Return to Library On-Site Operations

Frequently Asked Questions

Phased Return Plan

When will I be going back to work?
The answer will be different for every employee. The phased return plan will gradually return employees to on-site work to ensure that appropriate policies and safety measures are implemented and working well.
Where is the Library in the process of implementing the phased return plan?
Given the improvements in the pandemic conditions in the Washington, DC area and based on advice from public health professionals, the Library will begin phase 1, part 1 of the phased return to on-site operations plan on Monday, June 22, 2020. The approximately 200 employees participating in the first part of Phase 1 were notified a week in advance of their anticipated return. The Library has instituted numerous layers of mitigation that are designed to prevent coronavirus infections in Library buildings and facilities. There is no timeline for how long Phase 1/Part 1 will last, and the Library has not determined when Phase 1/Part 2 will begin. However, before any employees are expected to return to Library buildings, they will be notified and receive at least one week notice before they are expected to return.
How long will each phase last?
We don’t know how long each phase will last. That will be determined based on local conditions and the experience of the Library’s operations at each stage of the plan.
Will more information be provided about which people or positions will be returning to work in each phase?
Supervisors will contact employees individually in advance of each phase and part of the plan about when they will return to work in Library Buildings. Supervisors will provide each employee with specific information about what work they will be performing in the next phase and part of the plan.
How much notice will I receive before I am directed to come back to work at the buildings?
The Library will notify employees at least one week before they are expected to return to work in Library buildings.
Does the phased return to on-site Library operations take into account the operating status of public transportation when determining when additional employees will return to work on site?
The criteria used to determine when to bring additional employees back to work in Library buildings will be based on local public health conditions and restrictions in place for surrounding jurisdictions. While availability of public transportation is not a determining factor for the Library’s movement between phases of the plan, public transportation entities are using the same information as the Library to make decisions about operations.

Employees who are scheduled to return to work in Library buildings and are affected by the planned construction on Metro’s orange line should plan alternate commuting arrangements.
What if there is a significant increase in the number of COVID-19 cases among Library staff or in the region after the Library begins the phased return to Library buildings?
The Library can move forward and back among the phases of the return to Library buildings if conditions change. If there is a significant increase in the number of COVID-19 cases, Library leadership can adjust the Library’s building operation to reduce the number of employees reporting to work on-site.
How will this plan be implemented at the Packard Campus in Culpeper, Ft. Meade, Cabin Branch, Landover Annex, Taylor Street Annex, and other sites that are not located on Capitol Hill?
Policies and procedures that are similar to those implemented in Library buildings on Capitol Hill will be implemented at all Library facilities. Operations Committee members responsible for each of the satellite locations will coordinate any arrangements that are needed at other sites and will communicate with supervisors and employees at each site about any differences in implementation that are required.

Social Distancing Policies and Procedures

What will be done to ensure social distancing in offices and meetings? How will the Library enforce social distancing in offices and meetings?
In the early phases of returning employees to work in the Library buildings, Library management is planning changes to workspaces and meeting rooms, hallway and common area traffic flow, elevator occupancy, and other protocols to meet CDC-issued social distancing guidance and additional signage has been placed in common areas to remind staff about the new policies, procedures and guidance to social distancing in the buildings.

Office Spaces
- In phase 1, work areas will be spaced 6 feet apart. CDC recommendations and local conditions will determine how long the 6 feet spacing will continue beyond phase 2.
- Service Unit space liaisons will work with managers to determine seating locations for returning employees
  - Facility Operations will provide work area planning diagrams to support this planning
- Employees will be asked to regularly wipe down work areas, file cabinets and supply cabinets, using products provided by the Library
Conference Rooms
- Will not be used for meetings in Phase 1; use Skype or Webex instead.
- Staff may use conference rooms to store materials or as group work areas, if it is possible to separate people with a minimum of 6 feet between them
Pantries/Kitchens
- Will be available for limited use
- Socially-distanced (6 foot) seating will be available
- Employees must clean up after they use these spaces
- Recommend using single serving coffee makers (e.g. Keurig or Cuisinart) in place of shared coffee pot where they are available
- Food should not be shared among employees during this time
Other Work Areas
- Whenever possible, employees should work only in their assigned workspaces to reduce potential exposure.
- If an employee must spend time working in a location within the Library other than their assigned workspace, the employee should record the location, anyone they spoke with, and provide that information to their supervisor. This will facilitate contact tracing in the event an individual reports COVID-19 symptoms or diagnosis.
- Employees must obtain supervisory approval before working in a Library location other than their assigned workspace.
What are the limits on elevator occupancy for people working in the buildings?
Waiting areas will be clearly marked in each elevator lobby, and elevator capacity follows:
- Madison Building: Limit two people per cab
- Adams and Jefferson Buildings: Limit one person per cab
What social distancing limits will the Library put into place regarding passage through the buildings?
In hallways:
- Remain 6 feet away from others
- There will be single direction traffic in Adams and Jefferson Buildings (the wider Madison hallways don’t require this precaution)
- No hallway meetings
- No fitness walking
In stairwells:
- There will be single-directional traffic (up only/down only) in Adams Building and Jefferson Building stairwells (the wider Madison stairwells don’t require this precaution)
Will there be a limit on the number of people allowed in the bathrooms at any given time? How will employees know if the bathrooms full without walking into them?
The goal is to maintain 6 feet between employees. If you don’t think you can maintain 6 feet, wait outside the restroom until others leave.

Facilities Cleaning and Availability

What are the cleaning requirements for the different types of spaces at each Library facility?
The Library is implementing new facilities protocols as follows. Employees should contact their Service Unit Integrated Support Services (ISS) Liaisons to obtain supplies to clean their personal work spaces.

For Library Staff Common Spaces – All cleaning products used meet CDC recommendations
- Additional cleaning of hard surfaces, including elevator buttons, stairwells and doors in common areas will happen three or more times per day.
- Increased frequency of restroom cleaning will happen three or more times per day.
For Reading Rooms and Public Spaces
- Cleaning will be completed before opening
- Disposable plastic covers for keyboards / mice will be available
- Disposable wipes for surfaces will be available
- Hand sanitizer will be available
For Employees
- Service unit ISS liaisons support internal distribution of supplies
  - Available Cleaning Supplies
    - Hand sanitizer
    - Disposable wipes
  - Optional Protective Supplies
    - Disposable plastic covers for keyboards / mice
    - Gloves (upon request, available from Service Unit Facility Liaisons)
    - Other specialized products, based on requests submitted by Service Units
- Employees will clean their personal work areas
  - Supplies are available from Service Unit Facility Liaisons
- When disinfecting is required due to a symptomatic/diagnosed employee in the building:
  - Health Services Division (HSD) conducts a risk assessment when they learn about a symptomatic/diagnosed employee.
  - HSD advises Facilities Operations (FACOPS) of the risk determination.
  - FACOPS identifies affected locations where the symptomatic/diagnosed employee worked in the building.
  - Integrated Support Services (ISS) ensures that custodial cleaners provide the necessary level of cleaning.
  - If the risk determination is medium or high, FACOPS notifies the Architect of the Capitol (AOC) and AOC provides specialized cleaning and disinfecting of necessary spaces that is commensurate with the level of risk.

Who is my Service Unit’s ISS Liaison?

Service Unit	First Name	Last Name	Contact information
LS	Bavelyn	Vega	bveg@loc.gov
USCO	Shawna	Underwood	sund@loc.gov
CRS	Sean	Moffit	smoffit@loc.gov
OCIO	Brad	Parker	bpar@loc.gov
LAW	Leshay	Wilson	lewi@loc.gov
LIBN	Jennifer	Lindsay	jcoleman@loc.gov
OCOO	Karen	James	kaja@loc.gov
OIG	Sarah	Sullivan	ssul@loc.gov
OCWR	Jennifer	McCuiston	Jennifer.McCuiston@compliance.gov
OWLCO	Nina	Latterell	nlat@openworld.gov
OWLCO	Grace	Barnhill	gbarnh@openworld.gov
LCSG	Roberto	Salazar	rsala@loc.gov
NLS	Neal	Graham	ngra@loc.gov

How often will office spaces be disinfected and cleaned?
Disinfection will only happen when an on-site employee reports symptoms or a diagnosis of COVID-19 and will be carried out based on the recommendations of the Office of Attending Physician criteria. Employees will receive cleaning supplies and will be expected to clean their office spaces each day.
Will toilets be fitted with lids to reduce the amount of spray entering the air?
No, the Architect of the Capitol is responsible for the facilities. They have evaluated this and determined that it is not necessary at this time.

The potential for infection via this route of transmission has yet to be shown in reputable studies. There are currently no known cases of COVID-19 due to direct transmission from a toilet. The ventilation in the restrooms has been maximized and the frequency of cleaning increased as a precaution. You can mitigate the effects of any possible aerosol in the restrooms by:
- Wearing a mask
- Minimizing the time spent in the restroom
- Diligent hand washing
- Cleaning the toilet seat with a sanitizing wipe before touching it
What food service will be available and how will it operate to prevent possible virus transmission?
The Library’s cafeteria and other food services will be among the last to return during the phased restoration of operations. Library management will notify all employees when we know at which stage food services will return. Vending machines will be available, but no seating is available.
Will seating and microwaves in the cafeteria area on the 6th floor be available for employees to use?
No, the cafeteria area on the 6th floor will be closed to employees.
Will additional refrigerators and microwaves be available while food services are not available in the building?
No, with fewer employees in the building during the phases when food services are not available, we don’t expect a need for additional refrigerators and microwaves.
When will the tunnels to the Cannon Building and CVC reopen, and what screening will be in place between the Library buildings and other buildings in the Capitol complex?
Tunnels will be closed while entry health screening is required at the Library. During that period, the only access to Library buildings will be through the Independence Avenue entrance and through the Madison garage.
Will the Library allow use of water fountains?
Cleaning staff will clean the water fountains multiple times a day, and they should remain available for use; however, just as when using kitchens and pantries, employees should bring a sanitizing wipe to clean the water fountains before and after use.

Employees should not drink directly from water fountains. Instead, water fountains should be used only to fill water bottles or cups.
When will the fitness facility in the Adams Building re-open?
While that decision will be made based on local conditions, we do not anticipate the Wellness Center reopening before the beginning of Phase 3 at the earliest.
Will shower facilities be available for employees who choose to cycle from home to the Library buildings?
Yes, showers will be available, except for the facilities in the Wellness Center.
Is the Library increasing ventilation and filtration in the buildings?
AOC is maximizing the amount of fresh air from outside that is being introduced into the system. Filtration systems are installed and operating as well.
How will expanded cleaning and disinfecting happen in Library facilities that are not on Capitol Hill?
Cleaning procedures that are similar to those implemented in Library buildings on Capitol Hill will be implemented at all Library facilities. Operations Committee members representing each of the satellite locations will coordinate any specific cleaning and disinfecting needs at other sites.
I am concerned about having to touch doorknobs and other high-traffic surfaces. What does the Library recommend to employees with these concerns?
High traffic surfaces in common areas will be cleaned at least three times per day. Frequent handwashing is one of the best ways to stop the transmission of COVID-19. After washing your hands, you can use a paper towel from the restroom to cover door handles and other surfaces. Hand sanitizer and cleaning wipes for workspaces will also be provided.
Will Facility Operations (FACOPS) have the names and on-site locations of employees so they will know where they are located during Phase 1 of the return to onsite operations, should there be some kind of emergency?
Yes. FACOPS will have a roster of employees in the buildings each day during Phase 1 of the return to onsite operations and the location of their workspaces.
If a building evacuation is required, will only two exits be open?
During an evacuation, all exits from the building will be open, and all stairwells may be used.

Use of Masks in Library Buildings

Will everyone be required to wear masks in the buildings?
Yes, when social distancing of 6 feet or more is not feasible and when employees are in common areas, hallways and restrooms, all employees must wear masks or cloth face coverings in the early phases of the return to Library buildings.

Employees are reminded that any prints, messages and patterns on their chosen masks and cloth face coverings should be appropriate for the workplace.
Will masks be made available to employees every time they come into the building or will they be required to bring their own?
Employees will be expected to arrive at the Library building entry point(s) with a mask or cloth face covering. Employees arriving without a mask or cloth face covering will be issued a mask at the entry point and should keep that mask for future use in the Library buildings.
Masks can be expensive – why isn’t the Library providing them to employees?
There are many options for masks or cloth face coverings that can be purchased or made inexpensively. Most stores and facilities in the local area that remained open during the early stages of the pandemic required people to wear masks, and that will continue into the early phases of area recovery efforts. So the Library expects that employees can purchase or use the instructions provided in available resources to make masks or cloth facial coverings for use in the Library buildings.
Can I wear a face shield instead of a mask or cloth face covering in the buildings?
No, face shields are not the recommended covering for noses and mouths. Respiratory droplets can be vented through the openings of a face shield, posing a risk to others around you. The CDC recommendation use of a cloth face covering or mask to prevent respiratory droplets from being suspended in the air.

In special work situations, with splash risks and other circumstances, shields or goggles may be used for added protection for eyes, in addition to the mask or face covering.
Are employees expected to wear a mask at all times in the buildings? Will there be places where people can remove their masks to eat or drink?
Employees are required to wear a mask when social distancing of 6 feet or more is not feasible, when employees are in shared workspaces where work methods don’t allow 6 feet of social distance, and in common areas, hallways and restrooms. When employees are in spaces that allow them to maintain at least 6 feet between employees, they may remove their masks. Employee workspaces will maintain a 6 feet distance between employees on site in the early phases of the return to Library buildings.

Telework and Leave

Must teleworking employees observe their regular work schedules during the COVID-19 coronavirus pandemic?
Generally, no. Per SA 20-03, Policy for Enhanced Telework, employees may choose to telework outside of the standard flex band established in LCR 9-910, Hours of Duty, (6:30 a.m. to 8:00 p.m.); this includes telework on Saturday and Sunday. However, if required by their supervisor, employees must be available during certain core hours.

During phase one the Library’s buildings will only be open to designated staff, Monday through Friday, from 7:00 a.m. to 6:30 p.m.
Must employees take paid leave on days when they work fewer than eight hours per day during the COVID-19 coronavirus pandemic?
No. Teleworking employees may choose to work fewer or more hours than their normal work schedules on any given day. Employees should seek permission from their supervisor and maintain flexibility when scheduling their work to meet business requirements, while accommodating caretaking responsibilities. The total number of hours per pay period, including time worked and appropriate categories of leave, should be 80 (or, for part-time employees, whatever their regular tour of duty requires).
If teleworking employees choose to work at night or on weekends during the COVID-19 coronavirus pandemic, are they eligible for night differential or Sunday premium pay? No, an employee who chooses to adjust their schedule to work between the hours of 6 p.m. and 6 a.m., or on Sunday, is not entitled to night differential or premium pay. Employees who are continuing to work schedules that are regularly set during those hours will continue to receive the additional pay per LCR 9-710, Pay Administration.
How many hours may employees work on any given day during the COVID-19 coronavirus pandemic?
Employees may choose to work up to 11 hours per day. Employees who are assigned to work overtime or compensatory time may work longer than 11 hours per day.
To preserve his/her annual leave balance, may an employee request leave without pay (LWOP) for part of a work day (e.g., take 8 hours of LWOP every other day, or work 4 hours and take 4 hours of LWOP each day)? Yes, subject to supervisory approval. See LCR 9-1010, Leave Administration. If you do not have access to the Library network to access that link, you may e-mail askhr@loc.gov and ask to have a copy of the LCR sent to you by e-mail.
May employees earn paid overtime or compensatory time during the COVID-19 coronavirus pandemic?
Yes, if the employee is assigned to work more than eight hours per day or 40 hours per week as described in LCR 9-710, Pay Administration. (See LCR 9-710 8.E. regarding overtime and comptime for compflex and maxiflex schedules. If you do not have access to the Library network to access that link, you may e-mail askhr@loc.gov and ask to have a copy of the LCR sent to you by e-mail.).

The Library’s policies and bargaining unit agreement provisions with respect to paid overtime and compensatory time remain in effect during the COVID-19 pandemic.
May employees still take paid administrative leave (excused absence) under SA 20-09, Teleworkers – Administrative Leave?
No. Administrative leave for caregiving purposes under SA 20-09 was intended as a temporary provision for teleworking employees and was available for pay periods 7, 8, and 9 (ending May 9.) Instead, employees may use the emergency paid sick leave or public health emergency FMLA for caregiving purposes as described in SA 20-10 (effective April 1, 2020) and/or the administrative leave described in SA 20-11 for adult caregiving, if they are eligible to do so. Administrative leave described in SA 20-04 and SA 20-07 for individuals who cannot telework is unaffected.
How do I access WebTA from my LC-issued laptop?
Effective Tuesday, June 9, 2020, a single sign-on for WebTA allows employees to be automatically logged-in when accessing the system through the Library’s network. Follow the instructions at this link to access WebTA using single sign-on or via external access using MFA options.
How do I access WebTA from my personal computers or device?
Effective Tuesday, June 9, 2020, a single sign-on for WebTA with a new process. Follow the instructions at this link to access WebTA via external access using MFA options.
How do I log telework on my WebTA timesheet?
Employees who are teleworking as a result of the COVID-19 pandemic should record Telework Home-Situational on their timesheet for any work performed while in a telework status.
- From the timesheet, click the “+” to add a new Work Time row.
- Click “Telework Home – Situational” or “CRS – Off Site – Situational.”
- Click the “Select Work Time Transaction” button to add the transaction to the timesheet.
- Enter the hours of telework in the row.
How should I enter new paid sick leave and new FMLA?
Employees who use leave as described in SA 20-10 should record the following codes their WebTA Timesheet under “Work Time” and not under “Leave Time.” See the Recording Families First Coronavirus Response Act document for a step-by-step guide on how to capture the leave in WebTA.
- SA 20-10 Transaction Codes:
  - Paid Sick Leave Category 1—Self
    - Code: Sick Leave for COVID-19/Self (SA 20-10)
  - Paid Sick Leave Category 2—Caregiver
    - Code: Sick Leave for COVID-19/Caregiver (SA 20-10)
  - Emergency FMLA
    - Code: Public Health Emergency FMLA at 2/3rd Rate for COVID-19 (SA 20-10)
If I can accomplish all of my work by telework, do I have to come back to the building?
Supervisors will inform employees when they are required on-site, but in general, employees who can accomplish all of the work listed in their job requirements or job description and assigned by their supervisor remotely are not expected to return to on-site work until Phase 3.
Can supervisors provide flexibility to continue allowing staff to telework for employees who do not feel comfortable coming into the office during any phase?
Library management is dedicated to the continued well-being of all Library employees and has implemented a comprehensive series policies and procedures designed in collaboration with medical professionals to protect employees as they return to on-site operations. Employees who are directed to report to work on-site should discuss any concerns about working on-site with their supervisors.
What are my options if my childcare provider or other caregiving supports are not available when I am told to return to work?
The Library will continue to offer the flexibilities provided in SA 20-03 allowing employees to telework while dependents are home, as long as they monitor and only claim hours worked when childcare does not interfere with their work. Employees can also telework outside of the standard flex band (6:30 a.m. to 8:00 p.m.) if needed to accomplish their remote work. Teleworking employees may also use the paid sick leave or public health emergency FMLA for caregiving purposes established by FFCRA as described in New Public Health Emergency Sick Leave and FMLA Leave—SA 20-10.

Employees who have assumed a new caregiving role for a spouse or other adult family member during the extraordinary circumstances presented by the COVID-19 pandemic may use up to 80 hours of paid administrative leave authorized under SA 20-11.
Do I need to get my supervisor’s approval before taking COVID-19 emergency paid sick leave or FMLA leave because of my childcare needs or because I have am experiencing COVID-19 symptoms?
No, as long as employees meet the eligibility criteria described in SA 20-10. However, employees must communicate with their supervisors their plans regarding this leave so that the supervisor can plan how best to accomplish the unit’s work. Both employees and supervisors should maintain flexibility when scheduling work to accommodate caretaking responsibilities, while meeting business requirements.

The sick leave authorized and outlined in SA 20-10 covers:
- Employees who are:
  - Unable to work or telework because they are quarantined or isolated pursuant to a federal, state, or local government order;
  - Self-quarantined based on advice of a health care provider; or
  - Experiencing COVID-19 symptoms and seeking a medical diagnosis.
  - Unable to work or telework because they are caring for someone who is subject to quarantine/isolation pursuant to federal, state, or local government order, or who has been advised by a health care provider to self-quarantine;
  - Caring for a child under age 18 whose school or child care provider is closed or unavailable for reasons related to COVID-19; or
  - Experiencing a substantially similar condition as specified by the Secretary of Health and Human Services.
- The new public health emergency FMLA leave covers employees caring for a son or daughter under age 18 whose school or child care provider is closed or unavailable for reasons related to COVID-19.
  - Caring for a child includes children age 18 or older who are incapable of self-care because of a mental or physical disability.
The Library’s Special Announcement 20-03, Policy for Enhanced Telework allows flexibility for teleworkers to work outside core hours (including earlier and later hours on week days and on Saturday and Sunday). Will the same flexibility be offered to employees in the first group returning to the office? No. Library on-site operating hours during phase 1 will be Monday through Friday, from 7:00 AM to 6:30 PM. Teleworkers will continue to have the option to work remotely outside core hours.
If I’m expected to return to work in the buildings but don’t pass the health screening, can I telework from home or do I have to take leave?
If you feel well enough to telework and your supervisor has approved you for telework, then you should telework. If you are experiencing COVID-19 symptoms and seeking a medical diagnosis, you may be eligible to take the new sick leave under SA 20-10 or use your own sick leave balance; if there is no telework for you to do, you may be placed on administrative leave under SA 20-04.
Will the Library change policies related to Use or Lose annual leave since many employees have not been able to use leave during the pandemic period?
Not at this time. Even though travel may not be feasible right now, employees are encouraged to take leave to rejuvenate themselves. The Library’s Human Capital Directorate is in touch with the Office of Personnel Management (OPM) daily and will provide guidance or updates on this if OPM makes changes to the regulations.

Onboarding and IT Support

For new onboarding employees, does the service unit need to separately arrange equipment pickup through the COOP working group or through a request to OCIO from the SU head – or does HCD cover this?
The Human Capital Directorate contacts each new employee and the new employee’s supervisor the week prior to onboarding with specific guidance on how to navigate every step of the onboarding process, including how to obtain Library-issued equipment.
My staff ID expired during the pandemic. Will ID expiration dates be extended? When will the badging office reopen and will it operate during its normally scheduled hours?
Currently, all expiring staff IDs have been extended to July 6 and will continue to be extended during the phased return to work plan implementation.
If employees working within the same office are not situated at least 6 feet apart, will OCIO staff be available on site to ensure workstations can be relocated?
Library management will provide workspace that meets CDC-issued social distancing guidance. In early phases of the return to on-site operations, supervisors are also considering scheduling options that allow for alternating staff to work on site, which enables 6 feet of distance between employees. OCIO will be available to answer IT-related questions and solve problems.
For employees who received telework laptops, when we return to the building, will our desktop computers be available to use, or do we need to bring our laptops back and forth?
The Library is transitioning most workstations to laptop computers to allow staff more flexibility in work locations both in Library facilities and at home. The pandemic sped up that transition. Laptops should be considered users’ primary workstations. OCIO will be coordinating directly with users as they return to on-site work to collect desktop computers and issue docking stations to facilitate the use of laptops in the office. If you have questions about your computer, or need assistance, please contact the OCIO Service Desk at ocioservicedesk@loc.gov or (202) 707-7727.
Is the Library considering implementing Office 365 to support expanded telework?
Yes. The Library is looking to expedite the shift from the traditional Microsoft Office suite to the Cloud based Microsoft Office 365 suite, which provides enhanced remote work and virtual collaboration tools. However, implementing Microsoft 365 requires changes to the Library’s IT infrastructure, as well as budgetary and policy implications that must be addressed. OCIO hopes to be able to begin migrating Library users to Microsoft 365 in Fiscal Year 2021.

High-Risk Conditions and Self-Certification

If I have a high risk condition, do I have to come back to work in the buildings?
If you have self-certified your high-risk conditions, you may telework or be placed on administrative leave (excused absence) as per SA 20-04, Policy for Employees at Higher Risk for COVID-19 during Phase 1.
What are the High Risk conditions for COVID-19?
The Centers for Disease Control and Prevention (CDC) have published information about a number of conditions that increase the likelihood of severe illness from COVID-19. Based on currently available information and clinical expertise, those risk factors include adults 65 and over and people who live in a nursing home or long-term care facility might be at higher risk for severe illness from COVID-19. The CDC also indicates that people of any age with serious underlying medical conditions, particularly if not well controlled, might be at higher risk for severe illness from COVID-19. This includes people with: chronic lung disease, moderate-to-severe asthma, or serious heart conditions; people who are immunocompromised from conditions including cancer treatment, smoking, bone marrow or organ transplantation, immune deficiencies, poorly controlled HIV or AIDS, and prolonged use of corticosteroids and other immune-weakening medications; and people with severe obesity (body mass index [BMI] of 40 or higher); diabetes (not pre-diabetes); chronic kidney disease undergoing dialysis; and liver disease.
What is the process for identifying my high risk condition to the Library?
Recently, the Centers for Disease Control and Prevention (CDC) updated the guidelines on high-risk categories for COVID-19. As a result, employees must re-certify.

To re-certify, an employee in a high-risk category for COVID-19 should complete the following steps. Certification is voluntary – an employee is not required to disclose any high risk condition or to request being excused from on-site work in phase one because of a high risk condition.

You must complete and submit this form, even if you have previously self-certified with the Health Services Division (HSD) because the categories have changed. If you filled out a version of this form that was provided in May,
Do not resubmit your form using the digital/text signature enabled forms.

DO NOT use this form to document issues with childcare, transportation, or any other issues unrelated to high-risk medical conditions.

If you have access to Internet and a computer:
1. Fill out the “Self-Certification of COVID-19 High Risk Status” form with a digital signature or a text signature. There are 4 categories, and you may qualify for one or more:
  1. You are over 65 years old
  2. You are currently under treatment for one of the specified conditions listed on the form
  3. You are primary caregiver for someone currently under treatment for one of the specified conditions listed on the form
  4. Your medical provider has advised that you are at high risk due a condition not specified on the form. You will need to identify that condition.
When filling out the form, please be sure to mark which specific condition in which category applies to you or to the person for whom you provide primary care.

If you do not qualify for any of these categories, DO NOT complete or submit the form.
1. Sign the form using the text or digital option.
2. Email the form to Health Services at HSDCOVID-check-in@loc.gov. DO NOT provide this form to your supervisor.
3. Separately, notify your supervisor that you are self-certifying for COVID-19 High Risk Status, and make sure your supervisor has your home contact information. You do not have to tell your supervisor which category or condition led you to self-certify.
If you do not have access to Internet and E-mail:
1. Call the Health Services Division at (202) 707-8035 and complete the form over the phone with HSD personnel between 8 a.m. and 5 p.m. on weekdays.
2. Separately, notify your supervisor that you are self-certifying for COVID-19 High Risk Status, and make sure your supervisor has your home contact information. You do not have to tell your supervisor which category or condition led you to self-certify.
DO NOT supply medical documentation at this time, unless you are contacted by Health Services Division. This form will be maintained by Health Services Division and will not be provided to your supervisor.
I didn’t submit a form identifying my high-risk condition before the May 29 deadline. Can I still self-certify?
Yes, you may still submit self-certification forms with a digital signature or a text signature to HSD (HSDCOVID-check-in@loc.gov), or by calling HSD at (202) 707-8035.
Do I need a doctor’s note to confirm my high-risk status?
No, self-certification does not require employees to provide a doctor’s note or any additional documentation at this time.
If someone has self-certified as high risk, will they be allowed to volunteer to return to work during Phase 1?
No. Employees cannot return to work in Library buildings during Phase 1 unless directed by their supervisors. High risk employees will not be assigned work in Library facilities during Phase 1, but they can return to the buildings for short periods of time to complete work requirements with the approval of their supervisor. Employees authorized to return to work in Library buildings will receive notification and assignments from their supervisors.

Health Screening for Staff Returning On-Site

What type of screening process will be conducted for employees returning to the buildings?
Screening Procedures for Phase 1, Part 1:
- Employees will receive a self-screening health questionnaire from their supervisor or designee.
- Answering YES to any of the questions will disqualify an employee from entering the Library buildings, and if you answer yes to any of the questions, you should not report to Library buildings and should notify your supervisor and HSD (copy HSDCOVID-check-in@loc.gov on the email) about your status.
- On Capitol Hill, HSD clinical staff will verify all self-screening responses and assess each employee’s temperature daily.
- Employees with a temperature reading of 100 degrees Farenheit or higher on the IR thermometer (equivalent to 100.4 on an oral thermometer) will not be allowed to enter the Library buildings.
- HSD will issue colored wristbands to staff cleared during pre-entry screening. This will allow employees to enter and exit the buildings during the same day without requiring an additional pre-screening health check.
- HSD will change wristband color daily to prevent staff from circumventing daily pre-entry screening.
- Screening measures will also be applied to contractors who have permission to work on-site.
- Employees at satellite locations will also receive a self- screening questionnaire from their supervisor or designee
- Employees at satellite locations will be provided with thermometers to take their own temperature prior to arrival.
- Answering yes to any question or a temperature greater than 100.4 degrees Fahrenheit will disqualify that employee from entering the Library facility
- Employees at satellite locations must report their Yes or No answers and temperature readings to their supervisors or designees and copy HSD via HSDCOVID-check-in@loc.gov
Points of Entry Screening
- Phase 1 entry points will be restricted to entrances at the Madison Garage and Independence Avenue for the Capitol Hill complex.
- Queues will be designated with proper social distancing between employees while they wait.
- Employees will be expected to arrive at the entry point(s) with a mask or cloth face covering.
- Employees arriving without a mask or cloth face covering will be issued a mask at their entry point—but only the first time an employee arrives without a mask.
Will entry screening be available all day or only during specific hours? What if an employee needs to enter the building for the first time but won’t arrive during those hours?
Screening for Capitol Hill will be conducted from 6 a.m. – 10 a.m. daily at the Madison garage and Independence Ave entrances. If authorized employees, contractors and vendors must enter the buildings after 10 a.m. and until 5 p.m., they should seek permission from their Service Unit points of contact, who will call Health Services at 202-707-8035 to notify and arrange for screening. Screening instructions for other Library locations at Cabin Branch, Ft Meade, Landover, Taylor Street and Packard campus will be provided to on-site managers and staff.
Will staff be required to fill out the health questionnaire every day that they come to the buildings or just on their first day of return?
Employees will utilize the self-screening form before they arrive at the Library every day through at least Phase 1, and HSD staff will review the questions with employees every day when they arrive. The screening requirements will be continuously evaluated and will be updated based on local conditions. You do not need to fill out the form or return it. There is specific guidance on how to respond, based on your answers to the screening questions or if you have an elevated temperature above 100.4 degrees Fahrenheit. A special email address HSDCOVID-check-in@loc.gov, has been set up to receive responses as instructed on the form.
What happens if someone doesn’t pass the entrance screening? What medical documentation will be required for symptomatic employees before they can return to work?
Employees who answer “yes” to any question on the screening questionnaire or have a fever should not come to the Library buildings and should contact their supervisor and their medical providers, and to follow the instructions of those medical providers. HSD will follow up with these employees.

These employees will not be permitted to return to the Library until they are:
- Fever-free for 72 hours without medications AND
- Have a negative test result (if tested), AND
- At least 7 days have elapsed from the onset of symptoms or 14 have elapsed days since exposure, whichever is longer.
What actions should employees take if they are 1) not allowed to enter the Library buildings due to their answers to the self-screening health questionnaire or 2) sent home due to illness or as a precautionary measure?
Employees who are not allowed in the building after taking the self-screening health questionnaire or who are asked to leave the building due to illness or exposure to someone who tested positive to COVID-19 should:
- Notify their supervisors of their status,
- Telework if approved to do so OR
- Use the up to 80 hours of paid sick leave (Category one under Special Announcement SA 20-10, as the employee has been “Self-quarantined based on advice of a health care provider”), OR
- Use accrued sick leave
Will the Library make COVID-19 tests available to employees?
There is currently no plan to provide COVID-19 testing at Library facilities. There is a LibGuide that provides information on testing sites in the District, Virginia and Maryland. The decision to pursue testing should be made in consultation with your medical provider.
Will the Library encourage employees to be tested for COVID-19 before they return to work if they don’t have symptoms?
No. The Library will not require testing to return to work. Employees should consult with their medical providers if they decide to pursue testing.
For bicycle commuters, if they have an elevated temperature that may be related to their level of exertion in the commute, can they have their temperature re-checked after they cool down?
Any temperature that registers outside of acceptable range will be repeated. We have tested the thermometers in numerous situations and have techniques to ensure we take an accurate temperature. Heath Services staff can adjust how temperature screenings are performed to mitigate the effects of extreme weather conditions.
Will there be any additional testing for specific jobs?
The Library’s Service Units will work with HSD to determine this.
Are there any special health precautions for employees who are handling materials?
The Library will issue specific guidance to employees whose jobs require handling materials before they return to the Library.
For employees who have recovered from COVID-19 or who test positive for the antibodies, can they be allowed increased or early access to the Library buildings?
No. There has not been conclusive research to indicate that prior infection or antibodies provides immunity or what the duration of that immunity may be.
How does the Library plan to protect employees, particularly high-risk individuals, from people who are asymptomatic or pre-symptomatic?
The Library has implemented numerous safeguards to reduce the risk of transmission of the COVID-19 virus. These includes limiting the number of employees in a given workspace, the requirement to social distance, wear a mask or face covering, enhanced cleaning services, provision of cleaning supplies and encouraging frequent hand washing and cleaning of common surfaces.
If an employee becomes infected with COVID-19, how will you notify employees who may have been exposed?
Health Services has an established procedure to conduct contact tracing of employees who may have been exposed. They will use the information about locations where Library staff are recording that they are working to support this notification process.
Will the Library continue to report the number of employees experiencing symptoms or testing positive for COVID-19 weekly?
Staff will continue to receive updates about relevant information health and safety information as the phased return to building operations is implemented.
Will the Health Services Division (HSD) be available during work hours for those staff working in the building?
Yes. HSD is considered essential to the Library’s operations, and staff from HSD will be on site and available during the hours Library employees work on site. However, there will not be any non-acute routine services available, such as injections of any kind, physicals, or blood pressure checks. Staff should call HSD at 7-8035 prior to coming to the clinic. If you are directed to come to HSD, expect to have a level of screening occur before entering.
What Employee Assistance Program (EAP) resources are available for staff members who have psychological issues with returning to work?
Employees are always welcome to contact EAP for support and guidance on a host of matters.

.The Employee Assistance Program also hosts a virtual support group on Webex for Library employees. Half-hour sessions take place on Thursdays at noon and cover issues including uncertainty and stress arising from the COVID-19 pandemic, strengthening support networks during social distancing and talking to children about the pandemic.

If you are struggling, you can access EAP resources for Library staff. Employees with questions about EAP services can call (202) 707-6389, option 3, Mondays through Thursdays from 9:30am to 3:00pm or (800) 869-0276 at other times.
What options are available for employees who do not meet high risk criteria but still are anxious about coming into the Library buildings?
Library management is dedicated to the continued well-being of all Library employees and has implemented a comprehensive series policies and procedures designed in collaboration with medical professionals to protect employees as they return to on-site operations. Employees who are authorized to report to work on-site should discuss any barriers to working on-site with their supervisors.

In addition to EAP resources, Library management will continue to provide regular communications and other resources to support the health and well-being of the Library community.

Transportation To and From the Library

Can the Madison Garage accommodate parking for 5% of the workforce in Phase 1?
To promote social distancing, the Library will make parking spaces available to all employees during Phase 1, part 1. The Madison Garage accommodates 250 vehicles, and with only 5% of the workforce on-site, there are not expected to be parking issues in Phase 1, part 1.
Will parking in the Madison Garage be available to all employees returning to work in the buildings in Phase 1, Part 2 and in Phase 2?
No, the Madison Garage only accommodates 250 vehicles and will be made available for as long as sufficient spaces are available. Employees included in the early phases of the return will be notified if parking will be available.
Can transit subsidy be applied to taxicabs or rideshare companies?
The transit subsidy benefit can be used only for the modes of transportation in LCD 9-840.1, Transit Subsidy Program, section 5.2., which are: Metrorail, MARC, VRE, Metrobus, county and commuter buses, or a MetroPool qualified van pool. It cannot be applied to taxicabs, Uber, Lyft, or other rideshare companies.

Return to Library On-Site Operations

Frequently Asked Questions

Phased Return Plan

Social Distancing Policies and Procedures

Facilities Cleaning and Availability

Use of Masks in Library Buildings

Telework and Leave

Onboarding and IT Support

High-Risk Conditions and Self-Certification

Health Screening for Staff Returning On-Site

Transportation To and From the Library

Phased Return Plan

Social Distancing Policies and Procedures

Office Spaces

Conference Rooms

Pantries/Kitchens

Other Work Areas

Facilities Cleaning and Availability

For Library Staff Common Spaces – All cleaning products used meet CDC recommendations

For Reading Rooms and Public Spaces

For Employees

Use of Masks in Library Buildings

Telework and Leave

Onboarding and IT Support

High-Risk Conditions and Self-Certification

Health Screening for Staff Returning On-Site

Transportation To and From the Library