Close

Alerts:

Based on updated CDC guidance, masks are now optional and not mandatory for students, faculty, staff and guests at all our campuses and facilities. View more details & FAQ. Summer classes are underway, with Summer Course Registration still available, plus Fall Course Registration also underway. Both Summer & Fall have expanded on-campus options, with class size limits to accommodate social distancing. To support students, select services are available on campus, with prior appointments required in many cases. See the Student Services Guide.

EFSC COVID-19 Initial Reporting Procedure

This procedure includes the four (4) forms that the College's COVID-19 Response Officer (C19-RO) will utilize to document the various scenarios. Each scenario will include the “Earliest Date of Return.” This return date is calculated differently depending on the specific scenario. Each scenario has its calculation method detailed on the appropriate form. The forms and scenarios can be viewed as pages 14-23 in the PDF version of EFSC's COVID-19 Case Tracking Procedure.

View the Tracking Process landing page for additional details on when the COVID-19 Case Tracking Procedure applies plus other important COVID-19 resources. For information on the approval process to return to campus once a case report has been initiated, view the return to campus page which details how to work with the College's COVID-19 Response Officer to coordinate an approved return to an EFSC campus. 

Students - On Campus

On campus students who advise faculty or staff that they either have symptoms of COVID-19, have received notification that they have tested positive for COVID-19, or have had close contact with someone with COVID-19, will be instructed by the faculty or staff member to move to an area that is socially distanced from others, wear a mask and await a security officer to assess the situation. The faculty or staff member will then contact the security office and advise they need an officer to respond to a COVID-19 situation. The faculty or staff member should be prepared to provide information regarding the student’s name and current location.

A security officer from that campus will immediately respond to the student’s location. The reporting faculty or staff member should then contact the Associate Provost’s Office and give them an update of the situation. While on-route to the student’s location, the campus security officer (or his/her designee) will contact the COVID-19 Response Officer (C19-RO) and request they respond to the appropriate campus. Once the campus security officer arrives and meets with the student, he/she will accompany the student to an outside location (protected from the elements) or preferably their vehicle while they wait for the C19-RO to arrive. The security officer should maintain a distance of more than 6 feet and both the officer and student should continue to wear masks even though they are outside.

Security officers need to use discretion while communicating with the student as the student’s medical information is confidential. Once they reach their destination, the security officer will contact the C19-RO (who should be driving to the campus by this time) to give the student a specific location. While awaiting the C19-RO, the campus security officer can begin the process of the “COVID-19 INITIAL REPORTING FORM” (if trained to do so).

All campus security officers should have an awareness of nearby covered exterior locations with seating on their campuses (to protect from the elements) that would be suitable for a student to meet with the C19-RO should a vehicle not be available. If their vehicle is available, the student should be instructed to turn on their vehicle’s air conditioning, so the C19-RO does not get a false high temperature reading.

While waiting near the student for the C19-RO to arrive, the campus security officer should acquire and verify contact information (name, contact information, B-number, vehicle, tag number), in the event the student decides not to wait any longer and drives off the premises. In no case, shall the campus security officer formally detain the student, nor physically prevent the student from leaving the campus should they so desire.

Upon arrival, the C19-RO will then communicate directly with the impacted student and complete the COVID-19 Initial Reporting Form (IRF). The IRF will identify which type of COVID event the student is experiencing (positive COVID-19 test with symptoms, positive COVID-19 test without symptoms, symptoms of COVID-19 without testing, or a close contact concern). Often students may think they have had close contact, but further assessment may determine otherwise, and they can return to class. In these cases, the C19-RO will give the student a Class Return Slip and will alert the AP as to their findings.

If the C19-RO determines that an exposure has likely occurred, they will gather information from the impacted student to assist with contact tracing of other College students and employees to determine if any other person was in close contact with the individual (closer than 6 feet for 15 or more minutes and other listed variables defined below) as defined by the CDC. True close contact violations should be a rarity (apart from some athletic and academic assignments) providing people comply with the social distancing recommendations of the CDC.

If it is determined that anyone in the College was subjected to an actual close contact with an infected person, the C19-RO will make contact with those individuals as necessary to check on their status and advise them to watch for symptoms. In some cases, it may be necessary for the C19-RO to meet with the individual to complete an IRF. In cases of possibly impacted students, the C19-RO will work with the appropriate AP to gather the necessary contact information and campus locations so additional contacts may be made. In close contact cases involving employees, the Officer will work with the AVP of Human Resources. The AVP will assist the C19-RO in acquiring the correct employee contact information and work assignment so necessary contacts may be made. The AVP will contact the employee’s supervisor to relay the information as necessary.

In cases where possible close contacts involve persons not affiliated with the College, the Emergency Manager (or their designee) will request that all necessary contact tracing be done by Brevard County Health Officials. There is no expectation of College personnel to communicate with persons not affiliated with the College unless they are seeking clarification of information that will assist College persons.

Upon completion of the IRF, the C19-RO should contact the College’s Emergency Manager along with the appropriate Associate Provost to advise them of the outcome of the situation along with actions taken and calculated period of home isolation. The COVID-19 Response Officer also works with the student to coordinate the Return to Campus Approval process.

In all cases when students are asked to leave the campus for self-isolation, the Emergency Manager or Deputy Emergency Manager shall alert the appropriate personnel at the Brevard County Health Department for follow up and further community contact tracing as they determine necessary.

Very Ill Students

If an on-campus student is feeling very ill, the student should not be forced to wait for the C19-RO, and the faculty or staff member should contact security immediately for assistance. Security officers should gather necessary contact information and instruct them to seek medical attention. They should also provide the contact information of the C19-RO to the student and instruct the student to contact the C19-RO as soon as physically able so they can assist the student in advising when they will be permitted back on campus. At a minimum, the campus security should attempt to get any information regarding persons at the College who the ill student may have had close contact with. In severe cases of illness, 911 should be called immediately to assess and assist the student. Even if the student states they will refuse transport, the ambulance should be called by College employees as a safety precaution for the student. In these cases, the campus security officer should communicate with rescue personnel to determine which medical facility the student is being transported and provide that information along with the student’s contact information to the C19-RO for follow-up. The C19-RO will attempt to contact the student to remotely complete the IRF and conduct contact tracing to determine if any other students, faculty or staff were in close contact with the individual (closer than 6 feet for 15 or more minutes) as defined by the CDC.

If anyone in the College was subjected to an actual close contact with the student, the C19-RO will contact those individuals as necessary. In cases of impacted students, the Officer will work with the appropriate AP to gather required contact information and location so necessary contacts may be made. In close contact cases involving employees, the Officer will work with the AVP of Human Resources. The AVP will assist the C19-RO in acquiring the correct employee contact information and work assignment so necessary contacts may be made. The AVP will contact employee’s supervisors to relay the information as necessary.

If the C19-RO has difficulty contacting the impacted student who left the campus for emergency medical attention or for any other reason, the Emergency Manager or designee will contact Brevard County Health Officials for their assistance in acquiring the needed information and request they perform the contact tracing involving college employees or students. The COVID-19 Response Officer also works with the student to coordinate the Return to Campus Approval process.

In cases where a student is admitted to the hospital, it is not unusual for medical staff to disallow the COVID-19 Response Officer to speak with the student nor will they provide any medical or contact information. In these cases, the Emergency Manager (or designee) will contact the Brevard County Health Department for assistance in acquiring the necessary information and to conduct all contact tracing.

Off Campus Students

Off campus students advising faculty or staff that they either have symptoms of COVID-19, have received notification that they have tested positive for COVID-19, or have had close contact with someone with COVID-19, will be instructed to contact the Associate Provost’s Office on their campus. The AP will gather the preliminary information from the student to include their contact information along with answer any questions regarding academic accommodations. The AP will advise the student not to come to campus and to expect a call from the College’s COVID-19 Response Officer. The AP will contact the C19-RO and advise him/her of the situation. The C19-RO will contact the student as soon as possible and remotely complete the COVID-19 Initial Reporting Form (IRF). In these cases, the IRF will always be done remotely to prevent an ill student from coming to campus. The IRF will identify which type of COVID event the student is experiencing. The C19-RO will conduct contact tracing to determine if any other students, faculty or staff were in close contact with the individual (closer than 6 feet for 15 or more minutes and other variables defined below) as defined by the CDC.

Upon completion of the COVID-19 Initial Reporting Form (IRF), the C19-RO should contact the Emergency Manager along with the appropriate AP (involving students) or the AVP of Human Resources (involving employees) to advise them of final outcome of the situation along with actions taken.

If anyone in the College was subjected to close contact with the student, the C19-RO will contact those individuals, as necessary. In cases of impacted students, the C19-RO will work with the appropriate AP to gather necessary contact information and location so necessary contacts may be made. In close contact cases involving employees, the Officer will work with the AVP of Human Resources. The AVP will assist the C19-RO in acquiring the correct employee contact information and work assignment so necessary contacts may be made. The AVP will contact the employee’s supervisor to relay the information, as necessary.

The C19-RO may contact either the Risk Manager (Dr. Mike Richey), the Emergency Management Director (Joe Ambrose), or the Deputy Emergency Management Director (Bill Farmer), if they need any assistance in categorizing the COVID event or in calculating the Earliest Possible Date for Return.

Upon the initial completion of the IRF, the C19-RO will communicate with the student about the Return to Campus Approval process and will notify them of their Earliest Possible Date for Return. They will advise the student that they will need to communicate with them telephonically one College business day before they are due to be allowed back on campus to ensure their self-isolation does not need to be extended due to fever or additional symptom issues.

The C19-RO will then forward the completed IRF to the Emergency Manager or Deputy Emergency Manager for review and approval. In the absence of the College’s Emergency Managers, any VP or the AVP of Human Resources may approve the form. It is understood that the C19-RO will communicate the Earliest Date of Return to the student prior to getting formal approval. The formal approval process which will typically be completed later that day is to ensure the calculation for Earliest Day of Return is accurate. If return dates or conditions affecting the student is changed by the approving authority, the C19-RO will communicate those changes with the impacted student.

Once the IRF for a student is approved, the approving authority will email a copy of the completed IRF to the appropriate AP and VP Fletcher so academic accommodations may be made. Any communications to the faculty will be provided by the AP. A copy of the IRF will also be emailed to the AVP of Human Resources for awareness and placement in a redundant secure storage area. If the C19-RO determines that additional exposures resulted in close contacts (as defined by the CDC), the C19-RO will meet with each individual and separate IRFs will be completed.

Faculty and Staff On Campus

On-campus faculty or staff expressing they have symptoms of COVID-19, have received notification that they have tested positive for COVID-19, or have had close contact with someone with COVID-19, will be instructed to socially distance from others, continue to wear a mask and contact security. The employee and security officer will agree on where to meet although it may be preferable to meet the employee at their personal vehicle while they await the C19-RO. If a personal vehicle is unavailable, the employee and campus security officer should meet in a mutually agreeable outside location.

When the campus security officer meets the employee, both parties shall wear masks even if outside. Security officers need to use discretion while communicating with the employee as the employee’s medical information is confidential. The campus security officer will contact the C19-RO (who should be driving to the campus by this time) to give the employee a specific location. While awaiting the C19-RO, the campus security officer can begin the process of the COVID-19 IRF (if trained to do so).

All campus security officers should have an awareness of nearby covered exterior locations with seating on their campuses (to protect from the elements) that would be suitable for an employee to meet with the C19-RO should a personal vehicle not be available. If their vehicle is available, it should be suggested to the employee that he/she start the vehicle and turn on their vehicle’s air conditioning during hot weather, so the C19-RO does not get a false high temperature reading.

In no case, shall the campus security officer formally detain the employee nor physically prevent the employee from leaving the campus should they so desire.

Upon arrival, the C19-RO will then communicate directly with the impacted employee and complete the COVID-19 IRF which will identify the type of COVID event the employee is experiencing (positive COVID-19 test with symptoms, positive COVID-19 test without symptoms, symptoms of COVID-19 without testing, or a close contact concern). Often employees may think they have had close contact, but further assessment may determine otherwise, and they can return to their campus work assignment. In these cases, the C19-RO will contact the AVP of Human Resources and advise them the employee does not need to self-isolate. The AVP will then contact the employee’s supervisor and advise them their employee has been cleared to return to their work assignment.

If the C19-RO determines that an exposure has likely occurred, they will gather information from the impacted employee to assist with contact tracing of other possible close contact exposures within the College (closer than 6 feet for 15 or more minutes and other listed variables defined below) as defined by the CDC. True close contact violations should be a rarity (apart from some athletic and academic assignments) providing employees comply with the social distancing recommendations of the CDC. In some cases, it may be necessary for the C19-RO to meet with the individual to complete an IRF. In cases of possibly impacted students, the C19-RO will work with the appropriate AP to gather the necessary contact information and campus locations so additional contacts may be made. In close contact cases involving employees, the Officer will work with the AVP of Human Resources. The AVP will assist the C19-RO in acquiring the correct employee contact information and work assignment so necessary contacts may be made. The AVP will contact the employee’s supervisor to relay the information as necessary.

In cases where possible close contacts involve persons not affiliated with the College, the Emergency Manager (or their designee) will request that all necessary contact tracing be done by Brevard County Health Officials. There is no expectation of College personnel to communicate with persons not affiliated with the College unless they are seeking clarification of information that will assist College persons.

Upon completion of the IRF, the C19-RO should contact the College’s Emergency Manager along with the AVP of Human Resources and advise them of the outcome of the situation along with actions taken and calculated period of home isolation. The AVP of Human Resources will contact the employee’s supervisor and advise them of their status and how long they will likely be in self-isolation. As needed, the COVID-19 Response Officer also works with the employee to coordinate the Return to Campus Approval process.

In all cases when employees are asked to leave the campus for self-isolation, the Emergency Manager or Deputy Emergency Manager shall alert the appropriate personnel at the Brevard County Health Department for follow up and further community contact tracing as they determine necessary.

Very Ill Employees

If an on-campus employee is feeling very ill, the employee should not be forced to wait for the C19-RO and should be instructed to seek medical attention immediately. In severe cases of illness, 911 should be called to assess and assist the employee. Even if the employee states they will refuse transport, the ambulance should be called by College staff as a safety precaution. In these cases, the campus security officer should communicate with rescue personnel to determine which hospital the employee is being transported to and provide that information along with the employee’s contact information to the C19-RO for follow-up.

The C19-RO will attempt to contact the employee to complete the COVID-19 Initial Reporting Form (IRF) and conduct contact tracing to determine if any other students, faculty or staff were in close contact with the individual (closer than 6 feet for 15 or more minutes and other variables) as defined by the CDC. If anyone in the College was subjected to close contact with the employee, the C19-RO will contact those individuals, as necessary. In cases of impacted students, the C19-RO will work with the appropriate AP to gather the required contact information and location so necessary contacts may be made. In cases involving other employees, the Officer will contact the AVP of Human Resources. The AVP of Human Resources will assist the C19-RO in acquiring the correct employee contact information and work assignment so necessary contacts may be made. The AVP of Human Resources will contact the employee’s supervisor, as necessary. If the employee is a faculty member, the Provost or AP shall contact the VP of Academic Affairs for his awareness. As appropriate, the COVID-19 Response Officer also works with the employee to coordinate the Return to Campus Approval process.

If the C19-RO has difficulty contacting the impacted employee who left the campus for emergency medical attention, they are to contact the Brevard County Health Department for assistance in acquiring the needed information and a request for them to perform the contact tracing involving college employees and students.

In some cases, hospital staff will not allow the COVID-19 Response Officer to meet with or even speak with the employee nor will they provide any information. In these cases, the Emergency Manager or designee will contact the Brevard County Health Department for assistance in acquiring the necessary information and request they conduct all contact tracing.

Off Campus Employees

Employees who are off campus while experiencing symptoms of COVID-19, have been notified that they have tested positive for COVID-19, or have been in close contact with someone who has tested positive for COVID-19, shall be instructed to contact the AVP of Human Resources, Darla Ferguson. AVP Ferguson will gather the preliminary information from the employee to include their contact information, along with answer any questions regarding employment accommodations. The AVP will advise the employee not to come to campus and to expect a call from the College’s COVID-19 Response Officer (C19-RO). The C19-RO will contact the employee as soon as possible to conduct the Initial Reporting Form (IRF) remotely. The IRF will identify the type of COVID and the C19-RO will advise the employee of actions that need to be taken. The C19-RO will conduct contact tracing to determine if any other students, faculty or staff were in close contact with the individual (closer than 6 feet for 15 or more minutes and other variables) as defined by the CDC. If anyone in the College was subjected to a true close contact with the employee, the C19-RO will contact those individuals, as necessary. In cases of impacted students, the C19-RO will work with the appropriate AP to gather the required contact information and location so necessary contacts may be made. In cases involving employees, the C19-RO will contact the AVP of Human Resources who will assist the C19-RO in acquiring the correct employee contact information and work assignment so necessary contacts may be made. The AVP of Human Resources will contact the employee’s supervisors to ensure they are aware of the situation. If the employee is a faculty member, the faculty’s Provost (or Dean) shall make Dr. Fletcher aware of the situation.

Upon completion of the COVID-19 Initial Reporting Form (IRF), the C19-RO should contact the Emergency Manager along with the appropriate AP (involving students) or the AVP of Human Resources (involving employees) to advise them of final outcome of the situation along with actions taken.

The C19-RO may contact either the Risk Manager (Dr. Mike Richey), the Emergency Management Director (Joe Ambrose), or the Deputy Emergency Management Director (Bill Farmer) if they need any assistance in categorizing the COVID event or in calculating the Earliest Possible Date for Return.

Upon the initial completion of the IRF, the C19-RO will communicate with the employee about the Return to Campus approval process and notify them of the Earliest Possible Date for Return. They will advise the employee that they will need to communicate telephonically the day before they are due to be allowed back on campus to ensure their self-isolation does not need to be extended due to fever or additional symptoms/issues. They will coordinate an outdoor location to meet and assess the employee.

The C19-RO will then forward the completed IRF to the Emergency Manager or Deputy Emergency Manager for approval. In their absence, the form may be approved by any Vice President or the AVP of Human Resources. It is understood that the C19-RO will convey to the employee their Earliest Date of Return prior to the Emergency Manager (or his designee) formally approving the request. If return dates or conditions affecting the employee are changed by the approving authority, the C19-RO will communicate those changes with the impacted employee.

Once the IRF for an employee is approved, the approving authority will email a copy of the completed IRF to the AVP of Human Resources. Any communications to the faculty will be provided through the AP. If contact tracing of an employee revealed further exposure through close contact, separate IRFs will be completed, and after approval,
those IRFs will be forwarded to the AVP of Human Resources (Darla Ferguson). If the employee is also a faculty member, both AVP Ferguson and VP Fletcher will receive the information. AVP Ferguson will ensure the appropriate supervisors are contacted regarding the status of their employees. Dr. Fletcher will work with the appropriate Campus Provost or AP to ensure the needs of the faculty and students are met. After approval, copies of IRFs involving additional students will be forwarded to Dr. Fletcher and the appropriate AP for their awareness.