COVID-19 Update: Policy Guidelines and Reminders

Next Monday the 22nd will mark the deadline to have a fully vaccinated workforce. With that date in mind, we wanted to make you aware of what this milestone means. First, there are no changes to employee and affiliated staff work requirements. Please report to work or continue teleworking as directed by your supervisor. Changes regarding visitors, events, and travel are outlined below. All policies linked in this email can also be found with other COVID guidance on the main COVID-19 PRISM page.

What is the same:

• If you’re sick, stay home! Even if fully vaccinated, continue to ask yourself the daily health screening questions before reporting to the workplace. If you feel ill or have any unusual-for-you symptoms, even mild ones, stay home.
• Wear a face covering. Even though D.C. will lift its indoor mask mandate on November 22, Smithsonian’s face covering policy will remain in place. Staff and visitors must wear face coverings indoors, regardless of vaccination status.
• Practice social distancing. All staff must stay a safe distance (at least 6 feet) away from others while on site. Please also abide by posted room occupancy limits. If your task requires working in close contact with other staff, your supervisor should provide you with additional information about working safely.
• Work on site only as directed. Enhanced Telework and associated workplace flexibilities remain in effect. To support social distancing efforts, units are permitted to have up to 50% of their workforce on site to support their operations. Otherwise, work that can be done from home, should continue to be done from home. Any employee, contractor, volunteer, intern, or other affiliated staff is eligible to work on site if directed or given permission by their unit and supervisor. Any changes to enhanced telework will be communicated to you via the COVID-19 Response Team and your supervisor.
• Temporary COVID-19 Administrative Leave. This program is still in place and has been extended to February 28, 2022. This administrative leave affords employees up to 8 hours (or one shift) per pay period of administrative leave to help manage dependent care and/or for those who are unable to work due to COVID-19 complications or to recover from vaccination side effects.
• COVID-19 Vaccination Leave. Up to 4 hours of Administrative Leave is also available for you to attend vaccination appointments (initial doses or boosters), including to take your children or those in your care to their appointments.
• Take your required COVID Safety Training. If you have not already, or you would like a refresher, please complete the “Training on Coronaviruses/COVID-19” (discussed in this announcement). If you have additional questions, please refer to the training FAQs on the COVID-19 Prism page.

What is new as of November 22^nd:

• COVID Travel Policy. COVID Team approval for travel has been lifted in most travel scenarios. Travelers must have their vaccination documentation on file with OHS and all travel must still be approved by the unit director. COVID Team approvals will still be required if the destination is to a Level 4 country or if the traveler is unvaccinated.
• Official Visitors Policy. Official visitors must show proof of vaccination (or, if not able to be vaccinated – proof of a recent negative COVID test) upon arrival. Sponsors of official visitors will be responsible for ensuring those arriving know what is required of them and to confirm their proof of vaccination. Information on types of documentation that are acceptable can be found here.
• Special Events Policy. Guests at special events are required to show proof of vaccination (or, if not able to be vaccinated – proof of a recent negative COVID test). Information on types of documentation that are acceptable can be found here. Further details on how this change impacts special events have been provided to event managers via OSEP.
• Contractor Guidelines. Contractors should NOT submit their vaccination documentation to OHS, rather they should be in touch with their COTR. Certification of vaccination requirements have been added to the guidelines. A new section for Contractors has also been added to the COVID FAQ page.

We will be communicating more in the coming weeks about the vaccination mandate status and any changes to Smithsonian operations. Should you have any questions, please visit Smithsonian’s COVID-19 website or email the Response Team.

Stay safe, be well, and thanks for getting vaccinated,
COVID-19 Response Team
s.si.edu/COVID-19

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