Employee Updates

Thank you for your continued flexibility and dedication to public service during this very challenging time. This webpage is set up as a resource for active THPRD employees. Our goal is to regularly update this page with the most recent and accurate information aimed to serve our colleagues.

Active Employee Information

New Face Covering Requirements: Effective June 24

The Governor issued new guidance requiring face coverings for indoor public spaces in eight counties, including Washington County, effective June 24, 2020. THPRD Reopening Team has reviewed the guidance and recommended that THPRD require face coverings to be worn by visitors and employees inside all of our buildings, at all times, with the exception of meal breaks, unless expressly covered by an exemption in the state’s guidance. Exemptions include 1) children under 12 years of age; 2) People with a medical condition that makes it hard to breathe when wearing a mask, face shield, or face covering; and 3) People experiencing a disability that prevents the individual from wearing a mask, face shield or face covering.

• What does this mean for employees? Starting Wednesday, June 24, all of us will wear face coverings at all times inside THPRD buildings.
• What does it mean when we are outdoors? If we’re outdoors on THPRD property and can’t maintain the six (6) feet distance from another person, we must wear a mask or face covering. The Reopening Team wanted to allow staff working outside (operating mowers, equipment, etc.) where they aren’t close to others to be able to choose whether or not to wear a face covering.

THPRD Face Covering & PPE Guidelines also require contractors, volunteers, and participants to wear a face covering inside all our buildings at all times. Please review this guidance for more details and talk to your supervisors if you have any questions.

The district will provide each employee with two (2) face coverings for use. Please see your supervisor if you are currently working on-site to obtain. Staff teleworking now will be issued face coverings upon return to your facility.

Note: This guidance is meant to supplement the Physical Distancing Guidance (see below) currently in effect at THPRD, which strongly recommends maintaining a six (6) feet distance from others. Face coverings are not a substitute for physical distancing. In addition, hand and cough/sneeze hygiene and avoiding touching one’s face needs to be maintained.

Physical Distancing - Guidance for Employees

Please review the updated COVID-19 Physical Distancing Supplemental Guideline provided by our Social Distancing Officer. As the document says, “Safety is Everyone’s Responsibility,” and now we can add another layer of context by reminding ourselves, “Physical Distancing is Everyone’s Responsibility.”

All employees working on-site must comply with physical distancing rules. Anyone who needs help with compliance on physical distancing rules, or who has any concerns, is asked to please contact Mark Hokkanen at mhokkane@thprd.org immediately.

THPRD is excited to announce a flexible work arrangement toolkit. A flexible work arrangement might include the continuation of an existing remote work schedule, or a request to alter your schedule to include split shifts, a change in which days of the week you work, or an early or late start to your workday. The program is intended to support all district employees while prioritizing the needs of our team members with caregiver responsibilities.

Please watch this video to learn more about the process of requesting a flexible work arrangement. Click to view the Process Map. The Flexible Work Agreement form can be found on Inside THPRD or OneDrive.

The key to effectively working from home is clear communication with your team and colleagues – and knowing exactly what’s expected of you. To that end, Information Services (IS) has setup helpful tools for everyone. Be sure to reach out and check-in with coworkers and managers regularly through these tools. Please see the list of tools below:

Microsoft Office Teams. IS has setup Microsoft Teams for remote working staff to easily collaborate and communicate with their colleagues. This tool facilitates online meeting and collaboration. Teams can chat, share files, and video conference as and when needed.

New system for submitting requests for support. IS has developed a new online tool called Web Help Desk to submit requests for support. Click here for instructions on how to create a ticket, update tickets, and how to navigate the interface. Since most Information Services team is working remotely, submitting a ticket will be the best way to get support. If you have any questions, please reach out.

Email Signature. We would like to have a consistent message regarding facility closures added to all emails generated by staff. All staff who are working should add the Special Note to their signature box. For staff who are currently working but have an active out of office message, please end your out of office message and follow the signature box direction. Instructions and details for the Special Note message can be found here.

THPRD Password Reset Update. Effective August 14, 2020, staff will now be able to reset passwords while working remotely without the need for a VPN connection. This URL can be used from anywhere to change your Active Directory password. This is the same username and password used for Windows login, Office 365, Springbrook, Daily Ops, Etc. To use this feature, you need to enter your thprd.org email address, your current password, and then enter and confirm your new password.

Important note, if your account is locked/disabled, you will not be able to use this process (in this instance, you will need to contact Information Services or your supervisor for help). URL: https://adfs.thprd.org/adfs/portal/updatepassword

Accessing Employee Phone Lines. All employees need to take individual responsibility to update the voicemail on their desk/office line. All active staff whether working remotely or currently on leave are still responsible to check our THPRD desk phone number. Please use directions provided in this Employee Update to remotely access your desk line voice mail.

Many of us are working in “new to us" spaces as a result of the pandemic. THPRD safety experts have guidance on how to make sure we have our desk spaces set up properly. Even if you are working in the same space you are used to – it’s always good to revisit these ergonomic topics and to make sure your chair, desk, and work space are set up properly for your needs.

The district wants to make sure everyone is working safely. If you would like to discuss your workspace and want to schedule a virtual ergo assessment, please contact Nancy Agnesse at nagnesse@thprd.org. If you would like to discuss reasonable accommodations to be able to work under the Americans with Disabilities Act, please contact humanresources@thprd.org. As always, please talk to your supervisor if you need any support and let them know what help you might need. Here is a visual quick reference to check your workstation set-up.

Work Safety – Recommended Remote Workplace Self-Inspection

In lieu of typical inspections by the THPRD Safety Committee, we recommend that those working remotely use this checklist to create a safer remote workspace and ensure your own safety while working remotely. View the remote workplace self-inspection checklist.

It’s important to record all hours worked on the district Time Change / Leave Request form each pay period. During the closure, many employees are using the PDF Time Change / Leave Request form, signing electronically, and submitting by email to their supervisor who signs and emails the form to Payroll.

Please enter the exact time you start your shift, take your lunch, come back to work, and end your day, so that we can be sure that you’re paid correctly for your time.

Also, taking all of our meal and rest breaks is more important than ever during this global pandemic! As usual, check-in with your supervisor if you have questions about completing your timesheet. The Employee Support Group would love to hear about how you’re taking meal and rest breaks while working at home or in the field, and ideas you have for virtual shared breaks with THPRD work groups. Please send your experience and/or suggestions to thprdsupport@thprd.org.

Please be sure to review the public Frequently Asked Questions webpage that goes into greater detail about the closures, what’s allowed, how refunds and credits are working, and so much more. As THPRD ambassadors, it is important we all familiarize ourselves with the temporary rules and be consistent in what we are sharing with the public. Frequently Asked Questions for the public PDFs in English and Spanish.

The district’s Temporary Policy – Pandemic Response expands the use of district sick leave during the pandemic. Effective April 1 through December 31, 2020, the district will also provide COVID-19 paid sick leave in compliance with the Families First Coronavirus Response Act (FFCRA) to eligible employees who are unable to work or telework because the are:

• Subject to a federal, state, or local quarantine or isolation order related to COVID-19;
• Advised by a health care provider to self-quarantine due to concerns related to COVID-19;
• Experiencing symptoms of COVID-19 and seeking a medical diagnosis;
• Caring for an individual who is subject to an order as described in bullet one or has been advised as described in bullet two;
• Caring for their child (under age 18) if the school or place of care of the child has been closed, or the child care provider is unavailable due to COVID-19 related reasons; or
• Experiencing any other substantially similar condition specified by the Secretary of Health and Human Services in consultation with the Secretary of the Treasury and the Secretary of Labor.

This leave is in addition to district accruals, and the duration, percentage of pay, and dollar amount limits are specified in the Act. More information is available at https://www.dol.gov/sites/dolgov/files/WHD/posters/FFCRA_Poster_WH1422_Non-Federal.pdf. Employees unable to work, including unable to telework, who are experiencing any of the above situations can reach out to human resources at humanresources@thprd.org to learn more and may request leave by completing the FFCRA Leave Request Form.

Oregon Health Authority (OHA)
The Oregon Health Authority has the latest data about COVID-19 in Oregon.

Centers for Disease Control and Prevention (CDC)
The CDC has a vast library of resources and information for prevention, FAQs and resources. You can also sign up for email and social media updates from their website.

World Health Organization (WHO)
Visit this website for a global picture of the outbreak.

211Info
Call, text, email or use their 211Info app for general questions about symptoms, prevention and tips for staying healthy.

Call 211 or 1-866-698-6155
Text your zip code to 898211 (TXT211)
Email help@211info.org
Hours Monday - Friday 8am - 6pm

Multnomah County Health Department
Information on this website has been approved by tricounty health officers and is appropriate for Washington County community members. They have information in multiple languages.

Food Resources During Crisis
Information on this webpage has been compiled by Washington County as a list of resources for people who need food during this crisis.