FROM:        Stephen Lund, Director, Academic Personnel Office;  Mark Walters, Director, Classified Human Resources

RE:        Flu Pandemic HR Guidelines Rescinded

Effective immediately, the requirements within the flu pandemic HR guidelines that were implemented in September of 2009 are now rescinded. This action is prompted by the H1N1 virus subsiding drastically within the population.  The provisions within the various divisional attendance policies can be reinstituted. This includes the ability to count as an unexcused absence an employee’s absence based on their (or immediate family member’s) flu-like-symptoms. UW-System has also reinstated the requirement that unclassified employees need a note from a health care provider if absent from work for five consecutive days due to illness.

Please inform employees within your division that all past HR policies regarding attendance are now reinstated.

Many of the activities that were implemented as part of the H1N1 outbreak are best practices that should continue to be encouraged on campus. This would include:

–   staying/going home when experiencing flu-like symptoms or unable to effectively perform duties due to illness;

–   washing hands or using an alcohol-based hand sanitizer regularly;

–   covering coughs and sneezes with a tissue or shirtsleeve (using hand is less helpful as this may unintentionally pass a virus through contact); and
–   receiving an annual flu vaccine.

These precautions should always be practiced regardless of whether heightened health risks are present on campus.

Although the H1N1 flu outbreak was quite challenging, the planning and policy implementation that occurred as a result has made UW-Madison significantly more prepared for future health issues. The diligence of all members of the UW community to limit the spread of H1N1 should be commended.

If you have any questions, please contact either of us.

Employees: On Friday, the final employee flu shot clinic of the season will be held at 21 N. Park Street, room 5045, from 9 a.m. to 3 p.m. This clinic will feature both H1N1 and injectable seasonal influenza vaccinations.

An insurance card is recommended for the employee clinic, to avoid an out-of-pocket expense. If you do not present an insurance card, there will be a fee charged of $30 for seasonal vaccine and $14.50 for the H1N1 vaccine. Cash or check will be accepted, and a receipt will be provided.

Students: On the same day, University Health Services will hold a FlashVax clinic for students at the SERF, from 3-7 p.m. All students who have not yet received a H1N1 flu shot are encouraged to drop by and get vaccinated in a flash. H1N1 vaccines are free for students and a student ID is required for the student clinic.

UHS will continue to offer free flu shots without an appointment through Friday, Jan. 29. Just bring a student ID to 333 East Campus Mall between 9 a.m. and 4:30 p.m., Monday through Friday.

For your added convenience, UHS will also run two more FlashVax clinics at the SERF from 3 pm to 7 pm, this Friday, Jan. 22, and next Friday, Jan. 29. Wear short sleeves, and bring your student ID!

Already got your shot? Don’t think you need one? Tell us about it: Take this 1-minute anonymous survey, and let us know how you feel about H1N1 shots.

All employees can receive seasonal and H1N1 flu shot injections (but not nasal mist spray) on campus this Wednesday, Jan. 6, at the Waisman Center, Rm. 120-122, from 9 am.-3 p.m. (This clinic was rescheduled due to the weather-related university closing on December 9.)

There will be two more employee clinics this month, also offering both seasonal and H1N1 influenza vaccinations.

–Wednesday, Jan. 13 at Ingraham Hall, Rm. 103.

–Friday, Jan. 22, at the Welcome Center, 21 N. Park St., Rm. 5045.

Both clinics will run from 9 a.m.-3 p.m.

If you have not yet been vaccinated against influenza, you are encouraged to take advantage of this opportunity. This is especially important for those

who have pre-existing medical conditions for which influenza infection could pose greater risk.

Both seasonal and H1N1 vaccinations are expected to be administered at no ‘out of pocket’ expense for campus employees with UW insurance, but you must bring your insurance card with you to the clinic for verification.

If you do not bring your insurance card with you, a fee of $30 will be charged for seasonal vaccine and $14.50 for the H1N1 vaccine. Cash or check will be accepted and a receipt will be provided.

The clinics described above are for UW-Madison employees. Students may continue to receive seasonal and H1N1 shots via UHS during winter break business hours.

Between Dec. 13 and 19, eight students were evaluated by University Health Services (UHS) for symptoms of influenza-like illness (ILI), bringing the total for the semester to 1,345. In Week 16, 0.5 percent of all primary care visits were for ILI.

In nationwide pandemic influenza surveillance conducted by the American College Health Association (ACHA), there were 87,593 ILI cases reported on campuses between Aug. 22 and Dec. 11, including 165 hospitalizations and 3 deaths.

No hospitalizations of UW students for ILI were reported to UHS this semester.

There will be no weekly ILI reports posted over the Winter Break. Updates will resume on January 25 for the week ending January, 23, if warranted.

University Health Services is open during the break. Call (608) 265-5600 for an appointment. See http://www.uhs.wisc.edu for holiday closings and hours of operation.

Link to Week 16: Dec.13 -Dec. 19 (PDF)

Read more about ILI reporting background

Students continue to be encouraged to receive vaccine on a walk-in basis at the 6^th floor Green Clinic of University Health Services, 333 East Campus Mall until Dec. 23.

Visit UHS to learn more about hours leading up to Winter Break.

If students are unable to stop by UHS, they are encouraged to make an appointment with a healthcare provider over winter break, or to visit a community clinic.

For the first time, the Wisconsin Department of Health Services (DHS) has announced that public health departments and private health care providers can also vaccinate all members of the general public, including faculty and staff.

Call your health care provider or 2-1-1 to find out an H1N1 or seasonal influenza vaccine clinic nearest to you. A “clinic finder” is also available online at http://pandemic.wisconsin.gov or www.wisconsinfluclinic.info.

“With more than 1.5 million doses of H1N1 vaccine in the state, we have reached a point where we can begin to offer the vaccine to individuals outside of the target group populations,” said State Health Officer Dr. Seth Foldy. “While this is good news, it should not be interpreted as an indication that those most-at-risk have all been vaccinated. Protecting pregnant women, everyone under the age of 24 and those with underlying health conditions remain our top priority.”

H1N1 activity is expected to continue throughout the influenza season and DHS recommends that all individuals, especially those on the CDC target list, get vaccinated as another wave of H1N1 cases could occur later this season.

The H1N1 vaccine is safe and effective and even those who’ve had flu-like symptoms should be vaccinated as there are a variety of respiratory illnesses that circulate during cold and flu season. Children under age 10 require two doses of the H1N1 vaccine, with an optimal time of four weeks between first and second doses.

On Dec. 23, UHS will be open from 10:00 am to 2 p.m. It will be closed on Dec. 24 and 25.

On Dec. 28 and 29, UHS will be open from 10 a.m. to 2 p.m. It will be closed on Dec. 30 and 31 and Jan. 1.

Normal business hours will resume on Monday, Jan. 4.

On weekends and holidays, urgent medical advice is available from 12 noon to 9:00 pm by calling 265-5600. In case of a medical emergency, call 911.

Mental health crisis intervention services are available 24 hours a day, 365 days a year, by calling 265-5600; choose option “9.”

Due to a change in state guidelines, all UW–Madison students, regardless of age, are now eligible to receive free H1N1 shots at UHS. More than 10 percent of the student body has been vaccinated against H1N1 so far.

Free flu shots are available without an appointment, Monday through Friday from 9 a.m. to 4:30 p.m., at 333 East Campus Mall, 6^th floor, Green Clinic. For more details, visit the UHS vaccination page. (Please note, other appointments must be scheduled.)

UHS has also given more than 9,100 seasonal flu shots since Sept. 21, easily surpassing the record 8,600 shots given in the 2008-09 academic year.

Link to Week 15: Dec.6 -Dec. 12 (PDF)

Read more about ILI reporting background

We want to commend all UW-Madison students for the steps you have taken to limit the spread of H1N1 influenza on campus during this unusual semester. We appreciate your efforts and ask for your continued assistance.

We want to briefly outline our expectations if you should become ill in the coming weeks, traditionally the most intense part of the semester academically.

– As we’ve said in the past, please don’t go to class or work, computer labs or other common study areas when you’re sick with flu-like symptoms (fever with cough or sore throat), even if it’s finals week. Please don’t return to class or work until at least 24 hours after you have been completely fever-free (without the use of fever-reducing medications). Call University Health Services (UHS) if you need an appointment or urgent medical advice: (608) 265-5600.

– Communicate immediately and directly with your instructor or professor if you have to miss a deadline or exam due to illness. You are responsible for making up assignments, papers, presentations or exams within a reasonable period of time. This may entail taking an incomplete. Visit the Registrar’s website for more information: http://registrar.wisc.edu/incompletes.htm. Your instructors are receiving a similar message and are being asked to plan ahead in the event that special accommodations will need to be made.

– You do not need to present a medical excuse for brief illness-related absences, even during finals. Neither UHS nor the Offices of the Dean of Students will provide these notes, nor should they be expected by your instructor.

–If you cannot reach an accommodation with your instructor, please contact the department chair for assistance in further resolution. If you should need additional help, you may contact an on-call dean in the Offices of the Dean of Students, dean@odos.wisc.edu, (608) 263-5700.

–Remember to take advantage of the opportunity for a free vaccination at UHS. H1N1 vaccine is now available to all students. For complete details, visit http://uhs.wisc.edu. If you are unable to receive vaccine at UHS, make an appointment now with your primary health care provider over Winter Break.

Wishing you a happy and productive end of the semester,

Lori Berquam

Dean of Students

Paul M. DeLuca Jr.

Provost and Vice Chancellor for Academic Affairs

We want to take a moment to express our gratitude for your efforts during this unusual semester as the campus responded to the challenge of H1N1 influenza.

More than 1,300 students were evaluated by University Health Services (UHS) for influenza-like illness so far this semester, consistent with the H1N1 outbreak in our community over the fall. Your preparation and leadership during this time unquestionably mitigated the disruption this outbreak caused to campus operations and may have helped limit the spread of disease among your students and your colleagues.

Among institutions participating in the American College Health Association’s surveillance project this fall, which included UW-Madison, 85,000 cases of influenza-like illness had been reported in students through Thanksgiving, including 161 hospitalizations and three deaths. We are hopeful that a high rate of vaccination will keep the virus from posing such a threat to campuses in the spring semester.

Students have been alerted that free H1N1 vaccination is available at UHS, and more than 4,500 have been vaccinated so far. However, since immunity may take a week or two to develop, this influenza still has the potential to cause an outbreak during exams, so we must keep our precautions in place.

As the semester comes to a close, we are reminding students of the expectations for handling absences due to illness. You may want to reiterate these in your own classroom, to help alleviate anxiety and give students clear direction as to how to communicate with you should they become sick. Research indicates that faculty members are highly trusted as sources of health information, so we also ask for your assistance in encouraging students to get a H1N1 vaccine.

Here is our guidance:

– Students should continue to stay home from class or work, computer labs or other common study areas when they are sick with flu-like symptoms — even if it is finals week.

– We have directed students to communicate immediately with you, instructors or faculty members, if they may miss an end-of-semester deadline or exam due to illness. However, they continue to be responsible for making up assignments, papers, presentations or exams within a reasonable period of time.

This may entail taking an incomplete. Visit the Registrar’s website for more information: .

We would ask you to think ahead in the event that special accommodations will need to be made to hold an alternate exam time.

– Be aware that students may have already experienced H1N1 this semester and could be suffering from a different illness. The same flexibility should apply, regardless of the type of illness.

– Students do not need to present a medical excuse for brief illness-related absences, even during finals. Neither UHS nor the Offices of the Dean of Students will provide these notes, nor should they be expected.

Lastly, in the event of difficulty reaching accommodations with students, please contact your department chair for assistance in further resolution. If you should need additional assistance, please contact an on-call dean in the Offices of the Dean of Students, (608) 263-5700.

Please continue checking for additional updates.

With deep appreciation for your work this semester and best wishes for a healthy Winter Break,

Paul M. DeLuca Jr. Provost and Vice Chancellor for Academic Affairs

Lori Berquam Dean of Students