to Telework you may do so, subject to supervisory approval. If your position is not eligible for Telework, then you can ask your supervisor to:

• Move you to a less-forward facing position or otherwise ensure adequate social distancing; or
• If accommodation is not possible, you may stay home and use your earned leave (annual, compensatory, sick, personal or PTO) during the time that you are home. Employees who have less than 80 hours of total leave balance will be advanced 10 days of sick leave.  

• You are advised to  use caution when travelling to areas outside of the United States.
• If you are returning to work from a CDC level 2 or level 3 risk country, you must self-quarantine for two weeks. If your position is eligible for Telework, and you feel that you can Telework,  and you do not need to enter County property to obtain items/equipment needed for Telework, then you may Telework if you choose. If you unable to Telework, either due to the absence of necessary items/equipment or because you hold a position that is not eligible for Telework, then you will receive Administrative Leave for the duration of the self-quarantine period. Refer to the question "What should I do if I am directed to self-quarantine?" in the section titled, "If You, a Family Member or Coworker Become Sick."
• For information about when you may return to work, refer to question, "What should I do if I am sick but not diagnosed with COVID-19 and when can I return to work?" in the section titled, "If You, a Family Member or Coworker become Sick."

Effective March 16th, 2020 all employees teleworking shall select the “Telecovd” reason code when completing their time sheets until notified otherwise.

Yes, all employees must enter June 30, 2020 as the telework period end date. Telework agreements are required to be renewed every fiscal year.

Yes, if your supervisor is unable to approve your agreement please send an email to Telework@Montgomermerycountymd.gov.

No, employees with current telework agreements do not need to apply for situational telework.

Review the applicable MCtime Job Aid:

• How to Add the Telework Reason Code to Your Timecard (HTML)
• How to Add the Telework Reason Code to Your Timecard (JAVA)
• Time Keeping Guidance for the Pay Period (March 15th-29th)

• MLS employees working excess hours (unpaid) on tasks directly related to COVID-19 Event, should record all hours actually worked with the reason code: MLSCOVID. Only Hours Worked beyond an MLS employee’s regularly scheduled hours should be coded with the reason code: MLSCOVID.
• For all regularly paid, Hours Worked, the MLS employee working remotely should search and select the reason code: TELECOVD.
  For all regularly paid, Hours Worked, by MLS employee not working remotely, add another row without the reason code.
• For detailed instructions refer to  Time Keeping Guidance for Pay Period (March 15th-29th)

• Employees who engage in Situational Telework must use the Telework Reason Code when submitting timesheets in MCtime: TELECOVD. This includes employees who are already approved for the formal Telework Program and are working remotely due to COVID-19. For guidance on how to enter the code, refer to the Telework Resources.

• Employees who are self-quarantined based on the determination of a healthcare provider will use the pay code ADMIN LEAVE – OTHER with the Reason Code ADMCOVID to record these hours.
• Employees who self-quarantine without the direction of a healthcare provider will use their own accrued leave and follow normal departmental procedures for the use of leave.
• Employees who cannot be exposed to COVID-19 because they are immunosuppressed, or have immunosuppressed family members, and who are not in a Telework-eligible position should use their own approved leave (annual, compensatory, sick, personal or PTO).
•  Employees who have less than 80 hours of total leave balance will be advanced 10 days of sick leave upon request to their supervisor.

Supervisors should report any employee exposures to or diagnosis of COVID-19 as part of County work to CorVel (the County’s Third Party Claims Administrator) via the regular methodology. If an employee says they have flu-like symptoms, managers should not ask them to clarify to identify COVID-19, just take the information provided and report it. OSHA has defined the COVID-19 virus as a recordable illness, so this reporting is the methodology to start that process.

Montgomery County Government and the Office of Human Resources (OHR) is focused on protecting the health and safety of every employee, and the community, while continuing to deliver services to the greatest extent possible for the people and organizations served. Here is the latest update on the availability of OHR services, which are being modified to minimize interaction between OHR staff and their customers. OHR staff will continue to work normal business hours via telework. Any service modifications are noted below.

• Retiree planning and signing seminars:  All future seminars will be conducted virtually. Please sign up via OHR’s training calendar. Shortly after you sign up, you will receive the following:
  • An email from Retirement@Montgomerycountymd.gov with materials related to your Employees’ Retirement System retirement benefits.
  • A Health Insurance packet from OHR sent via the U.S. mail with instructions to mail the forms back to OHR.  
• EEO questions and complaints: The EEO Division will not conduct any face-to-face intakes or interviews for any parties or witnesses. You may reach the EEO Compliance Division Monday through Friday during core business hours of 8:30 a.m. to 5 p.m. at Alicia.Valentin2@montgomerycountymd.gov (or 240-777-5087) , Patricia.Miller@montgomerycountymd.gov (240-777-5052) or Angela.Washington@montgomerycountymd.gov (240-777-5015). If you need to file an EEO complaint, you can do so online (visit OHR’s EEO webpage ). 
• Training and events: All in-person training programs and training conferences/events through the end of March 2020 are cancelled. Staff are currently working to develop virtual training options.
• Mandatory training: All mandatory Preventing Workplace Harassment, EEO and Diversity Management for Supervisors and Management, and custom departmental training are cancelled until further notice. The EEO division will reschedule the training sessions at a later date.
• Orientation: The March 30, 2020 and future New Hire Employee Orientation Programs (NEOP) will be held virtually until further notice. OHR staff will contact new hires and notify departments with information on the virtual NEOP as soon as all specifics have been confirmed.
• Interviews: There should be no walk-in or face-to-face interviews during this time.  Interviews may be conducted via phone, skype or using Microsoft TEAMS.  If a department elects to move forward with a walk-in or in-person interview, they must adhere to social distancing guidelines.  In addition, candidates unable to attend in-person should be allowed alternative options for participating.
• Hiring Freeze: There have been numerous questions and concerns regarding the March 18, 2020  memorandum on the hiring freeze. OHR will provide additional guidance relating to currently posted jobs, pending eligible lists, conditional job offers, and other related items, as soon as possible.
• Testing: Job-related and multilingual testing are currently suspended.  We are currently looking at alternative virtual solutions.
• Vendor payments and tuition assistance student reimbursements: May be delayed as a result all staff teleworking.
• Core HR: Will be open Monday through Friday from 8 a.m. until 12 p.m. for walk-ins. Employees may also send emails to Records.OHR@montgomerycountymd.gov for assistance.
• Health Insurance Customer Care Center: Will be open Monday to Friday from 8 a.m. to noon and with limited staff.