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Face covering policy corrective action process for staff, contract covered academic personnel and student employees

The UW COVID-19 Face Covering Policy requires that face coverings be worn at the UW, regardless of vaccination status indoors when other people are present, and in all public and common areas, such as lobbies, hallways, stairways, restrooms, elevators, and in shared vehicles and in other specified circumstances.

For other outdoor settings, face coverings are strongly recommended to be worn outdoors by all individuals, regardless of vaccination status, when in crowded settings and in settings where there is a decreased ability to consistently maintain a physical distance between others.

UW Medicine medical center employees should follow the UW Medicine face covering policy.

Condition of employment

Employees are required comply with the COVID-19 Face Covering Policy or the UW Medicine face covering policy at the medical centers as a condition of employment, as well as for the health and safety of themselves, their colleagues, and the UW community. Units are required to ensure all their employees have a thorough understanding of the requirements outlined in this policy.

Corrective action procedure

If, after education and training, any staff, contract covered academic personnel, or student employee refuses to comply and deliberately violates policy, the UW will take the following steps to remediate the situation. Deliberately means the employee is intentionally violating the UW COVID-19 Face Covering Policy or UW Medicine face covering policy, such as purposely wearing their mask below their nose, wearing a mask that has holes in it, or not wearing a mask at all.

  1. STEP 1 (First incident): Employee’s manager or designee reminds the employee of the face covering policy and informs them they must wear their mask (correctly). If they do not have a mask or their mask is not adequate, they are provided one.

The employee’s manager should follow up with the employee in writing immediately and ask the employee to acknowledge receipt of the requirement either by email or signature. If the employee refuses to put on a mask or wear theirs correctly, the manager or designee can immediately move to step 2.

  1. STEP 2 (Second incident, occurs at least one hour after the first incident): If the employee continues to deliberately violate the face covering policy, the employee will be sent home with the ability to use paid or unpaid time off for the remainder of their current shift, as allowed in the collective bargaining agreement or employment policy covering the employee.

The employee’s manager should follow up with the employee in writing immediately and ask the employee to acknowledge receipt of the requirement either by email or signature.

  1. STEP THREE (Third incident): After the employee returns to the worksite and a third incident occurs, the employee will be sent home on unpaid time off for the remainder of their current shift.

The employee’s manager should follow up with the employee in writing immediately and ask the employee to acknowledge receipt of the requirement either by email or signature.

  1. STEP FOUR (Fourth incident): After the employee returns to the worksite and a fourth incident occurs, the employee will be sent home on unpaid time off and will be subject to termination.

The employee’s manager should follow up with the employee in writing immediately and ask the employee to acknowledge receipt of the requirement either by email or signature. Managers should forward documentation of the series of incidents to their HR Consultant, who will work with the unit to initiate the termination process.

Contact your unit’s human resources consultant if you have questions. If employees state they are unable to wear a mask due to a health condition, refer the individual to the accommodation request process. Employees with concerns that other employees are not complying should speak with their supervisor or report it to EH&S.

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