Dec. 9, 2020
Process for New COVID Accommodations
Dear DPS Supervisor,

As we shared with all team members on Nov. 20, DPS is taking a new approach to employee requests for COVID-19 accommodations to implement the new public health order and respond to the operational needs of the district. Please take a moment to review last month’s communication for more information on how these changes impact current accommodations and read below for information on what is changing for new COVID accommodation requests, including expectations for supervisors. 

There are two types of new COVID accommodation requests: Individuals at Risk of Severe Illness, and those who reside with or are caring for Individuals at Risk, have child care needs while schools remain closed, or have elder care obligations. Please read below for instructions that managers need to take when their employees submit new accommodation requests for these types of accommodations.

Employees at Risk for Severe Illness
  1. New requests can be found in this dashboard. (If no employees are listed on the dashboard, then you have no accommodation requests.)
  2. If employees are listed, toggle to "Semester 2 Requests" in the bottom left of the screen.  
  3. New requests are located under "Individual High Risk Accommodation Status."

Employees with Household Members Who are Individuals at Risk of Severe Illness or Employees with Child Care or Elder Care Needs
  1. New requests can be found in this dashboard. (If no employees are listed on the dashboard, then you have no accommodation requests.) 
  2. If employees are listed, toggle to "Semester 2 Requests" in the bottom left of the screen.  
  3. New requests are located under "Child/Elder/Household Accommodation Types."  
  4. Log in to Manager Space to access each request.
  5. Under "My Staff," click on each employee requesting the accommodation. 
  6. Click "COVID ACCOMM. FOR HOUSEHOLD, ELDER, OR CHILD CARE." 
  7. Provide an approval status and include any comments.

Here are screenshots and instructions for the process.

Next Steps
Please approve or deny any current requests by Jan. 5.

If you are able to accommodate an employee's request, follow these steps:
  • Meet with the employee at your earliest convenience to let them know the accommodation request has been approved and discuss how their assigned workload and responsibilities will be completed with the accommodation in place. Due to confidentiality rules, do not ask for information about the reason for the request.

For New Accommodations for Individuals at Risk of Severe Illness ONLY:
  • After the meeting, email LeaveOfAbsence@dpsk12.org and copy your HR partner with an approval confirmation.
  • After appropriate documentation from the employee and your approval are received, the Leave of Absence team will send the employee a formal approval letter for the requested accommodation. 
  • End date should be May 31, 2021 or earlier. Accommodations will expire at the end of second semester, the termination of the Governor’s executive order, or a determination by the employee’s physician and DPS that the employee is no longer at risk (e.g., following vaccination or delivery of baby), whichever is first.

If you are NOT able to accommodate an employee’s request, please contact your HR partner as soon as possible to prepare for a meeting with the employee. If you cannot issue an accommodation suitable to an employee’s needs, they may elect to take a leave. All leaves must be submitted through TruePay and documentation may be required.

Please note: Current accommodations for Employees at Risk of Severe Illness will be extended through the second semester, the termination of the Governor’s executive order or a determination by the employee’s physician and DPS that the employee is no longer at risk (e.g., following vaccination), whichever is first. Additional documentation may be requested by HR.

If you have questions, please reach out to your HR partner. Thank you for all you are doing as we all strive to keep our students learning and each other healthy and safe.

Sincerely, 
Adam Barnett
Director of Benefits
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