Updated as of: May 21, 2020

Our top priority at Jensen Hughes is the safety and well-being of our employees, our families, our clients and our communities. Rather than restate information widely available about how to avoid becoming infected with the novel coronavirus (COVID-19) or infecting others, this page focuses exclusively on COVID-19 issues related to working at Jensen Hughes as well as any personal or business travel that could expose you or your colleagues to the virus.

UPDATE ON OUR EMPLOYEES' HEALTH

Number of JH employees presumed or confirmed as having contracted COVID-19: 8 (Note: we don’t post new case number increases here until all notifications have been made to others potentially exposed.)

QUICK LINKS

Returning to the Office Employee and Visitor Attestation Forms

As part of our Return-to-Office phased plan and guidance, we are now requiring employees to sign an Attestation Form daily regarding their health before entering any office. We also require visitors to sign one as well in addition to a Risk + Liability Waiver.

Using our 24/7 COVID-19 Hotline Email

Please use this email to ask any question or share any concern you have about COVID-19. We have a team monitoring this around-the-clock and will respond to you quickly.

International Travel

International travel is prohibited without the approval of the ELT. In the rare cases that travel is permitted, approval will be contingent on ensuring that the trip includes the fewest people possible.

Public Transportation for Commuting

We strongly recommend that you avoid all forms of public transportation for commuting, especially buses and trains. Domestic plane travel for client work is still acceptable as long as both the client and the employee are comfortable.

Monitoring Local Conditions and Adhering to Local Guidance

Please monitor your local conditions and adhere to any bans, prohibitions or guidance extended by government or public health authorities – not just where you live and work but also in the countries and areas to which you are considering business or personal travel.

Working Remotely and Using Teams-Even with External Participants

Unless your job includes tasks or activities that require you to be onsite with a client, please seek alternative means and channels to conduct meetings. Any travel for internal meetings requires ELT approval.

You should free to take home your monitor, docking station and corresponding cables to support your at-home work station. Use Teams for the majority of your communication. Teams meetings can be joined from any PC, whether or not the other parties have Teams. Attendees without Teams can participate in a Teams meeting via a web browser, as detailed here. We ask that you restrict your use of WebEx to special circumstances – such as calls with more than 500 participants.

Using Teams Toll-Free Numbers for US Dial-In Conferencing

Toll-free numbers are now available for those joining Teams meetings from a phone. All meetings now automatically have a toll-free number added to the Teams meetings, and all existing meetings (recurring and one instance) have been updated with this information. To update Outlook with this new dial-in conferencing number: (1) close and re-open Outlook, and (2) go to your calendar and click the ‘New Teams Meeting’. By following these steps, you will see your meeting invite with the updated dial-in information. If you still are missing the toll-free number after refreshing Outlook, please open a trouble ticket at https://helpdesk.jensenhughes.com. To keep updated on announcements and other important IT information, we encourage you to frequent the IT Yammer group here.


Following Respiratory Etiquette and Modifying Physical Contact at Work

If you must be in the office, and you live in an area that has not had restrictions put on non-essential business, please be diligent in following cough and sneeze etiquette and hand hygiene at work. Clean your hands often with soap and water for at least 20 seconds or an alcohol-based hand sanitizer that contains at least 60% to 95% alcohol. Also, adopt alternative ways of greeting others at work, ones that don’t involve the traditional behaviors such as a handshake.

If You Have Contracted COVID-19, Are Exhibiting COVID-19 Symptoms or Have Been Exposed to COVID-19

If you contract the virus or exhibit its symptoms – or if you discover you have been exposed to someone who became ill with COVID-19 while at work or in your personal life, please inform your manager and adhere to the self-quarantine protocol below. If you are well but have a sick family member at home with COVID-19, you should notify your manager and inform Pam Butziger, SVP Human Resources, or a member of the HR team and refer to CDC guidance for how to conduct a risk assessment of your potential exposure.

If you are informed by local health authorities that you have been exposed, please follow that authority’s guidance on self-quarantine or other protocols and contact your manager. If you feel you may have been exposed to COVID-19, you should contact your doctor and inform your manager as soon as possible. Due to the nature of this virus, we have a responsibility to notify others with whom you came in contact at work over the prior 14 days. HR will gather information from you concerning when you were last in the office and with whom you interacted (employees and clients) over the last 14 days. This information will be used to notify impacted staff and clients. Please note, we will not share your identity nor the identity of any household member with your co-workers or clients. Please also keep your manager and HR informed during your recovery period. We are here for you.

Preparing to Self-Quarantine for 14 Days

If you have traveled to a country or area for business or personal reasons that subsequently announced a travel ban or restriction due to COVID-19, you may have been exposed and, at minimum, could be an asymptomatic carrier. If this applies to you, please self-quarantine by working from home for 14 days before you resume working from one of our offices or on our clients’ job sites.

If you become symptomatic at any time during your self-quarantine, follow standard clinical protocols on return-to-work approaches. If a direct family member becomes symptomatic at any time during your self-quarantine, your self-quarantine should be extended for an additional 14 days.

Returning to an Office or Client Site after Illness or Exposure to COVID-19

Before returning to an office or a client site after your illness or exposure to the virus, please ensure that you have been cleared by a healthcare provider and notify HR and your manager. Upon returning to work please:

  • Adhere to hand hygiene, respiratory hygiene, and cough etiquette in CDC’s interim infection control guidance (e.g., cover nose and mouth when coughing or sneezing, dispose of tissues in waste receptacles).
  • Self-monitor for symptoms, and seek re-evaluation from a medical professional if respiratory symptoms recur or worsen

Following our Illness and Absence Policies

While you are recovering or taking care of a household member, we have several leave programs that may be available to you. Note: these may vary slightly by country, state or province.

  • Sick or Disability Leave
  • Family Medical, Compassionate Care or Family Care Leave

For more information on these leaves and others available, please reference your Employee Handbook or if there is no Jensen Hughes policy, adhere to the leave laws within the country. Jensen Hughes will also follow local government requirements that have been enacted specifically for this situation.

While some of you may be concerned about using up available leaves during this pandemic, keep in mind that these leaves are in place for circumstances such as this. On a case-by-case basis, we will work with you over the next few months if you face any other major illnesses or injuries.

For questions you may have regarding leave, including sick time or disability benefits, you can always contact jhbenefits@jensenhughes.com, reach out to your HR Business Partner for assistance - or reach out to the following:

  • Asia – Office Director/Office Administrator
  • Canada – Karen Klima/Jessica Ross
  • KSA – Laila Al Salem
  • UAE – Shirjeel Ahmed/Karen Klima
  • UK/Ireland/Europe – Fiona Maitland, HR Business Partner
  • U.S. – Karen Klima/Jessica Ross


Communicating with Your Manager

If you have a particular need, challenge or concern related to COVID-19 – and especially if you consider yourself to be at high risk – please communicate these concerns to your manager or division leader as soon as possible.

Guidance for Working with On-Site Vendors

If you have an onsite vendor working at your direction who informs you that they are ill, have been exposed to the virus or have been informed by local health authorities of their exposure, please work with your manager and HR identify and notify all company personnel or other onsite vendors who have been exposed to that individual over the past 14 days so that they can initiate self-quarantine themselves.


Tips and Guidance for Working from Home

  1. Daily check-in calls may be beneficial, especially for those that aren’t accustomed to working from home. However, this should be evaluated on a case-by-case basis, because the downside is that these calls may interrupt the flow and concentration of working on projects, and may add to an already busy meeting schedule for many of us.
  2. Maintain an accurate calendar, especially involving time out of the office.
  3. When you receive an email or Teams message from another employee, acknowledge its receipt in a timely manner and provide a time estimate as to when you can provide the information or action requested.
  4. If you have a critical deadline or time-sensitive issue requiring another team member’s response, consider placing a follow-up voice call to ensure that the email will be seen quickly and that the deadline is understood.
  5. Use the seven-day week to your advantage. What can you accomplish on Saturday or a Sunday?
  6. Leverage early morning and evenings.
  7. It is essential that you adhere to all data security protocols.
  8. See bottom of page: Helpful Links – Working from Home

Maintaining Productive Activities While Working from Home

Depending on how much work you have that you can complete from home, there are many ways you can help keep our business strong and even take advantage of opportunities for career growth. These opportunities include:

  • Thought leadership (e.g., blogs, white papers and articles)
  • Reviewing and creating technical specs and guidelines
  • Jensen Hughes Academy course reviews and updating technical content
  • QMS/CQMS training

There will be more direction coming as to how we all can contribute to these initiatives, as well as others.

In addition, you can stay up-to-date on your company training by reviewing your current required training courses on the KSC (located in the main navigation under Training). If you have any issues accessing these training courses, please email AcademySupport@jensenhughes.com.

Accessing JH Files from Home Without a Laptop

If you don’t have a company laptop, you can use a personal computer and sign into the JH apps to gain access to our systems. This may not work for everyone and where it does not, please let your manager know and we can evaluate on a case-by-case basis as to how IT can support you. You can access Okta (and all of the relevant applications) remotely here.

Securing Refunds for Travel

If you MUST travel, it is now more important than ever to book your travel through Concur, our corporate travel portal in North America and the Middle East. By booking through TSI/Concur, we will get notified if a person related to one of your past itineraries tests positive for COVID-19, thereby allowing us to help you be informed of the exposures as quickly as possible.

Be aware that full refunds are only for travel to impacted areas. For most airlines (keep in mind this changes daily), the change fee is waived if (1) the ticket was purchased on or before March 1, 2020, (2) travel was scheduled between March 1 – April 30, 2020, and (3) future travel occurs between March 1 – December 31, 2020 OR within 1 year of original ticket issuance, whichever is earlier (keep in mind, a fare difference may be charged when trip is rebooked). You’re allowed to make changes to your trip once.

If the airline cancels the flight, there will be a full refund. If the traveler cancels the flight before the airline does, a credit will be issued to the traveler’s Concur profile. Consider waiting until the day before scheduled travel to cancel, in the event airline policies change. It is acceptable to reschedule to a later date, but note, you can only make changes once. TSI is monitoring cancellations and are inserting notes in the travel records

Note that our global travel management company TSI USA’s booking fees are not waived (fees are shown in “1.01.01 Using the Approved Travel Portal”). Fees are not assessed when cancellations are made online through the Concur portal. An agent fee is charged if an agent assists with the reservation. TSI automation will pick up cancellations and put them in our ticket bank. This happens nightly.

How We Are Managing Visitors Seeking Access to our Offices

To help prevent visitors to our offices who may have been exposed to COVID-19, each office should place this notice on all entries, as soon as practical. If the office has been closed, the notice can go up once the office reopens. Your local admin will also have a copy. Be sure to add your local contact number before posting.

Request for Essential Business Letter

As some areas are tightening up on their enforcement of stay-at-home/shelter-in-place orders, some clients are recommending their contractors carry “essential business letters” with them. These letters inform law enforcement that you are considered an essential worker; therefore, it is necessary for you to be out in the community. Some clients provide these letters and others request that JH provide them. If a client requests a letter from JH, please ask if they have sample language. Our legal group is responsible for providing these letters, so please forward any requests and sample language to corporatecounsel@jensenhughes.com.

Continuing Communication with Clients

By now I’m sure all of you have been regularly communicating with your clients and confirming for them that we are ready and able to assist them. Let them know that we have been working on innovative ways to assist our clients so if they have a project but don’t think it is possible in the current environment – tell us about it. We might have a solution and if we don’t we will work to come up with one.

Another way to remind our clients that we are available, if you haven’t done so already, is to update your email signature – adding the following statement below jensenhughes.com:

How we’re serving our clients and partners during the COVID-19 pandemic:

Jensen Hughes continues to operate around the world, while following all local and federal guidance. Please know that we are taking extensive and unprecedented precautions to keep our employees healthy, protected and productive to support you and our ongoing projects.

Inquiries from Clients

We are receiving an increase in inquiries from our clients concerning our on-going response to COVID-19. To help ensure we are providing a consistent response to all our clients, if you get such an inquiry, please forward it to the COVID-19 hotline (COVID-19Hotline@jensenhughes.com). A member of the Response Team will coordinate a response with you.

Key Messages for Clients

These are extracted from Raj’s emails to you if you are a Project Manager. In the weeks ahead, as you support clients verbally and via email and Teams, refer back to these and use them at will. Please use your judgement in balancing adherence to the core message and the need to modify your language to accommodate circumstances unique to factors such as your client, project, office and team or the region country, local customs and translation of these into the local language. Please note that we are actively curating these messages, often daily, to accommodate for changes in emphasis, objective, environment and other factors. Note: the term “you” in the bullets below, refer to the client.

  • Our Priorities: The well-being and safety of our clients’ people and our own is more important to our leaders than any other priority. That is our first imperative at Jensen Hughes, across our global workforce of 1,400+ and 90+ offices.
  • Getting Through COVID-19 Together: Like our leaders, yours are probably meeting daily to discuss how to protect your people from COVID-19 while minimizing impacts to your core operations. For those of you among our clients who are not already leveraging our experts during these sessions, consider doing so. We excel in this area. Jensen Hughes has been in business since 1939 and as experts – scientists, emergency managers, engineers and security consultants – our DNA is rooted in prevention, planning and response. With a bench as deep and diverse as ours, we have the collective experience and qualifications to develop thoughtful answers to your challenges – from emergency management and crisis response to pandemic response, business continuity planning and short-term outsource support your life-safety, fire protection, security and risk informed services team.
  • Thinking Ahead: We have high standards. We lean forward in a crisis, not backward. If your teams and ours work together in this new environment, our respective organizations will emerge from this crisis stronger, more resilient and better prepared to weather the next. We are already innovating across multiple channels, strategies and technologies – not just for COVID-19, but also in preparation for the next crisis, whether global or local, large or small.
  • We Can Support You Anywhere In The World: Fortunately, Jensen Hughes is very well prepared to support your needs and requirements. Because our experts work remotely on a regular basis across all time zones, are well equipped with laptops and other connectivity tools, and thrive in a creative, multi-channel, digitally enhanced global space. For several years, we have invested extensively in communication and collaboration platforms including our company-wide migration in 2019 to a Microsoft Teams environment. Anyone can join Teams meetings from any computer or mobile device via a web browser or the Teams application. In addition, we have a fully secure, file-sharing and storage platform, so they can access your deliverables remotely via an app on any mobile device or company computer.
  • Actions We Have Taken to Keep Your People and Ours Healthy and Productive: Our leadership and Health, Safety and Security Committee members meet daily – tracking COVID-19-related matters impacting our people and clients. We have set up an internal 24/7 COVID-19 Email Hotline supported by round-the-clock monitoring, response and escalation procedures. Communications is a top priority and our 1,400+ people are connected via robust IT infrastructure and a OneTeam culture that connects our 90+ offices worldwide. That’s never been more important for our employees. Our daily updates from our Executive Team and Health, Safety and Security Committee keep everyone informed from our HQ but our teams also keep one another informed about up-to-the minute developments and messages from local authorities. As our client, you are welcome to tap into our professional network.


Helpful Links-COV-19

General Information on the Coronavirus (WHO)

General Information on COVID-19 (U.S. CDC)

General Information on COVID-19 (OSHA)

General Information on COVID-19 (Mayo Clinic)

General Information on COVID-19 in Europe (EU-ECDC)

General Information on COVID-19 (Imperial College London)

General Information on COVID-19 for Foreign Nationals (Japan – Kantei)

Public Health and COVID-19 in Saudi Arabia (Saudi MIH)

Emergency Notifications in Qatar (Qatar CMU)

COVID-19: What We Know and What We Don’t (Business Group on Health)

The Coronavirus in Asia and ASEAN (aseanbriefing.com)

Number of COVID-19 Cases and Risk in the U.K. (gov.uk)

Total Global COVID-19 Cases and Deaths (South China Morning Post)

COVID-19 Global Cases (CSSE at John Hopkins)

Guidance on Travel and Meetings - COVID-19 (U.S. DOH-NIH)

Coronavirus Disease Advice for the Public (WHO)

People at Risk for Serious Illness from COVID-19 (U.S. CDC)

Communication Resources for Travelers (U.S. CDC)

Searchable Interactive Global Map of COVID-19 Risk Assessment by Country (U.S. CDC)

How to Protect Yourself and Your Family (U.S. CDC)

List of COVID-19-Specific Antimicrobial Products (U.S. EPA)

COVID-19 and Public Transportation in North America (APTA)

Coronavirus Rumor Control (FEMA)


Helpful Links-Working from Home

Educational Resources Offering Free Subscriptions during COVID-19 (AER)

Blog with Link to Free Ivy League Courses (FreeCodeCamp)

LinkedIn Learning – Free Access to Sessions During COVID-19 (LinkedIn)

For the Kids - Viral COVID-19 Video on Getting Kids to Wash Hands Correctly – (CNN)