Seasonal and H1N1 Influenza Information

Updated information on H1N1 at Gettysburg College

To:       Gettysburg College Administrators and Support Staff Members
From:   Co -Directors of Human Resources and Risk Management
Date:    September 2, 2009
Re:        Seasonal and H1N1 Influenza Information

We are sure you have seen something recently in the news about the H1N1 virus (swine flu), and we want to provide important information to you about this virus and the impact we expect it will have at Gettysburg College this fall.  The Gettysburg College Health Services staff is closely tracking the information provided by the World Health Organization (WHO), the Centers for Disease Control (CDC), and the Pennsylvania Department of Health (Pa DOH).  Key members from Gettysburg College's campus emergency response team (CERT) recently met with the Pa DOH officials to be able to provide you with the most up-to-date information available.

On June 11, 2009, the WHO declared that H1N1 is causing a pandemic or worldwide outbreak.  Public health officials predict that the H1N1 virus will return in the early fall with H1N1 influenza cases occurring as early as late September or early October in the United States. Individuals between 5 and 25 years of age are much more likely to contract the H1N1 virus.  College campuses, such as Gettysburg College, are likely to see high numbers of cases among students.

Although you may be familiar with the seasonal flu, the H1N1 virus is a different strain of influenza. It is possible to contract both the seasonal flu and H1N1 flu since exposure to one does not give immunity to the other.  Because this is a disease that is occurring widely and is highly contagious, public health recommendations are aimed not at containment, but rather at mitigation, or reducing the burden of disease and minimizing its spread. The most effective strategies for disease mitigation (against both flu strains) are personal prevention through hand-washing and cough/cold etiquette, other non-pharmacological interventions (NPIs), and obtaining the seasonal flu shot. The most important NPI currently recommended is the exclusion of ill individuals from public, school, and group activities. Given the contagious nature of the illness and the self-isolation protocols, it is prudent to prepare for the possibility of significant absences during much of the fall semester and possibly into the spring semester.  The following information has been prepared to assist employees and supervisors during this flu season.

All Employees

• Novel H1N1 is a newly evolved virus that causes illness in people. Typical symptoms include fever over 100°F (38.0°C) with cough and/or sore throat. Since it was first discovered in April, 2009, most individuals infected with Novel H1N1 have had a mild to moderate illness and have recovered without medical treatment. Until epidemiologists better understand this new virus's potential to cause more severe human illness, experts advise all of us to take common sense precautions to avoid infections with Novel H1N1 as well as other viral respiratory infections. In order to minimize your exposure, take advantage of the seasonal flu vaccine. Contact your health care provider and make an appointment to get this vaccine. Gettysburg College's Health Services will be offering seasonal flu vaccination clinics in September and October. Watch your email for dates and times. 
• If you are experiencing flu or flu-like symptoms, please stay home. To minimize the potential exposure to others, it is very important that you do not return to work until at least 24 hours after you are free of fever, or signs of a fever without the use of fever-reducing medications.  
• Frequently Asked Questions
• As always, the College's Employee Assistance Program (EAP) is available for employees seeking professional counseling. For more information call, 1-800-252-4555 or visit www.theeap.com.

Supervisors

In the event that the H1N1 influenza affects Gettysburg College as expected, it is imperative that supervisors and managers exercise judgment and discretion in applying appropriate policies and guidelines to unique situations and to seek guidance when appropriate. Toward this end, please review the following information, which is intended to assist you in ensuring that all necessary job duties are performed while making reasonable efforts to enable employees to care for themselves and ill family members and also to safeguard the health of your employees.

• Given the loyalty of our employees, some will want to come to work no matter what. Therefore, review with your staff that in balancing public health and work duties, public health considerations must carry the greatest weight. 
• Do not require employees reporting flu-like symptoms to submit a healthcare provider's certification.  
• Identify vital functions, i.e., those that are needed for the continuation of necessary services. In doing so, be mindful that the people currently performing these functions may not be readily available. Therefore, back-up designations and cross-training efforts should be in place. Inform employees that their attendance may be necessary as long as they are in good health. 
• Permit employees to use as many sick days as necessary to care for ill family members who are experiencing flu-like symptoms. 
• Permit employees who are absent due to the flu who have already exhausted their sick and vacation leave accrual to use future sick and vacation leave prior to accrual. This is not a permanent arrangement, but is allowed during this limited time period. 
• Make arrangements for approving timesheets for support staff members including entering the appropriate sick and/or vacation leave hours. 
• Consider limiting or canceling routine meetings and/or meetings that are not vital to the continuity of services and operations. For group meetings typically used to disburse work orders, critical information, or vital updates, consider alternatives to group meetings such as telecommunications or web-based updates. 
• Telecommuting can be a useful tool as a means of social distancing and limiting the number of employees who are entering the workforce. Not all employees and not all jobs are suited to telecommuting. If a supervisor considers telecommuting as a means of social distancing, certain operational issues such as computer resources, security measures, communications, etc., need to be reviewed. In addition, the supervisor needs to explain that this arrangement is not a permanent telecommuting arrangement, that it is intended to last for a limited period of time. Prior to implementation, the supervisor should discuss specific details with Human Resources.

If guidance on the H1N1 influenza from federal and state agencies changes, additional information will be communicated to the College community at that time. If you have any questions, please contact the Human Resources Office.