COVID-19 (Coronavirus) FAQs for Employees
Contact information and resources:
- For general HR questions and guidance, staff members should contact their HR generalist.
- For questions regarding the Family and Medical Leave Act, the department should contact their Payroll and Transactions contact.
- For guidance to employees for exposure to presumptive or confirmed COVID-19 - view the help guide.
- For questions involving collective bargaining agreement terms, managers or supervisors should contact Alison Kelly.
- If you have questions not addressed here and you are not able to obtain guidance from your manager or supervisor, contact Ann Feaman or Sandi Blaeser.
- For general COVID-19 questions, visit the Coronavirus Disease 2019 page.
- Check RamseyNet for the county's cloth face mask policy and Ramsey News for updates.
See below for answers to frequently asked questions about COVID-19/coronavirus.
Vaccine
Where can I get a vaccine?
The vaccine is now widely available to the public. Register for a vaccine appointment at Minnesota COVID-19 Vaccine Connector.
The Minnesota COVID-19 Vaccine Connector is a tool that helps Minnesotans find out when, where and how to get a COVID-19 vaccine. Through the Connector you can be among the first to hear about new vaccine opportunities in your area and you can directly sign up for an appointment at one of Minnesota’s Community Vaccination Program sites.
If you have questions about the form or need language assistance, please call the Minnesota Department of Health COVID-19 Public Hotline at 1-833-431-2053.
Will my health clinic be providing vaccinations?
If you are a HealthPartners member, you can find more information on the HealthPartners COVID-19 page. You can also check out MDH’s vaccine locator webpage.
Can I use work time to attend vaccination clinics offered by the county?
Similar to the flu clinics, Ramsey County employees may use their work time to attend vaccination clinics offered by the county at their worksites or work locations. Ramsey County employees may also use sick leave during normal work hours to receive a vaccine from their own providers or other clinics (not offered by Ramsey County).
Can I use PEPEL leave if I have side effects from getting the vaccine?
Ramsey County employees may use PEPEL leave if they have remaining PEPEL leave (county paid pandemic leave) or sick leave if they experience side effects from the vaccine.
Do I have to get the vaccine?
No. Getting a vaccine is a personal choice. The choice to receive or forgo the vaccine does not impact your employment with Ramsey County. Please talk to your health care provider if you have concerns. The FDA approved COVID-19 vaccines are safe. Choosing to get a vaccine will ultimately save lives and slow the spread of COVID-19. Learn more about the vaccine from the COVID-19 Employee Information Session.
With cases of COVID-19 rising as a result of the delta variant, a policy requiring all employees to be vaccinated or tested regularly is in development. Information on the policy start date, how to show proof of vaccination or get tested, and a vaccination financial incentive is expected soon.
When are people considered fully vaccinated?
In general, people are considered fully vaccinated:
- Two weeks after their second dose in a two-dose series, such as the Pfizer or Moderna vaccines.
- Two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine.
If you don’t meet these requirements, regardless of your age, you are not fully vaccinated. Keep taking all precautions until you are fully vaccinated.
Can fully vaccinated people still get and spread the virus?
Per the CDC, some people who are fully vaccinated against COVID-19 will still get sick because no vaccine is 100% effective. Experts continue to monitor and evaluate how often this occurs, how severe their illness is and how likely a vaccinated person is to spread COVID-19 to others.
Face coverings
Do employees need to wear a face covering while working?
As of Aug. 4, 2021, all Ramsey County employees and visitors must wear face coverings in the following settings:
- All public or shared indoor county spaces when other individuals are also present. This includes but is not limited to all indoor service areas in service centers, library locations, arenas, clinical and healthcare settings, and WIC clinics.
- In all facilities where mask requirements remain in place due to other governmental requirements. These facilities currently include homeless shelters leased or run by Ramsey County, the Ramsey County Care Center, Ramsey County Correctional Facility, Ramsey County Juvenile Detention Center, Ramsey County Adult Detention Center, Ramsey County Detoxification Center, and Lake Owasso Residence.
Ramsey County employees and visitors are not required to wear a face covering while outdoors, unless at an activity specifically signed by the county as requiring a face covering.
The county’s face covering policy can be found in the Administrative Policy Manual (Chapter 1, Section 5) on RamseyNet. Changes to county policies and other helpful information relating to COVID-19 are also announced in Ramsey News, the weekly e-newsletter emailed to all county employees.
Buildings and workplace
What should departments be doing to prepare their workspace for the return of employees?
Ramsey County is continuing to promote employees working from home wherever possible. There is no intent for employees in any large numbers to return to the office prior to Labor Day 2021 at the earliest. No workspace modifications (i.e. furniture configurations, plexiglass shields, etc.) should be undertaken at this time. As specific department functions are to return to an office setting, as approved by the County Manager through service delivery redesigns, any workspace modifications will be determined through Property Management and Public Health.
What is being done to promote social distancing in buildings and workspaces that are open to the public?
Signage and decals promoting social distancing have been deployed and will be maintained as recommended.
Can employees drop in to the office as needed?
On occasion, departments may allow employees to drop in to the office to complete work not possible at home. Employees are recommended to continue social distancing. Employees should be mindful that the department work areas/surfaces are not cleaned and disinfected by the custodial staff other than within breakrooms. Frequent hand washing or use of hand sanitizer is recommended.
Can employees take home office furniture such as desks and chairs?
Employees may work through their supervisor to take home office chairs and file cabinets. Desks cannot be taken home.
Can an employee purchase some home office furniture and seek county reimbursement?
No, there will be no reimbursement for home office furniture.
Would it be better if we had more air flow or more fresh air in our buildings to prevent COVID-19?
In accordance with CDC guidelines, we have confirmed that our ventilation systems are operating properly and verified that filtration in use is in accordance with the design specifications. We have increased the total air circulation and the amount of outdoor air as much as possible without affecting personal comfort (i.e. drafts, humidity) and creating negative building pressure which causes issues with the operation of exterior doors and elevators. We have extended the hours of operation of the systems before and after the normal occupied hours of the buildings.
Should we have HEPA air filtration units in our buildings?
Implementing these or other types of engineering controls is recommended for areas with high and very high exposure risk such as those encountered in health care facilities where there is a high potential for exposure to known or suspected sources of COVID-19. For most facilities, these engineering controls are not necessary, not beneficial and not possible due to the design of the building systems. Whole building HEPA air filtration is not possible with existing county building systems and is typically reserved for use in health care facilities. We continue to evaluate the use of our buildings and the systems in place.
Paid Extraordinary Pandemic Event Leave (PEPEL)
What is PEPEL?
Paid Extraordinary Pandemic Event Leave, or PEPEL for short, is a paid leave benefit available to all employees (including represented and unrepresented, temps, intermittents, student workers and interns) of up to 80 hours that may be requested to be used in the event an employee must be absent due to a COVID-19 health-related reason, including school and child care closures related to COVID-19.
PEPEL is one part of an agreement/policy created to help lessen the impact of COVID-19 on employees. The other pieces of the policy/agreement are:
- After using all PEPEL hours, employees may use their accrued vacation, sick and comp time, as is appropriate for the circumstance.
- After sick, vacation or comp balances are used, employees may receive an advance of up to 80 total hours of sick and/or vacation hours.
Why did PEPEL get created?
PEPEL was created as part of a strategic effort to keep providing services in Ramsey County while keeping our residents and employees safe. The services provided by local government are essential functions, and as such, Ramsey County employees are expected to work as required by their departmental service delivery models, unless there is a COVID-19 health-related reason they are unable to work.
Should I use PEPEL strategically?
Yes. First, if you are able to work, do that.
- Remote working options have been maximized; talk to your supervisor about remote work if you haven’t yet.
- Consider that low-risk work areas (those with little to no public facing duties), can allow for extra precautions to keep even those at greater risk safe while they continue to work.
- If you are working either remotely or on-site, and your ability to work is otherwise not affected by COVID-19, you will not need PEPEL.
- If your ability to work either remotely or on-site is affected by COVID-19, you may use your PEPEL hours.
- Use only the PEPEL hours that are necessary – this pandemic will be present beyond the end of the Governor’s order to “stay at home” on April 10, 2020.
- Therefore, use PEPEL hours only for the period of time you are unable to perform work during the following situations:
- Because you are caring for your children who are unable to attend school or daycare due to COVID-19-related closure of the facility.
- Because you must isolate or are quarantined due to exposure to COVID-19.
- Because you are ill with COVID-19.
- Because you are caring for an individual in your household who has COVID-19.
- Because you or another person in your household is considered “high risk” by the CDC.
- Over 60.
- Existence of an underlying health condition like heart or lung disease, diabetes or cancer.
- Weakened immune system.
- Pregnant.
- You may combine PEPEL hours with regular hours worked to extend your 80 hours of PEPEL leave beyond one pay period, provided you are able to work.
Do I have to use PEPEL hours or other benefits?
No. You are encouraged to work, remotely if possible, and if unable to work remotely and otherwise unaffected by COVID-19, you may work consistent with your service delivery model.
What happens when PEPEL hours are exhausted?
If you use all your PEPEL hours (or don’t experience a qualifying circumstance for PEPEL or choose not to use PEPEL hours), you may use sick and/or vacation leave (comp time, floating holiday, holiday reserve) as is appropriate to the situation.
If you use all your accrued leave, you may request to advance up to a total of 80 hours of sick and/or vacation leave, as is appropriate to the situation.
What medical documentation will be required when using PEPEL, sick or vacation accrued leave/advances?
It depends on what you use it for; we want to avoid overwhelming the healthcare system by asking for doctor notes. If there is a reason to verify a high-risk status or reason for use of leaves, or if FMLA is being utilized, you may be required to do so pursuant to current contract language and processes.
What situations are not COVID-19 related?
Any other situation for which you would normally use sick or vacation leave – such as common cold, doctor/dentist appointment, vacation, etc.
I used PEPEL hours because I have a high-risk person living in my household, but now I want to come back to work, is that OK?
This enhanced benefit plan was developed based on the Ramsey County values of investing in people, serving with integrity, valuing community, advancing equity and empowering leadership at all levels. Our commitments to our residents and our employees are guided by these values. All that can be done to keep you safe at work will be done. We encourage employees to consider these values in their decision-making and exercise good judgement and use PEPEL strategically.
How does an employee use PEPEL?
Employees must request approval from their supervisor to use PEPEL or any advance of sick/vacation hours in the same way the employee would normally request to use any leave. Request can be made following your existing department procedures (i.e. Summit, ETS or by email.)
Are there new time reporting codes for PEPEL?
Yes. Use 361 or 362, which is available on the drop-down menu as you are submitting your time for payroll. Feel free to reach out to your supervisor or manager, Payroll, your Human Resources generalist, or Labor Relations with any questions as they come up.
Can an employee use PEPEL in increments?
Yes. Employees can use it in as small as quarter-hour increments, as long as the reason for use aligns with the intended purpose outlined in Table A (below). For example: An employee who is able to telework but can only telework for part of their normal day due to COVID-19 childcare-related issues, could use PEPEL hours to supplement the regular hours worked.
Can intermittent, part-time and temporary employees use PEPEL?
It depends, but yes for most. Current employees as of March 14, 2020, if and when the employee needs to use PEPEL hours, their hours have already been pro-rated based on average hours worked and their prorated PEPEL hours have been assigned for them to access in the time reporting system.
New hire intermittent, part-time and temporary employees: If and when the employee needs to use PEPEL hours, their proration will be based on average number of hours worked in the last four pay periods.
Intermittent employees without a regular schedule could use PEPEL for a shift they were expected to work, but are unable to because of a COVID-19 health related issue per Table A (below).
Can PEPEL hours result in overtime?
No. The 80 PEPEL hours are intended to replace or supplement regularly scheduled hours.
Do I need documentation to return from PEPEL leave or fitness for duty?
It depends. Contact your supervisor and describe the situation. Your supervisor will evaluate your request to return and determine if a "release to return to work" or "fitness for duty" statement is required from a health care provider. Our intent is to continue to follow MDH and CDC guidelines and the answer may change as the pandemic changes. Feel free to reach out to Payroll, your Human Resources generalist, or Labor Relations with any questions as they come up.
Workspace cleaning and disinfecting
Has Ramsey County implemented enhanced cleaning or sanitizing procedures at buildings?
As of June 14, 2021, cleaning procedures were returned to pre-COVID methods while higher frequencies for cleaning remain.
Is Ramsey County providing hand sanitizer for employees and residents at buildings?
Property Management has deployed hand sanitizer dispenser stands to the entries of all buildings and to specific service transaction counters. Employees are responsible for their own personal hygiene and should wash their hands frequently with soap and water for 20 seconds or provide their own personal hand sanitizer in accordance with the guidance from the CDC and MDH.
Should I disinfect my workspace and common department work areas?
Cleaning of individual workspaces (surfaces, chairs, files, electronics, etc.) and common department work areas (conference room tables/chairs, office equipment, etc.) remains your responsibility and doing so routinely is recommended. No increased frequency is necessary in cleaning the surfaces of your personal workspace, unless you have been ill, in which case a routine cleaning would be advised. High-touch surfaces in common department work areas should be cleaned regularly. Products for cleaning of individual workspaces and common department work areas are the responsibility of the individual and department.
How should I clean electronics such as phone, computer and keyboard?
For electronics, follow the manufacturer’s instructions for all cleaning and disinfection products. If no manufacturer guidance is available, consider the use of alcohol-based wipes or spray containing at least 70% alcohol to disinfect touchscreens. Dry surfaces thoroughly to avoid pooling of liquids.
Cleaning tips for your computer
Use only mild cleaning solutions (non-ammonia based and non-abrasive) and a damp lint-free, soft cloth to clean the painted cover surfaces of the computer.
- Apply cleaner onto the cloth.
- Absorb the cleaner into a sponge or lint-free, soft cloth.
- Squeeze out the excess liquid from the sponge or cloth.
- Wipe the cover using a circular motion taking care not to let any excess liquid drip.
- Wipe the surface to remove any leftover cleaner.
- Rinse the sponge or cloth with clean running water and squeeze out any excess liquid.
- Wipe the cover with the clean sponge or lint-free, soft cloth.
- Wipe the surface again with a dry, lint-free, soft cloth.
- Wait for the surface to dry completely and then remove any fibers left from the sponge or cloth.
Cleaning your computer keyboard
- Absorb some isopropyl alcohol on a lint-free, soft cloth.
- Squeeze out excess liquid from the lint-free, soft cloth.
- Wipe the keytop surface with the lint-free, soft cloth, ensuring no liquid drips on or between the keys.
- Allow to dry.
Never spray or pour any liquid cleaner directly on the LCD display or the keyboard. You can use compressed air from a compressed air can to remove any crumbs and dust from beneath the keys. Do not use an air compressor.
Cleaning your computer LCD display
- Gently wipe the display with a dry, lint-free, soft cloth.
- Wipe or dust the stain gently with a dry, soft cloth.
- If a stain, smudge or other blemish remains, moisten a lint-free, soft cloth with water or a 50-50 mixture of isopropyl alcohol and water (distilled or deionized).
- Wring out as much of the liquid as you can from the lint-free, soft cloth.
- Wipe the display again; do not let any liquid drip into the computer.
- Allow the display to dry, then close the lid if the computer has one.
Anti-static LCD cleaning cloths, Kim Wipes and some types of lens cleaning wipes are also acceptable alternatives for a lint-free, soft cloth. Isopropyl Alcohol is a flammable liquid. Do not use this cleaner near an exposed flame or when the system is on.
Is Ramsey County providing disposable wipes for employees at buildings?
Disposable wipes are not provided by Ramsey County Property Management.These products are the responsibility of the individual and department.
What should we do about materials in waiting rooms and waiting areas?
As of June 14, 2021 materials can be returned to waiting areas such as magazines or other reading materials intended for shared use by adult residents. Furniture, toys or other items intended for shared use by children in waiting areas should be removed.
Health insurance, workers' compensation and short-term disability
View HR guidance for exposure to COVID-19 and leave time
Will our health plan cover the cost of COVID-19 testing?
Yes. If you are a HealthPartners member, HealthPartners is waiving cost-sharing for administration for the COVID-19 laboratory test (regardless of where the test is performed). HealthPartners is also waiving cost-sharing related to an office visit or urgent care visit associated with the test. For more information, visit the HealthPartners Coronavirus page.
Should I file a workers’ compensation claim if I tested positive for COVID-19 and believe it occurred as a result of work activities?
If an employee believes an exposure event involving COVID-19 has occurred as a result of work activities, they are encouraged to report the event to the county’s workers’ compensation program through the online claim reporting portal. Minnesota statute and the specific details of the exposure will be reviewed to determine whether coverage under workers’ compensation is appropriate given the event’s circumstances.
May I use short-term disability for COVID-19?
If you are enrolled in a short-term disability insurance benefit, it may be used to cover some income if you miss work due to illness or injury. Payments only apply to your own illness or injury, not an employee’s family member’s illness or injury.
When your short-term disability benefit begins depends on the plan in which you are enrolled. You may use your accrued leave balances to cover the waiting period.
Workspace alerts
How can I receive updates about COVID-19?
With Workspace Alerts, you can be automatically notified about relevant COVID-19 updates wherever you are. Review the instructions for workspace alerts to sign up.
How will I be notified if I should not come to work?
If the facility is closing and/or release of county employees is brought about by an official declaration of an emergency or related closings, the County Manager or designee will report the closing and/or release of employees to department directors and affected staff members. The notice will may be sent out via the county’s adopted notification system, Everbridge. Department directors will also notify affected staff members directly of any changes to their operations.
Employee training
How can I re-watch the COVID-19 online training video?
You can re-watch the COVID-19 online training video by accessing your transcript in the Learning and Development Center and clicking on the drop-down menu that says "active" and selecting "completed." The COVID-19 training video, along with other previously completed trainings, will appear. Click the "launch" button to the right of the COVID-19 training video to replay it. You will have the option to return to where you left off or restart the video.
Telecommuting and remote work
What is the county policy?
COVID-19 Ad Hoc Telecommuting Policy (PDF)
Do I work 8 am to 4:30 pm work hours?
Telecommuters’ daily work schedule will be agreed between the Telecommuter and his or her supervisor. The Telecommuter must notify his or her supervisor to report any schedule changes.
Will Ramsey County pay for or reimburse the cost of WiFi?
No. Ramsey County will not pay or reimburse employee WiFi cost.
How do employees keep up to date with news and announcements from Ramsey County?
Employees, including those working remotely, are expected to stay up-to-date on employee news and announcements by reading Ramsey News (emailed every Tuesday), and regularly visiting RamseyNet (employee intranet) or the “Employee Information” section at ramseycounty.us/coronavirus. Other ways to stay informed include following Ramsey County on social media, subscribing to Ramsey County e-newsletters and signing up for Workspace Alerts (PDF).
When do I have to complete the training for COVID-19 Ad Hoc Telecommuting?
Telecommuting employees must complete the COVID-19 Ad Hoc Telecommuting training. The training can be accessed by visiting the Learning and Development Center. The Telecommuting employee should complete the training before beginning offsite work. Supervisors and managers will be notified of non-compliance.
How to track performance for staff who telecommute?
For work performance: Supervisors will establish individual expectations and monitor performance to ensure that department standards are met. Supervisors are expected to review the performance of their telecommuters on a regular basis to ensure compliance with agreed upon expectations and the COVID-19 Ad Hoc Telecommuting Policy. The Supervisors’ review should occur bi-weekly at a minimum during the COVID-19 Ad Hoc Telecommuting period.
If the telecommuting arrangement is not working, the supervisor should take immediate actions to assess the problems that are interfering with the work arrangement. The employee should work with his or her supervisor to find ways to avoid or mitigate the problems. If the problems persist, the supervisor should reconsider whether the employee or the role is suitable for the telecommuting working arrangement.
How to track schedule and hours for staff who telecommute?
Supervisors must ensure adherence to the agreed upon work hours. The daily work schedule will be agreed upon jointly by the telecommuter and his or her supervisor. The supervisor may allow occasional changes in telecommuting days or hours; changes to the established schedule should be agreed to by the supervisor and telecommuter in advance and in writing.
Can I use my personal computer or personal phone to work from home?
Information Services is working with county leadership to expand remote access services such as Office Web Access, Citrix and VPN, based on each departments’ service redesign plans and priorities. Please direct questions regarding what tools will be used for remote access to your supervisor.
How should I handle private data while working from home?
All files containing Ramsey County employee or client sensitive data must be stored in a locked drawer, file cabinet, case, or other secured location that is inaccessible to other household members. Please see the COVID-19 Ad Hoc Telecommuting Policy for more information.
Can I take my Ramsey County issued monitor, key board or mouse home?
Telecommuters may be able to take home certain kinds of work equipment for work-related purposes, including desk chairs, portable, rolling file cabinets with locks, and necessary technology equipment, such as computer monitors and keyboards. Telecommuters must obtain their manager or supervisor’s approval to take home work equipment. Please see the COVID-19 Ad Hoc Telecommuting Policy for more information.
What do I do if I can’t login?
Your first point of contact should be the service desk via the self-serve portal.
How can I access my desktop and files ?
Information Services is working with county leadership to expand remote access services such as Office Web Access, Citrix and VPN, based on each departments’ service redesign plans and priorities. Please direct questions regarding what tools will be used for remote access to your supervisor.
My computer was lost or stolen, who do I contact?
Your first point of contact should be the service desk via the self-serve portal.
My computer is damaged or just doesn’t work, who do I contact?
For county-owned equipment, contact the service desk via the self-serve portal.
Is Information Services working with departments to prioritize IT equipment distribution?
Yes. Equipment requests are fulfilled on a triage bases, urgent needs are prioritized, based on feedback from each department’s leadership team.
If I have a condition or disability, can I get an ADA accommodation while telecommuting from home?
Ramsey County will make workplace accommodations for those with conditions that existed pre-pandemic in accordance with the Americans with Disabilities Act (ADA). Employees who are requesting an accommodation while ad hoc telecommuting should contact Occupational Health and Safety in Human Resources at 651-266-2929 for information, support and resources.