Employee Information Regarding COVID-19


Additional information on the Families First Coronavirus Response Act (FFCRA) can be found here: FFCRA Poster.

FFCRA Leave Request Form

Employee FAQs:

How will CCPS employees receive information related to Coronavirus (Covid-19) closure?

Employees will be notified through typical Carroll County Public Schools outlets such as our website, School Messenger (email, phone call, and text messages), and our official social media platforms. 

Additionally, direct guidance to employees may come from the principal or supervisor.  Employees should routinely check your CCPS for guidance.

Will CCPS employees be required to report to work during a Coronavirus (Covid-19) closure?

During a mandated closure, only essential personnel are permitted on Carroll County Public Schools property.  In accordance with this emergency plan essential personnel have been identified and notified by their supervisor.  For employees identified as essential, your principal and/or supervisor will define your schedule and work hours. 

Non-essential personnel are not permitted on Carroll County Public Schools property during this time. If you have an urgent reason to enter a building, you must contact your principal or supervisor to seek permission. 

Will CCPS employees receive compensation during the Coronavirus (Covid-19) closure? 

Contracted CCPS employees will receive their standard paycheck during the normal pay periods at the 15th and last day of the month. 

Some specific groups of other employees, including Student Support Assistants, Student Support Personnel, and long-term teacher substitutes will also be paid based on the regular hours worked before the closure.

Other temporary staff, including daily teacher and assistant substitutes and other hourly workers, will not receive compensation during the period of closure.  For this loss of compensations this group may apply for unemployment benefits.  Information on unemployment may be accessed here: https://www.dllr.state.md.us/employment/uicovidfaqs.shtml.

How will scheduled absences that will occur during this closure be handled? 

Employees who scheduled prior leave and need to amend the leave request in light of the closure, should cancel the leave in the Absence Management system. 

Employees may take leave from telework (sick leave, vacation leave or personal business leave).  These absences should be entered into the Absence Management System.  The normal process for leave requests and approval should be followed.

How will employees be notified for when schools and buildings are reopened?  

Employees will be notified through typical Carroll County Public Schools outlets such as our website, School Messenger (email, phone call, and text messages), and our official social media platforms.  Employees should routinely check their CCPS email.

Is there specific information from our health insurance provider regarding coronavirus (COVID-19)?? 

Yes.  Our medical plan carrier has provided information with regards to testing, treatment and receiving care during the coronavirus pandemic that was sent in an emailed employee memo.  You may access that information here: https://www.carrollk12.org/admin/hr/Pages/COVID-19-.aspx


We appreciate the patience and understanding of our employees as we continue to work through this situation together.  Please continue to consult this Q&A document as we will update when appropriate.

If you have specific questions, please contact your principal or supervisor.  You may also contact members of the Human Resources department at HumanResources@carrollk12.org.


Employee Assistance Program:

The Coronavirus has presented a challenging time for all of us. When it seems things are so focused on helping others, remember you cannot do that important work unless you also help yourself. You may have increased anxieties related to yourself or a loved one contracting the illness or you may be grieving the loss of a loved one. In addition, social distancing can create or increase feelings of loneliness, withdrawal, or depression. 

The Carroll County Public Schools' Employee Assistance Program (EAP) is available for all employees as well as their dependents and household members. The EAP is available 24 hours a day, seven days a week, 365 days a year.  This program is designed to assist employees, dependents, and household members in seeking services such as legal services, financial services, interactive will presentation, identity recovery, child care/elder care, daily living services, short-term counseling, referrals, prevention programs, and organizational services. These services are administered through Deer Oaks EAP and are both free and confidential. 

Deer Oaks EAP Services Brochure

To access these services please use the following methods:

Phone: 1-866-327-2400

Email: eap@deeroaks.com

Website: www.deeroakseap.com (username and password: carrollk12)


Information Regarding Aetna:

Our medical plan carrier has provided the following information with regards to testing, treatment and receiving care during the coronavirus pandemic:      

Effective immediately, Aetna members will have access to the following resources:

  1. Aetna will waive co-pays for all diagnostic testing related to COVID-19. This policy will cover the test kit for patients who meet CDC guidelines for testing, which can be done in any approved laboratory location. Aetna will waive the member costs associated with diagnostic testing at any authorized location.
  2. For the next 90 days, Aetna will offer zero co-pay telemedicine visits for any reason. Aetna members should use telemedicine as their first line of defense in order to limit potential exposure in physician offices. Cost sharing will be waived for all virtual visits through Aetna-covered Teladoc offerings and in-network providers delivering synchronous virtual care (live video-conferencing).
  3. Through Aetna's Healing Better program, members who are diagnosed with COVID-19 will receive a care package containing CVS over-the-counter medications to help relieve symptoms. The package will also include personal and household cleaning supplies to help keep others in the home protected from potential exposure.  Through existing care management programs, Aetna will proactively reach out to members most at-risk for COVID-19. Care managers will walk members through what they can do to protect themselves, where to get information on the virus, and where to go to get tested.
  4. CVS Pharmacy will waive charges for home delivery of prescription medications. With the Centers for Disease Control and Prevention encouraging people at higher risk for COVID-19 complications to stay at home as much as possible, this is a convenient option to avoid coming to the pharmacy for refills or new prescriptions.
  5. Aetna will now offer 90-day maintenance medication prescriptions to members where allowable by law at any pharmacy during this crisis.
  6. Aetna will waive early refill limits on 30-day prescription maintenance medications for all members where allowable by law.


CVS Health/Aetna  is implementing the following programs to educate members about COVID-19 and help address any associated anxiety and stress:

  1. Opening Crisis Response Aetna members who may be experiencing anxiety related to COVID-19.
  2. Expanding 24x7 access to the Aetna Nurse Medical Line for all Aetna members.

Anyone presenting symptoms compatible with COVID-19 should contact their health care provider immediately.