October 30, 2009

To: College Community

From: Paul Tucci

Update: H1N1 Virus

We have had several reported possible cases of college employees being infected by the H1N1 virus, including three this week at the Coordinating Center and one at a unit. Although these cases may not have been confirmed as H1N1 as most people having symptoms are being asked to stay home and not to come into their healthcare provider’s office, the symptoms described are indicative of the virus. Where suspected cases of the flu have been reported to us, we have taken extra cleaning and sanitizing precautions in an attempt to minimize its spread. For the college to control this situation to the best of our resources, we need all employees’ cooperation.

I would ask all deans, directors and assistant vice presidents to assist in reinforcing with their staff the precautions and procedures noted below.

Social Distancing
To reduce the risk of illness, public health officials may request that the college take social distancing measures such as canceling public events and temporarily suspending group studies. If a severe outbreak were to occur in a center or unit, or at the coordinating center, it may be likely that onsite services may need to be suspended for an undetermined period of time. The Office of Administration, in consultation with the affected deans and/or assistant vice presidents, will make all decisions with respect to temporarily suspending operations at a location unless ordered to do so by the Governor’s office or a county health department.

How to Avoid the Spread of the Flu
There are a number of steps everyone can take to minimize the risk and spreading of the H1N1 virus and other influenza-like illnesses. A lot of this is common sense but it is worth repeating:

1. Practice good hand hygiene. Wash your hands often with soap and water, especially after coughing or sneezing. Alcohol-based hand cleaners are also effective. The college has placed a number of hand sanitizers in strategic locations throughout the buildings, please use them. Hand sanitizers may be purchased from Staples and appropriately charged through your department’s account.

2. Practice respiratory etiquette. The main way flu spreads is from person to person in droplets produced by coughs and sneezes, so it’s important to cover your mouth and nose with a tissue when you cough or sneeze, and promptly dispose of the tissue in a covered trash bin. If you don’t have a tissue, you should cough or sneeze into your elbow or shoulder, not your hands.

3. Keep your hands away from your face. Avoid touching your eyes, nose or mouth.

4. Clean shared space more often, such as phone receivers, keyboards, steering wheels and office equipment. Purchasing disinfectant wipes and have them on hand to clean these areas, don’t rely on college cleaners or outside janitorial services to do this. If an employee does contract an influenza-like illness, though, the potentially infected work station needs to be cleaned and sanitized while wearing protective gloves where possible (if gloves are not available, go back to item # 1 above).

5. Refrain from sharing personal items such as forks, spoons and towels.

6. Stay at home if you are sick and stay there until fever free for 24-hours without the use of fever reducing medications. Don’t come to work (see below)!

7. Talk to your healthcare provider about whether you should be vaccinated when a vaccine becomes available. People at higher risk for 2009 H1N1 flu complications include pregnant women, young adults up to 24 years old, people caring for infants under six months old, and people age 25 to 64 with underlying medical conditions such as asthma and diabetes. It is anticipated that the H1N1 flu vaccination will be in short supply this year, and may be more available to persons in priority groups than to the general public. Employees should check with their regular healthcare providers to see if or when they will be offering the H1N1 vaccine. Local county health departments may also be offering immunization clinics. For more information on the availability of flu vaccinations in an area, employees may call the H1N1 Influenza hotline, 1 800 808-1987 (24/7), or log onto to the NYS Health Department website for information about clinics in their communities: http://www.health.state.ny.us/diseases/communicable/influenza/vaccination_clinics .

Staying Home if Ill
Employees should stay home if ill, especially if they have a temperature of 100 degrees F or higher, or symptoms of flu-like illness. In the interest of public health, if an employee comes into work exhibiting symptoms of an influenza-like illness, the dean, assistant vice president or designee should direct the employee to return home as noted in item #6 above.

Lenient Sick Policy
The college has instituted a lenient sick policy for the duration of the expected flu outbreak (fall 2009 through spring 2010). In essence, the employees may remain out of work for the expected duration of their illness without a note from their regular healthcare provider. Employees who may not have the necessary sick time accrued to cover the duration of their illness are strongly encouraged to stay at home, and as soon as you are feeling well enough you should contact Jessica O’Brien (Jessica.O’Brien@esc.edu or call ext. 2240) of the Office of Human Resources for consultation regarding charging accruals.


Websites for More Information
There are a number of website links that provide information on recognizing, reporting and dealing with cases of H1N1 virus and other influenza-like illnesses. Please share these links with your various constituencies:

NYS Department of Health: http://www.nyhealth.gov/diseases/communicable/influenza/seasonal/swine_flu

Center for Disease Control:

http://www.cdc.gov/swineflu.

http://www.cdc.gov/h1n1flu/related_links.htm

Identifying Vulnerable Employees
While HIPAA and contractual obligations may prevent the college from actively asking a person’s health status, all college employees may volunteer such health information on their own. If you believe you are part of a high-risk population as noted in item 7 above, you may wish to notify the Office of Human Resources and/or your immediate supervisor for added consideration.

Plans to Accommodate Absences
To help maintain the functions and services of the college at all levels, deans and assistant vice presidents at all locations should complete a Pandemic Influenza-Continuity of Operations Plan (COOP). These will be sent under a separate email to President Council members and submitted this to the appropriate dean/vice president. Please ensure these plans are submitted to the Office of Safety and Security by Friday, November 5.

Travel Information
Travel statewide, nationwide and abroad can greatly increase the risk of exposure or spread of an influenza-like illness. Deans and vice presidents should be aware of any travel by faculty and staff outside the area or abroad. Any college member traveling outside the country should be instructed to check the latest travel advisories before leaving.

The following Web sites offer this pertinent information:
Center for Disease Control: http://wwwnc.cdc.gov/travel/content/novel-h1n1-flu.aspx
World Health Organization: http://www.who.int/ith/en/
U.S. Dept. of State: http://travel.state.gov/travel/cis_pa_tw/cis_pa_tw_1168.html

The college will continue to post any information on the H1N1 virus and other influenza-like illnesses, as well as the college’s response to these, on the front page of Exchange, found when you log into ESCnet. If you have any questions, do not hesitate to contact me, the office of Human Resources, or the Office of Safety and Security.