Keeping the WSDA community informed

As we all continue adapting to social distancing, teleworking and hunkering down at home, the Insider offers more information and tips that WSDA employees may want or need to know. 

Spread the facts

Washington State’s COVID-19 response team encourages everyone to get and spread reliable information. Fight stigma, public panic and misinformation by relying only on trusted sources. 

The most up-to-date and accurate information can be found on our state’s web portal coronavirus.wa.gov. You can also find guidance at the state Department of Health and U.S. Centers for Disease Control.

DOH’s blog site, Public Health Connection, answers common questions and offers common-sense advice on topics such as dealing with stay-at-home stress and keeping kids engaged. 

Help with technology

As mandatory teleworking has expanded throughout the agency, our IT Service Desk staff continues to respond to technical difficulties. Many of them are working (and making fixes) remotely as well. 

If you need Service Desk help, use one of these methods:

  1. Submit a ticket by clicking here
  2. Send an email to servicedesk@agr.wa.gov
  3. Call 360-902-2008

Be aware that the Service Desk is prioritizing requests related to teleworking and essential services, so response times for other requests may be delayed. 

The IT team is doing their best to fulfill requests for equipment, but face challenges procuring some items such as monitors, printers, keyboards and mice. Please work within your office or program to repurpose available items. 

Referring industry requests and offers

WSDA encourages our industry partners and stakeholder groups to reach out to their local jurisdictions for assistance and resource needs. 

If an industry representative asks for resources, such as labor, hygiene supplies, personal protective equipment, etc., refer them to their nearest local emergency management agency. You can find a list of county and city agencies, with contact information on Ready.gov/Washington. 

If industry partners or stakeholder groups offer to help with the statewide COVID19 response, the SEOC has a branch dedicated to this process. Offers of volunteered labor, manufacturer processing, and donations of goods, services, or facilities can be sent to COVIDHELP@MIL.WA.GOV. 

No sanitizer? Soap and water work

If you have tried to buy hand sanitizer at your local store, you probably realize it is in short supply. WSDA’s Safety Program is working to procure needed hygiene supplies for our workers. However, many items are on back order. 

If you have access to warm water and soap, that works just as well to clean your hands. Remember to wash hands frequently. Wash after you touch your face, cough, sneeze or blow your nose, or if you’ve been to a public place. 

Remember to scrub for 20 seconds. If you’re tiring of the Happy Birthday Song, pick a favorite song chorus that lasts 20 seconds. 

Due to limited supplies, use hand sanitizer only if you cannot access soap and water. 

Coping with stress, anxiety and isolation

If you find yourself struggling emotionally to cope with the disruptions to your life at this time, take advantage of the many resources available. 

The Employee Assistance Program (EAP) has increased support to state employees. The EAP COVID-19 resource webpage offers links and documents covering a range of issues, from mental wellness and financial concerns to tips for families and working at home. 

EAP is also offering a series of webinars to support mental and emotional health. You can register and login to a live session, or take advantage of recorded sessions as they are posted.  

Adapting WSDA services to the times

Here is one example. 

Pesticide certification testers social distancing at exam session
held at the Red Lion hotel in Olympia. 

The Pesticide Management Licensing and Recertification Program protects public health by testing pesticide applicators to get or keep certification. Exam sessions are held regularly around the state. How do we continue meeting industry’s need for certified applicators during a period of six-foot social distancing?

The program hustled to find testing venues that could accommodate spreading testers out. Red Lion hotels in Olympia and Yakima came to the rescue with conference rooms. With so many gatherings cancelled, they had space available. 

Hotel staff and our agency employees worked jointly to spread the room setup, disinfect tables, chairs and doorknobs, provide hand sanitizer stations, and use gloves to handle testing paperwork and supplies, as well as practicing other hygiene safety measures.

The Pesticide Compliance Program in Moses Lake and Spokane also conduct testing and have adopted the new procedures for exam sessions in those locations.

In summary: As we all continue adapting to social distancing, teleworking and hunkering down at home, the Insider offers more information and tips that WSDA employees may want or need to know. 

Ergonomics tips for teleworkers

Information from Department of Labor & Industries Division of Safety and Health 

Suddenly, most of us are teleworkers. Whether or not you ever considered setting up a workspace in your home, this adjustment is necessary to protect our state and communities from the spread of COVID-19. 

We may be working at home longer than any of us would prefer. So how can you get comfortable in your home office and protect yourself from aching body parts and long-term physical effects?

An ergonomic setup at home follows the same principles as in the workplace. You may not have all the same equipment at home, but get creative and work with what you have to get into a good working posture. 

Basic recommendations include:

• Head level
• Shoulders relaxed
• Low-back support
• Wrists straight
• Feet supported

A laptop on the kitchen table might be okay for a little while, but it will get uncomfortable if you work there for very long. The couch-and-coffee table arrangement is not any better. Sitting on a softer surface can help, but only if you can get your computer into a good position.

A better setup 

Simple fixes include plugging in a keyboard and mouse, and placing the laptop on a stand to get the screen to a better height. Along with your work-issued laptop, WSDA employees may bring home the keyboard, mouse and monitor from your office desk. 

You may also want to bring home your desk chair from the office. If you don’t have a good desk chair, you can use cushions to make the seat and back of a chair at home more comfortable. 

If the only tables available to you at home are above your elbow height, you can raise your chair, or add cushions to the seat to get higher. You may need to use a footstool or sturdy box for foot support if your feet no longer touch the floor.

A full-size monitor can reduce eyestrain. A larger screen will make it easier to see words and images. The top of the monitor screen should be about eye level. If it’s too low, you can place the monitor on some books to get the screen to the right height. 

Avoid glare by positioning your screen away from windows. Facing a bright window or having a bright light directly behind you can cause eyestrain. Sit sideways to bright light sources. If glare is a problem, close the blinds or curtains.

Standing some of the time makes for a good break from sitting but may require some creativity. If you don’t have a standing desk at home, you might be able to find a creative way to raise the keyboard, mouse and monitor. Just make sure to stay safe and place everything on stable surfaces.

If you can’t stand up when you’re using your computer, try to stand when not using the computer, such as when talking on the phone, or working with papers.

A headset can help with head and neck posture. Rather than holding a phone up to your ear, plugging in a headset or using earbuds can help keep your neck and shoulders relaxed. Headsets are helpful for online meetings or webinars.

Healthy habits

No one position is likely to be comfortable enough to work in all day. You may need to remind yourself to change positions periodically. If you find yourself caught up in your work and not moving enough, set reminders in your online calendar or on your phone.

Take short breaks to change positions, and stretch or get something to drink. Get outside if you can during longer breaks; go for a walk to get your heart pumping and loosen up sore muscles.

If you have other specific questions about the ergonomics of your home workspace, you may contact the WSDA Safety Program at agsafety@agr.wa.gov. With questions about technology, contact the Service Desk at servicedesk@agr.wa.gov. 

In summary: Working at home may be new to many WSDA employees. We don’t know how long we will be required to telework. So let’s get comfortable. The Insider provides advice on using ergonomic principles to set up your home office. 

Coping with distancing, closures, and restrictions

Due to the rapid uptick of COVID-19 in our state, Gov. Jay Inslee and public health officials have imposed even tighter restrictions intended to put physical distance between people to help slow the spread of the disease. 

Even if you are staying home to practice social distancing, you can go outside;
take a walk, get some fresh air and exercise, and enjoy nature. 

“We must all be part of this battle,” Inslee said in announcing expanded limits on social gatherings. “For the next several weeks, normal is not in our game plan.” 

Here are resources and tips addressing some common concerns about coping with the new world in which we find ourselves. 

Social distancing and self-quarantine – what’s the difference?

Social distancing means taking extra measures to maintain distance – at least 6 feet -- between yourself and other people to reduce your risk of being exposed to COVID-19. 

• Stay away from others — literally.
• Forget hugs and handshakes. Substitute a wave or elbow bump.
• Work at home, if you possibly can. 
• Stay at home, except for essential outings such as buying groceries.  
• Limit close interactions with friends and coworkers (6 feet distance)
• Avoid social gatherings of 10 people or more. 

Self-quarantine means staying at home and avoiding contact with others. Generally, it applies to someone who has been tested and diagnosed with COVID-19, has symptoms of the disease (fever, cough, shortness of breath), or has been in close contact with someone who has been diagnosed with COVID-19.
For details, see:
Social distancing and quarantine; What you need to know

Statewide shut-down of gatherings over 50 were announced on March 16.

How to talk to children

With schools closed and parents teleworking, kids are at home. They may be especially confused and frightened about what’s going on. Here are resources that can help:
Talking to kids about COVID-19 
Showing up for our kids during an outbreak 

Combatting isolation

Humans being social creatures, it’s normal that we would experience some anxiety and sadness at being kept apart from our friends, coworkers and even family. As we stick close to home and keep our distance, here are some tips to reduce feelings of isolation: 

• Maintain a regular schedule.
• Connect with others virtually; text, call, or use video platforms like Facetime. 
• Stay active – stream exercise available online or get outside to bike, walk, or garden.
• Stay informed, but avoid unreliable sources of information. 

Missing the gym or your exercise class? Find online exercise
you can stream at home to stay active.

Here are other resources that may help:
We want social distancing, not social isolation 
Coming together to stay apart

Coping with stress

A disease pandemic, like any disaster or emergency, can cause fear, anxiety, and overwhelming waves of emotion. Taking steps to cope with the stress will keep you, your loved ones and your community stronger as we pull together to fight this disease. Here are some resources to help: 
Manage anxiety and stress
Coping with stress during an infectious disease outbreak
State Employee Assistance Program

Supporting our communities

No doubt about it; the measures and sacrifices we are being asked to take are tremendously disruptive to our lives. Decisions in Washington are being guided by the best available science and public health

Stay in contact with family and friends by phone, text or video-chat. 

expertise. 

We are not helpless; we can do plenty to support each other and our communities. Practice empathy and compassion for your family, friends and neighbors. We are all in this boat together, pulling in unison. 

Be especially supportive of those at high-risk of getting the disease – age 60 or above, medical conditions such as heart or lung disease or diabetes, pregnant women. And remember that people in your community may lose their livelihoods because of business closures.  

As we see images of empty store shelves, help your neighbors by only buying what you need. Overstocking and hoarding will not fight this disease. Leave some for your neighbor.

In summary: As social distancing becomes the norm, schools and businesses close, and we hunker down at home, the Insider offers more tips and resources that can help us get through this individually and together. 

Answers to questions about COVID-19 (novel coronavirus disease)

WSDA Emergency Executive Leadership Team

Are coronavirus and COVID-19 the same thing?

COVID-19 is a new (or novel) coronavirus disease that has not been previously identified. Other coronaviruses that commonly circulate among humans may cause mild illness, such as the common cold. Since it is new, much is still unknown about this virus. In February, public health agencies gave this new coronavirus the name COVID-19. CO stands for corona, VI for virus, and D for disease.

Illustration created by the Centers for Disease Control
and Prevention

Isn’t this only a concern for Western Washington and the Seattle area?

The number of confirmed cases of COVID-19 in Washington State has been climbing daily, as have deaths from the disease and the number of counties affected. Counties in both Western and Eastern Washington now have confirmed cases and deaths related to COVID-19. Public health experts expect that many more people may be carrying the virus and don’t know it or have not been tested. This is why the response to COVID-19 requires statewide mobilization.

Gov. Inslee is asking all residents of Washington to take this public health threat seriously and do everything you can to help control the spread of the disease.

Why are agency employees being encouraged to work at home?

Coronaviruses spread between people who are in close contact – within 6 feet – by droplets from coughs and sneezes carried in the air. It may also spread from touching surfaces or objects with the virus on it.

To reduce the human contact that spreads the disease, all state agencies have been directed to maximize the use of teleworking by all their employees. This protects state employees, but also reduces opportunities for the virus to spread to other areas.

Each WSDA program is identifying staff who can and will telework.

How will I know if I’m supposed to telework?

Program managers and supervisors are identifying who can reasonably work from home. It depends on what job responsibilities you are assigned and whether you are equipped and connected for remote work.

The agency’s IT team is working to increase our resource capacity that allows for teleworking by deploying needed equipment, such as laptops and cellphones. They are also working to beef up remote network access options, such as Outlook Web App, Citrix and VPN.

Do I need to have a telework agreement, per agency policy?

During this public health emergency, WSDA is suspending the agency’s telework policy (POL-HR-211) for the time being.

What about inspectors who work outside an office?

Programs that rely on field inspectors and other non-desk staff are working with their supervisors and staff, as well as consulting industry representatives, to continue providing necessary customer services, while keeping employees safe and taking measures to reduce the potential spread of this virus. Ask your supervisor about your program’s plan.

Where can we get more safety supplies, such as hand sanitizer and masks?

Our Safety Program is working hard to make supplies available. Due to high demand, shortages have developed and obtaining some supplies is not easy right now. The team is researching a number of vendors to procure what is available.

The Safety Program has procured some supplies, such as disinfecting solutions. These are being provided to the most high-risk areas. The agency’s limited stock of N95 masks are being provided to employees who are required to wear them as part of their job duties. Public health officials do not recommend that people wear masks generally. Masks can be useful in some settings to prevent the spread of respiratory illness, for instance in a health care facility.

Remember that good old soap and water works just as well for handwashing as using a chemical sanitizer. For top 10 ways to protect yourself and others, see this Department of Health blog post.

The Department of Enterprise Services (DES) has waived competitive bid requirements for goods and services directly related to the state’s response to COVID-19. See the DES webpage with more details. This page includes information about contracts for janitorial services, specific supplies, concerns about receiving mail, and increased cleaning and disinfecting in Capital Campus facilities.

What is being done to disinfect our buildings?

For the Natural Resources Building, see the DES webpage that describes increased cleaning and disinfecting activities on the Capital Campus.

Our Contracting and Procurement Office is assessing janitorial contracts for all other WSDA facilities (which are not state owned) and working with building contacts on the need for enhanced services.

Meanwhile, you can do your part by keeping your workspace clean. Regularly clean and disinfect frequently touched surfaces, such as tables, doorknobs, light switches, and stair railings, as well as your own desk, keyboard, mouse, mobile devices and vehicle.

What if I feel sick or someone I work with appears to be ill?

If you are sick, please stay home!

Protect your coworkers from disease and help control the spread. Staying home also allows you to recover more quickly.

If you have COVID-19 symptoms – fever, cough and shortness of breath - contact your health care provider. See the Department of Health’s website for guidance. DOH also has a toll-free helpline staffed from 6 a.m. to 10 p.m.

If you are concerned about a colleague who appears to be ill, talk with your supervisor. Managers and supervisors are required to encourage any employee to go home if they are sick. Please let your manager intervene.

What if I have no more sick leave but must stay home?

Talk to your WSDA Human Resources Program contact about options available to you. Gov. Inslee has directed State Human Resources and agency leaders to administer leave policies in ways that take into account the effect of COVID-19 on employees and their families.

Will testing and treatment be covered by insurance for those who get sick?

The Health Care Authority is working with health insurance providers of public employees to ensure that testing and treatment will be covered when determined necessary by a health care provider. For more information, see HCA’s coronavirus webpage.

The Office of the Insurance Commissioner for Washington has posted a webpage to answer frequently asked questions about insurance coverage, including for health care, travel and business.

How long is this likely to last?

There is no way to know. Currently Washington State has the highest number of confirmed COVID-19 cases and the most deaths resulting from it. The situation is evolving very rapidly. Public health officials urge everyone to stay informed and follow recommendations to prevent the spread.

Where can I get answers to questions about COVID-19?

The Washington Department of Health has the most updated and trustworthy information for our state. Please see the DOH webpage for answers to common questions, the current situation, and resources.

Other online resources:

• WSDA – Guidance documents for our customers and industries
• Gov. Jay Inslee 
• Centers for Disease Control (CDC) 
• Local county public health departments 

Please stay tuned to credible sources of information about this outbreak. WSDA will provide agency-specific information to employees through emails, the Connect weekly bulletin and this Insider blog.

What if I have unanswered questions?

Email Connect@agr.wa.gov with questions about WSDA’s actions and response to COVID-19. We will continue compiling questions and providing answers through this Insider blog and the weekly Connect.

In summary: The impact and spread of COVID-19 in Washington is a quickly evolving situation that is affecting WSDA employees and operations. This Insider blog provides the most current available answers to questions employees may have. 

Teleworking? Here are tips and techniques to make the most of it

Kathy Davis
Communications 

In response to the spread of COVID-19 (or novel coronavirus) in Washington, WSDA along with most other state agencies are arranging for as many employees as possible to work from home, or telework. 

Some employees are quite familiar with teleworking and do it often or almost exclusively. For many others, however, this way of working is new. Below are some tips for staying productive and effective. 

Remote Tools

Most WSDA staff can access online resources by using one of three tools for working remotely.

Outlook Web App (OWA) provides access to your Outlook email account, including your calendar, through any internet browser. Go to: https://mobile.wa.gov. When prompted, put in “ssv/” followed by your log-in name (e.g., jsmith@agr.wa.gov). Use your regular login password. 

Citrix provides access to your WSDA email, network resources and various programs (Microsoft Word, Excel and Outlook) and WSDA applications from any computer. Go to: https://fortress.wa.gov/agr/citrix

VPN - If you have an agency assigned laptop with VPN set up on it, you can access your WSDA email, network resources and applications just as if you were sitting at your desk in the office.

When using Citrix or VPN, remember these are limited statewide resources and could become overwhelmed by high volumes. Limit your use to necessary activities and log off when you do not need access. 

Phones and voicemail

Employees from the Natural Resources Building, Cleveland or Yakima offices can forward desk phones to agency cellphone or access your voicemail from outside the building. 

To forward your phone:

1. Pick up the handset or press the speaker button.
2. Dial *00 plus the area code and the phone number you want to forward your calls to.
3. You should hear three confirmation beeps.

To reverse forwarding:

1. Pick up the handset or press the speaker button.
2. Dial #00.
3. You should hear three confirmation beeps. 

To check voicemail from outside the building:

1. Dial 360-407-1111.
2. When you hear the greeting hit #
3. Enter the area code and phone number of your voicemail account (it’s usually the same as your desk phone number).
4. Enter the password when prompted.

If your calls are not forwarded, keep your voicemail message updated to indicate you are away from your desk, and let callers know approximately how often you will check for messages.

You may also want to post a physical sign at your workstation letting colleagues who may come looking for you know you're teleworking and how they can contact you.   

Teleconferencing 

If your team is working remotely, you’ll need to find alternatives to personally gathering in a conference room. Many WSDA staff use third-party conferencing (such as WebEx and Zoom). A number of these service providers are experiencing high-volume demand, which may affect your use or the quality of the service. Use for essential purposes only. 

Establishing teleconferencing etiquette can help make the experience easier and more productive. 

• Designate a facilitator who will direct the process.
• At the starting time, the facilitator can call on each invited participant to confirm who’s on the call (roll call). 
• Participants should be sure to mute their phones when not talking to reduce ambient noise. 
• Use a roundtable process to ask for input or comments on agenda topics. 
• To avoid confusion, participants may want to identify themselves before speaking. 
• If more than one person starts talking at once, the facilitator should call on each individual in turn. 

Managing email and public records 

Email may be the primary means of communication among your colleagues (no more cube popping or hallway conversations). 

Remember to use your agency-issued email account only for agency business. Using any other (e.g. personal) accounts is prohibited by policy. Do not forward business emails to or from agency accounts to personal accounts; your personal account will no longer be protected from public disclosure. 

Be sure to follow all agency policies regarding records management and retention, transmitting confidential information, and public disclosure. See Chapter 6; Records and Privacy on our policy page.  

Use diligence in managing your email traffic. Delete thread duplicates and transitory messages you do not need to do your job. Use subfolders to file messages by topic for later reference and save your inbox for urgent items only. For more tips, see the factsheet "Email Records Management" Publication number 653. 

General resources and help

To learn more about resources for WSDA employees, see this webpage: https://agr.wa.gov/employees.aspx 

If you need IT assistance, contact the Service Desk:

• Email: servicedesk@agr.wa.gov
• Phone: 360-902-2008
• Submit a ticket

In summary: WSDA, along with other state agencies are following guidance to maximize telework capacity in response to the COVID-19 public health risk situation. If you are new to teleworking, Insider offers some tips to stay productive and connected.

COVID-19 – What you can do

Patrick Capper
Deputy Director

Prevent the spread - wash your hands often.

The situation around COVID-19 (or 2019 Novel Coronavirus) in Washington State is developing very quickly. I want to summarize and reiterate the information and recommendations you may already be hearing from state, local and federal public health agencies.

The following are the most important actions you can take to help WSDA and our state respond to COVID-19.

Prevent the spread

We can all help prevent the spread of this and any other virus by practicing the standard, common-sense methods recommended every cold and flu season.

Wash your hands often. Avoid touching your eyes, nose, or mouth with unwashed hands. Cover your mouth and nose with a tissue when you cough or sneeze. Sanitize frequently touched surfaces.

Protect others

If you are feeling sick, stay home and stay away from others. WSDA supports employees who need to be home to recuperate and protect their colleagues from the spread of illness. Talk to your

Cover your mouth and nose when you cough or sneeze. 

supervisor about teleworking options.

If you are concerned that you may be at risk for COVID-19, call your doctor or health care provider before going to a hospital or doctor’s office. Health professionals will advise you about steps to take.

Prepare at home and work

As we would prepare for any emergency, such as a major earthquake, make sure you have the supplies you need at home and a household plan.

At work, we can prepare for the possibility of increased absences – due to illness, school closures, or being redirected to help with response. In your work unit, consider how you will cover each other’s work, how staff could work from home, and how you might prioritize the most essential responsibilities.

Stay informed

For the most accurate and credible information about COVID-19 – what it is, how it spreads, symptoms, and how best to respond – look to the expertise of public health agencies.

For Washington, our state Department of Health (doh.wa.gov) is the best place to start. Their webpage about the virus has the latest updates, plus resources and recommendations for every concern.

I assure you the WSDA leadership takes this public health threat very seriously. We are coordinating daily with our emergency management and safety staff, as well as our state, local and federal partners.

Thank you for continuing to focus on your work and the agency’s mission. Now more than ever, I encourage everyone to support each other in staying safe and healthy.

In summary: You can take specific actions to reduce the threat posed by COVID-19 (or Novel Coronavirus). Taking steps to prevent, protect and prepare, WSDA employees can keep themselves safe, support each other, and help our state respond to this public health risk.

Participation and positive responses increase in 2019 employee survey

Patrick Capper
Deputy Director

The results are in! WSDA staff responded to the 2019 Employee Engagement Survey last October, and I am excited to share the results with you. 

Achieving a more representative sample of employee feedback was our primary goal. 

And I’m happy to announce that nearly 70 percent of our agency employees responded to the survey. That represents a big jump in participation compared to 2017 when 46 percent took the survey.  

Thanks to every one of you who took the time to complete this important survey. Your feedback really matters!

Even with the bump in participation, we saw increased positive responses to nearly all the survey questions. 

The biggest improvements in positive responses, with increases of 5 percent or more, were recorded for:

• Having the tools and resources to do our jobs effectively.
• Receiving performance feedback from supervisors.
• Being satisfied with our job.
• Willing to recommend the agency as a great place to work.
• Receiving clear information about agency changes. 

Only two areas went down slightly or remained flat. Those involved knowing how the agency measures success and receiving recognition for a job well done. 

The statements that received the highest positive responses (ranked always, almost always or usually) reveal that most employees have the support, clear expectations and adequate resources to be successful in their jobs. We also learned that most employees feel that their supervisors treat them with dignity and respect. See the “Successes” chart for details. 

The statements that received the lowest percentage of positive responses show that we have work to do to fully engage, inform, and support staff. While many of these improved, we will be working to bring these scores up even more in the next survey. See the “Improvement Opportunities” chart for details. 

Along with Associate Deputy Director Jason Ferrante, I have met with each of the assistant directors to review survey results for their individual divisions and discuss improvement plans. 

All levels of agency leadership will discuss these results and talk about next steps at a forum in Olympia on March 11. 

You can find several detailed documents reporting the 2019 survey results on the WSDA Performance and Planning Management Office’s intranet webpage. These include results of the agency-specific questions we added, as well divisional break-downs of the data.

As we develop initiatives to address the areas that need improvement, please watch your employee communication channels, such as this Insider blog and the weekly Connect, to stay up-to-date on developments.

Thanks again to everyone who took the survey, and to all WSDA employees who work every day to advance our mission. 

In summary: A big jump in agency participation was among the good news from results of the 2019 State Employee Engagement Survey. Deputy Director Patrick Capper unveils highlights from our survey results.