What to do when you learn of a positive COVID case



What to do if you learn of a POSITIVE COVID-19 test.

 

If the person is an employee:

The supervisor will tell the employee to stay home and they will gather the information from the Contact Tracing Questionairre from the employee​ COVID Contact Tracing Form 2.pdf

  • ​Notify you supervisor who will notify their Vice President or Vice Chancellor and  Don Maus, Director, Risk Management about the positive test.
  • Any other communications should not include the name of the individual with the Positive Test due to privacy reasons. You must keep the person's name confidential so you won't be able to ask coworkers if they had close contact with that person.  You will have to follow up with the person who tested positive to try to determine any close contacts.
  • Send Don the information you gathered from the employee.
  • Don will contact the OC Health Care Agency to inform them of the positive test.
  • Don will send an e-mail to any employees identified as a close contact and inform them to quarantine at home for at least 10 days after last exposure to the case.  
  • Don will send a general communication to all staff who may have been in the work area where the individual was present while infectious, including those who were not close contacts.  These individuals will be able to come to work, but they will be directed to self-monitor for any COVID-19 symptoms for 14 days.
  • A case is considered to be infectious from 2 days before their symptoms first appeared until at least 10 days after symptoms start. A person with a positive COVID-19 test but no symptoms is considered to be infectious from 2 days before their test was taken until 10 days after their test.
  • A determination will be made as to what rooms need to be closed until the proper cleaning and disinfection takes place.  

If the person is a student:

  • Student notifies their instructor of a positive COVID test.  Instructor tells the student to stay home and then notifies their Dean (Dean 1).
  • Dean 1 looks up student to see if they are enrolled in other in-person classes
    • If yes and student is taking face-to-face classes in other divisions, Dean 1 notifies the other Deans of the positive case and that they will be following up with the student.
  • Dean 1 gathers contact tracing information from the student by phone or email using the attached contact tracing form, COVID Contact Tracing Form 2.pdf They will ask about close contacts in all classes or other parts of campus then sends the results of the Q &A to Don Maus, Director, Risk Managemen and to the other affected Deans.
  • Deans in other divisions then take action related to the courses in their Division as necessary (notifying other students in the class or notifying close contacts).
  • Dean 1 will notify their Vice President.  The VP will notify the President.
  • Any other communications should not include the name of the individual with the Positive Test due to privacy reasons. You must keep the person's name confidential so you won't be able to ask the class if they had close contact with that person.  You will have to follow up with the person who tested positive to try to determine any close contacts.
  • Don will contact the OC Health Care Agency to inform them of the positive test.
  • The Deans will send an e-mail to any students identified as a close contact and inform them to quarantine at home for at least 10 days after last exposure to the case.  
  • The Deans will send a general communication to all students or other staff members in the class who may have been in the general area where the individual was present while infectious.  These individuals will be able to come to class, but they will be directed to self-monitor for any COVID-19 symptoms for 14 days.
  • A case is considered to be infectious from 2 days before their symptoms first appeared until at least 10 days after symptoms start. A person with a positive COVID-19 test but no symptoms is considered to be infectious from 2 days before their test was taken until 10 days after their test.

SAMPLE COMMUNICATIONS

 

Communications for Close Contacts of Positive Test Case (Employee)

Dear Employee,

I regret to inform you that we have been notified of a positive COVID-19 test result at your work location and that you may have been exposed to this person and in close contact with them on 10/13/2020 or 10/15/2020.  Due to confidentiality reasons we cannot divulge the name of this individual.  

As a close contact, you are at increased risk of becoming infected with COVID-19 and should take measures to monitor yourself for illness and protect those around you from becoming infected.  Starting right away, you should do the following:

  • Stay home (quarantine) until 10 days after last exposure, through Saturday, July 17th. If you do not have symptoms, you may go out for essentials (e.g., to get groceries or medicine, or to go to the doctor) or to exercise.
  • Get tested for COVID-19.  The ideal time to get tested is about 5-7 days after exposure.  Even if you test negative and have no symptoms, you will still need to remain in quarantine through.  Call your doctor or for more information about testing sites visit https://occovid19.ochealthinfo.com/covid-19-testing)
  •   There is also free testing available at the college.

During quarantine:

    • Maintain social distance (at least 6 feet) from others, to the extent possible, at all times.
    • Wear a cloth face covering at all times when within 6 feet of others.
    • Self-monitor for symptoms:
    • Check temperature daily
    • Watch for fever, cough, shortness of breath, and other signs/symptoms of COVID-19, such as chills, sore throat, muscle aches, diarrhea, or loss of sense of taste or smell. Additional symptoms may occur; see the attached “COVID-19: Know the Symptoms Flyer" for more information.

The district will provide leaves in accordance with SB 95 if you are unable to work remotely during this time.  If you have questions about available leaves, please contact Human Resources.

We understand that this news is unsettling and that you may have questions and concerns.  For more information, please see the website at https://www.ochealthinfo.com/novelcoronavirus  or call the Orange County Health Care Agency at 1-800-564-8448 or contact your supervisor.

We want to reiterate our commitment to the health and safety of our students and staff.  Thank you for your understanding during this challenging time.  We look forward to welcoming you back to work in the near future.

Thank you,

 

 

Communications for Others in the Department of Positive Test Case (Employees)

 

Good Morning,

My name is Don Maus and I am the Director of Risk Management for Rancho Santiago Community College District.  The District was recently notified that someone visiting ACC Lab on 11/25/2020 tested positive for COVID-19.  Due to confidentiality reasons we cannot divulge the name of the individual.  At this time and based on the information available to us, the District has determined that you have not had close contact (defined as being within 6 feet for longer than 15 cumulative minutes within a 24-hour period) with this individual.  We are contacting anyone who we think was in the area so you could be aware of this situation and self-monitor for development of symptoms.  Under the CDC Guidance, most casual professional interactions are classified as “Low Risk," meaning that an individual has been in the same indoor environment as an infected person with symptomatic COVID-19, but has not had close contact.

You do not need to be quarantined or do anything differently, but If you become feverish or develop any symptoms, you should stay home and call your healthcare provider for advice.  As an additional precautionary step, ANYONE with concerns about possible transmission are encouraged to take advantage of free COVID testing at the college or through the County. Visit https://d1.ocgov.com/Free-COVID19-Testing-at-New-Drive-Through-Site

We have cleaned and disinfected the affected areas in accordance with the CDC's Environmental Cleaning and Disinfection Recommendations. 

Please note the District has implemented significant safety measures consistent with the guidelines promulgated by our local Health Care Agency, the California Department of Public Health, CALOSHA, and the CDC to reduce the risk of exposure to COVID-19. These include the provision of face coverings and personal protective equipment (PPE),  daily health screenings, hand washing, intensified cleaning and disinfecting, and numerous other measures.

For more information, please see the website at https://www.ochealthinfo.com/novelcoronavirus  or call the Orange County Health Care Agency at 1-800-564-8448 or contact your supervisor.

We want to reiterate our commitment to the health and safety of our students and staff.  Thank you for your understanding during this challenging time .

 

Thank you,

 

Don Maus

Director, Risk Management

 

Communications for Close Contacts of Positive Test Case (Student)

Dear Student,

We were recently notified that a member of the Santa Ana College Campus community tested positive for COVID-19.  We have reason to believe that you may have been exposed to this person and in close contact with them on 10/13/2020 or 10/15/2020.  Due to confidentiality reasons we cannot divulge the name of this individual.  

As a close contact, you are at increased risk of becoming infected with COVID-19 and should take measures to monitor yourself for illness and protect those around you from becoming infected.  Starting right away, you should do the following:

  • Stay home (quarantine) until 10 days after last exposure. If you do not have symptoms, you may go out for essentials (e.g., to get groceries or medicine, or to go to the doctor) or to exercise.
  • Get tested for COVID-19.  The ideal time to get tested is about 5-7 days after exposure.  Even if you test negative and have no symptoms, you will still need to remain in quarantine.  Call your doctor or for more information about testing sites visit https://occovid19.ochealthinfo.com/covid-19-testing  There is also free testing available at the college.

During quarantine:

    • Maintain social distance (at least 6 feet) from others, to the extent possible, at all times.
    • Wear a cloth face covering at all times when within 6 feet of others.
    • Self-monitor for symptoms:
    • Check temperature daily
    • Watch for fever, cough, shortness of breath, and other signs/symptoms of COVID-19, such as chills, sore throat, muscle aches, diarrhea, or loss of sense of taste or smell. Additional symptoms may occur; see the attached “COVID-19: Know the Symptoms Flyer" for more information.

Thank you,

 

Communications to Student Who Tests Positive

​ I have been notified that you tested positive for COVID-19.  I hope your symptoms are mild and you have a full recovery.  I have sent you some questions via email, please fill them out and return to me.

    You should stay home until:

​    ·         at least 10 days after your symptoms started; and

    ·         24 hours with no fever without the use of fever-reducing medications (e.g., Tylenol, Advil); and

    ·         your respiratory symptoms (e.g., cough shortness of breath) are improving.

Your positive test has been reported to the to the Orange County Health Care Agency and you might receive a follow-up phone call from them.  They are tasked with doing contact tracing and they may be reaching out to you.  For more information, please see the website at https://www.ochealthinfo.com/novelcoronavirus  or call the Orange County Health Care Agency at 1-800-564-8448.

 

​Communications to Others in the Class of Positive Test Case (Student)

Dear Students,

The District was recently notified that someone attending the English 101 class during the week of 8/23/2021 tested positive for COVID-19.  Due to confidentiality reasons we cannot divulge the name of the individual.  At this time and based on the information available to us, the District has determined that you have not had close contact (defined as being within 6 feet for longer than 15 cumulative minutes within a 24-hour period) with the this individual.  We are contacting anyone who we think was in the area so you could be aware of this situation and self-monitor for development of symptoms.  Under the CDC Guidance, most casual professional interactions are classified as “Low Risk," meaning that an individual has been in the same indoor environment as an infected person with symptomatic COVID-19, but has not had close contact.

You do not need to be quarantined or do anything differently, but If you become feverish or develop any symptoms, you should stay home and call your healthcare provider for advice.  As an additional precautionary step, if you have concerns about possible transmission you are encouraged to take advantage of free COVID testing at the college or through the County. Visit https://occovid19.ochealthinfo.com/covid-19-testing

We have cleaned and disinfected the affected areas in accordance with the CDC's Environmental Cleaning and Disinfection Recommendations. 

Please note the District has implemented significant safety measures consistent with the guidelines promulgated by our local Health Care Agency, the California Department of Public Health, CALOSHA, and the CDC to reduce the risk of exposure to COVID-19. These include the provision of face coverings and personal protective equipment (PPE),  daily health screenings, hand washing, intensified cleaning and disinfecting, and numerous other measures.

For more information, please see the website at https://www.ochealthinfo.com/novelcoronavirus  or call the Orange County Health Care Agency at 1-800-564-8448.

We want to reiterate our commitment to the health and safety of our students and staff.  Thank you for your understanding during this challenging time .

 

​Supervisor Communications

Supervisor may issue a communication to those that need to know (Department Chairs, other instructors, etc.) that mention that there was a positive case of COVID, that all faculty, staff, and students who may have been exposed have been notified, that cleaning is taking place, and an ETA on when the class will be open.

Communication to Employee Who Tests Positive

Dear Employee,

My name is Don Maus and I am the Director of Risk Management for Rancho Santiago Community College District.  I was informed that you recently tested positive for COVID-19 and that you have begun to quarantine.  You should stay home until:

  • at least 10 days after your symptoms started or when you tested positive; and
  • 24 hours with no fever without the use of fever-reducing medications (e.g., Tylenol, Advil); and
  • your respiratory symptoms (e.g., cough shortness of breath) are improving.

I also wanted to let you know about the resources available to you.   The district will provide leaves in accordance with SB 95 if you are unable to work remotely during this time.  If you have questions about available leaves, please contact Human Resources.

Also, please know that the District has policies protecting employees from discrimination, harassment and retaliation, as mandated under federal and state laws.  Please see BP and AR 3430 Prohibition of Harassment, BP and AR 3410 Nondiscrimination.  These policies continue to apply during the COVID-19 pandemic.  Under these laws, employers are prohibited from discriminating and/or retaliating in any way against employees who have been potentially exposed to or diagnosed with COVID-19.

I know this can be very difficult and stressful situation for you.  As a reminder, the District has an Employee Assistance Program (“EAP") and it is available to you and those living within your household.  Here is the link www.healthadvocate.com/rsccd or you can call them directly at (866) 799-2728.  They are available 24 hours a day.

I reported your positive test to the Orange County Health Care Agency and that you might receive a follow-up phone call from them.  They are tasked with doing contact tracing and they may be reaching out to you.  For more information, please see the website at https://www.ochealthinfo.com/novelcoronavirus  or call the Orange County Health Care Agency at 1-800-564-8448.

​I hope you feel better soon.  If you have any questions don't hesitate to reach out to me.

 

Sincerely,

Don Maus

Director, Risk Management

 

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