Latest message from the CEO

June 1, 2020

Announcement about modified work arrangement

Very early on, we established policies and procedures to protect you throughout the COVID-19 pandemic. We are serious about your health and safety and will continue to adjust our approach to deliver on those efforts.
 
You’ve been at the forefront of my mind as COVID-19 continues to affect our country. With the uncertainty of the virus, I believe it to be in everyone’s best interest to continue with our modified working situation through September 30, 2020. This plan includes reduced on-site operations to enable social distancing and continued remote work. This also allows us to continue to effectively apply our enhanced sanitizing process within our office locations. At the same time, we will continue to build on and improve our work from home capabilities and technology.
 
September 30 gives us several months to monitor the situation, during which time we hope the pandemic environment might stabilize. However, no one really knows what the future holds. As we approach this date, we will re-evaluate the situation to determine whether we feel we can safely increase on-site operations.
 
There are many factors to consider as we plan and discuss the potential for increasing on-site operations again, including but not limited to:

• The prevalence of the virus in the various states and localities in which we operate
• Federal, state, and local regulations
• Guidelines from the Centers for Disease Control and Prevention (CDC)
• Achievement of state and local conditions for phased re-opening
• Availability of testing for COVID-19
• Whether a vaccine is available
• More than 80% of the U.S. population has become immune to COVID-19

We will follow a conservative approach when we feel it safe to increase on-site operations, looking to the CDC, White House and state and local government guidelines. As we increase operations in the office, we will continue to strictly adhere to the precautions we use today, including mandatory face coverings and social distancing, daily pre-shift health screenings through the Clear2Work app, increased regular sanitation, and regularly-scheduled facility decontamination.
 
I truly appreciate your dedication to Maximus and the citizens we serve. Continue to stay safe by washing your hands, wearing a face covering, and practicing social distancing. We can and we will get through this together.
 
If you have any questions, contact your immediate manager or Human Resources representative. 
 
Sincerely,

Bruce Caswell
President and Chief Executive Officer

Are you showing COVID-19 symptoms?

Do not come to work or enter the building if you have any of these symptoms:

• Fever of 100.4 degree or greater as measured with an oral, ear, or forehead thermometer
• Cough
• Shortness of breath or persistent pain or pressure in chest
• Aches and pains
• Sore throat, congestion, or runny nose
• Headache
• Severe fatigue
• Flu-like symptoms
• Nausea and/or vomiting
• Diarrhea
• Decreased or lost sense of smell or taste

Contact your local human capital representative immediately if any of the above apply to you. Please, if you are sick, do not come to work or enter the building. 

Health Screening Assessment Information

To help maintain a safe work environment for our employees, we are implementing a health screening assessment to make sure that anyone entering a Maximus building is not showing symptoms of COVID-19. This process is being implemented at all operating sites across the U.S. and will help us maintain a safe work environment for our team.

All employees who go into an office will be required to complete the Clear2Work Health Assessment each day. You will not need to perform the self-assessment unless you come into the office.

The information you provide through the health screening assessment will only be used to determine your eligibility to enter a Maximus workspace. The screening questions follow Center for Disease Control and Prevention (CDC) and Equal Employment Opportunity Commission (EEOC)/ Americans with Disabilities Act (ADA) guidance. The information is maintained separately from other Maximus Human Capital records. 

Employee resources

• Mobile App Download Instructions
• Registration Instructions
• Completing the Assessment Instructions
• Forehead Thermometer Instructions
• Paper Screening Questions
• Paper Screening Questions – Spanish

Past employee communications from the CEO

May 4, 2020: Health Screening Assessments

Maximus remains committed to your health and safety, and we are taking every practical precaution to protect our employees. We continue to adjust our approach and response to this pandemic every day as new information emerges.
 
We have begun to roll out a process that requires individuals to complete a brief health assessment through an app or online before coming into work. This process is being implemented at all operating sites across the U.S. and will help us maintain a safe work environment for our team. While we are focusing first on our colleagues who are still coming into the office, all of us, including me, will be required to register. You will not need to perform the self-assessment unless you come into the office.
 
You must complete the health assessment each day before coming into work, using your own mobile device, online, or a paper version to bring with you to the office.
 
Based on your responses, you will receive a notification on your clearance status. If you are cleared, you will proceed to work as normal. If you are not cleared, you should not come to work and first contact your health care provider and then reach out to your local Human Capital representative.
 
More information about training for the system and specific dates for your site’s launch of the process will be communicated to you by your project leadership over the coming weeks.
 
Thank you for considering the health and wellbeing of our colleagues and for your continued service to the citizens we serve.

April 2, 2020:  Maximus social distancing requirement

We know that the best way to prevent illness is to avoid exposure to the virus in the first place. Strict adherence to social distancing is by far the best strategy we have for helping to flatten the curve of COVID-19 infection rates.
 
That’s why it is important and required that you ensure that you and everyone around you is social distancing. The Centers for Disease Control and Prevention (CDC) defines close contact as anyone within six feet of each other.
 
Maximus is taking a no exception stance on social distancing within the workplace. All employees must maintain a six-foot distance from others at all times while on Company property – both inside and outside the building. It is our shared responsibility for all spaces, including smoking areas, parking lots, and common areas outside. I strongly encourage you to follow this directive at home and in public.
 
I know this doesn’t come easily or naturally for us. The key to social distancing is being constantly aware of your surroundings and communicating with others. It will take teamwork to help keep us all safe at work. Here are three steps you can take:

1. Assess your surroundings: Check to see if you can maintain six feet of distance in every space you enter or travel through. If there is not enough space to maintain that six-foot distance – wait or do not enter the space until you can maintain the distance.
2. Communicate: If possible, announce yourself to the others. Let them know where you would like to go and how you plan to do that. For example, “Hi, I would like to wash my hands. I will wait here for you to finish so that I can keep a safe distance between us.”
3. Be vigilant: If you see people too close together, remind them of the new policy. The kindest and most responsible action you can make every day is always to stay at least six feet away from others.

What does social distancing look like?

Bathroom: If already half full, wait outside, come back later, or try a different bathroom. When washing your hands, be sure to alternate sinks to maintain your distance from others.

Doorways and hallways: Stand at one end and wait for your coworker to pass before entering, as if it were a one-lane bridge. At shift changes, create a plan to stagger releases to avoid high traffic. 

Elevator and stairs: Limit one person per elevator. Use stairs if you can, but do not go in the opposite direction of the normal flow for that time of day.

Printer: Line up for the printer with six feet of space between each user. If you can see the printer from your workspace, get up when you know that it is safe to collect your print job.

Break room: If there aren’t many people, enter and maintain your distance. Wipe down any surface you touch.

Meetings: Have your meeting by phone. Skype is also a messaging tool you can use to stay connected with your coworkers.

Greetings: There are many creative ways to greet your friends and colleagues from a distance. Some we’re using include the peace sign, waving your hand, or a head nod to each other.

For this to work, we need everyone’s full participation. So we are clear, anyone who blatantly violates this guidance may be subject to disciplinary action. We appreciate your cooperation, especially those of you who are already exercising social distancing.

March 21, 2020: Expanded COVID-19 Temporary Response Policy

First, we want to thank each of you for your continued dedication to our work in support of the programs and clients we serve. This is a difficult time, but many of you have been with us for years and we continue to be strong and show resolve. Now more than ever, our citizens need us for support and guidance. We have comprehensive plans, strong leadership, and employees who are dedicated to our values and goals to see us through.

We are expanding our criteria for our COVID-19 Temporary Response Policy. We will use the Maximus funds we set aside for a variety of scenarios that might affect you and your family during the COVID-19 outbreak, such as quarantine, care for sick family members, or child care.

The expanded COVID-19 Temporary Response Policy (found on our company's intranet) outlines additional situations for those who may be at high risk for COVID-19, are unable to work remotely, and as a means for social distancing. In addition, employees can take up to five days of advanced paid time off (PTO) if they have a zero PTO balance and are absent due to illness not related to COVID-19, either for themselves or a family member. 

Approval for the Paid Administrative Leave and Emergency Paid Sick Leave discussed in the policy will be at management and human capital discretion, based on each individual's unique situation, operational demands, flexibility, and the program’s criticality in delivering essential services to citizens.

We encourage you to review the policy to understand the guidelines for each category. Each has specific requirements to qualify, and you must follow the procedures outlined in the policy. Work with your local management team and a human capital representative if you have any questions on the policy. We have received many good questions since first communicating the policy this week, and we’ve sought to address these through the expanded policy and an FAQ that will be available soon.

Again, we all hope that only a small number of our employees will need to rely on these safety nets, but it’s critical that they exist for all employees as your health and safety is our first priority. We will continue to monitor the changing situation and will look for other opportunities to update or implement new policies, if needed.

We appreciate everyone’s cooperation and understanding as we navigate these extraordinary times together. You’ve demonstrated patience, dedication, and resolve in keeping our services going while adapting to new ways of working. I could not be prouder of all of you. This is a time that demands a perspective greater than ourselves, and the concern you are demonstrating through your work for many who are less fortunate, and for your colleagues and friends, exemplifies the core values of our company.
 

March 18, 2020: Employee leave options related to COVID-19

We are all doing our best to get through the historic challenges posed by the COVID-19 pandemic. Although no one knows how things will progress or when we can return to normal life, we can control how we respond and how we prepare for what comes next. To that end, Maximus leadership has been working hard to address your greatest concerns. We understand the fear and anxiety that we all have in these uncertain times and want to be sure that we can help reduce some of that stress by providing additional flexibility and stability.

Congress recently passed the Families First Coronavirus Response Act to help small companies and their employees adapt to the health and financial challenges. While Maximus is too large for the Act to apply, we want to provide the same standard of care to our people and your families. We are here for you and you should not have to choose between your health and coming to work during this pandemic.

We have set aside Maximus funds for a variety of scenarios that might impact you during the course of the COVID-19 outbreak, such as quarantine, care for sick family members, or child care. We hope that nobody has to rely on these safety nets, but we want to be prepared.

Approval for emergency paid sick leave will be at management discretion, based on each individual's unique situation, operational demands, flexibility, and the program’s criticality in delivering essential services to citizens. The additional pay options will provide emergency paid sick leave to eligible employees that include job protection provisions and continued health benefits. If approved, you will not need to use your paid time off (PTO) before having access to this benefit.

These are challenging times, and we are committed to looking out for your safety and wellbeing as we work through this together. Thank you for your continued understanding and all of your contributions to help the government serve the people. If you have any questions about taking time off from work due to the COVID-19 virus, please speak with your immediate supervisor or local human capital representative. Visit the COVID-19 site on our company's intranet for more information about leave options.
 

March 17, 2020: Employee update on COVID-19

As we navigate COVID-19 together, we know you probably have questions about COVID-19, your health, and what will happen next. We're here for you.

First and foremost, contact your healthcare provider and human capital if you are sick. Do NOT come into work. Human capital will work with your program and you to answer questions and determine what options are available for your situation. Under challenging circumstances like these, we all must do our part to take care of one another. The most important thing you can do to help is staying away from work if you are sick or have encountered someone who has a confirmed diagnosis of COVID-19.

The leadership, risk, and corporate communications teams continue to monitor the Centers for Disease Control and Prevention (CDC) updates and suggested actions. Also, we consult with our medical experts daily to assess the situation and possible impacts on our people and our projects. Some programs have implemented waivers or eased attendance restrictions as they relate to COVID-19. 

The work that we are doing is critical; especially in health and human services during this time. Many of our programs serve the most vulnerable and at-risk communities across the country. Seniors, families, and people with serious health concerns are contacting you for the guidance necessary to ensure their safety and wellbeing. We are working with our clients to find the best ways to keep serving those people while at the same time doing everything possible to keep Maximus staff safe and healthy.

As a global company, our teams and people are right on the front lines of responding to COVID-19 and government preparations to meet that challenge head-on. Right now, Maximus representatives are answering the phones for the CDC at 1-800-CDC-INFO, and teams in all 50 states and the District of Columbia are helping states with surge capacity to answer questions from the public. 

We are all working together as part of a historic effort to help people get through this difficult time. Thank you for being part of that mission and thank you for all of your hard work and dedication.

View all employee communications on My Maximus