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

If employees apply for leave under FFCRA, what documentation is required?

The Department of Labor has issued guidelines on documentation employees will need to provide as well as documentation employers are required to keep on file for employees who have take leave under FFCRA.  Questions #15 and #16 on the FFCRA Questions & Answers page of the Department of Labor's website specifically address the documentation employees will need to provide and employers will need to keep on file.

What precautions should I take at work?

All employees should follow the Maryland Department of Health (MDH) and the Centers for Disease Control and Prevention guidance for social distancing.  The MDH guidelines are posted in each CCPS building, but in general employees should remain six feet apart and avoid direct contact with others.  In addition employees should follow good hygiene protocols from the federal government and other authoritative sources.  These include:

  • Wash hands frequently with soap for 20 seconds;
  • Avoid touching your face;
  • Wear medical or cloth masks to protect others from your germs and
  • Sneeze or cough into a tissue and then throw away the tissue, or into your elbow.

In response to the Carroll County Health Department COVID-19 release, dated April 29, 2020, effective May 4th all Carroll County Public School employees that physically report to work will be required to wear facial coverings at all times.  This action is in support of Governor Hogan’s - Maryland Strong Roadmap to Recovery.  

Employees may wear a facial covering of their choosing as long as it confirms with previously established guidelines for professional attire.  If you do not have a facial covering and will physically report, you should contact your immediate supervisor and a covering will be provided.  

We continue to recommend the benefits of social distancing.  Employees should stay at least 6 feet (about 2 arms’ length) from other people and wash hands frequently with soap for at least 20 seconds. 

What do I do if I have been or believe I have been exposed to COVID-19?

You should make sure to inform your supervisor if you are sick.

The MDH stresses that “The recommendations for what you should do if you were exposed to a confirmed case of COVID19 depend on what type of contact you had with the person diagnosed with COVID-19. According to the Centers for Disease Control and Prevention (CDC), close contact is defined as being within approximately 6 feet (2 meters) of a COVID-19 case for a prolonged period of time. All people, especially close contacts, should carefully monitor for any signs of illness, check their temperature twice a day and if illness or a temperature of 100.4F or greater develops, they should immediately isolate themselves from other people and call a doctor for advice. Current CDC guidance also recommends that if you have had close contact with a confirmed case, you should stay home from work or school for 14 days after the last exposure to monitor for symptoms and contact your health care provider.

What do I do if I believe I have COVID-19 symptoms?

We encourage all employees to monitor themselves for symptoms associated with COVID-19.  Details on COVID-19 symptoms are located on the CDC’s website which also has a self-checker that will help you make decisions and decide about appropriate medical care. 

Per the Maryland Department of Health “people who are mildly ill should not go to emergency departments. Mildly ill people should stay home and contact their health care provider by phone for guidance. Like all laboratory tests, testing for COVID-19 is a clinical decision made [only] by a health care provider.”

“Please keep in mind that a health care provider’s decision to order COVID-19 testing is based on several factors, including clinical judgment, availability of testing supplies and ability to safely collect specimens for testing.” “Testing for COVID-19 may not be appropriate for everyone. Testing availability will expand as more testing supplies become available.

What do I do if I am being tested for COVID-19?

If you are tested for COVID-19, the clinician who orders your test, or who collects your specimens for testing should provide instructions for when and how to obtain test results.  There are general CDC guidelines about when to discontinue isolation but you should always follow the advice of your clinician.

Please inform your immediate supervisor and Human Resources.  If you are self-isolating due to COVID-19 testing, you will qualify for leave.  Leave information may be accessed on our website.

When may I return to work if I have symptoms or have tested positive for COVID-19?

The decision about when to return to work is made by your health care provider, who may obtain consultation from the local health department. The CDC website has general guidance:

How to Discontinue Home Isolation

Discontinuation of Isolation for Persons with COVID-19 Not in Healthcare Settings (Interim Guidance)

If you have other questions or concerns, you may contact the Carroll County Health Department COVID-19 Call Center 410-876-4848 (7 days a week, 8 AM to 5 PM).  Please utilize authoritative resources for the most recent and accurate information about COVID-19:

Carroll County Health Department at https://cchd.maryland.gov/covid-19/

Maryland Department of Health FAQ about testing

CDC General COVID-19 Site

WHO General COVID-19 Site has global information

In addition, many myths are addressed by the WHO MythBusters.


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.