Response to COVID-19 (2020 DOE transition)

Book 2 - Issue Papers
Entire 2020 DOE Transition book As of October 2020

The health and safety of our DOE employees and contractors is paramount and guides all of the Department’s return to the workplace decisions.

Summary

On May 18, DOE’s COVID-19 Return to the Federal Workplace Framework was released, providing guidance for Federal officials to develop site/ facility plans for DOE’s transition from a maximum telework posture toward more normal operations. The status of operations varies across the DOE complex. Facilities located in different parts of the country have taken into account different state and local guidance, and some have maintained certain essential functions throughout the COVID-19 pandemic. Accordingly, DOE site/facility plans cascade from DOE’s Framework, reflecting these varied circumstances and site-specific needs.

The approval level for transitioning to different phases also varies based on the site/facility. The Secretary makes the determination regarding DOE Headquarters. The Heads of Departmental Elements determine the status of field elements under their purview, in consultation with the applicable Under Secretary. For the Power Marketing Administrations, the final approval rests with the Administrators after informing the Head of Departmental Element and applicable Under Secretary. Where multiple Departmental Elements have employees working at the same site, a unified decision is made regarding the entire workforce at that site. Where DOE has sites/facilities in the same geographic region that are managed by different Departmental Elements, Federal officials align their return to the workplace to the greatest extent practicable.

DOE’s Framework is a three-phased approach that aligns with Opening Up America Again and OMB, OPM, and CDC guidelines. It takes into account state and local government orders and conditions, as well as the current operating conditions and staffing of individual Federal facilities. For example, the DOE Headquarters COVID-19 Return to the Workplace Plan states that DOE HQ will monitor applicable state and local orders and consider the spirit and intent of those orders to the maximum extent possible while implementing its plan. DOE HQ will continue to assess any community changes to inform risk-based decision-making regarding progressing or regressing through the phases.

In Phases 1 and 2, mission-critical employees whose jobs are better performed onsite than through telework returned to the workplace. These employees include senior leadership; staff supporting Primary Mission Essential Functions (PMEF) and Mission Essential Functions (MEF); and other high priority senior-level program staff. Employees in Phases 1 and 2 were allowed to self- identify to remain on telework if they fell into one of the CDC-identified vulnerable populations, or if they lived with or cared for someone in a vulnerable population. Additionally, employees could self- identify if they were responsible for caregiving where services/facilities were closed or modified due to COVID-19. Employees not included in Phases 1 and 2 of the return to the workplace remain on telework or Weather and Safety Leave, as appropriate.

Employees may not voluntarily return to the workplace without prior approval by the appropriate Head of Departmental Element.

COVID-19 Hotline Response Team

A COVID-19 Hotline Response Team was established on March 15, 2020, to serve as DOE’s central point of contact for inquiries/reports from supervisors, employees, and on-site support service contractors regarding potential COVID-19 cases. It is staffed by a team of safety and health professionals from the Office of Management; the Office of Environment, Health, Safety and Security; and the Office of Enterprise Assessments. The COVID-19 Hotline Response Team uses a standardized questionnaire to gather pertinent facts; assess their relevance and significance; and develop recommendations for appropriate protocol for COVID-19 cases. At DOE HQ, the team conducts workplace contact tracing and tracks each case to its outcome. Additionally, to help improve communication with the workforce, the COVID-19 Hotline Response Team responds to requests for clarification on Frequently Asked Questions (FAQs), DOECASTs, and other COVID-19 related guidance. The team tracks these questions to help guide the development of additional guidance and communications.

Flexibilities for Employees during COVID-19

Since the COVID-19 national emergency was declared, DOE has worked to provide as much flexibility as possible to employees while ensuring that DOE continues to meet its mission. Such flexibilities include:

Instituting a teleworking policy that allows parents to telework with a child (or other persons requiring care) present at the home.
Encouraging all supervisors to be as flexible as possible with employees (e.g., maximizing telework, adjusting work schedules) while ensuring mission requirements are met.
Suspending core hours (9 AM – 3 PM) to permit schedule flexibility.
Promoting the use of alternative work schedules to help employees balance work and personal responsibilities. Such schedules may allow employees to complete their biweekly work requirement in fewer than 10 workdays and to adjust start and end times to accommodate doctor appointments, dependent care issues, and other pressing matters.
Authorizing 20 Hours of Excused Absence for Caregiving per pay period.
Since April, supervisors have had the authority to grant teleworking Federal employees up to 20 hours of excused absence per pay period to care for or provide educational instruction to children as a result of school/caregiving facility closures due to COVID-19.
This flexibility is also extended to employees to care for other family members, such as an elderly parent or an adult child with special needs, whose care facilities were closed due to COVID-19.
This authority has been extended multiple times based on local conditions affecting DOE employees. It is currently set to expire on December 19, 2020, which coincides with the typical end of the first half of the school year.

Additionally, where compliance has been impacted by the national emergency, DOE has offered temporary relief from adhering to certain DOE safety and security requirements. This relief has been critical to safeguarding the health and safety of DOE’s workforce while allowing the Department to remain open to serve the American people and conduct mission critical functions.

Facility Changes at DOE Headquarters

At DOE HQ, many changes have been implemented to protect employees reporting to the workplace, such as:

Enhanced entrance screening criteria and protocols

DOE HQ uses CDC-informed enhanced entrance screening criteria to determine whether an individual (e.g., Federal employee, onsite support service contractor, visitor) may enter a facility.

Returning personnel are advised that they may not enter the workplace if they have flu-like symptoms, including a temperature over 100.4 degrees Farenheit.

Social distancing protocols

Social distancing protocols have been implemented for Phases 1 and 2 and will be revisited prior to initiating Phase 3. For DOE HQ, this includes:

Face Coverings

Personnel are encouraged, but not required, to wear face coverings while in HQ facilities, especially in high traffic areas where social distancing cannot be achieved (e.g., busy hallways, lobbies, elevators). Personnel who wish to use face coverings are asked to bring them to the facility. Depending on availability and demand, face coverings are provided at facility entrances at request.

Common Areas

Areas such as cafeterias and gyms where employees are likely to congregate are closed until Phase 3.

Meetings and other Gatherings

To the greatest extent practical, meetings are held using virtual tools. In-person meetings must adhere to social distancing recommendations (six feet) between participants and limit the number of attendees. Conference rooms and auditoriums have modified seating and capacity controls to ensure social distancing.

Workspace Redesign

Open workspaces that cannot accommodate at least six feet of distance between employees may require employees to work onsite in shifts or use other mitigation strategies to allow for social distancing. Walk-up services (e.g., badging, food services) require the installation of sneeze shields and other appropriate safety barriers.

Hygiene items and services

DOE HQ installed hand sanitizer stations at DOE facility entrances and in high traffic areas and replaced soap dispensers, sink fixtures, and paper towel dispensers with touchless equipment.

Signage

DOE HQ posted signage throughout its facilities reminding employees to use proven hygiene practices and social distancing protocols, to stay home when ill, and to report any COVID-like symptoms.

Phase 3 with Increased Flexibilities

When DOE’s COVID-19 Return to the Federal Workplace Framework was developed in May, it was assumed that Phase 3 would entail a return to normal, pre-COVID operations. However, based on then- current conditions, DOE issued updated guidance in July 2020 to allow for increased flexibilities when Phase 3 begins at DOE HQ. These flexibilities will help employees effectively manage schooling, dependent care, health vulnerabilities, and other issues.

When Phase 3 starts at DOE HQ, all full-time telework agreements provided at the start of the COVID-19 crisis will be rescinded and Federal employees will return to the workplace, unless they request increased flexibilities under a new DOE HQ Phase 3 COVID-19 telework agreement. Employees who do not wish to telework in Phase 3 and intend to return to the workplace cannot be required to enter into a telework agreement in accordance with the 2010 Telework Enhancement Act.

Phase 3 with increased flexibilities includes:

Supervisors working with Federal employees to return to set schedules in the workplace that allow for expanded telework flexibility (up to full-time, if warranted).
Suspending core hours (9 AM – 3 PM) to permit schedule flexibility.
Allowing employees to request schedule flexibility for commuting issues to accommodate for limitations in public transit services.
Allowing employees to self-identify to remain on telework using the same criteria as permitted for Phases 1 and 2. At this time, employees are not required to identify what health condition qualifies them for identification in the vulnerable category.
Authorizing employees in a telework status who are responsible for caregiving in instances where services are closed because of COVID-19 to use up to 20 hours of excused absence per pay period.

DOE HQ COVID-19 Phase 3 telework agreements will be reassessed every month to account for changes in essential services and conditions in the NCR due to COVID-19 and are revocable per Departmental guidance. Adjustments to these interim agreements can be made on an as-needed basis due to changes in individual circumstances. Employees are expected to notify their supervisors immediately if their situations or conditions change. Once Phase 3 starts, monthly emails from employees recertifying that conditions remain the same will be required.

Current Status of DOE

Approximately 18% of DOE’s Federal employees are reporting into the workplace and 74% are teleworking. The majority of the Department’s labs, plants, and sites remain in Phases 1 or 2. A few sites remain in Phase 0. At this time, only one site (EM- MOAB) has moved to Phase 3, as of September 21, 2020.

DOE HQ entered Phase 1 on June 8, 2020, and Phase 2 on June 29, 2020.

Next Steps and Leadership Communication

The Secretary currently sends out a weekly COVID-19 HQ-wide communications to employees that give updates on cases within the Department, answer frequently asked questions, and provide information about employee assistance resources.

Major Decisions/Events

DOE’s senior leadership can continue to support the Department’s Return to the Workplace Framework. Opportunities in this regard include:

Continue supporting the exploration of a post- COVID-19 telework/remote-work posture that could save money and capitalize on efficiencies.
Continue providing weekly communications to DOE employees regarding COVID-19.