New Information about On-Campus Access and Testing Protocols for Faculty and Staff

August 29, 2020

Dear Faculty and Staff:

Welcome back! As we prepare for the start of a new academic year in quite unusual circumstances, many of you have raised questions about access to campus and COVID-19 testing and training requirements for those faculty and staff who have been granted special permission to be on campus this fall. 

As shared in an August 10 update to the community, limiting access to our campus facilities to the greatest extent possible is critical to keeping our university community safe. The university is required by the District of Columbia and Commonwealth of Virginia to establish public health measures to safeguard those who need to be on campus and mitigate any potential outbreaks that could burden local health and medical resources.


All GWorld cards for students, faculty and staff, except for those who have been granted special permission to be on campus this fall, were turned off at 5 p.m. on August 28. 

To comply with District and Virginia mandates, we require all on-campus faculty, staff and students to demonstrate and acknowledge their shared responsibility in our efforts to control this virus by doing the following: 

  1. Review the GW Commitment to Health and Wellbeing and the COVID-19 Campus Health and Wellbeing Policy.
  2. Complete one-time mandatory training
  3. Participate in our policy’s ongoing testing program and only if you receive a positive test, tracing.
  4. Monitor your daily symptoms on our medical portal app to maintain campus access. 

Most of you will continue to telework for the fall semester. Your willingness to remain at home and not come to campus is critical to our community’s public health. We thank you for your continued dedication to providing the best you can to our students and our community remotely. While you will not need to participate in the testing and training, we encourage you to read our policy and campus commitment to learn more about what we are doing as a community to remain safe, healthy and well. 

The following topics are addressed below: 

  1. Testing and training protocol you need to follow if you are on campus
  2. What to do if you think you were granted the wrong access
  3. New designations for intermittent and one-day, temporary access to campus

I Have Been Granted Access To Campus 

If you are a faculty or staff member who has been notified of the mandatory requirements you are being asked to follow, all testing, training and daily symptom monitoring deadlines are now due no later than September 4 in order to provide you extra time to come to campus and receive your first test. Anyone in this group who has not completed any of these requirements will have their campus access turned off at 5 p.m. on September 4.  

How to Get Tested:

  • The medical portal WILL NOT work unless you are a faculty or staff member who has been approved to be on campus. In other words, if you will not be on campus, you will not be able to schedule an appointment. 
  • You must make your appointment through the medical portal. You cannot schedule an appointment by phone. 
  • You must enter your mobile phone number and carrier in the medical portal and activate text messaging to receive your test results, as well as any updates and reminders about testing. Follow this step-by-step guide (PDF) for further instructions.  
  • The medical portal for faculty and staff is the same medical portal for students through the Colonial Health Center. However, the Colonial Health Center is not conducting the testing. Please do not call the CHC with questions about testing. Questions about your testing should be directed to [email protected]. Please do not email the testing center about campus services other than testing. 
  • You will be provided at least a two-day grace period before you are out of compliance and your access is shut off.
  • We understand that some approved faculty and staff may be on campus infrequently enough that weekly testing does not make sense. If this is the case, schedule a test for the next time you will be on campus and follow the process below if your access has been suspended. 

How to Complete Daily Symptom Monitoring: 

Update your symptoms in the medical portal. The portal is mobile friendly and this daily tracking should take less than two minutes per day once you are in a regular routine. 

How to Complete the Training in Talent @ GW:

The system has been experiencing issues, and we are currently working with the vendor. If you cannot complete your training by Tuesday, September 1, please email [email protected].

You must view the entire training. The system knows if you have fast forwarded and will not allow you to acknowledge that you viewed the training until you watch the full 20-minute training.

What Happens if I am Not in Compliance on My Testing or Daily Symptom Monitoring:

At any time during the semester if you fall out of compliance because of your testing frequency or from missing too many daily symptom monitor checks, and you are notified that your GWorld access has been suspended, you will need to: 

  • Immediately schedule a test for the next time you will be on campus.
  • When you arrive on campus, obtain a COVID-19 test. 
  • For Foggy Bottom Campus: Visit the GWPD Community Police Center at the corner of 22nd and G streets. The center will be open Monday - Friday from 8 a.m. - 5 p.m. starting Tuesday, September 8.
  • For Virginia Science & Technology Campus: Visit an Allied Universal staff member at a front desk, Monday - Friday 8 a.m. - 5 p.m. starting Tuesday, September 8.
  • Once there, present your green “Cleared” badge (as displayed on your medical portal) to the security officer. They will call a representative to activate your GWorld card access, but only if the suspension on your account is due to an overdue test. 

I’m Not Sure I Have the Right Access

Faculty: 

Faculty who applied to teach or conduct research on campus this fall and were approved by Provost Blake and Faculty Affairs are being notified in several waves. By Saturday, all faculty approved, as of close of business on August 28, will be notified.

If you feel that you should have been approved, were approved and did not receive your testing/training links, or feel you should have been approved and were not, please email [email protected]. Faculty Affairs with work with your dean’s office to review your situation. We will continue to evaluate issues through the end of next week, as we realize that some class decisions were changing through yesterday (August 28).

Staff: 

Each division and/or academic unit has been working closely with Human Resource Management & Development to identify staff who need access to campus to perform essential functions of their job. These staff members are being notified in waves. By Saturday, all staff approved, as of close of business on August 28, will be notified.

If you feel that you should have been approved, were approved and did not receive your testing/training links, or feel you should have been approved and were not, please consult with your supervisor. Supervisors will coordinate with their division/unit HR liaison to evaluate issues through the end of next week, as we continue to make adjustments in recognition of this changing dynamic. 

No Longer Need Access:

If you are a faculty or staff member who requested access to campus this fall and believe that you no longer need access, you can ask to be removed from the approved on-site list by contacting your supervisor or dean. He or she will coordinate with HRMD or with your dean who will work with Faculty Affairs on your request.

I Was Not Granted Access, But Need Emergency Access 

If you have extenuating circumstances and need temporary, one-day emergency access to campus, you will need to do the following:  

  • Foggy Bottom Campus: Visit the GWPD Community Police Center at the corner of 22nd and G streets. The center will be open Monday - Friday from 8 a.m. - 5 p.m. starting Tuesday, September 8.
  • Virginia Science & Technology Campus: Visit an Allied Universal staff member at the front desk of your building, Monday - Friday from 8 a.m. - 5 p.m. starting Tuesday, September 8.
  • Complete an on-site symptom screening and fill out a verification form about your emergency request to visit campus.  
  • Once complete, the security officer will call a representative to provide you temporary access only to your office and/or the location you will be able to access. Your access will be automatically turned off at that day's close of business.

 


We realize that you may have additional questions not answered in this update. We are updating the FAQs on the university’s Fall 2020 website and recommend you check that page for information before calling or emailing for an answer. 

 

Frequently Asked Questions

 

For additional assistance call the GW COVID-19 Information Line at 1-855-GWU-INFO (855-498-4636) from 9 a.m. to 5 p.m., Monday through Friday or email us at our newly established response team email at [email protected]. Many of your questions cross multiple areas and this email address will help us to coordinate a response.

We want to thank each of you once again for your patience and cooperation as we continue to develop and refine a system that allows us to maintain a safe and healthy campus.

Stay healthy and stay well, 

M. Brian Blake
Provost and Executive Vice President for Academic Affairs

Dana Bradley
Vice President and Chief People Officer

Lynn Goldman
Dean, Milken Institute School of Public Health

Scott Burnotes
Vice President for Safety and Facilities